CUSTODIAL EQUIPMENT MAINTENANCE AND REPAIR

1 | Page Purchasing Department P. O. Box 13145 • Roanoke, VA 24031 (540) 853-1348 • Fax (540) 853-2836 February 23, 2023 REQUEST FOR PROPOSAL RFP 3107 Notice is hereby given of the intention of the School Board for the City of Roanoke, Virginia (“Owner”), to solicit proposals to contract for: ON-CALL CUSTODIAL EQUIPMENT MAINTENANCE AND REPAIR SERVICES Sealed proposals will be received in the Purchasing Office for the ROANOKE CITY SCHOOL BOARD, 40 Douglass Avenue, NW, Roanoke, Virginia 24012. Delivery of Proposal: It is the responsibility of the vendor to assure that its proposal is delivered to the place designated for receipt of proposals and by the time set for receipt of proposals. No proposals received after the time designated for receipt of proposals will be considered. Proposals must be in the hands of the officer or agent of the Owner whose duty it is to receive them by the time specified. The officer or agent of the Owner whose duty it is to receive proposals will decide when

the specified time has arrived and will determine if the proposal was in their possession by that time. For Hand delivered proposals, sufficient time must be allowed for the building receptionist to contact the Purchasing Office. Receptionist will not be responsible for last minute arrivals or late proposals. Due Date and Time: April 12, 2023; 3:00 P.M. (EST) Location: Purchasing Office, Roanoke City Public Schools, 40 Douglass Avenue NW, Roanoke, VA 24012. In the event that School Board offices are closed due to inclement weather and/or emergency situations prior to or at the time set aside for proposals, the published due date will default to the next open business day at the same time. Announcement of Award: Upon the award or the announcement of the decision to award a contract as a result of this Invitation for Bid, the Director of Purchasing will publicly post such notice on the Roanoke City Public School’s web site (https://www.rcps.info/departments/administrative_departments/Purchasing_Department/ (Click on Bids, RFP’s, Awards, and Cancellations) for a minimum 10 day period. ROANOKE CITY SCHOOL BOARD Eric Thornton Purchasing Director https://www.rcps.info/departments/administrative_departments/Purchasing_Department/ 2 | Page ******************************************************************************************Electronic Invitation to Bid/RFP Retrieval Instructions: Full copies of Requests for Proposals, Bids, and Addenda must be retrieved over the Internet at the following address: https://www.rcps.info/departments/administrative_departments/Purchasing_Department/. Click on “Bids, RFP’s, Awards, and Cancellations” *********************************************************************************************** This Public Body does not discriminate against Faith-Based Organizations REMAINDER OF PAGE LEFT INTENTIONALLY BLANK https://www.rcps.info/departments/administrative_departments/Purchasing_Department/ 3 | Page TABLE OF CONTENTS REQUEST FOR PROPOSAL RFP 3107 ON-CALL CUSTODIAL EQUIPMENT MAINTENANCE AND REPAIR SERVICES PAGE I. PURPOSE4 II. BACKGROUN D 4 III. STATEMENT OF NEED 4 IV. CONTRACT PERIOD 6 V. PRE-PROPOSAL CONFERENCE 6 VI. CALENDAR OF EVENTS 6 VII. PROSPOSAL SUBMITTAL REQUIREMENTS AND PREPARATION 6 VIII. EVALUATION AND AWARD OF CONTRACT 7 IX. GENERAL TERMS AND CONDITIONS9 X. SPECIAL TERMS AND CONDITIONS 11 XI. ADDITIONAL FORMS 15 4 | Page ATTACHMENT A – EQUIPMENT LIST 25 5 | Page RFP 3107 ON-CALL CUSTODIAL EQUIPMENT MAINTENANCE AND REPAIR SERVICES I. PURPOSE The purpose of this RFP is to solicit sealed proposals through competitive negotiation for On-Call Custodial Equipment Maintenance and Repair Services for Roanoke City Public Schools. Roanoke City Public Schools (“RCPS,” “Owner,” or “Division”) intends to retain a qualified firm(s) (“Contractor” or “Offeror”) to provide these services for the Division. RCPS reserves the right to make an award to one or more qualified firms. This document establishes the anticipated services to be performed and outlines the evaluation and selection process. However, this document does not guarantee a contract. II. BACKGROUND Roanoke City Public Schools (“RCPS”) is a progressive urban school district serving the City of Roanoke, Virginia. The district is comprised of seventeen elementary schools, five middle schools, two high schools, the Roanoke Valley Governor’s School for Science and Technology, the Noel C. Taylor Learning Academy, Forest Park Academy (which serves overage and under-credited middle school and high school students), adult education programs, and preschool programs for low-income families as well as after-school programs to assist students needing additional instruction. RCPS has approximately 13,130 students and approximately 2,700 employees. III. STATEMENT OF NEED The district currently has 33 locations that house custodial equipment: two Central Administration buildings, Ruffner Career Technical Education Center, Transportation, two high schools, five middle schools, seventeen elementary schools and four alternate sites. Roanoke City Public Schools (“RCPS or Division”) therefore intends to retain a qualified firm(s) (Contractor or Offeror) to provide these services for the Division. 6 | Page The services may be extended to all sites in the Division as deemed necessary. The description of services shall establish the minimum requirement and expectations of RCPS. RCPS reserves the right to wave any or all requirements specified herein. The Offeror shall be experienced in providing equipment repair and service on various makes and models of equipment. This equipment includes, but is not limited to: 1.Wet/Dry Vacuums 2.Vacuums Upright & Backpack 3.Buffers 4.Auto Scrubbers – walk behind/ride-on, battery and corded 5.Carpet Extractors 6.Aqueous ozone generators (A complete list of equipment to be serviced or repaired is provided in Attachment A – other equipment may be added as deemed necessary). The Offeror shall: 1. Provide certifications or documentation of training; certifying brands Offeror is qualified to work on. 2. Provide all required labor, tools, parts, diagnostic equipment, supplies as well as transportation to maintain and service equipment in need of repair. 3. Provide offsite repair of all small equipment for RCPS at a site provided by the vendor. RCPS will transport small equipment from schools to the vendor and return repaired equipment to the schools. As long as the vendor has a location within the city limits of Roanoke City. If the travel radius is greater than the city limits of Roanoke City, the awarded vendor will be responsible for pick up, transporting, and delivering all small equipment repairs. 4. Provide repair of large equipment onsite at each location. RCPS will not transport large equipment. * Large equipment is defined as any piece of equipment that is defined as any equipment that is trans-axled, self-propelled, or pad assisted, in which the operation includes but is not limited to machinery that you walk behind, ride on, or stand on. 5. Email RCPS price quotes for equipment repair for approval prior to repairing items by stating price by .50 and one hour. 7 | Page 6. Provide a current price list that details the price per item for parts. 7. Provide documented assessment of equipment that is non-repairable. 8. Provide documented price quote for new equipment if the price to repair is more or near replacement cost. 9. Ensure a 72-hour return on equipment repair unless extreme circumstances exist with a part order. 10. The Offeror shall comply with applicable federal, state, and local requirements for protecting the safety of the Offeror’s employees, building occupants, and the environment. All applicable standards of the Occupational Safety and Health Administration (OSHA) must be met. No processes or materials shall be used to introduce biohazards into RCPS sites. *RCPS will provide space (on site) in all locations for larger pieces of equipment in need of repair. IV. CONTRACT PERIOD The initial contract period will be from July 1, 2023 until June 30, 2024. The contract may be extended by RCPS and the awarded Contractor, by mutual agreement, for up to four (4) additional one (1) year periods. V. PRE-PROPOSAL CONFERENCE A mandatory pre-proposal meeting will be conducted Monday, March 6, 2023, from 1:00 PM to 2:00 PM at Administration on Campbell, 201 Campbell Avenue SW, Roanoke, VA 24011. The Purchasing Department will conduct the meeting. Questions regarding the project may be submitted and will be answered on the RCPS web site. VI. CALENDAR OF EVENTS Date Release RFP February 23, 2023 Mandatory Pre-Proposal Meeting March 6, 2023 1:00 P.M. Receive Written Inquiries (no later than) * March 22, 2023 5:00 P.M. Answer Written Inquiries (no later than) March 31, 2023 5:00 P.M. 8 | Page Receive Proposals April 12, 2023 3:00 P.M. *Questions regarding this RFP should be e-mailed to Eric Thornton, ethornton@rcps.info. Answers will be posted to the RCP website, https://www.rcps.info/departments/administrative_departments/Purchasing_Department/bids__ rfps__awards_and_cancellations. VII. PROSPOSAL SUBMITTAL REQUIREMENTS AND PREPARATION In order to be considered for selection, Offerors must submit a complete response to this RFP. Specifically, Offerors must provide one (1) original, three (3) copies, and one (1) redacted copy that omits any proprietary or confidential information that the Offeror requests to be withheld from public view. A flash drive including all Documentation provided in the redacted and un-redacted responses must also be provided. Proposals shall be signed by an authorized representative of the Offeror. All information requested should be submitted. Failure to submit all information requested may result in RCPS requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, sub letter, and repeat the text of the requirements as it appears in the RFP. If a response covers more than one page, the proposal should contain a table of contents which cross references the RFP requirements. Information which the Offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Each copy of the proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume. mailto:ethornton@rcps.info https://www.rcps.info/departments/administrative_departments/Purchasing_Department/bids__rfps__awards_and_cancellations https://www.rcps.info/departments/administrative_departments/Purchasing_Department/bids__rfps__awards_and_cancellations 9 | Page Responses must be delivered not later than 3:00 p.m. on Wednesday, April 12, 2023, to: Eric Thornton Purchasing Department Roanoke City Public Schools 40 Douglass Avenue, NW Roanoke, VA 24012 Interested firms should submit a proposal that responds to the items listed below. Proposals should be concise and address each item in the order outlined below: 1. Summarize the offeror’s general qualifications, background, number of employees, office locations, etc. 2. Discuss the offeror’s previous relevant work experience with projects of this nature. 3. Comment on the offeror’s anticipated methodology, approach, and timetable for this engagement. a. Describe your company’s core capabilities and business approach. b. Describe the key elements of your proposal. Highlight what differentiates your service offerings from your competitors. c. Outline how the requirements contained in this proposal will be met. 4. Indicate the anticipated fee and expense structure for the items listed in the Scope of Services Section of this document. This may take the form of a fee and/or rate structure. 5. Identify three of the firm’s recent reference clients and provide contact information. 6. Indicate the firm’s qualifications as a locally owned business enterprise (LBE), minority business enterprise (MBE), and/or women business enterprise (WBE) as defined in this RFP. VIII. EVALUATION AND AWARD OF CONTRACT A. Evaluation Criteria. Proposals shall be evaluated using the following criteria: 10 | Page Criteria Points 1. The offeror’s related experience, approach, and methodology for providing the services described herein. 30 2. The promised response time of the offeror to requests for service. 30 3 . P r i c i n g / R a t e Structure. 24 4. References 10 5. Certified locally owned business enterprise (LBE). 2 6. Certified minority business enterprise (MBE). 2 7. Certified women business enterprise (WBE). 2 Total Points 100 B. Award: Selection shall be made of one or more Offeror(s) deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposal, including price, if so stated in the Request for Proposal. Negotiations shall be conducted with the Offeror(s) selected. Price shall be considered but need not be the sole determining factor. After negotiations have been conducted with each Offeror(s) so selected, RCPS shall select the Offeror(s) which, in its opinion, has made the best proposal, and shall award the contract to that Offeror(s). RCPS may cancel this Request for Proposal or reject proposals at any time prior to an award and is not required to furnish a statement of the reason why a particular proposal was not deemed to be the most advantageous. (Section 2.2-4319 and Section 2.2- 4359, Code of Virginia.) Should RCPS determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that Offeror. The award document will be RCPS Standard Contract incorporating by reference all the requirements, terms, and conditions of the solicitation and the contractor’s proposal as negotiated. 11 | Page C. Definitions: LBE, MBE, WBE. “Local owner” – an individual who has an ownership interest in a business enterprise and whose primary residence is within the Roanoke Metropolitan Area. For the purposes of this policy, the Roanoke Metropolitan Area shall include all cities, counties, and towns within the Commonwealth of Virginia that are within a 50-mile radius of the City of Roanoke. “Locally owned business enterprise (LBE)” – a business that(i) is privately held, (ii) has Local Owners that own at least fifty-one percent of the business, (iii) has Local Owners that control the management and daily operations of the business, (iv) is registered in Virginia with no corporate headquarters outside of the Commonwealth, and (v) has completed the certification steps set forth below. In order to be placed on the Purchasing Division’s list as a LBE, a business must provide the Purchasing Director with (i) a copy of its local business license, (ii) a copy of the businesses articles of incorporation or partnership agreement, and (iii) a completed sworn certification form (found in the “Additional Forms” section of this RFP). “Minority business enterprise (MBE)” – a business that has been certified by the Virginia Department of Small Business and Supplier Diversity (www.sbsd.virginia.gov) as a business that is both owned and controlled by minorities. “Women business enterprise (WBE)” – a business that has been certified by the Virginia Department of Small Business and Supplier Diversity (www.sbsd.virginia.gov) as a business that is both owned and controlled by women. IX. GENERAL TERMS AND CONDITIONS 1. Taxes: State sales and use tax certificate of exemption, Form ST-12 will be issued upon request, if you do not have same on file. Deliveries against this proposal shall be free of excise or transportation taxes. 2. Mandatory use of RCPS Forms and Terms and Conditions: Failure to submit a proposal on the official forms provided for that purpose shall be a cause for rejection of the proposal. Return of the completed document is required. Modification of or additions to any portion of the solicitation may be cause for rejection of the proposal; however, RCPS reserves the right to decide, on a case-by-case basis, in its sole http://www.sbsd.virginia.gov http://www.sbsd.virginia.gov 12 | Page discretion, whether or not to reject such a proposal as non-responsive. Supplementary data and information which respond to inquiries, demonstrate qualifications and expertise, etc., may be attached to the proposal forms. 3. Precedence of Terms: Except for Paragraphs 1 and 2 of the General Terms and Conditions for Professional Services, which shall apply in all instances, in the event there is a conflict between the Generals Terms and Conditions for Professional Services and any Special Terms and Conditions used in a particular procurement, the Special Terms and Conditions shall apply. 4. Default: In case of failure to deliver the reports, documents or services in accordance with the contract terms and conditions, RCPS, after due oral and written notice, may procure from other sources and hold Vendor responsible for any resulting additional procurement and administrative. This remedy shall be in addition to any other remedies which RCPS may have incurred. 5. Assignment of Contract: A contract shall not be assignable by the Contractor in whole or in part without the written consent of RCPS. 6. Antitrust: By entering into a contract, the Offeror conveys, sells, assigns, and transfers to RCPS all rights, title and interest in and to all causes of the action it may now or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by RCPS under said contract. 7. Ethics in Public Contracting: By submitting the proposal, all Offerors certify and warrant that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Offeror, supplier, manufacturer, or subcontractor in connection with their proposal, and that they have not conferred with any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything, present or promised, unless consideration of substantially equal or greater value is exchanged. 8. Anti-Discrimination: By submitting their proposal, all Offerors certify to RCPS that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as amended, where applicable, and Section 11-51 of the Virginia Public Procurement Act which provides: a. In every contract over $10,000, the provisions 1 and 2 below apply: i. During the performance of this contract, the contractor agrees as follows: 1. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the 13 | Page provisions of this nondiscrimination clause. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. 2. The contractor will include the provisions of paragraphs 1, above, in every subcontract or purchase order over $10,000 so that the provisions will be binding upon each subcontractor or Contractor. 9. Debarment Status: By submitting a proposal, all Offerors certify that they are not currently debarred from submitting proposals on contracts by any agency of the Commonwealth of Virginia, nor are they an agent of any person or entity that is currently debarred from submitting proposals on contracts by any agency of the Commonwealth of Virginia. 10. Applicable Law and Courts: Any contract resulting from this solicitation shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The contractor shall comply with applicable federal, state, and local laws and regulations. 11. Qualifications of Offerors: RCPS may make such reasonable investigations as deemed proper and necessary to determine the ability of the Offeror to perform the work and the Offeror shall furnish to RCPS all such information and data for this purpose as may be requested. RCPS reserves the right to inspect Offeror's physical plant prior to award to satisfy questions regarding the Offeror's capabilities. RCPS further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such Offeror fails to satisfy RCPS that such Offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. 12. Anti-Collusion Certification: By signing the proposal, the Offeror certifies that the proposal is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. The Offeror understands that collusive bidding is a violation of the Virginia Governmental Frauds Act and Federal Law and can result in fines, prison sentences, and civil damage awards. The Offeror agrees to abide by all conditions of the proposal and certifies that the individual signing the proposal is authorized to do so. 13. Payment Terms: Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days. 14 | Page 14. Immigration Reform & Control Act of 1986: By submitting a proposal, Offerors certify that they do not and will not, during the performance of this contract, employ illegal alien workers or otherwise violate the provisions of the Federal Immigration Reform and Control Act of 1986. 15. Relationship of Offeror to Owner: After the Contract for services has been fully executed, the Offeror shall be the professional advisor and consultant to the Owner for technical matters related to the project and shall be responsible directly to and only to the Owner. The Owner shall communicate all approvals, rejections, change requirements and other similar information to the Offeror. 16. Code and Regulatory Compliance: Review, comments and approvals by Owner or the staff of RCPS, in no way absolve any other person, firm or corporation involved in a project from their full responsibilities under the applicable laws, codes, and professional practice as required in projects for Roanoke City Public Schools. 17. These terms and conditions are made a part of any resulting contract. X. SPECIAL TERMS AND CONDITIONS 1. Insurance: A.Workers’ Compensation- Workers' Compensation insurance covering Contractor’s statutory obligation under the laws of the Commonwealth of Virginia and Employer's Liability insurance shall be maintained for all its employees engaged in work under this Agreement. B.Automobile Liability. The minimum limit of liability for automobile liability insuranceshall be $1,000,000 combined single limit applicable to owned or non-owned vehicles C.Commercial General Liability Broad Form insurance shall insure against all claims, loss, cost, damage, expense, or Contractor’s performance under this contract. The minimum limits of liabilityfor this coverage shall be $2,000,000 combined single limit for any one occurrence. 2. Audit: The Offeror agrees to retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by RCPS. RCPS shall have full access to and the right to examine any of said materials during said period. 3. Termination of Contract: RCPS reserve the right to cancel and terminate any resulting contract, in part or in whole, with or without cause, without penalty, upon sixty (60) days written notice to the Contractor. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver any outstanding orders issued prior to the effective date of cancellation. 4. Modification of Contract: RCPS may, upon mutual agreement with the Offeror, issue written modifications to the statement of needs as a part of this 15 | Page contract, except that no modifications can be made which will result in an increase of the original project order contract price by $50,000 or a cumulative amount of more than 25%, whichever is greater, without the advance written approval of the Superintendent or Superintendent’s designee. In making any modification, the resulting increase or decrease in cost for the modification shall be determined by one of the following methods as selected by RCPS in accordance with the requirements of the Public Procurement Act. 5. Ownership of Materials: Ownership of all data, materials, and documentation originated and prepared for the Roanoke City School Board pursuant to the proposal shall belong exclusively to the Roanoke City School Board and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by the Offeror shall not be subject to public disclosure under the Freedom of Information Act, unless otherwise required by law or a court; however, the Offeror must invoke the protection of Section 2.2-4342(F) of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must SPECIFICALLY identity the data or materials to be protected and state the reason why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line-item prices, and/or total proposal prices as proprietary, or trade secrets, is NOT ACCEPTABLE and may result in REJECTION of the proposal. 6. Subcontracts: No portion of work shall be subcontracted without prior written consent of RCPS. In the event the Contractor desires to subcontract some or part of the work specified herein, the Contractor shall furnish RCPS the names, qualifications and experience of their proposed subcontractors. The Contractor shall, however, remain fully liable and responsible for the work done by the subcontractor(s) and shall assure compliance with all contract requirements. 7. Indemnification: The contractor agrees to be responsible for, indemnify, defend and hold harmless RCPS, its officers, agents and employees from the payment of all sums of money by reason of any claim against them arising out of any and all occurrences resulting in bodily or mental injury or property damage that may happen to occur in connection with and during the performance of the contract, including but not limited to claims under the Workers' Compensation Act. The contractor agrees that it will, at all times, after the completion of the work, be responsible for, indemnify, defend and hold harmless RCPS, its officers, agents and employees from all liabilities resulting from bodily or mental injury or property damage directly or indirectly arising out of the performance or 16 | Page nonperformance of the contractor. 8. Proposal Acceptance Period: Any proposal resulting from this solicitation shall be valid for 90 days. At the end of the 90 days, the proposal may be withdrawn at the "written" request of the Offeror. If the proposal is not withdrawn at that time, it remains in effect until an award is made or the solicitation is canceled. Withdrawal of proposals due to error shall be in accordance with Section II-54 (ii), Code of Virginia. 9. Late proposals: To be considered for award, proposals must be received by Roanoke City Public Schools, Attention: Eric Thornton, 40 Douglass Ave NW, Roanoke, VA 24012, by the designated opening date and hour. The official time used in the receipt of proposals is that time on the clock located in RCPS Purchasing Department. Proposals received after the designated opening date and hour are automatically disqualified and will not be considered. Roanoke City Public Schools is not responsible for delays in the delivery of mail by the U.S. Postal Service, private couriers, or another means of delivery. It is the sole responsibility of the Offeror to ensure that its proposal reaches Roanoke City Public Schools Purchasing Department by the designated date and hour. 10. Gifts by Offeror, Contractor or Subcontractor: No Offeror, contractor or subcontractor shall confer on any public employee having official responsibility for a procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged. 11. Qualification of Offerors: Roanoke City Public Schools may make such reasonable investigations as deemed proper and necessary to determine the ability of the Offeror to perform the work and the Offeror shall furnish to Roanoke City Public Schools all such information and data for this purpose as may be requested. Roanoke City Public Schools reserves the right to inspect Offeror's physical plant prior to award to satisfy questions regarding the Offeror's capabilities. Roanoke City Public Schools further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such Offeror fails to satisfy Roanoke City Public Schools that such Offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. 12. Availability of Funds: It is understood and agreed between the parties herein that the agency shall be bound hereunder only to the extent of the funds available, or which may hereafter become available for the purpose of this agreement. 13. Contract Documents: The contract entered into by the parties shall consist of the Request for Proposal, the signed proposal submitted by the Contractor, Roanoke City Public Schools Standard Contract, the General and Special Terms 17 | Page and Conditions, the Statement of Need including all modifications thereof, all of which shall be referred to collectively as the Contract Documents. 14. Rejection of Proposals: The Superintendent or her designee, on behalf of the School Board, reserves the right to reject any and all proposals 15. Procedure for Protest: Any vendor submitting a proposal may protest the award or decision to award a contract by submitting a written protest to the Superintendent, or Superintendent’s designee, of the ROANOKE CITY SCHOOL BOARD no later than ten (10) days after the award or the announcement of the decision to award whichever occurs first. The written protest shall include the basis for the protest and the relief sought (Section 2.2-4360, Code of Virginia). 16. These terms and conditions are made a part of any resulting contract. REMAINDER OF PAGE LEFT INTENTIONALLY BLANK 18 | Page XI. ADDITIONAL FORMS STATE CORPORATION COMMISSION FORM This form must be returned with response to solicitation Virginia State Corporation Commission (“SCC”) registration information. The undersigned Offeror: is a corporation or other business entity with the following SCC identification number: . -OR- is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust -OR- is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the offeror in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from offeror’s out-of-state location) -OR- is an out-of-state business entity that is including with this proposal an opinion of legal 19 | Page counsel which accurately and completely discloses the undersigned offeror’s current contacts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia. **NOTE** Check the following if you have not completed any of the foregoing options but currently have pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for proposals (the Commonwealth reserves the right to determine in its sole discretion whether to allow such waiver): . S i g n a t u r e : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D a t e : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Printed Name_____________________________________________________________________________ _________________ _______ Title: ______________________________________________________________________ ______ Name of Firm:_______________________________________________ __________ PROPRIETARY AND CONFIDENTIAL INFORMATION FORM This form must be returned with response to solicitation Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protections of § 2.2- 4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected including the section of the proposal in which it is contained and the page numbers and state the reasons why protection is necessary. The proprietary or trade secret material submitted in the original and all copies of the proposal must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. In addition, a summary of proprietary information submitted shall be submitted on this form. The classification of an entire proposal document, line-item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable. If, after being given five business days, the Offeror refuses to withdraw such a classification designation, the proposal will be rejected. 20 | Page Name of Offeror (Firm): invokes the protections of § 2.2-4342F of the Code of Virginia for the following portions of my proposal submitted on . Date Signature: Title: No portion of this proposal is to be considered confidential and/or proprietary. The data/material indicated below is to be considered confidential and/or proprietary. DATA/MATERIAL TO BE PROTECTED SECTION NO., & PAGE NO. REASON WHY PROTECTION IS NECESSARY *Attachments may be made to this form for further clarification, but this form shall serve as the official request to invoke the protections of § 2.2- 4342F of the Code of Virginia. ANTI-COLLUSION CERTIFICATION The Offeror certifies that this proposal response is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same product and that this proposal is in all respects bona fide, fair, and not the result of any act of fraud or collusion with another person or firm engaged in the same line of business or commerce. The Offeror understands collusive bidding is a violation of Federal Law and that 21 | Page any false statement hereunder constitutes a felony and can result in fines, imprisonment, as well as civil damages. The Offeror also understands that failure to sign this statement will make the proposal non-responsive and unqualified for award. Signed: ______________________________________________________________ Date: _______________________________________________________________ Name of Company: ____________________________________________________ MINORITY & WOMEN-OWNED BUSINESS ENTERPRISE CERTIFICATION The Proposer should complete the following information: Is Proposer a qualified minority or women-owned business enterprise (MBE/WBE)? Yes: ________ No: ________. Regardless of response to this question, Bidder shall complete the following: Will Bidder be using subcontractors? Yes: ________ No: ________ In conjunction with the desire of the School Board of the City of Roanoke, VA’s policy to utilize Minority and Women-Owned Business Enterprises wherever possible, the Bidder (Proposer) has solicited quotations for labor, material, and/or services from the following MBE/WBE: (Attach additional sheet if necessary.) Type of Labor, Service 1. Name of Firm Person(s) Contacted or Material Quoted Date ___________ ________________ __________________ _______ ___________ ________________ __________________ _______ 2. Of those Listed above, we intend to utilize the following MBE/WBE in completion of the work required by this contract. (Attach additional sheet if necessary.) Type of Labor, Service Amount of Contract Name of Firm or Material Quoted Subcontract 22 | Page ___________ ________________ __________________ ___________ ________________ __________________ The Bidder will utilize the indicated MBE/WBE firms in this project. If the Proposer determines not to use the indicated MBE/WBE, Bidder must notify the School Board and provide a valid non-discriminatory business reason for not employing the MBE/WBE. 3. If the MBE/WBE’s indicated in paragraph 1 will not be utilized, please state the reason for each firm. (Attach additional sheet if necessary.) Name of Firm Results of Contact ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ _________________________ 4. If unable to contact MBE/WBE’s, please indicate efforts made: (Attach additional sheet if necessary.) ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________ This firm has made a good faith effort to utilize MBE/WBE’s whenever possible. Offeror: _____________________________________________________ (Firm) ______________________________________________________ (Address) ________________________ ________________________ (Telephone) (FAX) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 23 | Page (Ink Signature and title) (Date) (Seal and attest Seal if Proposal is by Corporation) 24 | Page ROANOKE CITY PUBLIC SCHOOLS CERTIFICATION OF COMPLIANCE WITH VIRGINIA CODE 1. A sworn statement or affirmation from the contractor that neither the contractor nor any of its employees have been convicted of a felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child nor a crime of moral turpitude is mandated by Virginia Code Section 22.1-296.1. 2. Affirmation from the contractor that the contractor does not, and shall not, during the performance of the contract for goods and services in Virginia, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986. 3. A sworn statement or affirmation from the contractor that the employees have submitted to and passed an employment drug screening. 4. Affirmation from the contractor that the contractor does not, and shall not during the performance of the contract for goods and services in Virginia, knowingly employ an individual that has been convicted of any violent felony set forth in the definition of barrier crime in subsection A of Virginia Code Section 19.2- 392.02. Bid/Proposal Number: 3107 Company Name: __________________________________ List of employee(s) assigned to the project: By signature below, I hereby certify that 1) a criminal background check has been performed as part of the employment process for the above listed persons and that based upon the results of such background check these individuals have never been convicted of a violent felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child; nor a crime of moral turpitude; 2) to the best of my knowledge and belief none of these individuals is currently the subject of any pending criminal charges involving a violent felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child; nor a crime of moral turpitude; and 3) I do not nor shall I during the performance of the contract knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986; 4) the above listed persons have submitted to and passed an employment drug screening. If the employees assigned to the project change, an updated copy of this form must be submitted to the 25 | Page Purchasing Office before an added employee can begin to work on the project. Only employees on this list will be allowed to provide services to the schools or be allowed to interact with students. Name of Company Officer_______________________________________ Date _____________ Signature of Company Officer ______________________________________ Rev. 8/2020 Reference Form 1. Project Location and Scope: _______________________________________ ______________________________________________________________ Agency Name: __________________________________________________ Address: _______________________________________________________ Contact Person: _____________________ ___ Telephone No. ____________ E-Mail: _______________________________________________________ 2. Project Location and Scope: _______________________________________ ______________________________________________________________ Agency Name: __________________________________________________ Address: _______________________________________________________ Contact Person: ________________________ Telephone No. ____________ E-Mail: _______________________________________________________ 3. Project Location and Scope: _______________________________________ ______________________________________________________________ Agency Name: __________________________________________________ 26 | Page Address: _______________________________________________________ Contact Person: ________________________ Telephone No. __________________ E-Mail: _______________________________________________________ Company: _______________________________________________ Signature: _______________________________________________ Title: __________________________________________Date ________ ROANOKE CITY PUBLIC SCHOOLS' CERTIFICATION FOR LOCALLY OWNED BUSINESS ENTERPRISE (FORM DJI-F) In an effort to qualify as a locally-owned business enterprise under the Roanoke City School Board’s Plan for Participation in Procurement Transactions with locally owned businesses, I voluntarily submit that the information set forth below is true and accurate. Name of Business____________________________________________________________________ __ ____ Corporation ____ Partnership ____ Other (Please Describe) ____________________________________________________________ Address of Business____________________________________________________________________ _ Business Phone No. __________________ Other Phone No. ______________________ Name of Owner(s)/Owner’s Permanent Address/% of Ownership 27 | Page ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ The following documents must be attached to or accompany this Certification in order to be considered a locally owned independent business under the Roanoke City School Board’s procurement program. Copy of current business license AND a. If a corporation - Copy of the Articles of Incorporation and the minutes from the last annual meeting. b. If a partnership - Copy of the Partnership Agreement. By signature below, I hereby certify that the information set forth in this certification is true and accurate. I further certify that I am an owner of the independent business listed in this certification and that my permanent residence is in the Commonwealth of Virginia within fifty (50) miles of the City of Roanoke. Finally, I certify that the business documents that are attached to and made a part of this certification are true and accurate copies. __________________________________ ______________________________ Name of Company Officer/Date Signature of Company Officer CERTIFICATION OF PROPOSAL RFP 3107 ON-CALL CUSTODIAL EQUIPMENT MAINTENANCE AND REPAIR SERVICES The undersigned certifies a comprehension of the specifications in the foregoing proposal, and that the merchandise or service submitted for this proposal meets or exceeds the specifications as listed herein. The successful vendor certifies that the vendor, all principals and sub recipients, are not suspended or debarred from providing the services described in this contract. Further, Roanoke City Public Schools reserves the right to review the List of Parties Excluded from Federal Procurement or Non-Procurement Programs to determine that the successful vendor, including all principals and sub recipients, has not been suspended or debarred from providing the services described in this contract. FIRM 28 | Page BY (Signature validates proposal) (Print or type name) TITLE _ ADDRESS _ CITY _ STATE, ZIP TELEPHONE TOLL-FREE NUMBER FAX NUMBER E-MAIL DATE 29 | Page DETACH AND SECURELY AFFIX THIS FORM TO THE FRONT OF THE ENVELOPE Detach Here- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Company Name Company Mailing Address Company City, State, Zip Roanoke City Public Schools Attn: Eric Thornton, Purchasing Director Purchasing Department 40 Douglass Avenue NW Roanoke, VA 24012 Roanoke City Public Schools ----------- RFP No. 3107 Closing Time and Date of Proposal ------------ April 12, 2023; 3:00 P.M. 30 | Page ATTACHMENT A EQUIPMENT LIST CLEAN CORE AQUEOUS OZONE GENERATOR CLARKE 1700BT SCRUBBER, FLOOR GENERAL KC-16 BUFFER, ELECTRIC, FLOOR GENERAL KC-17 BUFFER, ELECTRIC, FLOOR GENERAL KC-20 BUFFER, ELECTRIC, FLOOR GENERAL KC-20 BUFFER, ELECTRIC, FLOOR GENERAL KC23 BUFFER, ELECTRIC, FLOOR NSS NA BUFFER, ELECTRIC, FLOOR SH POWERFLITE BUFFER, ELECTRIC, FLOOR SSS SSS-151E SSS VACUUM, CARPET, INDUSTRIAL GENERAL KC-20 BUFFER, ELECTRIC, FLOOR GENERAL KC-20 BUFFER, ELECTRIC, FLOOR S#733652 KOBLENZ 9-1500-P BUFFER, ELECTRIC, FLOOR S#0503008C NOBLES SS2001 EXTRACTOR, SELF-CONTAINED, LOW-END S#S201B00008590 POWER-FLITE 2000 BUFFER, ELECTRIC, FLOOR POWER-FLITE 2000 BUFFER, ELECTRIC, FLOOR POWER-FLITE P201 BUFFER, ELECTRIC, FLOOR SSS ACHEIVER 80 SSS CARPET STEAM CLEANER ADVANCE 20 PLUS BUFFER, ELECTRIC, FLOOR ADVANCE AQUACLEAN EXTRACTOR, SELF-CONTAINED, LOW END GENERAL KC-20 BUFFER, ELECTRIC, FLOOR GENERAL KC-20 BUFFER, ELECTRIC, FLOOR KOBLENZ D-150 BUFFER, ELECTRIC, FLOOR KOBLENZ D-150 BUFFER, ELECTRIC, FLOOR NA GNOBLES SS2001 EXTRACTOR, SELF-CONTAINED, LOW END F2000DC-1 BUFFER, ELECTRIC, FLOOR NSS CHARGER BUFFER, ELECTRIC, FLOOR ADVANCE 264001 EXTRACTOR ALL STAR KC-20 BUFFER, ELECTRIC, GENERAL 2000DC1 BUFFER GENERAL 2000DS BUFFER GENERAL KC-20 BUFFER GENERAL K-20 BUFFER KOBLENZ B-2500-P BUFFER GENERAL KC-10 GENERAL BUFFER 31 | Page NA 1700B CLARKE SCRUBBER 1700B CLARKE SCRUBBER B-1600-P KOBLENZ BUFFER KC-20 GENERAL BUFFER NOBLES EX17P NOBLES EXTRACTOR, NOBLES EX17P NOBLES EXTRACTOR, FLOOR NSS 1500 NSS BUFFER, ELECTRIC, FLOOR SSS-151E SSS VACUUM, WET/DRY ADVANCE 18 EXTRACTOR ALL STAR NA BUFFER, ELECTRIC GENERAL KC-20 BUFFER KOLBENZ BP1500P BURNISHER, ELECTRIC NSS EF 1500 BUFFER, ELECTRIC ADVANCE BA5321 SCRUBBER NILFISK AQUACLEAN EXTRACTOR NSS MUSTANG 1500 BUFFER ADVANCE BA 5321 SCRUBBER GENERAL 22 BUFFER NA GF2000DC-1 BUFFER, ELECTRIC NOBLES SPR2000HR BUFFER NOBLES SPR2000HR BUFFER NSS 1500 BUFFER, ELECTRIC ADVANCE 264001 EXTRACTOR ALL STAR KC-20 BUFFER, ELECTRIC CLARKE VISION17B 24U EXTRACTOR CASTEX NA EXTRACTOR ADVANCE AUACLEAN 18 EXTRACTOR SSS ACHIEVER 80 EXTRACTOR CASTEX 800 EXTRACTOR GENERAL KC00 BUFFER GENERAL KC-20 BUFFER P2000 POWER FLITE BUFFER, ELECTRIC ADVANCE SD 5120 BUFFER, ELECTRIC NOBLES EX17PR EXTRACTOR NOBLES SPR1600H BUFFER, ELECTRIC NOBLES SPR2000H BUFFER, ELECTRIC POWER FLITE P201HD BUFFER, ELECTRIC POWER-FLITE P201 BUFFER, ELECTRIC CLARKE VISION17B 24U EXTRACTOR 32 | Page NATIONAL 330 BUFFER, ELECTRIC NATIONAL 1500 BUFFER, ELECTRIC ADVANCE 264001 ADVANCE CARPET STEAM CLEANER KOBLENZ 2-1500-P BUFFER, ELECTRIC NOBLES SS2001 EXTRACTOR GENERAL 2000DC1 BUFFER DART NA BUFFER GENERAL 2000DC1 BUFFER, ELECTRIC NOBLES EX17R EXTRACTOR, ALL STAR K020 BUFFER, ELECTRIC CLARK 17B EXTRACTOR NA B-1500-P BUFFER, ELECTRIC NOBLES SPR2000H BUFFER PACIFIC STEAMEX 870 EXTRACTOR CLARKE 24U EXTRACTOR ADVANCE AQUACLEAN EXTRACTOR ADVANCE 20 PLUS BUFFER, ELECTRIC ADVANCE NA ADVANCE SHAMPOO MACHINE ADVANCE REEL CLEANER EXTRACTOR AUTO SCRUBBER TORNADO 99125B I-DRIVE RIDE ON SCRUBBER+ DART 83149-087 BUFFER, ELECTRIC FLOOR SCRUBBER ADVENGER 2810D ADVANCE FLOOR SCRUBBER ADVENGER 2810D ADVANCE GENERAL K30 BUFFER, ELECTRIC MINUTEMAN M26036QP MINUTEMAN BURNISHER, ELECTRIC MINUTEMAN SC2832E MINUTEMAN RIDE-ON AUTO SCRUBBER CHICAGO EXTRACTOR NATIONAL 1500 BUFFER, ELECTRIC POWER-FLITE 2000 BUFFER TENNANT SS2001 SCRUBBER TOM CAT 250 TOM CAT RIDE-ON AUTO SCRUBBER CASTEX NA CASTEX CARPET STEAM CLEANER NOBLES SPR1600H BUFFER, ELECTRIC SSS ACHIEVER 80 SSS CARPET STEAM CLEANER HOWELL 83419-037 BUFFER, ELECTRIC 200X FLOOR SCRUBBER MC20000QP MINUTEMAN CLARK 17B EXTRACTOR DART 1120 BUFFER, ELECTRIC KOLBENZ BP1500P BURNISHER, ELECTRIC 33 | Page TWINTEC NATTB445/100S RIDE-ON AUTO SCRUBBER WINDSOR CDT7 EXTRACTOR SOUTHWEST P201 BUFFER, ELECTRIC WINDSOR 1500 BUFFER, ELECTRIC KOBLENZ B-800-F BUFFER, ELECTRIC NOBLES EXP17P EXTRACTOR ADVANCE 264001 SCRUBBER CLARK 17B EXTRACTOR DANZIG 1120 BUFFER, ELECTRIC NA 7901 LO HITE BUFFER, ELECTRIC PACIFIC STEAMEX TRIUMPH 870 EXTRACTOR CASTEX 1400 CASTEX CARPET STEAM CLEANER NILFISK-ADVANCE 3210D NILFISK-ADVANCE RIDE-ON AUTO SCRUBBER NOBLES SPR2000H BUFFER, ELECTRIC POWER-MATIC STEAMEX EXTRACTOR POWER FLITE RIDE ON SCRUBBER CLS00310K CLARKE 15 GAL. WET/DRY VAC. V-WD-15 TENNANT SQUEEGEE ATTACHMENT CRAFTSMAN 113170260 CRAFTSMAN VACUUM, WET/DRY SCRUBBER EBG-20C SQUARE SCRUB SCRUBBER EBG-20C SQUARE SCRUB WINDSOR SENSOR 12XP UPRIGHT VACUUM PROTEAM 1200XP VACUUM BETCO STEALTH ASD 20BT DAYTON 3VE22 WET/DRY VAC WINDSOR CLIPPER DUO 16” CLOROX T-360 ELECTROSTATIC SPRAYERS TORNADO OZONE GENERATORS TENNANT T-290 SCRUBBERS NILFISK ES #00 WALK BEHIND SCRUBBERS