Custodial Equipment

Chesapeake Public Schools, including the School Board (hereafter known as the District) is soliciting bids to purchase custodial equipment maintenance, parts and repairs, for Custodial Services in accordance with the https://procurement.opengov.com/portal/cpschools/projects/244958.

Background

The District seeks bids from qualified, licensed, and insured vendors to provide Custodial Equipment.

Through this Invitation To Bid (IFB), the District is seeking to identify one or more vendors who can most fully meet the needs of the District as specified in this document and any associated attachments.

Based on enrollment, the District is the seventh-largest school district in Virginia.  With nearly 40,000 students and 6,000 employees in 56 schools and centers, the District is committed to providing excellence in education for the children of Chesapeake.

The Chesapeake Public School System is an equal educational opportunity school system. The School Board of the City of Chesapeake also adheres to the principles of equal opportunity in employment and, therefore, prohibits discrimination in terms and conditions of employment on the basis of race, sex, sexual orientation, gender identity, national origin, color, religion, age, or disability.

Project Details

• Reference ID: 61-2526
• Department: Custodial Services
• Department Head: James Holmes (Supervisor of Custodial Services)

Important Dates

• Questions Due: 2026-04-06T16:00:00.000Z

Addenda

• Addendum #1 (released 2026-04-02T18:35:39.583Z)
• Addendum #2 (released 2026-04-08T18:00:38.142Z)

Evaluation Criteria

• Statement of Work —
  1. The quantities required, as stated on the enclosed specifications sheet, are expressly agreed to be an estimate only and nothing herein or attached shall bind the District to purchase any specified amount of the product or products. The District reserves the right to increase the estimated quantity for the purchase from the successful bidder as much as ten percent (10%). Upon mutual agreement of both parties, the District reserves the right to purchase additional goods not to exceed fifty percent (50%) of the original contract.
  2. In submitting a bid, the bidder obligates himself and/or his company to furnish items or services at the price bid, and that written notice from the District accepting the bid constitutes a contract between the bidder and the District. When a written contract as a separate document is required, this will be prepared or approved by The District and submitted to the successful bidder. 
  3. An award letter may not constitute as the official notification, unless agreed to by both parties. 
  4. When circumstances warrant, quantities may be adjusted by mutual consent of the District and the successful bidder.
  5. The District  may order changes in the work and the contracted sum shall be adjusted accordingly. All such orders and adjustments shall be filed on AIA Document G-701 or similar format. Claims by the contractor for extra cost must be submitted in writing and approved by the authorized representatives of the District named in the bid before executing any work, or in accordance with the language contained in the contract. Any changes for more than $50,000 or 25 percent (25%) of the contract amount, whichever is greater, must be approved by Chesapeake Public Schools’ School Board.
  6. When materials, equipment, or supplies are rejected, they must be removed by the Contractor from the District’s property within ten (10) days from notification. Materials, equipment, or supplies left longer than ten (10) days will be considered as abandoned by the successful bidder and may be disposed of as if it were the property of the District.
  7. Substitution of a product, brand or manufacturer after the contract award is expressly prohibited unless approved in writing by the Buyer. The District may, at its discretion, require the vendor to provide a substitute item of equivalent or better quality subject to the approval of the Buyer, for a price no greater than the contract price, if the product for which the contract was awarded becomes unavailable to the contractor.
• Food Inspection —

  A copy of the most recent food safety inspection report may be requested from the lowest responsive responsible bidder meeting specifications, prior to award.

• Summary —

  The District seeks bids from qualified, licensed, and insured vendors to provide Custodial Equipment.

  Through this Invitation To Bid (IFB), the District is seeking to identify one or more vendors who can most fully meet the needs of the District as specified in this document and any associated attachments.

  Based on enrollment, the District is the seventh-largest school district in Virginia.  With nearly 40,000 students and 6,000 employees in 56 schools and centers, the District is committed to providing excellence in education for the children of Chesapeake.

  The Chesapeake Public School System is an equal educational opportunity school system. The School Board of the City of Chesapeake also adheres to the principles of equal opportunity in employment and, therefore, prohibits discrimination in terms and conditions of employment on the basis of race, sex, sexual orientation, gender identity, national origin, color, religion, age, or disability.

• Scope of Work —
  1. Any deviations from the specifications must be clearly identified in the bid documents.
  2. When bidding an item other than that specified, the bidder will give the trade designation of the item, manufacturer's name, and detailed specification of the item he proposes to furnish. The absence of this information on the Vendor’s Response will be construed as submitting a price on the identical item specified.
  3. Bids on equipment must be standard new equipment, of latest model, and in current production, unless otherwise specified.
  4. All manufactured stock must be certified to meet all federal, state, and local codes.
  5. In submitting a bid, the bidder signifies that he is fully informed as to the extent and character of the supplies, material, equipment, and services required and a representation that the bidder can furnish the supplies, materials, equipment, and services satisfactorily in complete compliance with the specifications. Further, the bidder signifies that he has inspected the site when deemed necessary by the bidder on which the work shall be done and is aware of all conditions affecting the execution of the work contained within the bid documents.
  6. Sales to school boards are not affected by any fair-trade agreements.
• Additional Information —

  The District reserves the right to ask any bidder to submit information missing from its proposal, to clarify its proposal, and to submit additional information which the District deem desirable.  Further, the District reserves the right to order items from state contracts or other competitively negotiated contracts, such as Omnia contracts, if it is deemed the best interest of the District.

• Contract Renewals —

  The District may, upon mutual agreement with the successful vendor, extend the contract period for an additional four(4) one (1) year period, provided all terms, conditions, and discounts offered remain unchanged.

   

   

• Project/Product Location —

  Custodial Department

  (757) 547-2197

   

• Statement of Work —
  1. The quantities required, as stated on the enclosed specifications sheet, are expressly agreed to be an estimate only and nothing herein or attached shall bind the District to purchase any specified amount of the product or products. The District reserves the right to increase the estimated quantity for the purchase from the successful bidder as much as ten percent (10%). Upon mutual agreement of both parties, the District reserves the right to purchase additional goods not to exceed fifty percent (50%) of the original contract.
  2. In submitting a bid, the bidder obligates himself and/or his company to furnish items or services at the price bid, and that written notice from the District accepting the bid constitutes a contract between the bidder and the District. When a written contract as a separate document is required, this will be prepared or approved by The District and submitted to the successful bidder. 
  3. An award letter may not constitute as the official notification, unless agreed to by both parties. 
  4. When circumstances warrant, quantities may be adjusted by mutual consent of the District and the successful bidder.
  5. The District  may order changes in the work and the contracted sum shall be adjusted accordingly. All such orders and adjustments shall require a purchase order change order. Claims by the contractor for extra cost must be submitted in writing and approved by the authorized representatives of the District named in the bid before executing any work, or in accordance with the language contained in the contract. Any changes for more than $50,000 or 25 percent (25%) of the contract amount, whichever is greater, must be approved by the District’s School Board.
  6. When materials, equipment, or supplies are rejected, they must be removed by the Contractor from the District’s property within ten (10) days from notification. Materials, equipment, or supplies left longer than ten (10) days will be considered as abandoned by the successful bidder and may be disposed of as if it were the property of the District.
  7. Substitution of a product, brand or manufacturer after the contract award is expressly prohibited unless approved in writing by the Buyer. The District may, at its discretion, require the vendor to provide a substitute item of equivalent or better quality subject to the approval of the Buyer, for a price no greater than the contract price, if the product for which the contract was awarded becomes unavailable to the contractor.
• Anti-Discrimination —

  The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, or any other basis prohibited by federal or state law relating to discrimination in employment, except where there 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 District does not discriminate against “faith- based organizations” as that term is defined in Code of Virginia Section 2.2-4343.1(b) of the Virginia Public Procurement Act.

  The District is an equal educational opportunity school system. The School Board of the City of Chesapeake also adheres to the principles of equal opportunity in employment and, therefore, prohibits discrimination in terms and conditions of employment on the basis of race, sex, sexual orientation, gender identity, national origin, color, religion, age, or disability.

• Pricing —
  1. When bids are requested on a lump sum basis, the bidder must enter the price for each item and also the lump sum.
  2. When bids are requested on a price per unit basis, all prices quoted must be “per unit” as specified. Enter the price per unit and the extensions for each item bid. In the case of a discrepancy, the lowest price will govern.
  3. Unless otherwise noted, all prices quoted will include all materials, labor, and any incidental expenses incurred by the contractor in performing the contract as per the bid documents. No other charges may be added.
  4. Prices shall remain firm for the term of the contract, unless otherwise stipulated in the Special Conditions.
  5. When bidding on an item that is packaged differently than specified, vendors should indicate the new packaging in their response.
  6. All prices are to be F.O.B. destination unless otherwise indicated. If the award is made on any other basis, transportation charges will be prepaid by the successful bidder and added to the invoice as a separate item. In any case, the title shall not pass until items have been delivered and accepted. Delivery alone does not constitute acceptance.
  7. Under penalty of perjury, the bidder certifies that the bid price or prices quoted have been arrived at by the bidder independently and has been submitted without collusion with any other vendor of supplies, equipment, or services of the type bid, the contents of the bid have not been communicated by the bidder, or, to his knowledge and belief, by any of his employees or agents, to any person not an employee or agent of the bidder or its surety on bond furnished herewith, prior to the official opening of the bid.
  8. Prompt payment discounts will be considered in awarding the bid. However, no prompt payment discounts will be considered if offered for a period of less than twenty (20) days. 
     In accordance with the Code of Virginia, Section 11-53, the District reserves the right to negotiate with the lowest responsive responsible bidder.
  9. Unless otherwise noted, prices quoted in the bid proposal shall include all delivery costs and expenses incurred for “inside delivery” (defined as all transportation and labor necessary to deliver required product(s) to and inside, at a designated area within the project locations).
• Applicable Law and Courts —

  This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in General District or Circuit Court for the City of Chesapeake. The Contractor shall comply with all applicable federal, state and local laws, rules and regulations, as well as School Board Policy.

• Procurement Contact —

  Mavis Agbakpe

  1421 Kristina Way

  Chesapeake, VA 23322

  Email: mavis.agbakpe@cpschools.com

  Phone: (757) 547-0265

• Pricing —
  1. When bids are requested on a lump sum basis, the bidder must enter the price for each item and also the lump sum.
  2. When bids are requested on a price per unit basis, all prices quoted must be “per unit” as specified. Enter the price per unit and the extensions for each item bid. In the case of a discrepancy, the lowest price will govern.
  3. Unless otherwise noted, all prices quoted will include all materials, labor, and any incidental expenses incurred by the contractor in performing the contract as per the bid documents. No other charges may be added.
  4. Prices shall remain firm for the term of the contract, unless otherwise stipulated in the Special Conditions.
  5.  When bidding on an item that is packaged differently than specified, vendors should indicate the new packaging in their response.
  6. All prices are to be F.O.B. destination unless otherwise indicated. If the award is made on any other basis, transportation charges will be prepaid by the successful bidder and added to the invoice as a separate item. In any case, the title shall not pass until items have been delivered and accepted. Delivery alone does not constitute acceptance.
  7. Under penalty of perjury, the bidder certifies that the bid price or prices quoted have been arrived at by the bidder independently and has been submitted without collusion with any other vendor of supplies, equipment, or services of the type bid, the contents of the bid have not been communicated by the bidder, or, to his knowledge and belief, by any of his employees or agents, to any person not an employee or agent of the bidder or its surety on bond furnished herewith, prior to the official opening of the bid.
  8. Prompt payment discounts will be considered in awarding the bid. However, no prompt payment discounts will be considered if offered for a period of less than twenty (20) days. 
     In accordance with the Code of Virginia, Section 11-53, the District reserves the right to negotiate with the lowest responsive responsible bidder.
  9. Unless otherwise noted, prices quoted in the bid proposal shall include all delivery costs and expenses incurred for “inside delivery” (defined as all transportation and labor necessary to deliver required product(s) to and inside, at a designated area within the project locations).
  10. Prices quoted in the bid proposal shall include all delivery costs and expenses incurred for “tailgate delivery” to the District’s School Nutrition Services’ Warehouse loading dock.
• Contact Person(s) Pre-Award —

  Any questions regarding the specifications or any other facet of this bid must be submitted in the Question & Answer Section of OpenGov no later than Monday, April 6, 2026 at 12:00 pm. Bidders are specifically directed NOT to contact any District personnel, other than the procurement contact for meetings, conferences, or technical discussions that are related to the bid. Unauthorized contact of any District personnel may be cause for rejection of the bidder’s response.

   

• Award —
  1. Unless otherwise stipulated, the right is reserved to award the bid in total, by individual item, or by category (compatibility of items), whichever is in the best interest of The District.
  2. The District reserves the right to make multiple awards from bids, if applicable, and is within the best interest of the school district.
  3. Award will be made to the lowest responsive and responsible bidder as will best promote the public interest, taking into consideration the reliability of the bidder, the quality of the materials, warranty of the product, conformity with the specifications, purposes for which required, and terms of delivery.
  4. All other factors being equal such as quality, service, cost, etc., award preference shall first be given to goods produced in Virginia; if such choice is available. If not, preference shall then be given to goods produced in the United States; otherwise the tie shall be decided by random drawing.
  5. The District reserves the right to make awards within ninety (90) days after the date of the bid opening during which period bids may not be withdrawn unless the bidder distinctly states in his bid that acceptance thereof must be made within a shorter specified time. Any bid on which the bidder shortens the time specified for acceptance, may, in the discretion of the District be rejected.
  6. Bidders may be notified, in writing, of the bid accepted.
  7. When the District notifies a bidder, in writing, of its acceptance of the bidder's price, this contract will become effective on the date acceptance is written. Notification to the bidder can be in the form of a formal contract, purchase order, award letter, or a letter of intent. Public notice of award or the announcement of the decision to award shall be provided in the form of an award letter after the final evaluation of bids has occurred. Award notification shall be posted on the District’s website (www.cpschools.com) and on the The District' e-Procurement portal accessible via the following link; https://procurement.opengov.com/portal/cpschools. 
  8. The Contractor shall not assign, transfer, convey, sublet, or otherwise dispose of the contract or his right, title, or interest therein, or his power to execute such contract to any other person, company, or corporation, without previous written consent of The District.
• Samples —
  1. All specifications are minimum standards. If requested, samples shall be provided at the vendor’s expense. Requested samples must be labeled as such, packaged with the original labels identifying the product, and be marked by the vendor with the company name, bid number, and item number for easy identification. 
  2. If specifications state that an item to be bid must equal a sample on display, the sample will be made available to all bidders by the District’s personnel. Failure of a bidder to examine the sample shall not relieve him from complying with the specifications. 
  3. If samples are requested subsequent to bid opening, they may be delivered within five(5) calendar days of the request, or as directed in section 2 under the Project Information section, for the bid to have consideration. 
  4. Literature and bid specifications must accompany all samples. Additionally, samples must be accompanied with a descriptive memorandum invoice indicating if the bidder desires their return, provided the samples have not been used or made useless by tests.
  5. The District will not be responsible for any samples destroyed or mutilated by examination or testing. The bidder will be advised when the sample may be picked up. Samples not removed within 15 calendar days after written notice to the bidder, samples will be regarded as abandoned. Unclaimed samples will be disposed of by the District and shall have the right to dispose of them as its own property. 
  6. Failure to submit a requested sample shall be just cause for eliminating the vendor from further consideration for award for that specific item. 
  7. The District reserves the right to request a representative sample of the items bid prior to the award. If the sample fails to meet specifications, the bid will be disqualified. 
  8. Award samples will be held for comparison with deliveries. In the case of an offered bid sample being of superior quality and receiving the bid award, the delivered must be the same as the sample submitted.
• Timeline —

  Release Bid Date:	March 31, 2026
  Question Submission Deadline:	April 6, 2026, 12:00pm
  Bid Submission Deadline:	April 17, 2026, 2:00pm
  Bid Opening:	April 17, 2026, 2:30pm

   

  Submit bid electronically via District's e-bidding software

  ABSOLUTELY NO BIDS WILL BE ACCEPTED AFTER THE ABOVE LISTED HOUR.

• Asbestos Free Statement —

  The General Contractor or Prime Contractor shall be responsible for furnishing and transmitting to either the Architect / Engineer, if applicable or the Owner or his agent, notarized letters, in triplicate, of “asbestos free” certification covering all materials and equipment to be used in this project.  In the event that this General Contractor or Prime Contractor should encounter or discover asbestos related materials in connections with existing work to be altered, connected to, or to remain, he shall promptly advise the Architect or Engineer for the Owner or his agent and shall not proceed with the work until receiving notice with instructions to do so. 

• Award —
  1. Unless otherwise stipulated, the right is reserved to award the bid in total, by individual item, or by category (compatibility of items), whichever is in the best interest of The District.
     The District reserves the right to make multiple awards from bids, if applicable, and is within the best interest of the school district.
  2. Award will be made to the lowest responsive and responsible bidder as will best promote the public interest, taking into consideration the reliability of the bidder, the quality of the materials, warranty of the product, conformity with the specifications, purposes for which required, and terms of delivery.
  3. All other factors being equal, such as quality, service, cost, etc., award preference shall be given in the following order: Chesapeake City firms, area firms, state firms, and out-of-state firms, if such a choice is available; otherwise, the tie shall be decided by a random drawing. Whenever any bidder is a resident of any other state and such state under its laws allows a resident contractor of that state a preference, a like preference may be allowed to the lowest responsive and responsible bidder who is a resident of Virginia.
  4. The District reserves the right to make awards within ninety (90) days after the date of the bid opening during which period bids may not be withdrawn unless the bidder distinctly states in his bid that acceptance thereof must be made within a shorter specified time. Any bid on which the bidder shortens the time specified for acceptance, may, in the discretion of the District be rejected.
  5. Bidders may be notified, in writing, of the bid accepted.
  6. When the District notifies a bidder, in writing, of its acceptance of the bidder's price, this contract will become effective on the date acceptance is written. Notification to the bidder can be in the form of a formal contract, purchase order, award letter, or a letter of intent. Public notice of award or the announcement of the decision to award shall be provided in the form of an award letter after the final evaluation of bids has occurred. Award notification shall be posted on the District’s website (www.cpschools.com) and on the The District' e-Procurement portal accessible via the following link; https://procurement.opengov.com/portal/cpschools.
  7. The Contractor shall not assign, transfer, convey, sublet, or otherwise dispose of the contract or his right, title, or interest therein, or his power to execute such contract to any other person, company, or corporation, without previous written consent of The District.
• Contact Person(s) Post-Award —

  AFTER AWARD, contractors may contact James Holmes, Jr. via email at james.holmesjr@cpschools.com, or phone at (757) 547-2197.

• Delivery —
  1. No items are to be shipped or delivered until receipt of a fully approved purchase order from an agent of the Purchasing Department. This will constitute a legal contract.
  2. Delivery must be made, as stipulated, on the purchase order. If the delivery is to be delayed for reasons beyond the Contractor’s control, it is the Contractor’s responsibility to notify the authorized representative of the District of the reason for the delay and the new delivery date. Failure of this notification may be justification for removal of a vendor from the bid list.
  3. Unless otherwise stipulated in the bid, all deliveries are to be made to the locations in Attachment A and/or our Warehouse, between the hours of 8:00 am to 3:00 PM Monday through Friday. Advanced notice is required at least 48 hours prior to delivery for large deliveries. Refer to the purchase order for delivery contact information.
  4. If the District operates on summer hours, the District’s Purchasing office will share this information with the Contractor.
  5. No deliveries may be made on Saturday, Sunday, or a legal holiday except when the delivery is an emergency; in which event, the convenience of the District shall govern.
  6. Items shall be properly packed for shipment, storage, and stocked in new shipping containers and in accordance with accepted commercial practices.
  7. The Contractor shall be responsible for the delivery of items in good condition to the point of destination. He shall file with the carrier all claims for breakage, imperfections, and other losses, which will be deducted from invoices. The receiving District representative will note for the benefit of successful bidders when packages are not received in good condition.
  8. The successful bidder will be required to furnish signed proof of delivery in every instance.
  9. All deliveries shall be accompanied by delivery tickets or packing slips. Tickets shall contain the following information for each item delivered: 
     1. Purchase Order Number and / or Contract Number.
     2. Name of Article. 
     3. Item Number. 
     4. Quantity. 
     5. Name of the Contractor. 
  10. Cartons shall be labeled with purchase order or contract number, Contractor’s name, and general statement of contents. Failure to comply with this condition shall be considered sufficient reason for refusal to accept the goods at no cost to the receiving participant.
  11. All deliveries will be equal to the accepted bid sample.
  12. Unless otherwise noted, case lots of 100 or more will be palletized on standard wood pallets to be exchanged upon delivery.  Locations may not be equipped to accept case lots on pallets. The Contractor is responsible for providing cost efficient alternatives for the delivery of large quantities.
  13. If the Contractor chooses to use an independent shipper, arrangements must be made in advance for inside delivery. The District will not provide any personnel to aid in the unloading deliveries. Failure to make necessary arrangements may result in refusal of the shipment. Such refusal shall not obligate the District for any charges in excess of that stated in the bid proposal.
• Bonding Requirements —
  1. The District reserves the right to require bid, performance, labor, and materials payment bonds. This requirement will be stated in the original bid documents if it is applicable.
  2. If applicable, the successful vendor will be required to provide any and all required bonds which are acceptable to The District and must meet the requirements set forth in the General Conditions of Bid contained herein.
     1. Bonding requirements include the following:
        1. All bids $100,000 or greater will be required to furnish a bid bond at the time of the bid opening. Bid bond may be in the form of a bond issued by a surety company licensed to do business within the Commonwealth of Virginia, a certified check payable to Chesapeake Public Schools. Bonds submitted shall be procured from a surety company licensed in the State of Virginia and shall be on the approved list of the Commonwealth of Virginia State Corporation Commission. Bureau of Insurance Report and the Department of Treasury’s approved listing of surety companies. Bid bond will be for five percent (5%) of the amount bid. Failure to provide the bid bond will disqualify the bidder from consideration. Any deviation from this requirement will be so noted in the bid specifications.
        2. Performance and Labor Material Payment Bonds:
           1. All bids $100,000 or greater will require a Performance and Labor and Material Payment Bond prior to the commencement of this contract. Any deviation from this requirement will be so noted in the bid specifications.
           2. Upon notification of intent to award a contract, the successful contractor will provide to the District a properly executed Performance Bond and Labor and Materials Payment Bond. These bonds will cover one hundred percent (100%) of the amount of the contract price.
           3. The District reserves the right to examine and approve the bond before completing the contract. Cost of said bond shall be included in the bid.
           4. All bonds will be delivered to the Director of Purchasing, School Administration Building, 1421 Kristina Way, Chesapeake, VA 23320.
           5. If during the course of the project change orders create an increase in the contracted price whereby the value of the unperformed work exceeds $100,000, Chesapeake Public Schools may require the contractor to obtain the necessary bond.
• Schedule/Commencement of Work —

  Purchase orders will be issued after the award of this bid, as necessary, during the Contract period to request delivery of product(s). The contract established by awarding this bid will remain in effect from the date of award through April 2027, and renew for the four(4) 0ne-year(1) renewal periods.

• Submission —
  1. The bid response must be submitted electronically utilizing the OpenGov e-Bidding platform https://procurement.opengov.com/portal/cpschools. Bids submitted by any other method will not be accepted. Instructions for submitting bids electronically utilizing the OpenGov platform are posted on the District procurement portal. Bids received after the date and time of bid registration will not be considered.
  2. If responding to the bid via attachment, all information requested in the Vendor’s Response must be completed in order to constitute a valid bid offer.
  3. If responding to the bid via attachment, prices and information required, except for the signature of the bidder, should be typewritten for legibility. Illegible or vague bids will be rejected. Note: If required, the signature of the person submitting the bid must be handwritten or digitally signed with encrypted signature. Any bid submitted with corrections must have the corrections initialed by the person who signed the bid or his designee. No bid changes will be permitted after the bid is due.
• Delivery —
  1. No items are to be shipped or delivered until receipt of a fully approved purchase order from an agent of the Purchasing Department. This will constitute a legal contract.
  2. Delivery must be made, as stipulated, on the purchase order. If the delivery is to be delayed for reasons beyond the Contractor’s control, it is the Contractor’s responsibility to notify the authorized representative of the District of the reason for the delay and the new delivery date. Failure of this notification may be justification for removal of a vendor from the bid list.
  3. Unless otherwise stipulated in the bid, all deliveries are to be made to the locations in Attachment A and/or our Warehouse, between the hours of 8:00 am to 3:00 PM Monday through Friday. Advanced notice is required at least 48 hours prior to delivery for large deliveries. Refer to the purchase order for delivery contact information.
  4. Deliveries are to be made to School Nutrition Warehouse, between the hours of 7:00 am to 2:00 PM Monday through Friday. Deliveries are by appointment only and shall be made with at least 24-48 hours advanced notice. Please call [project contact name] at [project contract phone number] 757-547-1470 to schedule the appointment. 
  5. Local school deliveries shall be requested for the delivery of milk, ice cream, produce, bread products, and any other items specified by the District’s School Nutrition Services department.
  6. All trucks delivering to the School Nutrition Services' Warehouse must have pallets loaded straight in the trailer. Deliveries with sideways or pin-wheeled pallets may be refused.
  7. If the District operates on summer hours, the District’s Purchasing office will share this information with the Contractor.
  8. No deliveries may be made on Saturday, Sunday, or a legal holiday except when the delivery is an emergency; in which event, the convenience of the District shall govern.
  9. Items shall be properly packed for shipment, storage, and stocked in new shipping containers and in accordance with accepted commercial practices.
  10. The Contractor shall be responsible for the delivery of items in good condition to the point of destination. He shall file with the carrier all claims for breakage, imperfections, and other losses, which will be deducted from invoices. The receiving District representative will note for the benefit of successful bidders when packages are not received in good condition.
  11. The successful bidder will be required to furnish signed proof of delivery in every instance.
  12. All deliveries shall be accompanied by delivery tickets or packing slips. Tickets shall contain the following information for each item delivered: 
      1. Purchase Order Number and / or Contract Number.
      2. Name of Article. 
      3. Item Number. 
      4. Quantity. 
      5. Name of the Contractor. 
  13. Cartons shall be labeled with purchase order or contract number, Contractor’s name, and general statement of contents. Failure to comply with this condition shall be considered sufficient reason for refusal to accept the goods at no cost to the receiving participant.
  14. All deliveries will be equal to the accepted bid sample.
  15. Unless otherwise noted, case lots of 100 or more will be palletized on standard wood pallets to be exchanged upon delivery.  Locations may not be equipped to accept case lots on pallets. The Contractor is responsible for providing cost efficient alternatives for the delivery of large quantities.
  16. If the Contractor chooses to use an independent shipper, arrangements must be made in advance for inside delivery. The District will not provide any personnel to aid in the unloading deliveries. Failure to make necessary arrangements may result in refusal of the shipment. Such refusal shall not obligate the District for any charges in excess of that stated in the bid proposal.
  17.  If the bidder chooses to use an independent shipper, arrangements must be made in advance for tailgate delivery to the loading dock at the School Nutrition Services’ Warehouse. The District’s staff will use a forklift to offload the items. Failure to make the proper notification may result in refusal of the shipment. Such refusal shall not obligate the District for any charges in excess of those stated in the bid proposal.
• Project Specific Terms and Conditions —

  
  1. The successful vendor will provide instruction manuals, if so requested by Chesapeake Public Schools.

  
  2. Upon request, the vendor shall provide Chesapeake Public Schools with a demonstration on one ( 1) or all of
  the machines. The demonstration, if requested, will be coordinated through James Holmes at the Department
  of Custodial Services, (757) 52417-97.

  
  3. Chesapeake Public Schools will not be obligated to purchase a minimum or specific quantity of any item
  contained in this contract.

  
  4. An isne-rvice is to be provided to the custodial staff. All isne-rvice activities must be coordinated through
  James Holmes at the Department of Custodial Services, ( 757) 52417-97.

  
  S. The unit price in this bid will include all freight charges associated with shipping the items ordered to the
  locations provided at the time that the order is placed. A list of potential delivery locations is included with
  this bid as " Attachment A"

  
  6. Pricing to include inside delivery and suetp- at the location provided at the time the order is placed. Vendors
  shall contact James Holmes at ( 757) 52417-97 48 hours prior to delivery.

  
  7. Please provide warranty information, on each item, as requested on the " Vsendor' Response / Bid Proposal
  Form"

  
  8. When bidding other than specified, please provide the proposed brand and part number.

  
  9. When bidding on a commodity, which is packaged differently than that specified, please indicate the new
  packaging in your response.

  
  10. Any deviations from the bid specifications or conditions must be stated on the " Vsendor' Response / Bid
  Proposal Form".

  
  11. For bid consideration, any rebates, discounts, or special bonus offers must be included in the bid price.

  
  12. In the case of a discrepancy between the unit price and the extended price on the itemized " Vsendor'
  Response / Bid Proposal Form", the lower price will govern.

  
  13. In case of a discrepancy between the specified brand and the item description, the item description will
  govern.

  
  14. At its sole discretion, Chesapeake Public Schools reserves the right to accept or reject any decrease in the bid
  price offered by the successful vendor, as long as all conditions, specifications, etc., remain unchanged, and at
  any time during a contract period, if determined that it is in the best interest of the school district.

  
  15. No federal tax or city tax is to be included in the bid. Tax exemption certificates will be furnished upon
  request.

  
  16. Any revision to the solicitation will be made only by addenda issued by the Chesapeake Public Schools'
  Purchasing Department. The addenda will be published on DemandStar ( wdcwewm.oandsmtar. )an d the
  Chesapeake Public Schools' website ( wccwpws.ochoomls. ).An y oral responses are not official. Vendors are
  encouraged to check DemandStar or the Chesapeake Public Schools' website daily up to feoritgy-ht (48) hours
  prior to the bid closing to check and secure any addenda. Vendors not having access to the Internet should
  contact the Chesapeake Public Schools' Purchasing Department and request that any addenda issued be
  provided through U. S. mail. Receipt of addenda must be acknowledged on the Letter of Transmittal.

  
  17. Additional Information: Chesapeake Public Schools reserves the right to ask any vendor to submit information
  missing from its response, to clarify its response, and to submit additional information which the District
  deems desirable. Further, Chesapeake Public Schools reserves the right to order items from State Contracts or
  other competitively negotiated contracts such as U. S. Communities contracts if it is deemed to be in the best
  interest of the District.

  
  18. Immigration Reform and Control Act of 1986: By submitting their proposals, vendors 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.

  
  19. Vendors must furnish documents showing they are authorized distributor of the equipment in the bid.
  
  

• Bid Opening —
  1. All bid responses will be opened and read aloud promptly at the time and date set forth in the Invitation to Bid. Bidders or their representatives are invited to listen to the bid opening. Refer to the Timeline for details. 
  2. Bid openings will start promptly at the time and date specified.
• Buy American Requirement —

  To the extent possible, prices submitted shall be for items that are either produced in the United States, or items in which the final product consists of over 51% of agricultural commodities that are produced in the United States, in accordance with the USDA Buy American requirement.

• Delivery —
  1. No items are to be shipped or delivered until receipt of a fully approved purchase order from an agent of the Purchasing Department. This will constitute a legal contract.
  2. Delivery must be made, as stipulated, on the purchase order. If the delivery is to be delayed for reasons beyond the Contractor’s control, it is the Contractor’s responsibility to notify the authorized representative of the District of the reason for the delay and the new delivery date. Failure of this notification may be justification for removal of a vendor from the bid list.
  3. Unless otherwise stipulated in the bid, all deliveries are to be made to the locations in Attachment A and/or our Warehouse, between the hours of 8:00 am to 3:00 PM. Advanced notice is required at least 48 hours prior to delivery for large deliveries. Refer to the purchase order for delivery contact information.
  4. If the District operates on summer hours, the District’s Purchasing office will share this information with the Contractor.
  5. No deliveries may be made on Saturday, Sunday, or a legal holiday except when the delivery is an emergency; in which event, the convenience of the District shall govern.
  6. Items shall be properly packed for shipment, storage, and stocked in new shipping containers and in accordance with accepted commercial practices.
  7. The Contractor shall be responsible for the delivery of items in good condition to the point of destination. He shall file with the carrier all claims for breakage, imperfections, and other losses, which will be deducted from invoices. The receiving District representative will note for the benefit of successful bidders when packages are not received in good condition.
  8. The Contractor will be required to furnish signed proof of delivery in every instance.
  9. All deliveries shall be accompanied by delivery tickets or packing slips. Tickets shall contain the following information for each item delivered: 
     1. Purchase Order Number and / or Contract Number.
     2. Name of Article. 
     3. Item Number. 
     4. Quantity. 
     5. Name of Successful Bidder. 
  10. Cartons shall be labeled with purchase order or contract number, Contractor’s name, and general statement of contents. Failure to comply with this condition shall be considered sufficient reason for refusal to accept the goods at no cost to the receiving participant.
  11. All deliveries will be equal to the accepted bid sample.
  12. Unless otherwise noted, case lots of 100 or more will be palletized on standard wood pallets to be exchanged upon delivery.  Locations may not be equipped to accept case lots on pallets. The Contractor is responsible for providing cost efficient alternatives for delivery of large quantities. The Contractor shall provide at least 48 hours advanced notice to ensure that large deliveries to schools can be accepted in such large quantities.
  13. If the Contractor chooses to use an independent shipper, arrangements must be made in advance for inside delivery. The District will not provide any personnel to aid or accepts no responsibility for the unloading or installing of any product. Failure to make necessary arrangements may result in refusal of the shipment. Such refusal shall not obligate the District for any charges in excess of that stated in the bid proposal.
• Byrd Anti-Lobbying —

  The Byrd Anti-Lobbying Amendment requires a lobbying certification to be obtained for procurement contracts of more than $100,000. Any vendor whose contract award is for more than $100,000 must complete a Certification Regarding Lobbying form. Bidders must fill out, sign, and attach the form to the bid response to be considered as responsive.

• Errors, Omissions, Withdraw —
  1. The District reserves the right to reject any or all bids, in whole or part, to waive informalities such as technical defects, qualifications, irregularities, and omissions if in its judgment the best interest of the District will be served.
  2. In the event a bidder finds either discrepancies or omissions in the specifications, drawings and/or bid documents, he shall notify the authorized representative indicated in the Invitation to Bid for the District, at once. If it is found necessary, a written addendum will be sent to each bidder. All addenda issued shall become a part of the bid documents and shall be acknowledged. Important: No interpretation of the meaning of the specifications, drawings and/or bid documents (except for procedural clarification) will be made orally to any potential bidder. All requests for such interpretation shall be submitted in the Question & Answer Section of OpenGov . Questions shall be submitted no later than five (5) days prior to the date fixed for the opening of the bid.
  3. The bidder expressly warrants that the price or prices quoted herein are not the result of an agreement or understanding expressed or implied with any other bidder or bidders.
     1. Withdrawal of bid due to error: A bidder may withdraw his bid from consideration if it contains a mistake provided that the bid was submitted in good faith.
     2. The mistake was a clerical mistake as opposed to a judgment mistake.
     3. It was due to an unintentional arithmetic error or unintentional omission of a quantity of work, labor, or materials made in the compilation of the bid.
  4. The District reserves the right to require proof from original sources of compilation that would verify the withdrawal’s validity. The bidder shall give notice in writing of his claim of right to withdraw his bid within two (2) business days after the conclusion of the bid opening procedure and shall submit original working papers with such notice. For all projects, notice must be given within two (2) business days after conclusion of the bid opening. 
  5. No bidder who is permitted to withdraw a bid shall, for compensation, supply any material or labor to or perform any subcontract or other work agreement for the person or firm to whom the contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn bid was submitted. If the District denies the withdrawal of a bid under the provisions of this section, it shall notify the bidder in writing stating the reasons for its decision and award the contract to such bidder at the bid price, provided such bidder is a responsible and responsive bidder.
• Federally Imposed Taxes —

  In the event that the President of the United States, the United States Congress, Customs and Border Protection, or any other federal entity authorized by law, imposes an import duty or tariff (a “tariff”), on an imported good that results in an increase in contractor’s costs to a level that renders performance under the Agreement impracticable, the District may agree to an increase to the purchase price for the affected good. No increase in purchase price may exceed 25% of the additional tariff imposed on the goods imported or purchased by the contractor that are provided to the District under this Agreement.

  Prior to the  District agreeing to a price increase pursuant to this Section, the contractor must provide to the  District, the following documentation, all of which must be satisfactory to the  District :

  • evidence demonstrating: (i) the unit price paid by contractor as of the date of award for the good or raw material used to furnish the goods to the District under this Agreement, (ii) the applicability of the tariff to the specific good or raw material, and (iii) contractor’s payment of the increased import duty or tariff (either directly or through an increase to the cost paid for the good or raw material). The evidence submitted shall be sufficient in detail and content to allow the  District to verify that the tariff is the cause of the price change.
  • a certification signed by contractor that it has made all reasonable efforts to obtain the good or the raw materials comprising the good procured by the District at a lower cost from a different source located outside of the country against which the tariff has been imposed.
  • a certification signed by contractor that the documentation, statements, and any other evidence it submits in support of its request for a price increase under this Section are true and correct, and that the contractor would otherwise be unable to perform under this Agreement without such price increase.
  • as requested by the  District, written instructions authorizing the District to request additional documentation from individuals or entities that provide the good or the raw materials to verify the information submitted by contractor.
  • If the  District agrees to a price increase pursuant to this Section, the parties further agree to add the following terms to this Agreement:
    • During the Term and for five (5) years after the termination of this Agreement, contractor shall retain, and the  District and its authorized representatives shall have the right to audit, examine, and make copies of, all of contractors books, accounts, and other records related to this Agreement and contractor’s costs for providing goods to the District, including, but not limited to those kept by the contractor’s agents, assigns, successors, and subcontractors.
  • Notwithstanding anything to the contrary in this Agreement, the  District shall have the right to terminate this Agreement for the District 's convenience upon 15 days’ written notice to contractor.

  In the event the import duty or tariff is repealed or reduced prior to termination of this Agreement, the increase in the District's contract price shall be reduced by the same amount and adjusted accordingly.

  Any material misrepresentation of fact by contractor relating in any way to the  District's payment of additional sums due to tariffs shall be fraud against the taxpayer’s of the District and subject contractor to treble damages pursuant to the Virginia Fraud Against Taxpayers Act.

• Assignment of Contract —

  The successful vendor shall not assign, transfer, convey, sublet, or otherwise dispose of the contract or his / her right, title, or interest therein, or his / her power to execute such contract to any other person, company, or corporation, without previous written consent of the District.

• Exceptions to the Bid —

  Any deviations from the specifications must be noted in your vendor response as a file uploaded document.

• Installation —
  1. When installation is required, the Contractor will be required to unload and place the material, equipment, or supplies in the school or building as directed. The Contractor shall acquaint himself with the conditions to be found at the site to reduce any delivery and installation concerns and shall assume all responsibility for placing and installing the equipment in the locations required.
  2. Chesapeake Public Schools accepts no responsibility for unloading and placing of the aforementioned. Any cost incurred due to the failure of the successful bidder to comply with the requirement will be back charged. No help for unloading will be provided by Chesapeake Public Schools; therefore, the successful bidder should have their suppliers notify their truckers accordingly.
  3. All materials, equipment, etc., are to be installed in accordance with the manufacturer’s recommended installation instructions and acceptable industry practices. All work is to be performed in a quality, workmanlike manner for the purpose intended. 
  4. The Contractor shall remove all debris and rubbish resulting from his work in an acceptable manner off school grounds on a daily basis. Upon completion of the work, the premises shall be left in a neat, unobstructed condition, the buildings and grounds cleaned, and everything in proper repair, and working order. 
  5. Equipment and supplies shall be stored at the site only by written approval by the District and at the successful bidder’s risk. In general, such on-site storage should be avoided to prevent possible damage or loss. 
  6. Installation shall progress in such a manner as to cause the least inconvenience to the District and with proper consideration for the rights of other successful bidders or workmen in cases of concurrent operations. The Contractor shall monitor the entire operation and install his work promptly. He shall remain on the job site until all work is completed. 
  7. Equipment for trade-in shall be dismantled by the Contractor and removed at his expense. The condition of the trade-in equipment at the time it is turned over to the Contractor shall be the same as covered in the specifications, except as affected by normal wear and tear from use up to the time of trade-in. All equipment is represented simply “as is.”  Equipment is available for inspection only at the delivery point listed for new equipment, unless otherwise specified. 
  8. For all projects $75,000 or greater, the Contractor must submit an estimated progress schedule to the District. The progress schedule shall encompass the various tasks for the entire project from the beginning to the expected date of completion. Any deviation from this requirement will be noted in the bid specifications. 
  9. The primary Contractor must submit  a list of any and all subcontractors to the District’s Purchasing Office that will be used to complete the project. 
• Cancellation of Project/ Product —

  The District reserves the right to cancel any and all contracts let by this RFP, at any time, for either poor or non-performance of the successful vendor. Additionally, the original vendor may be removed from the bid list. The vendor may be allowed to apply for reinstatement to the bid list after a period of one (1) year or one (1) bid cycle, whichever is longer. If reinstatement is possible, it can only occur after a meeting with a purchasing administrator in which the original vendor must demonstrate that the original unsatisfactory actions or conditions have been corrected.

• Installation —
  1. When installation is required, the Contractor will be required to unload and place the material, equipment, or supplies in the school or building as directed. The Contractor shall acquaint himself with the conditions to be found at the site to reduce any delivery and installation concerns and shall assume all responsibility for placing and installing the equipment in the locations required.
  2. Chesapeake Public Schools accepts no responsibility for unloading and placing of the aforementioned. Any cost incurred due to the failure of the successful bidder to comply with the requirement will be back charged. No help for unloading will be provided by Chesapeake Public Schools; therefore, the successful bidder should have their suppliers notify their truckers accordingly.
  3. All materials, equipment, etc., are to be installed in accordance with the manufacturer’s recommended installation instructions and acceptable industry practices. All work is to be performed in a quality, workmanlike manner for the purpose intended. 
  4. The Contractor shall remove all debris and rubbish resulting from his work in an acceptable manner off school grounds on a daily basis. Upon completion of the work, the premises shall be left in a neat, unobstructed condition, the buildings and grounds cleaned, and everything in proper repair, and working order. 
  5. Equipment and supplies shall be stored at the site only by written approval by the District and at the successful bidder’s risk. In general, such on-site storage should be avoided to prevent possible damage or loss. 
  6. Installation shall progress in such a manner as to cause the least inconvenience to the District and with proper consideration for the rights of other successful bidders or workmen in cases of concurrent operations. The Contractor shall monitor the entire operation and install his work promptly. He shall remain on the job site until all work is completed. 
  7. Equipment for trade-in shall be dismantled by the Contractor and removed at his expense. The condition of the trade-in equipment at the time it is turned over to the Contractor shall be the same as covered in the specifications, except as affected by normal wear and tear from use up to the time of trade-in. All equipment is represented simply “as is.”  Equipment is available for inspection only at the delivery point listed for new equipment, unless otherwise specified. 
  8. For all projects $75,000 or greater, the Contractor must submit an estimated progress schedule to the District. The progress schedule shall encompass the various tasks for the entire project from the beginning to the expected date of completion. Any deviation from this requirement will be noted in the bid specifications. 
  9. The primary Contractor must submit  a list of any and all subcontractors to the District’s Purchasing Office that will be used to complete the project. 
  10. The Contractor will furnish, at no cost to the District, a complete set of “as-built drawings” (changes while under construction or deviations from original drawings) for the Chesapeake Public Schools’ permanent records.
• Certificate of Compliance with Immigration Laws and Regulations —

  The Federal Immigration Reform and Control Act makes it unlawful for a person or other entity to hire, recruit, or refer for a fee for employment in the United States, an alien, knowing the alien is unauthorized to work in the United States. Section 40.1-11.1 of the Code of Virginia makes it unlawful for any employer to knowingly employ an alien who cannot provide documents indicating that he or she is legally eligible for employment in the United States. These laws place an affirmative duty on employers to ensure that aliens have proof of eligibility for employment. In addition, Section 54-72.2 of the Chesapeake City Code requires that any person or entity doing business with the City of Chesapeake, including its boards and commissions, shall provide a sworn certification by the contractor or vendor of compliance with all federal immigration laws and regulations. By submitting their bids, bidders 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 and state, and local ordinances. The District requires a completed Certificate of Compliance with Immigration Laws and Regulations for transactions that total more than $50,000. This certificate shall be attached to the contract document, if applicable.

• Payment —
  1. Prompt payment discounts of at least 20 days shall be considered when making payments. Time allowed for cash discounts will be figured from date of receipt of a properly executed invoice form or date of delivery, whichever is later. 
  2. At its sole discretion, the District reserves the right to accept or reject any decrease in the bid price offered by the successful vendor, as long as all conditions, specifications, etc. remain unchanged, and at any time during a contract period, if determined that it is in the best interest of the school district.
  3. Payment of invoices will be certified promptly for items received in accordance with specifications and bid.
  4. Payment shall not preclude the District from making a claim for adjustment on any item later found not to have been in accordance with the General Conditions, Special Conditions, and Specifications of the bid.
  5. Partial payments against a total order will be made upon presentation of a properly executed invoice and in accordance with the District’s accounting procedures and practices.
  6. Finance charges, if incurred, can only be assessed at a rate not to exceed one percent (1%) per month or as mandated by the Virginia Public Procurement Act, Section 2.2-4352.
• Payment —
  1. Prompt payment discounts of at least 20 days shall be considered when making payments. Time allowed for cash discounts will be figured from date of receipt of a properly executed invoice form or date of delivery, whichever is later. 
  2. At its sole discretion, the District reserves the right to accept or reject any decrease in the bid price offered by the successful vendor, as long as all conditions, specifications, etc. remain unchanged, and at any time during a contract period, if determined that it is in the best interest of the school district.
  3. Payment of invoices will be certified promptly for items received in accordance with specifications and bid.
  4. Payment shall not preclude the District from making a claim for adjustment on any item later found not to have been in accordance with the General Conditions, Special Conditions, and Specifications of the bid.
  5. Partial payments against a total order will be made upon presentation of a properly executed invoice and in accordance with the District’s accounting procedures and practices.
  6. Finance charges, if incurred, can only be assessed at a rate not to exceed one percent (1%) per month or as mandated by the Virginia Public Procurement Act, Section 2.2-4352.
  7. On any contract $100,000 or greater, the contractor must submit within fourteen (14) days after the acceptance of the contract a schedule of values allocated to the various tasks to be performed. This schedule will be used as a basis for the calculation of progress payments. 
  8. Progress payments will be made upon presentation of a contractor’s invoice and certification by the District’s personnel. Payments will be ninety-five percent (95%) of the earned sum. Five percent (5%) will be retained to assure faithful performance of the contract. All amounts withheld will be included in the final payment.
• Certification of Compliance Regarding Certain Offense —

  Code of Virginia § 22.1-296.1 requires that prior to awarding a contract, the contractor and the contractor’s employees who may be in direct contact with students in the performance of the contract certify that both the contractor and the contractor’s employees have not been convicted of any violent felony set forth in the definition of barrier crime in subsection A of § 19.2-392.02; any offense involving the sexual molestation, physical or sexual abuse, or rape of a child; or any crime of moral turpitude. For the purpose of implementation, Chesapeake Public Schools defines “direct contact with students” as a contractor working at a school site between the hours of 6:00 a.m. and midnight during normal school days, and during school-sponsored activities, in lieu of a school support facility such as the Warehouse or Transportation Department where students are not expected to be present.

• Guarantee – Warranty —

  The Contractor guarantees:

  1. Against defective or faulty material or workmanship, or as stipulated in the bid document, for a period of one (1) year from date of the rendering of the final payment.
  2. To furnish adequate protection from damage for all work and to repair damages of any kind for which he or his workmen are responsible, to the building grounds, or equipment, to his own work, or to the work of other workmen.
  3. Any merchandise provided under the contract, which is or becomes defective during the guarantee period shall be corrected or replaced to the satisfaction of District by the successful bidder free of charge with the specific understanding that all replacements shall carry the same guarantee (one [1] year from the date of acceptance of the replacement) as the original equipment. The successful bidder shall make any such replacement immediately upon receiving notice from the District. Only original parts and / or equipment are to be used unless otherwise approved in writing by the District.
  4. The equipment or furniture offered is standard, new, and of the latest model,  or regular stock product or as required by the specifications with parts regularly used for the type of equipment or furniture offered; also that no attachment or part has been substituted or applied contrary to manufacturer's recommendations and standard practice. Every unit delivered must be guaranteed against faulty material and workmanship for a period of at least one (1) year from the date of acceptance. If during this period such faults develop, the successful bidder agrees to replace the unit or part affected without cost to the District.
• Cooperative Agreement —

  This solicitation is being conducted on behalf of other public bodies under the provisions of § 2.2-4304 of the Virginia Public Procurement Act, Cooperative Procurement, as stated, “a public body may purchase from another public body's contract even if it did not participate in the request for proposal or invitation to bid, if the request for proposal or invitation to bid specified that the procurement was being conducted on behalf of other public bodies.” If authorized by the Contractor (s), the resultant contract(s) may be extended to any jurisdiction within the Commonwealth of Virginia to purchase at contract prices in accordance with contract terms.

  Any jurisdiction using such contracts shall place its own orders(s) directly with the Contractors(s). The School Board of the City of Chesapeake acts only as the contracting agent and is not responsible for placement of orders, payment, or discrepancies of the participating jurisdictions.

  It is the Contractor’s responsibility to notify the jurisdictions of the availability of contract(s). Contractors desiring to offer to other jurisdictions under this clause shall so indicate in their response.

• Debarment and Prohibited Contracts —
  1. In accordance with §2.2-4321 and 4321.1 of the Code of Virginia, a prospective contractor may be debarred or prohibited from contracting for particular types of supplies, services, insurance, or construction for specific periods of time. The following sets forth the purpose, causes, procedures for debarring a prospective contractor, and the reinstatement of a contractor.
  2. Purpose of debarment is to protect the District  from risks associated with awarding contracts to a contractor having exhibited an inability or unwillingness to fulfill contractual requirements and/or the unsatisfactory performance of a contract and to protect the interest and integrity of the procurement process. The seriousness of the contractor’s acts or omissions showing non-responsibility; the ability and willingness of the contractor to promptly correct them; any mitigating factors; and the public interest should be considered in making any debarment decision.
  3. Causes for debarment may include, but are not limited to, the following acts:
     1. Conviction of or civil judgment against the contractor or any of its principals or affiliates within the last five (5) years for:
        1. Commission of fraud or a criminal offense in connection with (i) obtaining, (ii) attempting to obtain, or (iii) performing a public contract or subcontract.
        2.  Violation of federal or state criminal statutes or civil antitrust, false claim, or procurement laws.
        3.  Commission of embezzlement, theft, forgery, bribery, falsification, or destruction of records, making false statements, receiving stolen property, or other offense involving moral turpitude.
        4. Commission of any other offense indicating a lack of business integrity or business honesty that seriously and directly affects the present responsibility of a government contractor or subcontractor.
     2. Failure to have an effective business ethics and compliance training and reporting program in place for officers and employees.
     3.  Listing on the Excluded Parties List (EPLS) maintained by the General Services Administration:  https://www.acquisition.gov
     4. Subcontracting with a business concern, organization, entity, or person that has been debarred by any Agency or Department of the Commonwealth of Virginia, or which is listed on the EPLS. 
     5.  Failure to collect and/or remit taxes may result in prohibition from contracting with the school system as set forth in §2.2-4321.
  4. Procedures governing the debarment decision making process are designed to be consistent with principles of fundamental fairness:
     1. The Director of Purchasing, shall notify the contractor by certified mail, return receipt requested, that debarment is being considered. This notice shall include:
        1.  The reasons for the proposed debarment in terms sufficient to put the contractor on notice of the circumstances upon which it is based;
        2. The procedures the contractor may take to examine evidence of the proposed debarment;
        3.  The contractor may submit to the Director of Purchasing, within thirty (30) calendar days after receipt of notice, written information and argument to the proposed debarment, including any additional specific information that raises a genuine dispute over a material fact.  
        4. The contractor may also submit information and materials showing (i) that it had an effective business ethics and compliance training and reporting program in place for officers and employees; (ii) the steps it has taken to address the conduct giving rise to the proposed debarment including, but not limited to, disciplinary action, restitution, restructuring, and additional internal controls and training; and (iii) its cooperation with government authorities and investigators.
        5.  Prior to the issuance of a written determination of debarment, the Director of Purchasing shall (i) notify the contractor in writing of the results of the evaluation, and (ii) disclose the factual support for the determination. The contractor shall have ten (10) business days for rebuttal.
        6.  The Director of Purchasing shall issue its written determination of disqualification based on all information in the possession of The District, including any rebuttal information, within ten (10) business days of the date the Director of Purchasing received such rebuttal information.
        7. Debarment shall commence upon notification.
  5. Scope of Debarment. Debarment extends to all divisions or other organizational elements of the contractor and to affiliates of the contractor unless otherwise specified. As used herein, “affiliates” includes business concerns, organizations, entities, or persons sharing common (or with overlapping) management, ownership, facilities, equipment, employees and/or assets, and includes family members having an identity of economic interest with a person that was debarred or proposed for debarment. “Affiliates” also includes businesses or entities organized following the debarment or proposed debarment of a contractor which has the same or similar management, ownership, or principal employees as the contractor that was debarred or proposed for debarment.
  6. Reinstatement of a contractor may occur if, it is determined that the action taken was arbitrary or capricious, or not in accordance with applicable state law or regulations. The sole relief shall be restoration of eligibility. A debarred contractor can apply for reinstatement after debarred for a period of (1) one year or (1) one bid period cycle whichever is longer. The request for reinstatement must be in writing to the Director of Purchasing citing actions taken to remedy the reason for debarment or prevent recurrence of the situation that caused the debarment action to be taken and otherwise indicating that lifting or suspension of the debarment would be in the best interest of The District. The Director of Purchasing shall provide a written response to the debarred contractor within thirty (30) calendar days either reinstating the contractor or denying the request with the reasons cited. The contractor shall have ten (10) business days to respond. The Director of Purchasing shall have ten (10) business days to respond to the contractor’s response.
  7. The decision of the Director of Purchasing shall be final.
  8. By submitting their proposals, vendors certify that they are not currently debarred by the Commonwealth of Virginia, or any locality in the state of Virginia, from submitting bids or proposals on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent for any person or entity that is currently debarred. Providers under debarment should attach documentation explaining the circumstances and nature of the debarment.
• Default —

  In case of failure to deliver goods and/or services in accordance with the contract terms and conditions, the District, after due written notice, may procure them from other sources and hold the Vendor responsible for any resulting additional purchases and administrative costs. This remedy shall be in addition to any other remedies, which the District may have. Any Vendor judged non-responsive or in default will be removed from the District’s Vendors’ list for a minimum of one (1) year or one (1) bid cycle, whichever is longer. If reinstatement to the Vendors’ list is possible, reinstatement can only occur after a meeting between the Vendor and a representative of the District’s Purchasing Department in which the Vendor supplies appropriate documentation that the original problem resulting in debarment has been corrected.

• Dispute Resolution  —

  Unless otherwise provided for in this Contract, the procedures for consideration of contractual claims set forth in Va. Code § 2.2-4363(C) shall be applicable to this Contract and are incorporated herein by reference. Any alternative dispute resolution procedures entered into by the School Board shall be nonbinding.

• Drug Free Workplace —

  The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that such contractor is an equal opportunity employer; provided; however, that notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirement of this section. The Contractor will include the provisions of the foregoing paragraph in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor. During the performance of this contract, the contractor agrees to

  1. provide a drug- free and tobacco- free workplace for the contractor’s employees;
  2. post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance, marijuana, or tobacco products is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition;
  3. state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free and tobacco-free workplace; and 
  4. include the provisions of the foregoing clauses in every subcontractor or purchase order, so that the provisions will be binding upon each subcontractor or vendor.
• Inspection of Records —

  The successful vendor/contractor shall maintain, during the course of the work/contract, and retain, not less than five (5) years after final payment for completion thereof, complete and accurate records of all costs chargeable to The District regarding any work or contract awarded. Additionally, The District, or its authorized agents, shall have the right, at any reasonable time, to inspect and audit those records. The records to be maintained and retained by the work/contract shall include, without limitation, all payroll records accounting for the total time distribution of the contractor’s employees working full or part time on the work (to permit tracing to payrolls and related tax returns) as well as canceled checks or signed receipts for payroll payments in cash; invoices for purchases, receiving and issuing documents, and all other unit-inventory records for the contractor’s stores stock or capital items; and paid invoices and canceled checks for material purchased and for the subcontractor’s and any other third-parties’ charge.

• Force Majeure —

  Contractors shall not be in breach of this contract as long as its default was due to causes beyond the reasonable control of and occurred without any fault or negligence on the part of both the contractor and its subcontractors which by the exercise of reasonable diligence he is unable to prevent. Such causes may include, but are not restricted to, acts of God or of the public enemy, acts of The District in its sovereign capacity, fires, floods, hurricanes, epidemics, pandemics, strikes, or freight embargoes. The Contractor shall provide the District prompt written notice of the nature and extent of any such force majeure condition as soon as practicable in the event that any such delay or failure in performance occurs and keep the District apprised of developments and mitigation effort with  respect thereto. The vendor must also provide a contingency plan for such events.

• Fund-Out Clause —

  Failure of the School Board to fund or City Council of Chesapeake to appropriate funds in any year for payment in full required by this contract or any other provisions herein during the term of the contract shall terminate this contract and render it null and void, without any further liability on the part of the District of any kind whatsoever, except for its obligation to maintain the product described and to surrender possession of the same to the seller. This contract shall not constitute a debt of the City of Chesapeake or the District, within the meaning of any limitations or indebtedness of the District or the City of Chesapeake, under the constitution or laws of the Commonwealth of Virginia, including the Charter of the City of Chesapeake.

• Hold Harmless and Indemnification —

  The Contractor shall, during the term of the contract including any warranty period, protect, indemnify, defend, and hold harmless the District, Chesapeake School Board, City of Chesapeake, and Chesapeake City Council its officials, employees, agents, and representatives thereof from all suits, actions, or claims of any kind, including attorney’s fees, arising out of or resulting from the performance of the work provided that any such claims, damages, loss or expense (a) is attributable to bodily injury, sickness, disease, or death, injury or damage or destruction of property (real or personal),  including loss of use resulting therefrom, violations of rights, loss, expense sustained by any person or property in consequence of any neglect in safeguarding contract work, or from any claims or amounts arising from violation of any law, bylaw, ordinance, regulation or decree. (b) is also caused in whole or in part by any act of omission of the Contractor, any subcontractor, anyone directly or indirectly employed or controlled by any one of them regardless of whether or not said claims, damage, loss, or expense is caused in part by the District. The Contractor agrees that this clause shall include claims involving infringement of patent or copyright.

  In any and all claims against the above aforementioned or any of its agents or employees by any employee of the Contractor or any subcontractor, or anyone directly or indirectly employed by any of them or anyone for whose acts any one or more of them may be liable, the indemnification obligation of the Contractor hereunder shall not be limited in any way to limits on the amount or type of damages, compensation, or benefits payable to or for the contractor or any subcontractor under the Workmen’s Compensation Act, or any disability benefit acts or any other employee benefit act of the Commonwealth of Virginia or any other state. Any suits or actions of every nature and description brought against it for, or on account of, any injuries or damages received or sustained by any party or parties by or from any acts of the bidder, its servants or agents, as a result of the award of a contract.

• Inspection of Records —

  The successful vendor/contractor shall maintain, during the course of the work/contract, and retain, not less than five (5) years after final payment for completion thereof, complete and accurate records of all costs chargeable to The District regarding any work or contract awarded. Additionally, The District, or its authorized agents, shall have the right, at any reasonable time, to inspect and audit those records. The records to be maintained and retained by the work/contract shall include, without limitation, all payroll records accounting for the total time distribution of the contractor’s employees working full or part time on the work (to permit tracing to payrolls and related tax returns) as well as canceled checks or signed receipts for payroll payments in cash; invoices for purchases, receiving and issuing documents, and all other unit-inventory records for the contractor’s stores stock or capital items; and paid invoices and canceled checks for material purchased and for the subcontractor’s and any other third-parties’ charge.

• Insurance —
  1. Chesapeake Public Schools reserves the right to require bid, performance, labor, and materials payment bonds. This requirement will be stated in the original bid documents if it is applicable.
     1. Commercial General Liability - $1,000,000 per occurrence and $2,000,000 in the aggregate. Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. Chesapeake Public Schools shall be added as an additional insured to the policy by an endorsement.
     2. Automobile Liability - $1,000,000 combined single limit. 
     3. Employer’s Liability - $100,000
     4. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer. Contractors who fail to notify Chesapeake Public Schools of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.
  2. Prior to undertaking performance of the contract hereunder, the successful bidder may be required to furnish certification, in a form acceptable to Chesapeake Public Schools, that the successful bidder possesses a valid liability insurance policy issued by an insurance company licensed to do business in the Commonwealth of Virginia with effective dates and limits of liability as required by Chesapeake Public Schools. This certification shall ensure the successful bidder’s legal liability for injury to or destruction of property (real or personal) and bodily injury or death caused in whole or part by any act of omission of the successful bidder, subcontractors and the agents and employees of either, occasioned directly or indirectly in the performance of the contract. The insurance company will be required to provide thirty (30) days written notice to Chesapeake Public Schools in the event of a change or cancellation of any policy. In addition, Chesapeake Public Schools must be listed as an additionally named insured party with respect to the contract.
  3. The successful bidder will be required to carry adequate insurance to protect Chesapeake Public Schools from loss in case of accident, fire, theft, etc., prior to acceptance by a responsible person representing Chesapeake Public Schools.
  4. The successful bidder must provide the Certificate of Insurance within ten (10) days after the award of the project.  No work shall commence until the Certificate of Insurance is received.
  5. The successful bidder shall protect, defend, and save harmless Chesapeake Public Schools, Chesapeake School Board, City of Chesapeake, and Chesapeake City Council from and against any suits or actions of every nature and description brought against it for, or on account of, any injuries or damages received or sustained by any party or parties by or from any acts of the bidder, its servants or agents, as a result of the award of a contract.
• Late Bids —

  Late responses will not be considered. The official receipt of the response is based upon the date and time stamp in OpenGov. For the purposes of this response, the date and time stamp in OpenGov is the official time. Responses received prior to the time of the opening will be locked and digitally encrypted until the submission deadline passeswill be locked and digitally encrypted until the submission deadline passes.

  It is recommended that bidders allow ample time to post their bid response in OpenGov to ensure the response is submitted/date and time stamped prior to the date and time established as the deadline

• Lead Free Statement —

  The General Contractor or Prime Contractor shall be responsible for furnishing and transmitting to either the Architect / Engineer, if applicable, or the Owner or his agent, notarized letters, in triplicate, of “lead free” certification covering all materials and equipment to be used in this project.   In the event that this General Contractor or Prime Contractor should encounter or discover lead containing materials in connection with existing work to be altered, connected to, or to remain, he shall promptly advise the Architect or Engineer for the Owner or his agent and shall not proceed with the work until receiving notice with instruction to do so. 

• License Requirement —
  1. All firms doing business with the District are required to be properly licensed in accordance with the City of Chesapeake’s “Business, Professional, and Occupational Licensing (BPOL) Tax” Ordinance. Wholesale and retail merchants without a business location in Chesapeake are exempt from this requirement. Questions concerning the applicability of the BPOL Tax should be directed to the Chesapeake Commissioner of the Revenue’s Office.  Phone Number: (757) 382-6738.
  2. Each bidder must be properly licensed in the locality in which their business office resides and in compliance with all pertinent state (Virginia) and local (Chesapeake) codes and regulations.
  3. Each contractor will make himself aware of the City of Chesapeake codes and regulations relevant to business licenses and should be in compliance with said codes and regulations.
  4. The successful bidder / contractor shall be responsible to secure, at its expense, any and all state and local permits and licenses required to do business in the City of Chesapeake.
  5. Contractor’s Regulatory License 
     1. The District will only award contracts in excess of $1,000 to registered contractors per the Virginia Contractor’s Registration Law 54.1-1100. One (1) of the following licenses shall apply: Class “C” for contracts valued over $1,000, but no more than $10,000; Class “B”: for contracts valued at $10,000 or more, but less than $120,000; Class “A”: for contracts valued at $120,000 or more. 
• License Requirement —
  1. All firms doing business with the District are required to be properly licensed in accordance with the City of Chesapeake’s “Business, Professional, and Occupational Licensing (BPOL) Tax” Ordinance. Wholesale and retail merchants without a business location in Chesapeake are exempt from this requirement. Questions concerning the applicability of the BPOL Tax should be directed to the Chesapeake Commissioner of the Revenue’s Office.  Phone Number: (757) 382-6738.
  2. Each bidder must be properly licensed in the locality in which their business office resides and in compliance with all pertinent state (Virginia) and local (Chesapeake) codes and regulations.
  3. The successful bidder / contractor shall be responsible to secure, at its expense, any and all state and local permits and licenses required to do business in the City of Chesapeake.
• Mold Remediation —

  Contractor is advised that destructive means were not utilized to identify mold that may exist within interstitial spaces throughout the areas scheduled for renovations. Therefore, the Contractor shall proceed with caution when performing demolition work. If ten (10) square feet of mold is uncovered, the Contractor shall stop work and immediately contact Chesapeake Public Schools and / or the Architect / Engineer. Mold remediation larger than ten (10) square feet shall be performed by Virginia-licensed mold remediator workers and mold remediator supervisors as specified by the Department of Professional and Occupational Regulation, Statutes Title 54.1, Chapter 5, MOLD INSPECTOR AND REMEDIATOR REGULATIONS, effective July 1, 2011.

• Minorities Statement —

  “The District encourages the use of minority firms, vendors, contractors and subcontractors to provide goods and services, including construction projects.”

• Precedence of Terms —

  In the event that there is a conflict between the other required General Terms and Conditions and any Special Conditions in this solicitation, the Special Conditions shall apply.

• Taxes —

  The District is exempt from federal, state and excise taxes. The price bid shall be net and not include the amount of any such tax. Exemption certificates, if required, will be provided upon request after award. The Contractor shall pay all sales, consumer, use, and other similar taxes for work or portions thereof provided by the contractor which are legally enacted at the time bids are received, whether or not yet effective. The Contractor shall also pay for and obtain all permits (includes all federal, state, and local) necessary to complete the project as indicated in the bid documents.

• Termination —

  Termination for Cause

  If the Contractor fails to either perform within the time specified, or within a reasonable time, or fails to perform satisfactorily in accordance with the specifications, the Contractor may be found in breach of the contract for poor or nonperformance.  If the Contractor should breach the contract or fail to perform the services required by the contract, the District may terminate the contract for cause by giving a 30 days written notice or may give the vendor a stated period of time within which to remedy its breach of contract. If the vendor shall fail to remedy the breach within the time allotted by the District, the contract may be terminated by the District at any time thereafter upon written notice to the Contractor or, in the alternative, the District may give such extension of time to remedy the breach as the District determines to be in its best interest. The District’s forbearance by not terminating the contract for a breach of contract shall not constitute a waiver of the District’s right to terminate nor acquiescence in future act or omissions by the Contractor of a like nature. If the contract is terminated for cause, breach of contract or failure to perform, the Contractor may be subject to a claim by the District for the costs and expenses incurred in securing a replacement vendor to fulfill the obligations of the contract.  Contractors judged to be non-responsive/in breach of contract will be removed from the bidders’ list for a minimum of one (1) year or one (1) bid cycle, whichever is longer.  If reinstatement to the bidders’ list is possible, reinstatement can only occur after a meeting between the vendor and a representative from the District’s Purchasing Department in which the Contractor demonstrates that the unsatisfactory condition/ action has been corrected.

  Termination for Convenience

  Should market conditions change or services are no longer needed, the District may take the appropriate action by cancellation the contract in the best interest of the District.   The contract may be terminated by the District in whole or in part for the convenience of the District without a breach of contract by delivering to the Contractor a written notice of termination specifying the extent to which performance under the contract is terminated and the effective date of the termination. Such notification shall be with a minimum of a 60 day’s notice. If the contract is terminated in whole or in part for the convenience of the District, the vendor shall be entitled to those fees earned for work done prior to the notice of termination and thereafter shall be entitled to any fees earned for work not terminated, but shall not be entitled to lost profits for the portions of the contract which were terminated. The Contractor will be compensated for reasonable costs or expenses arising out of the termination for the convenience of the District for delivery to the District of all products of the services for which the vendor has or will receive compensation.

  Delivery of Materials

  Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver to the District all products of the services for which the vendor has been or will be compensated. Unless otherwise agreed to in writing, the Contractor shall deliver the materials to the District within 30 days of the Notice of Termination of the Contract. Failure to do so may result in action for “breach of contract”, “failure to perform”, or specific performance of the contract.

  Compensation Due the Vendor

  Upon such termination, the Contractor shall be entitled to the compensation accrued to the date of termination. Payment of the balance of the accrued compensation shall be dependent on the Contractor providing the required project material to the District. Said fees, which have been earned, shall be billed to the District in accordance with the normal billing process, but in no case later than 60 days after the last work is performed. Any termination by the District for default, found by a court of competent jurisdiction not to have been justified as a termination for default, shall be deemed a termination for the convenience of the District. The Contractor shall submit invoices for all such amounts in accordance with the normal billing process, but in no event later than 60 days after all services are performed. All amounts invoiced are subject to deductions for amounts previously paid. Any cost incurred in excess of the contract amount may be back charged to the original bidder. Should the difference be less, the Contractor shall have no claim to the difference. All payments due the vendor under this contract are subject to appropriation by the District.

• Testing and Inspection —

  The District reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications.

• Weather Closing —

  In the event of inclement weather, resulting in the District’s business offices being closed on the date an ITB is due, the due date is rescheduled for the same time on the next business day that the District’s business offices are open.

  Note: Please monitor cable television WCPS COX-48 and Verizon Channel 43, X (formerly known as Twitter) @cpschoolsva, or the District’ website (www.cpschools.com) for accurate and timely information related to closures.

Submission Requirements

• Authorized Signatory
• Name and Title of Authorized Signatory (required)
• By clicking confirm, the authorized signatory is confirming that they are authorized to bind the entity to the contract. (required)
• Bid Proposal —

  Please refer to section Proposal Format for requirements to prepare your bid response. 

• By confirming this response, I understand that any person / vendor visiting a Chesapeake Public Schools’ facility during school hours must check in at the Main Office and/or Security, follow all school procedures related to school safety, and not provide any disruption to instructional activities. (required)
• Do you agree that quantities listed are not guarantees? (required) —

  Quantities indicated in the bid are not guarantees, but close estimates of the school district’s requirement. The District reserves the right to adjust any and / or all quantities, without penalty, as necessitated by budget restrictions or changes in educational requirements.

• Explain why you do not agree to this requirement and provide information proposed plans on what is expected of the District.
• Do you agree that you will not substitute a product throughout the duration of the contract? (required) —

  During the term of any contract resulting from this request for bid, the Vendor is not authorized to substitute any item for that product or service identified in the solicitation without the prior written consent of the District.

• If products become obsolete, products may be substituted for the newest version. Will your company honor the same pricing or less than that of the obsolete equipment? (required)
• Will you agree to cap the increase at no more than three percent (3%)? (required)
• I confirm that I will take every precaution and be responsible for protecting the immediate and surrounding work areas from damage within the building or on the grounds for which the required work is to be performed. I will also be responsible for clean-up, removal, and disposal of all debris, trash, etc., at the end of every workday, in an acceptable manner off school property. (required) —

  Failure to take these actions repeatedly may result in breach of the contract.

• By confirming, I certify that I have inspected the job site and am aware of the conditions under which the work must be accomplished. Claims, as a result of failure to inspect the job site, will not be considered by the District. (required)
• If equipment is in need of repair, describe the repair process, including if an equipment loaner will be provided. (required)
• If products become obsolete, products may be sustituted for the newest version. Will your company honor the same pricing or less than that of the obsolete equipment? (required)
• What is the approximate lead time for delivery after receipt of purchase order? (required)
• Sales Representative to be assigned to the Chesapeake Public Schools’ Account: (required) —

  Enter Name, Phone and E-Mail Address.

• Does your company accept PCards for purchases? (required)
• Does your company accept Purchase Orders? (required)
• If no, why? (required)
• Can order / invoice information be accessed on the Internet? (required)
• Please provide your website information: (required) —

  This should include information about account setup and how many users can setup an account

• Please indicate the catalog number, quotation number, and / or contract number that should be referenced on Chesapeake Public Schools’ purchase orders: (required)
• Does your company and company website have the capability to interface with the variety of financial software? (required)
• Please list financial software you have interfaced with: (required)
• Do you agree to the Cooperative Agreement in the General Conditions. (required)
• Transmittal Letter (required) —

  Please download the below documents, complete, and upload.

• Cost Proposal (required) —

  Please download the below documents, complete, and upload.

• Do you offer prompt payment discounts? (required) —

  Prompt payment is less than 30 days, but no less than 20 days.

• Provide the percentage. (required)
• References (required) —

  Please list, in the space provided, no less than three (3) references for which your company has provided Custodial Equipment or similar services and comparable in volume and frequency.

  Please provide the following information for each reference

  • Reference Name and Address
  • Contact Person Name
  • Contact Person Email 
  • Contact Person Phone Number
• Exceptions/Deviations from Specifications and/or Conditions of Bid: (required) —

  Please provide, in the space below, any and all exceptions or deviations to the specifications / conditions or any other section of this document the vendor feels is necessary. If this section is left blank, Chesapeake Public Schools will assume that the vendor, as signified by signature on the Letter of Transmittal, is bidding “as specified” and agrees to all conditions set forth in the bid document. This section should not be construed as an invitation to offer alternative product(s) other than those specified. The vendor should keep in mind that not all exceptions or deviations from the specifications or conditions, you may list below, will be acceptable to Chesapeake Public Schools.

• Insurance Policies/Documents (required)
• Vendor’s Authorization to Transact Business in the Commonwealth —

  To the extent the Contractor is organized as a stock or non-stock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership, such entity shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity by the State Corporation Commission. Any such business entity shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth to be revoked or cancelled at any time during the term of this contract. The Owner may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of Virginia Code Section 2.2-4311.2.

  Any bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 shall include in its bid or proposal the identification number issued to it by the State Corporation Commission. Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law shall include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized.

• Are you a corporation required to register with Virginia State Corporation Commission (“SCC”) (required)
• State Corporation Commission Identification Number (required)
• Describe why the bidder or offeror is not required to be authorized by the State Corporation Commission. (required)
• Certificate of Compliance Regarding Certain Offenses —

  Code of Virginia § 22.1-296.1 requires that prior to awarding a contract, the contractor and the contractor’s employees who may be in direct contact with students in the performance of the contract certify that both the contractor and the contractor’s employees have not been convicted of any violent felony set forth in the definition of barrier crime in subsection A of § 19.2-392.02; any offense involving the sexual molestation, physical or sexual abuse, or rape of a child; or any crime of moral turpitude. For the purpose of implementation, Chesapeake Public Schools defines “direct contact with students” as a contractor working at a school site between the hours of 6:00 a.m. and midnight during normal school days, and during school-sponsored activities, in lieu of a school support facility such as the Warehouse or Transportation Department where students are not expected to be present.

  Below please find a certification (Certificate of Compliance) that is required to be completed and submitted prior to awarding your contract and/or issuing your purchase order. This form must be updated every twelve (12) months for the duration of the contract period. Should there be a change to the certification of your officers, or any individuals assisting in the performance of the contract between twelve (12) month periods, Chesapeake Public Schools must be notified immediately and an updated certification must also be provided to Chesapeake Public Schools within five (5) business days of such change. Failure to complete all certifications accurately may result in the award of the contract/agreement being revoked without recourse against Chesapeake Public Schools.

  Please feel free to contact the school/department responsible for finalizing your agreement, with any questions you may have, or call the Purchasing Department at 757-547-0265.

• Have you or any of your employees who will have direct contact with students been convicted of a felony set forth in the definition of barrier crimes in Code of Virginia §19.2-392.02. A., any offense involving the sexual abuse or rape of a child or any crime of moral turpitude? (required) —

  Please answer this question based on the best of your knowledge.

• By confirming, the authorized signatory agrees that individuals who have been convicted of a violent felony or crime as described above, will not be assisting with the performance of the contract. (required)
• List individuals assisting in the performance of this contract (Please use full, legal names including middle name or initials) (required)
• By confirming, the authorized signatory understands that should there be any change to this certification of officers, or individuals assisting in the performance of this contract, during any time of this contract, the Chesapeake Public Schools central office/school issuing this contract/PO will be notified immediately, and an updated certification will be provided to them within five (5) days of such change. (required)
• Certificate of Compliance With Immigration Laws and Regulations —

  The Federal Immigration Reform and Control Act makes it unlawful for a person or other entity to hire, recruit, or refer for a fee for employment in the United States, an alien, knowing the alien is unauthorized to work in the United States. Section 40.1-11.1 of the Code of Virginia makes it unlawful for any employer to knowingly employ an alien who cannot provide documents indicating that he or she is legally eligible for employment in the United States. These laws place an affirmative duty on employers to ensure that aliens have proof of eligibility for employment.  In addition, Section 54-72.2 of the Chesapeake City Code requires that any person or entity doing business with the City of Chesapeake, including its boards and commissions, shall provide a sworn certification by the contractor or vendor of compliance with all federal immigration laws and regulations.

  Enclosed please find the certification document (Certificate of Compliance With Immigration Laws and Regulations) that is required to be completed and submitted for all contracts with a total value of $50,000 or more. This certificate shall be attached to the contract document, if applicable. For instances, where a purchase order will serve as the contract, this certificate shall be completed and returned to Chesapeake Public Schools. The Contract/Purchase Order will not be issued prior to submittal of a completed Certificate of Compliance With Immigration Laws and Regulations. No performance may take place until the completed certificate is provided to the school/department responsible for finalizing your agreement. This form must be updated every twelve (12) months for the duration of the contract/agreement period. Should there be a change to the certification between the twelve (12) month periods, Chesapeake Public Schools must be notified immediately and an updated certification must also be provided to Chesapeake Public Schools within five (5) days of such change. Failure to submit a certificate shall render the pending contract and/or purchase order void.

• Legal Name of Contractor or Vendor (required) —

  Note: This is your name as reported to the IRS. It should match your Social Security card or Federal Identification Number. 

• Doing Business As (If Applicable) (required) —

  Note: This is the name that appears on your invoices, but is not used as your reporting name.

• Type of Business Entity (required)
• List full name and address of all officers/managing members/partners. (required) —

  Full Name, Address, City, State and Zip, and Business Telephone

• Number of Employees (required)
• Are All Employees Eligible for Employment in the United States? (required)
• Acknowledgment (required) —

  Under penalty of perjury, the authorized signatory declares on behalf of the contractor/vendor listed above that to the best of my knowledge and based upon reasonable inquiry each and every one of the contractor’s employees is eligible for employment in the United States as required by the Federal Immigration Reform and Control Act of 1986 and Section 40.1-11.1 of the Code of Virginia. The authorized signatory further declares on behalf of the contractor/vendor that due care and diligence shall be used to ensure that all employees hired in the future will be eligible for employment in the United States and that the authorized signatory agrees to remain in compliance throughout the duration of the contract. The authorized signatory affirms the information provided herein is true, correct, and complete. The authorized signatory also agrees to permit Chesapeake Public Schools to inspect records and documentation to ensure that all persons hired by the contractor/vendor are eligible for employment under the laws referenced in this certificate when deemed necessary by Chesapeake Public Schools. The authorized signatory agrees that the contractor/vendor will fully cooperate in any such audit.

• Claim of Business Confidentiality —

  Virginia Procurement Act – Virginia Code § 2.2-4342

  Public inspection of certain records. -- A.  Except as provided in this section, all proceedings, records, contracts and other public records relating to procurement transactions shall be open to the inspection of any citizen, or any interested person, firm or corporation, in accordance with the Virginia Freedom of Information Act (§ 2.2-3700 et seq.).

  F. Trade secrets or proprietary information submitted by a bidder, offeror or contractor in connection with a procurement transaction or prequalification application submitted pursuant to subsection B of § 2.2-4317 shall not be subject to the Virginia Freedom of Information Act (§ 2.2-3700 et seq.); however, the bidder, offeror or contractor shall (i) invoke the protections of this section prior to or upon submission of the data or other materials, (ii) identify the data or other materials to be protected, and (iii) state the reasons why protection is necessary. 

  A bidder, offeror, or contractor shall not designate as trade secrets or proprietary information (a) an entire bid, proposal, or prequalification application; (b) any portion of a bid, proposal, or prequalification application that does not contain trade secrets or proprietary information; or (c) line item prices or total bid, proposal, or prequalification application prices.

• Do you have any proprietary information provided in your response? (required)
• Claim of Business Confidentiality Form (required) —

  Please download the below documents, complete, and upload.

• Redacted Response (required)
• Non-Collusion Affidavit
• Non-Collusion Affidavit (required) —

  Please download the below documents, complete, and upload.

• Certificate Regarding Lobbying —

  The Byrd Anti-Lobbying Amendment requires a lobbying certification to be obtained for procurement contracts of more than $100,000.
  Any vendor whose contract award is for more than $100,000 must complete a Certification Regarding Lobbying form.

• Byrd Anti-Lobbying Certificate (required) —

  Please download the below documents, complete, and upload.

• USDA Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion – Lower Tier Covered Transactions
• USDA Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion – Lower Tier Covered Transactions (required) —

  Please download the below documents, complete, and upload.

• Submission of Nutrient Data and Letters
• Submission of Nutrient Data and Letters (required) —

  Please download the below documents, complete, and upload.

• Solicitation purpose? (required) —

  What is this ITB for?

• Pricing (required) —
  • Choose Option 1 when you have set line items, for example:
    • This is a quote for goods or commodities.
    • This is a public works bid, with a pricing table that can be uploaded into OpenGov Procurement from an Excel spreadsheet.
    • Seeking services for hourly rate schedules.
  • Choose Option 2 when you need vendors to provide you with the line items. 
• Will the resulting contract have multiple renewals? (required)
• Will this project require a site visit? (required)
• Will this project require a Byrd Anti-Lobbying Certificate? (required) —

  For federally funded projects

• Is this District-wide? (required)