MORNINGSIDE ELEMENTARY SCHOOL SECURITY UPGRADES

Agency: Roanoke City Public Schools
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 236220 - Commercial and Institutional Building Construction
  • 238210 - Electrical Contractors and Other Wiring Installation Contractors
  • 561621 - Security Systems Services (except Locksmiths)
Posted Date: May 20, 2019
Due Date: May 24, 2019
Solicitation No: IFB 2989
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Number Documents Due Date Time
IFB 2989 MORNINGSIDE ELEMENTARY SCHOOL SECURITY UPGRADES 5/24/2019 ​​3:00 P.M.
ATTACHMENT #1 - ARCHITECT'S DRAWINGS
ATTACHMENT #2 - PROJECT MANUAL
PRE-BID CONFERENCE ATTENDEES
ADDENDUM #1 - DRAWINGS AND SPECIFICATIONS
ADDENDUM #2 - QUESTIONS AND ANSWERS

Attachment Preview

Test Title

Purchasing and Financial Control

P. O. Box 13145 • Roanoke, VA 24031

(540) 853-1348 • Fax (540) 853-2836

May 6, 2019

INVITATION FOR BID

IFB #2989

Notice is hereby given of the intention of the School Board for the City of Roanoke, Virginia, to contract for:

Morningside Elementary School – Security Upgrades

Vendors, who are not preregistered and wish to submit a Bid, should complete the "Vendor Application Form" which is found at https://www.rcps.info/departments/administrative_departments/Purchasing_Department/ . click on Forms, complete, and return to the Director of Purchasing with your Bid. Sealed Bids will be received in the Purchasing Department (Terrace Level) for the ROANOKE CITY SCHOOL BOARD, 40 Douglass Avenue, NW, Roanoke, Virginia 24012.

Delivery of Bid: It is the responsibility of the vendor to assure that its Bid is delivered to the place designated for receipt of bids and by the time set for receipt of bids. No bids received after the time designated for receipt of Bids will be considered. Bids must be in the hands of the officer or agent of the Owner whose duty it is to receive them by the time specified. The officer or agent of the Owner whose duty it is to receive Bids will decide when the specified time has arrived and will determine if the Bid was in their possession by that time.

For hand delivered Bids, sufficient time must be allowed for the building receptionist to contact the Purchasing Department (Terrace Level). Receptionist will not be responsible for last minute arrivals or late Bids.

Due Date and Time: May 24, 2019 3:00 P.M.

Bids will be publically opened and read aloud, 3:30 P.M. @ Roanoke City Public Schools Administration Building located at 40 Douglass Ave NW, Roanoke, VA 24012.

In the event that School Board offices are closed due to inclement weather and/or emergency situations prior to or at the time set aside for Bids, the published due date will default to the next open business day at the same time.

ROANOKE CITY SCHOOL BOARD

Eric Thornton

Director of Purchasing

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Electronic Invitation to Bid/RFP Retrieval Instructions: Full copies of Requests for Proposals, Bids, and Addenda in “pdf” format must be retrieved over the Internet at the following address: https://www.rcps.info/departments/administrative_departments/Purchasing_Department/ . Click on Bids, RFP’s, Awards, and Cancellations. To retrieve the Invitation to Bid or Request for Proposal, you will need to download the Adobe Reader. You will only need to download the Adobe Acrobat Reader program one time. Problems - If you experience problems, Call 540-853-1348 or e-mail ethornton@rcps.info for assistance.

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THIS PUBLIC BODY DOES NOT DISCRIMINATE AGAINST FAITH-BASED ORGANIZATIONS.

TABLE OF CONTENTS

INVITATION FOR BID

IFB #2989

MORNINGSIDE ELEMENTARY SCHOOL – SECURITY UPGRADES

Page

I. Purpose 3

II. Background 3

III. Scope of Work 3

IV. Project Requirements 3

V. Calendar of Events 6

VI. Pre-Bid Meeting/Site Visit 6

VII. Submittal Requirements 6

VIII. General Terms and Conditions 6

IX. Special Terms and Conditions 10

X. Additional Forms 13

XI. Bid Form 20

Attachments 1 & 2 – Architect’s Drawings, Specifications, Project Manual

IFB #2989

MORNINGSIDE ELEMENTARY SCHOOL – SECURITY UPGRADES

I. PURPOSE

The purpose of this Invitation for Bid is for Roanoke City Public Schools (“RCPS”, “Owner”) to procure a Contractor (“Offeror”) to provide all materials, labor, and installation of security upgrades at Morningside Elementary School located at 1716 Wilson St. SE, Roanoke, VA 24013.

II. BACKGROUND

There is a need to enhance the security of the vestibule and visitor access to the school.

III. SCOPE OF WORK

RCPS is requesting Bids from Offerors to provide the most practical, time effective, and cost efficient solution to install security upgrades at Morningside Elementary School.

The description of services shall establish minimum requirements and expectations. RCPS reserves the right to waive any or all requirements specified herein.

1. Provide all labor, materials, equipment, and supervision necessary for the complete installation described in this IFB. A local building permit issued by the City of Roanoke is required to be included in the lump sum bid.

2. Bids shall be based on the drawings, specifications, and project manual provided by Hughes Architects and Engineers dated May 1, 2019 (Attachment 1; Attachment 2).

3. Drawings and specifications are available via the Purchasing Department website, https://www.rcps.info/departments/administrative_departments/Purchasing_Department/ , for printing at bidder’s discretion.

4. Work on the project site can begin on June 6, 2019 and must be substantially completed by August 15, 2019.

IV. PROJECT REQUIREMENTS

All work shall be in accordance with the architect’s plans, specifications, and project manual which are listed in “IFB 2989 Morningside Elementary School – Security Upgrades”.

1. Job Schedule

TIME IS OF THE ESSENCE, and job schedule durations for any given task within the job schedule will not preclude RCPS from requiring the Contractor to furnish additional workmen and/or equipment to the Project at no additional cost to RCPS if, in the opinion of the Architect or RCPS, some tasks are slipping in duration and insufficient workmen are assigned to the job to finish each task on time or early. The contractor shall direct and coordinate all work performed by his forces and those of any subcontractors in his employ to assure the orderly and timely completion of the work. The work on the project can start after a formal agreement is reached.

Substantial Completion for IFB 2989 must be achieved no later than August 15, 2019. If the Contractor is unable to achieve Substantial Completion for the project by August 15, 2019, the Contractor shall pay to the Owner, not as a penalty, however as liquidated damages for breach of Contract, one thousand dollars ($1,000) per calendar day.

2. Clean Up

During the course of construction, the Contractor shall maintain the Project in a clean and orderly condition and shall remove waste materials from the Project. In addition to any specific directions from the Owner, a daily clean-up is a mandatory requirement throughout the course of the Project. If Contractor fails to clean up daily, after being warned by the owner, at the weekly meeting or in writing, and after the passage of 24 hours, RCPS will perform the necessary clean-up and the cost of this clean-up will be deducted from future payments due the Contractor at the rate of $45 per man-hour, or the actual cost of clean-up, plus 15%, whichever is higher, and/or may charge a daily fine of $100.00 per day until the clean-up is complete. Upon completion of the Work under the Contract, the Contractor shall remove from the Project all temporary structures, debris, and waste incident to its operation and clean all surfaces, fixtures, equipment, etc., related to the performance of the Contract. If the Contractor fails to perform this final clean-up within two (2) working days, or sooner if required for safety and/or health reasons, after notification by the Architect to do so, RCPS will perform the necessary clean-up and the cost of this clean-up will be deducted from future payments due the Contractor at the rate of $45.00 per man-hour, and/or $1,000.00 per day until the clean-up is complete.

3. Safety

Contractor shall, at its own expense, conform to any basic safety policy of RCPS, and shall comply with all applicable Federal, State or Local safety rules, standards, regulations and record keeping requirements. If Contractor fails to remedy noted safety issues daily, after being warned by the Architect, at the weekly meeting or in writing, and after the passage of 24 hours, RCPS will perform the necessary safety work and the cost of this work will be deducted from future payments due the Contractor at the rate of $45 per man-hour, or the actual cost of the work plus 15%, whichever is higher, and/or may charge a daily fine of $1,000.00 per day until the work is complete. Contractor shall inform all of his employees of any RCPS’s policy on safety and that all safety-related policies and regulations should be implemented. Contractor agrees to defend and to be solely responsible for all citations, assessments, fines or penalties which may be received or incurred by reason of Contractor’s failure or the failure of the Contractor’s agents, employees, suppliers or subcontractors to comply with safety standards, rules, regulations and requirements.

4. Coordination of its Work with Others

The Owner may award separate contracts for performance of certain other construction operations during this contract. Those operations may be scheduled to take place while work under this Contract is under way. The Contractor shall coordinate with the Owner and his direct contractors so that all work can be completed in a timely and efficient manner.

5. Bonds

A performance Bond is required for this project. The following bonds are required for construction projects over $100,000:

1. Bids must be accompanied by a bid bond, as a guarantee that if the contract is awarded to the

Offeror, Offeror will enter into the contract for the work stated in the RFP.

2. A performance bond to assure strict conformity to plans and specifications.

3. A payment bond to assure payment of labor and materials to suppliers and subcontractors.

4. Contractor is to be responsible for payment of all bonds relating to work quality, erosion

control, permits/fees to reviewing agencies as needed.

6. Contractor agrees as follows:

A. Contractor shall cooperate with the RCPS and all others whose work may

Interface or interfere with Contractor's Work; before proceeding with Contractor’s Work, or any portion thereof, Contractor shall review all job conditions and thoroughly inspect all prior Work of previous Contractors and others. Contractor shall notify the Architect and RCPS, in writing, of any unacceptable conditions, interferences or defective prior Work that would affect the proper and timely execution of Contractor's Work. Unless such notice is given, Contractor shall be deemed to have fully accepted the conditions as they exist and shall be fully responsible for any and all expenses, losses or damages resulting from said conditions; unless, such conditions as would affect the Contractor’s work are not reasonably discoverable by Contractor’s inspection.

B. Contractor recognizes that the Job Schedule requires coordination with other trades, and agrees to coordinate Contractor's Work with the work of others including work by the Owner’s forces or separate contractors. Contractor recognizes that Contractor's Work may not always be performed as a continuous operation.

C. Contractor shall participate in scheduling meetings to coordinate interrelated and interfacing work of the various Contractors. Should Contractor install any portion of Contractor's Work prior to coordination or in such a manner as to cause interference with the Work of others, Contractor shall, at its own expense, arrange for its removal or modification, or cutting and patching.

D. Contractor shall be responsible for taking all field measurements necessary to ensure the proper fitting of Contractor's Work with the Work others. Field measurements shall be taken and coordinated in a timely manner to avoid delaying the Job Schedule.

E. Contractor shall schedule delivery of all materials and equipment to coincide with installation dates established by the Architect in accordance with the Job Schedule.

F. Contractor shall immediately notify the Architect, in writing, of any change in the delivery status of any of Contractor's materials or equipment; however, such change does not relieve Contractor of its obligations to perform its work in accordance with the Contract.

G. Contractor shall promptly submit shop drawings, drawings, data, and samples in such detail as required in order to carry on Contractor's Work efficiently and at a speed that will avoid delay to the Job Schedule and permit coordination of Contractor's Work with the work of others.

H. Contractor should provide a schedule of work that coincides with project time-line.

I. Performance Bond - A performance bond may be required for this project.

V. CALENDAR OF EVENTS

Date

Release Bid 05/06/2019

Mandatory Pre-bid meeting /site visit 05/09/2019 (4:00 P.M.)

Receive Written Inquiries (no later than) 05/14/2019 (5:00 P.M.)

Answer Written Inquiries 05/20/2019 (anticipated)

Receive Bids 05/24/2019 (3:00 P.M.)

VI. PRE-BID MEETING

A MANDATORY pre-bid meeting/site visit will be conducted May 9, 2019 at 4:00 P.M. at Morningside Elementary School located at 1716 Wilson St. SE, Roanoke, VA 24013. Written questions regarding the project may be submitted via e-mail to ethornton@rcps.info .

VII. SUBMITTAL REQUIREMENTS

Bids must be submitted on the enclosed Bid Form and signed by an authorized individual of the company. Bids should be sent to:

Eric Thornton, Director of Purchasing

Department of Purchasing

Roanoke City Public Schools

40 Douglass Avenue, NW

Roanoke, VA 24012

Additional Information:

1. Requests for any additional information should be directed to Eric Thornton, Director of Purchasing, at (540) 853-1348. All answers to questions will be posted on the RCPS website

at https://www.rcps.info/departments/administrative_departments/Purchasing_Department/ .

2. All information concerning scheduling of this project and any issues or concerns that may arise on this project are to be directed to Jeff Shawver at (540) 853-6306, or jshawver@rcps.info.

3. RCPS encourages use of MBE, WBE, SBE, and Local contractors.

4. The selected Contractor shall supply a “Certificate of Compliance” for all persons working on the project. This includes, however is not limited to, said contractor’s employees and any subcontractor’s employees.

VIII. GENERAL TERMS AND CONDITIONS

1. Taxes: State sales and use tax certificate of exemption, Form ST-12 will be issued upon request, if

you do not have same on file. Deliveries against this proposal shall be free of excise or

transportation taxes.

2. Mandatory use of RCPS Form and Terms and Conditions: Failure to submit a proposal on the official form provided for that purpose shall be a cause for rejection of the proposal. Return of the completed document is required. Modification of or additions to any portion of the solicitation may be cause for rejection of the proposal; however, RCPS reserves the right to decide, on a case-by-case basis, in its sole discretion, whether or not to reject such a proposal as non-responsive. Supplementary data and information which respond to inquiries, demonstrate qualifications and expertise, etc., may be attached to the proposal forms.

3. Precedence of Terms: Except for Paragraphs 1 and 2 of the General Terms and Conditions for Professional Services, which shall apply in all instances, in the event there is a conflict between the Generals Terms and Conditions for Professional Services and any Special Terms and Conditions used in a particular procurement, the Special Terms and Conditions shall apply.

4. Default: In case of failure to deliver the reports, documents or services in accordance with the contract terms and conditions, RCPS, after due oral and written notice, may procure from other sources and hold Vendor responsible for any resulting additional procurement and administrative. This remedy shall be in addition to any other remedies which RCPS may have incurred.

5. Assignment of Contract: A contract shall not be assignable by the Contractor in whole or in part

without the written consent of RCPS.

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

7. Ethics in Public Contracting: By submitting the proposal, all Offerors certify and warrant that their bids are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Offeror, supplier, manufacturer, or subcontractor in connection with their proposal, and that they have not conferred with any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything, present or promised, unless consideration of substantially equal or greater value is exchanged.

8. Anti-Discrimination: By submitting their proposal, all Offerors certify to RCPS that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as amended, where applicable, and Section 11-51 of the Virginia Public Procurement Act which provides:

A. In every contract over $10,000, the provisions 1 and 2 below apply:

During the performance of this contract, the contractor agrees as follows:

1. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

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

9. Debarment Status: By submitting a bid, all Offerors certify that they are not currently debarred from submitting bids on contracts by any agency of the Commonwealth of Virginia, nor are they an agent of any person or entity that is currently debarred from submitting bids on contracts by any agency of the Commonwealth of Virginia.

10. Applicable Law and Courts: Any contract resulting from this solicitation shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The contractor shall comply with applicable federal, state and local laws and regulations.

11. Asbestos: Comply with applicable Federal, State and Local regulations

A. Asbestos Hazard Emergency Response Act (AHERA) regulations contained in 40 CFR 763.

Title 29, Code of Federal Regulations, Section 1910.134, 1910.1001, 1910.1200, 1926.58, and 1926.1101 of the Occupational Safety and Health Administration (OSHA), US. Department of Labor.

B. Title 40, Code of Federal Regulations, EPA workplace guidelines include those pertinent

sections of part I and II, EPA Guideline document 560/5-S5-024, “Guidance for Controlling Asbestos Containing Materials in Buildings”.

C. All State, County, and City codes and ordinances as applicable.

Air sample certification shall be provided prior to substantial completion indicating levels are with the recommendations per local, state and federal levels for schools.

12. Lead: Comply with applicable Federal, State and Local regulations

A. Title 29, Code of Federal Regulations (CFR), Occupational Safety and Health

Administration (OSHA), U.S. Department of Labor:

• 1910 General Industry Standards

• 1910.1025 Lead Standard for General Industry

• 1910.134 Respiratory Protection

• 1910.1200 Hazard Communication

• 1910.245 Specifications for Accident Prevention (Sign and Tags)

• 1926.62 Lead Exposure in Construction

B. Title 40, CFR Part 50, Appendix G, National Ambient Air Quality for Lead.

C. ASTM-American Society for Testing Materials.

D. ANSI Z288.2.8 Practices for Respiratory Protection.

E. ANSI Z9.2 1979 Fundamentals Governing the Design and Operation of Local Exhaust systems.

F. United States Housing and Urban Development (HUD) Guidelines for the Evaluation and Control of Lead-Based Paint in Housing, revised, October, 1997.

G. Code of Virginia, Lead-Based Paint Activities VAC 15-30-650.

H. Virginia Department of Environmental Quality, Hazardous Waste Management

regulations 9VAC 20-60-10 thru 1480.

I. USEPA 40 CFR Part 260 Hazardous waste management system.

J. USEPA 40 CFR Part 261 Identification and listing of hazardous waste.

K. USEPA 40 CFR Part 262 Standards applicable to generators of hazardous waste.

L. USEPA 40 CFR Part 263 Standards applicable to transporters of hazardous waste.

M. USEPA 40 CFR Part 264 Standards for owners and operators of hazardous waste

treatment, storage and disposal facilities.

N. USEPA 40 CFR Part 265 Interim status standards for owners and operators of hazardous

waste treatment, storage, and disposal facilities.

O. USEPA 40 CFR part 266 Standards for the management of specific hazardous wastes and

specific types of hazardous waste management facilities.

P. USEPA 40 CFR Part 267 Interim standards for owners and operators of new hazardous

waste land disposal facilities.

Q. USEPA 40 CFR Part 268 Land disposal restrictions.

R. USEPA 40 CFR Part 269 EPA administered permit programs: The Hazardous Waste Permit

program.

S. USEPA 40 CFR Part 270 Requirements for authorization of state Hazardous waste

Programs.

T. USEPA 40 CFR Part 270 Approved State hazardous waste management programs.

Air sample certification shall be provided prior to substantial completion indicating levels are with the recommendations per local, state and federal levels for schools.

13. Qualifications of Offerors: RCPS may make such reasonable investigations as deemed proper and necessary to determine the ability of the Offeror to perform the work and the Offeror shall furnish to RCPS all such information and data for this purpose as may be requested. RCPS reserves the right to inspect Offeror's physical plant prior to award to satisfy questions regarding the Offeror's capabilities. RCPS further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such Offeror fails to satisfy RCPS that such Offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

14. Anti-Collusion Certification: By signing the proposal, the Offeror certifies that the proposal is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. The Offeror understands that collusive bidding is a violation of the Virginia Governmental Frauds Act and Federal Law and can result in fines, prison sentences, and civil damage awards. The Offeror agrees to abide by all conditions of the proposal and certifies that the individual signing the proposal is authorized to do so.

15. Payment Terms: Any payment terms requiring payment in less than 30 days will be regarded as

requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect

offers of discounts for payment in less than 30 days.

16. Immigration Reform & Control Act of 1986: By submitting a proposal, Offerors certify that they

do not and will not, during the performance of this contract, employ illegal alien workers or

otherwise violate the provisions of the Federal Immigration Reform and Control Act of 1986.

17. Relationship of Contractor to Owner: After the Contract for services has been fully executed, the Contractor shall be the professional advisor and consultant to the Owner for technical matters related to the project and shall be responsible directly to and only to the Owner. The Owner shall communicate all approvals, rejections, change requirements and other similar information to the Contractor. The Contractor shall advise the Owner of changes necessary to keep the project within the prescribed area and cost limits.

18. Code and Regulatory Compliance: The Contractor is responsible for designing the project and administering the construction phase of the project in accordance with the Virginia Uniform Statewide Building Code, Roanoke City Building Code, and other regulatory requirements applicable to the project. Nothing contained herein shall be construed as relieving any Contractor, professional design consultant, contractor, supplier or any other participant from any professional or legal responsibility for performance. Review, comments and approvals by Owner or the staff of RCPS, in no way absolve any other person, firm or corporation involved in a project from their full responsibilities under the applicable laws, codes, and professional practice as required in projects for Roanoke City Public Schools.

IX. SPECIAL TERMS AND CONDITIONS

1. Insurance:

A. Prior to the start of any work under the contract, the Contractor shall provide to RCPS Certificate of Insurance Forms approved by RCPS and maintain such insurance until the completion of all project orders issued under the contract. The minimum limits of liability shall be:

1. Workers’ Compensation-Standard Virginia Workers Compensation Policy Broad Form Comprehensive General Liability --$1,000,000 Combined Single Limit coverage to include: Premises-Operations; Products/Completed Operations; Contractual; Independent Contractors; RCPS and Contractor’s Protective; Personal Injury (Libel, Slander, Defamation of Character, etc.);

2. Automobile Liability-$1,000,000 Combined Single Limit

2. Audit: The Offeror agrees to retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by RCPS. RCPS shall have full access to and the right to examine any of said materials during said period.

3. Termination of Contract: RCPS reserve the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver any outstanding orders issued prior to the effective date of cancellation.

4. Modification of Contract: RCPS may, upon mutual agreement with the Offeror, issue written modifications to the statement of needs as a part of this contract, except that no modifications can be made which will result in an increase of the original project order contract price by $50,000 or a cumulative amount of more than 25%, whichever is greater, without the advance written approval of the Deputy Superintendent for Operations, or his designee. In making any modification, the resulting increase or decrease in cost for the modification shall be determined by one of the following methods as selected by RCPS in accordance with the requirements of the Public Procurement Act.

5. Ownership of Materials: Ownership of all data, materials, and documentation originated and prepared for the Roanoke City School Board pursuant to the proposal shall belong exclusively to the Roanoke City School Board and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by the Offeror shall not be subject to public disclosure under the Freedom of Information Act, unless otherwise required by law or a court; however, the Offeror must invoke the protection of Section 2.2-4332(F) of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must SPECIFICALLY identity the data or materials to be protected and state the reason why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire Bid document, line item prices, and/or total proposal prices as proprietary, or trade secrets, is NOT ACCEPTABLE and may result in REJECTION of the bid.

6. Subcontracts: No portion of work shall be subcontracted without prior written consent of RCPS. In the event the Contractor desires to subcontract some or part of the work specified herein, the Contractor shall furnish RCPS the names, qualifications and experience of their proposed subcontractors. The Contractor shall, however, remain fully liable and responsible for the work done by the subcontractor(s) and shall assure compliance with all contract requirements.

7. Indemnification: The contractor agrees to be responsible for, indemnify, defend and hold harmless RCPS, its officers, agents and employees from the payment of all sums of money by reason of any claim against them arising out of any and all occurrences resulting in bodily or mental injury or property damage that may happen to occur in connection with and during the performance of the contract, including but not limited to claims under the Workers' Compensation Act. The contractor agrees that it will, at all times, after the completion of the work, be responsible for, indemnify, defend and hold harmless RCPS, its officers, agents and employees from all liabilities resulting from bodily or mental injury or property damage directly or indirectly arising out of the performance or nonperformance of the contractor.

8. Proposal Acceptance Period: Any proposal resulting from this solicitation shall be valid for 90 days. At the end of the 90 days, the proposal may be withdrawn at the "written" request of the Offeror. If the proposal is not withdrawn at that time, it remains in effect until an award is made or the solicitation is canceled. Withdrawal of bids due to error shall be in accordance with Section II-54 (ii), Code of Virginia.

9. Late bids: To be considered for award, bids must be received by Roanoke City Public Schools, Attention Eric Thornton, 40 Douglass Ave NW, Roanoke, VA 24012, by the designated opening date and hour. The official time used in the receipt of bids is that time on the clock located in RCPS Purchasing Department. Bids received after the designated opening date and hour are automatically disqualified and will not be considered. Roanoke City Public Schools is not responsible for delays in the delivery of mail by the U.S. Postal Service, private couriers, or another means of delivery. It is the sole responsibility of the Offeror to insure that its bid reaches Roanoke City Public Schools Purchasing Department by the designated date and hour.

10. Gifts by Offeror, Contractor or Subcontractor: No Offeror, contractor or subcontractor shall confer on any public employee having official responsibility for a procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged.

11. Availability of Funds: It is understood and agreed between the parties herein that the agency shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

12. Contract Documents: The contract entered into by the parties shall consist of the Request for Proposal, the signed proposal submitted by the Contractor, Roanoke City Public Schools Standard Contract form (Attachment A), the General and Special Terms and Conditions, the Statement of Need including all modifications thereof, all of which shall be referred to collectively as the Contract Documents.

13. Rejection of Bids: The Deputy Superintendent for Operations, on behalf of the School Board, reserves the right to reject any and all bids.

14. Authorization to Conduct Business in Virginia. The attention of each Bidder/Offeror is directed to Virginia Code Section 2.2-4311.2 (effective July 1, 2010) which requires a bidder or Offeror organized or authorized to transact business in the Commonwealth of Virginia pursuant to Title 13.1 or Title 50 of the Code of Virginia, as amended, or as otherwise required by law, shall include in its bid or proposal the Identification Number issued to such bidder or Offeror by the Virginia State Corporation Commission (SCC). Furthermore, any bidder or Offeror that is not required to be authorized to transact business in the Commonwealth of Virginia as a domestic or 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. Please complete the following by checking the appropriate line that applies and providing the requested information:

A. Bidder/Offeror is a Virginia business entity organized and authorized to transact business in Virginia by the SCC and such bidder’s/Offeror’s Identification Number issued to it by the SCC is ________________________.

B. Bidder/Offeror is an out-of-state (foreign) business entity that is authorized to transact business in Virginia by the SCC and such bidder’s/Offeror’s Identification Number issued to it by the SCC is ________________________.

C. Bidder/Offeror does not have an Identification Number issued to it by the SCC and such bidder/Offeror is not required to be authorized to transact business in Virginia by the SCC for the following reason(s):______________________________________________

X. ADDITIONAL FORMS

Trade Secrets/Proprietary Information

Trade Secrets or Proprietary information submitted by an Offeror, or contractor in connection with a procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror or contractor must invoke the protections of this section prior to or upon submission of data or other materials to be protected and state the reasons why protection is necessary. Information leading to the decision to award, including prices and other factors, shall be made public.

Please mark one:

( ) No, the submittal I have turned in does not contain any trade secrets and/or proprietary information.

( ) Yes, the submittal I have turned in does contain trade secrets and/or proprietary information.

If YES, please list the page numbers and the reasons for why the information is considered a trade secret and/or proprietary information. Do Not Mark the Whole Proposal Proprietary.

Anti-Collusion Certification

The Offeror certifies that this proposal response is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same product and that this proposal is in all respects bona fide, fair and not the result of any act of fraud or collusion with another person or firm engaged in the same line of business or commerce. The Offeror understands collusive bidding is a violation of Federal Law and that any false statement hereunder constitutes a felony and can result in fines, imprisonment, as well as civil damages. The Offeror also understands that failure to sign this statement will make the proposal non-responsive and unqualified for award.

Signed: ________________________________________

Date: __________________________________________

Name of Company: ______________________________

MINORITY & WOMEN-OWNED BUSINESS ENTERPRISE CERTIFICATION

The Proposer should complete the following information:

Is Proposer a qualified minority or women-owned business enterprise (MBE/WBE)?

Yes: ________ No: ________. Regardless of response to this question, Bidder shall complete the following:

Will Bidder be using subcontractors? Yes: ________ No: ________

In conjunction with the desire of the School Board of the City of Roanoke, VA’s policy to utilize Minority and Women-Owned Business Enterprises wherever possible, the Bidder (Proposer) has solicited quotations for labor, material, and/or services from the following MBE/WBE: (Attach additional sheet if necessary.)

Type of Labor, Service

1. Name of Firm Person(s) Contacted or Material Quoted Date

___________ ________________ __________________ _______

___________ ________________ __________________ _______

2. Of those Listed above, we intend to utilize the following MBE/WBE in completion of the work required by this contract. (Attach additional sheet if necessary.)

Type of Labor, Service Amount of Contract

Name of Firm or Material Quoted Subcontract

____________________________ ________________ __________________

____________________________ ________________ __________________

The Bidder will utilize the indicated MBE/WBE firms in this project. If the Proposer determines not to use the indicated MBE/WBE, Bidder must notify the School Board and provide a valid non-discriminatory business reason for not employing the MBE/WBE.

3. If the MBE/WBE’s indicated in paragraph 1 will not be utilized, please state the reason for each firm. (Attach additional sheet if necessary.)

Name of Firm Results of Contact

______________________________________________________________________________

______________________________________________________________________________

4. If unable to contact MBE/WBE’s, please indicate efforts made: (Attach additional sheet if necessary.)

___________________________________________________________________________

___________________________________________________________________________

This firm has made a good faith effort to utilize MBE/WBE’s whenever possible.

Offeror: _____________________________________________________

(Firm)

______________________________________________________

(Address)

________________________ ________________________

(Telephone) (FAX)

__________________________________________________ ____________

(Ink Signature and title) (Date)

(Seal and attest Seal if Proposal is by Corporation)

Form W-9

(City of Roanoke Substitute W-9 Form)

Rev. July 2005

Request for Taxpayer

Identification Number and Certification

Completed form should be returned to

Purchasing Dept.

PO Box 13145

Roanoke VA 24031

City Vendor Number if previously assigned:

Name ( List legal name, if joint names, list first & circle the name of the person whose TIN you enter in Part I-See Specific Instruction on page 2)

Business name, if different from above. (See Specific Instruction on page 2)

Check appropriate box: □ Individual □ Sole proprietor □ Corporation □ Partnership □ Other ___________________________

Legal Address: number, street, and apt. or suite no.

Remittance Address: if different from legal address.

City, state and ZIP code

Remittance City, state and ZIP code

Phone #

Remittance Phone #

Fax #

Remittance Fax #

Email Address

Remittance Email Address

Procurement Contact Person

Remittance Contact Person

Part I Taxpayer Identification Number (TIN)

f

Enter your TIN in the appropriate box. For individuals, this is your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instruction on page 2. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3.

Note: If the account is in more than one name, see the chart on page 3 for guidelines on whose number to enter.

Social security number

OR

Employer identification number

Part II Certification

f

Under penalties of perjury, I certify that:

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), andI am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Services (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and

2. I am an U.S. person (including an U.S. resident alien).

Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply.

...

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