Purchasing and Financial Control
P. O. Box 13145 • Roanoke, VA 24031
(540) 853-1348 • Fax (540) 853-2836
September 2, 2020
INVITATION FOR BID
Notice is hereby given of the intention of the School Board for the City of Roanoke, Virginia, to contract for:
Roanoke Academy for Math and Science (RAMS) Elementary School & John P. Fishwick Middle School –
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: September 18, 2020 2:00 P.M.
Bids will be publicly opened and read aloud September 18, 2:30 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
Director of Purchasing
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 firstname.lastname@example.org for assistance.
THIS PUBLIC BODY DOES NOT DISCRIMINATE AGAINST FAITH-BASED ORGANIZATIONS.
TABLE OF CONTENTS
INVITATION FOR BID
RAMS ELEMENTARY SCHOOL & JOHN P. FISHWICK MIDDLE SCHOOL – SECURITY UPGRADES
III. Scope of Work
IV. Project Requirements
V. Calendar of Events
VI. Pre-Bid Meeting
VII. Submittal Requirements
VIII. General Terms and Conditions
IX. Special Terms and Conditions
X. Additional Forms
XI. Bid Form
Attachments 1 & 2 – Architect’s Drawings and Specifications
RAMS ELEMENTARY SCHOOL & JOHN P. FISHWICK MIDDLE SCHOOL – SECURITY UPGRADES
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 Roanoke
Academy for Math and Science (RAMS) Elementary School at 1122 19th Street NW, Roanoke, VA 24017
and John P. Fishwick Middle School located at 1004 Montrose Ave. SE, Roanoke, VA 24013.
There is a need to enhance the open campuses with a perimeter enclosure design.
III. SCOPE OF WORK
RCPS is requesting Bids from Offerors to provide the most practical, time effective, and cost-efficient
solution to provide perimeter security at RAMS Elementary School and John P. Fishwick Middle 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 and specifications provided by Spectrum PC Architecture
dated September 2, 2020 (Attachments 1 and 2).
3. Drawings and specifications are available via the Purchasing Department website,
printing at bidder’s discretion.
4. On site work on the project site can begin on September 28, 2020 and must be substantially
completed by December 31, 2020.
5. Working hours are Monday – Friday, 4:00 PM until 11:00 PM, and weekends 7:00 AM
until 6:00 PM.
IV. PROJECT REQUIREMENTS
All work shall be in accordance with the architect’s plans, specifications, and project manuals which are
listed in “IFB 3032 RAMS Elementary School & John P. Fishwick Middle 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 3032 must be achieved no later than December 31, 2020. If the
Contractor is unable to achieve Substantial Completion for the project by December 31, 2020, 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 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.
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 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. 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 Contractors 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 timeline.
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 IFB.
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.