ON-CALL DISTRICT WIDE ROOF REPAIR SERVICES

Agency: Roanoke City Public Schools
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 238160 - Roofing Contractors
Posted Date: May 15, 2020
Due Date: Jun 10, 2020
Solicitation No: IFB 3027
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 3027 ON-CALL DISTRICT WIDE ROOF REPAIR SERVICES 6/10/2020 2:00 P.M.

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Test Title

Purchasing Department

(540) 853-1348 • Fax (540) 853-2836

May 15, 2020

INVITATION FOR BID

IFB 3027

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

ON-CALL DISTRICT WIDE ROOF REPAIR SERVICES

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.

Delivery of Bid: Due to the School Board Offices being closed on the due date and time of June 10, 2020 (2:00 P.M., EST) and as a precaution to COVID-19, bidders must submit their bids by the due date and time to the following e-mail address: ethornton@rcps.info . The file size should be no greater than 10 MB if submitting by e-mail due to the file size limitations of the Roanoke City Public Schools (RCPS) e-mail system. If the file size is too large to allow submission of bid via e-mail, then vendors should provide by the due date and time a secure web address whereby the bid documents may be accessed and downloaded by the RCPS Purchasing Department. The secure web address must be e-mailed by the due date and time to ethornton@rcps.info .

Due Date and Time: June 10, 2020 2:00 P.M. (EST).

Bids will be publicly posted June 10, 2020, 2:30 P.M. @ https://www.rcps.info/departments/administrative_departments/Purchasing_Department/bids__rfps__awards_and_cancellations .

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.

**********************************************************************************************

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

TABLE OF CONTENTS

INVITATION FOR BID

IFB 3027

ON-CALL DISTRICT WIDE ROOF REPAIR SERVICES

PAGE

I. PURPOSE 3

II. BACKGROUND - OMITTED 3

III. SCOPE OF WORK 3

IV. CONTRACT PERIOD 4

V. PRE-BID CONFERENCE 4

VI. CALENDAR OF EVENTS 4

VII. METHOD OF AWARD 5

VIII. GENERAL TERMS AND CONDITIONS 5

IX. SPECIAL TERMS AND CONDITIONS 8

X. ADDITIONAL FORMS 12

XI. BID FORM 19

IFB 3027

ON-CALL DISTRICT WIDE ROOF REPAIR SERVICES

I. PURPOSE

The Roanoke City Public Schools (“RCPS” or “Owner”) intends to retain qualified firms to provide On-Call Roof Repair Services as needed. This document establishes the anticipated services to be performed and outlines the evaluation and selection process however; this document does not guarantee a contract with the selected firm(s).

II. BACKGROUND - OMITTED

III. SCOPE OF WORK

The selected firm(s) shall furnish on-call roofing services, covered by the contract which the District may require during the period of time specified. Selected firm(s) will provide the following services to the District. Services include but are not be limited to:

1. Contractor will repair areas as indicated by Roanoke City Public Schools as per specifications.

2. Work will consist of a combination of single ply, modified bitumen, slate, terra-cotta, asphalt shingles, and built up roofing.

3. Work may include removal and replacement of, but not limited to, all curbs, flashing, drains, gutters, down spouts, metal flashings, copings, edge metal, cleats, fasteners, wood blocking, adhesives, and membranes.

4. Drains may also be required and/or tapered insulation used to keep water from ponding as specified by owner.

5. Contractor will work with a representative of RCPS who will monitor work daily.

6. Once repairs begin, contractor will work until the conclusion of the repairs.

7. Warranties for workmanship will be no less than three (3) years.

8. Contractor must be a “Class A” contractor and have no past history of bankruptcy or bankruptcy protection.

9. Contractor will have a twenty-four (24) hour response time.

10. Contractor will complete a certificate of Compliance for all employees working on the job and if a sub-contractor is used a certificate of compliance must also be completed for all employees who will be on the owner’s property.

11. Contractor must supply asbestos core samples and lab reports in compliance with Virginia regulations.

12. Contractor will be responsible for abatement and monitoring where required to comply with local, state and federal law. A copy of all asbestos reports will be sent to the Chief of Facilities and also submitted to the City of Roanoke Building Office.

13. Contractor will be required to submit all Building Permits and drawings required by the City of Roanoke to the Chief of Physical Plants (or his designee) before starting the work.

14. If repairs are needed during the school year, Contractor will work with the Principal and RCPS representative of that school to ensure classes are not disrupted.

15. Contractor is responsible for “clean up “and removal of all debris created during the course of the project.

16. Contractor will cover and protect furnishing and floors from dust and debris and clean rooms as necessary to allow class to resume immediately after repairs.

17. Contractor will contact RCPS representative and the school Principal for storage of materials as needed for the job.

18. Contractor must provide and maintain all insurances and be bonded while working with RCPS.

19. At the conclusion of repairs, Contractor will provide a project closeout report of the work completed. This should include; before, during, and after photos, drawings, specification of materials used, daily reports, warranties, and a copy of all permits.

20. Contractor will also supply a Class A fire rating which will be UL or FM rated for 90 psf wind uplift and a wind compliance verification for all work performed.

21. All contractors will register at the front office of the RCPS location before work begins daily.

22. 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.

IV. CONTRACT PERIOD

The initial contract period will be from signing of contract until June 30, 2021. Non-exclusive contracts may be voluntarily extended by RCPS, at its sole discretion, for up to four (4) optional one (1) year renewals.

V. PRE-BID CONFERENCE

A mandatory pre-bid meeting will be conducted May 27, 2020 at 9:00 A.M. at Roanoke City Public Schools Operations Center, 3601 Ferncliff Avenue, NW, Roanoke, VA 24017. The Purchasing Department will conduct the meeting. Questions regarding the project may be submitted and will be answered on the RCPS web site. Virtual participation is also an option. You need to let us know no later than May 25, 2020 at 3:00 PM if you wish to attend virtually by contacting Eric Thornton at 540-853-1348 or e-mail ethornton@rcps.info

VI. CALENDAR OF EVENTS

Date

Release IFB May 15, 2020

Mandatory Pre-Bid Conference May 27, 2020 | 9:00 a.m.

Receive Written Inquiries (no later than) June 3, 2020 | 5:00 p.m.

Answer Written Inquiries (no later than) June 5, 2020 | 5:00 p.m.

Receive Bids June 10, 2020 | 2:00 p.m.

VII. METHOD OF AWARD

1. Awards will be made based on the rate sheet (Bid Form). Past performance of bidders will also be considered in determining the award.

2. Bidders will be required to provide at least three (3) references of similar sized and scoped contracts during the past eighteen (18) months.

3. Awards may be placed to two (2) primary Contractors, effectively the two (2) lowest responsive and responsible bidders.

It is the intention of the Division to issue work equally with both Contractors, however the assignment of work shall be at the sole discretion of the Division. Subject to, and without in any way enlarging or limiting the other provisions of the contract, any claim of either Contractor against the Division for extra compensation or damages arising out of assignment of work by the Division shall be deemed to have been waived by both Contractors.

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 proposals 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:

i. 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 proposal, all Offerors certify that they are not currently debarred from submitting proposals 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 proposals 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.

b. 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.

c. 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”.

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

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.

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 Offeror to Owner: After the Contract for services has been fully executed, the Offeror 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 Offeror.

18. Code and Regulatory Compliance: 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:

i. Workers’ Compensation-Standard Virginia Workers Compensation Policy

ii. 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.);

• Automobile Liability-$1,000,000 Combined Single Limit for bodily injury and property damage per occurrence.

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 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 proposal document, line item prices, and/or total proposal prices as proprietary, or trade secrets, is NOT ACCEPTABLE and may result in REJECTION of the proposal.

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 proposals due to error shall be in accordance with Section II-54 (ii), Code of Virginia.

9. Late proposals: To be considered for award, proposals 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 proposals is that time on the clock located in RCPS Purchasing Department. Proposals 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 proposal 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. Qualification of Offerors: Roanoke City Public Schools 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 Roanoke City Public Schools all such information and data for this purpose as may be requested. Roanoke City Public Schools reserves the right to inspect Offeror's physical plant prior to award to satisfy questions regarding the Offeror's capabilities. Roanoke City Public Schools further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such Offeror fails to satisfy Roanoke City Public Schools that such Offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

12. 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.

13. 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, 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.

14. Rejection of Proposals: The Deputy Superintendent, on behalf of the School Board, reserves the right to reject any and all proposals

15. Procedure for Protest: Any vendor submitting a proposal may protest the award or decision to award a contract by submitting a written protest to the Deputy Superintendent of the ROANOKE CITY SCHOOL BOARD no later than ten (10) days after the award or the announcement of the decision to award whichever occurs first. The written protest shall include the basis for the protest and the relief sought. (Section 2.2-4360, Code of Virginia)

16. 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 (). 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 and such bidder’s/Offeror’s Identification Number issued to it by the is ________________________.

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

c. Bidder/Offeror does not have an Identification Number issued to it by the and such bidder/Offeror is not required to be authorized to transact business in Virginia by the 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 Substitute W-9 Form)

Rev. July 2005

Request for Taxpayer

Identification Number and Certification

Completed form should be returned to

Purchasing Department

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

, 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), and

2. I 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

3. I am an person (including an 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.

Sign

Here

Authorized Signature ► Date ►

ROANOKE CITY PUBLIC SCHOOLS

CERTIFICATION OF COMPLIANCE WITH CODE

1. A sworn statement or affirmation from the contractor that neither the contractor nor any of its employees have been convicted of a felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child nor a crime of moral turpitude is mandated by Virginia Code Section 22.1-296.1.

2. Affirmation from the contractor that the contractor does not, and shall not during the performance of the contract for goods and services in Virginia, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

3. A sworn statement or affirmation from the contractor that the employees have submitted to and passed an employment drug screening.

Bid/Proposal-Number: 3027 Company Name: ____________________________

List of employee(s) assigned to the project:

By signature below, I hereby certify that 1) a criminal background check has been performed as part of the employment process for the above listed persons and that based upon the results of such background check these individuals have never been convicted of a felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child; nor a crime of moral turpitude; 2) to the best of my knowledge and belief none of these individuals is currently the subject of any pending criminal charges involving a felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child; nor a crime of moral turpitude; and 3) I do not nor shall I during the performance of the contract knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986; 4) the above listed persons have submitted to and passed an employment drug screening.

If the employees assigned to the project change, an updated copy of this form must be submitted to the Purchasing Office before an added employee can begin to work on the project.

Only employees on this list will be allowed to provide services to the schools or be allowed to interact with students.

Name of Company Officer_________________________________________ Date ________________

Signature of Company Officer ______________________________________

Rev. 5/2009

Reference Form

1. Project Location and Scope: _______________________________________

______________________________________________________________

Agency Name: __________________________________________________

Address: _______________________________________________________

Contact Person: _____________________ ___ Telephone No. ____________

2. Project Location and Scope: _______________________________________

______________________________________________________________

Agency Name: __________________________________________________

Address: _______________________________________________________

Contact Person: ________________________ Telephone No. ____________

3. Project Location and Scope: _______________________________________

______________________________________________________________

Agency Name: __________________________________________________

Address: _______________________________________________________

Contact Person: ________________________ Telephone No. __________________

Company: _______________________________________________

...

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