REQUEST FOR QUALIFICATIONSIsle of Wight County Schools

Office of Purchasing820 West Main Street

Smithfield, VA 23430757-357-0824

Attention of Offeror is invited to the Code of Virginia, Virginia Public Procurement Act,Sections 2.2-4367 thru 2.2-4377 (conflict of interest)

THE SCHOOL BOARD OF ISLE OF WIGHT COUNTY DOES NOT DISCRIMINATE AGAINST FAITH BASED ORGANIZATIONS

ISSUE DATE: January 11, 2016RFQ ITEM NO: RFQ011016CLOSING DATE: January 25, 2016CLOSING TIME: 3:00 p.m.PROCUREMENT OFFICER: Rebecca Hicks

DESCRIPTION OF REQUEST FOR QUALIFICATIONS THIS DOCUMENT CONSTITUTES A REQUEST FOR SEALED PROPOSALS FROM QUALIFIED INDIVIDUALS AND OR ORGANIZATIONS TO PROVIDE ENGINEERING AND ARCHITECTUAL SERVICES FOR THE ISLE OF WIGHT COUNTY SCHOOL SYSTEM.

THE FOLLOWING SECTION MUST BE EXECUTED AND SIGNED BY AN AUTHORIZED REPRESENTATIVE OF YOUR COMPANY.

Company Name: Federal I. D. #:

Address: Phone Number:

Fax Number:

Person Quoting: Date: (Printed or typed)

Signature: Email:

TYPE OF OWNERSHIPIf Offeror is a Minority Business, please indicate the type of classification below – Check all that apply

Yes No Yes NoAfrican American Owned Female OwnedAmerican Indian Owned Faith Based OrganizationAleutian Owned Hispanic American OwnedAsian American Owned Small BusinessEskimo Owned Other

Revised 3- 2012

TABLE OF CONTENTS

1. PURPOSE.........................................................................................................................................................................12. BACKGROUND...............................................................................................................................................................13. STATEMENT OF NEEDS...............................................................................................................................................1

3.1 SPECIFIC PROPOSAL REQUIREMENTS.....................................................................................................................24. SPECIAL INSTRUCTIONS TO OFFERORS...............................................................................................................4

4.1 ISSUING OFFICE.............................................................................................................................................................44.2 CONTRACT PERIOD.......................................................................................................................................................44.3 CONTRACT ADMINISTRATOR....................................................................................................................................44.4 PRE-PROPOSAL CONFERENCE...................................................................................................................................44.5 QUESTIONS.....................................................................................................................................................................44.6 SITE VISIT........................................................................................................................................................................44.7 PRICE ESCALATION FOR RENEWABLE TERMS…………………………………………………………………..54.8 COOPERATIVE AGREEMENT......................................................................................................................................54.9 PROPOSAL CHANGES OR MODIFICATIONS............................................................................................................54.10 CLOSING DATE...............................................................................................................................................................54.11 OFFEROR OF RECORD..................................................................................................................................................54.12 TAXPAYER ID NUMBER AND CERTIFICATION – W9 FORM................................................................................54.13 CONTRACTOR/EMPLOYEE BACKGROUND CERTIFICATION..............................................................................64.14 VIRGINIA STATE CORPORATION COMMISSION REGISTRATION......................................................................64.15 VIRGINIA STATE BOARD OF CONTRACTORS LICENSE.......................................................................................64.16 SUBMITTAL OF PROPOSAL.........................................................................................................................................64.17 EVALUATION..................................................................................................................................................................74.18 PREPARATION GUIDELINES.......................................................................................................................................74.19 ALTERNATES / EXCEPTIONS......................................................................................................................................84.20 EMPLOYMENT OF UNAUTHORIZED ALIENS..........................................................................................................84.21 AWARD............................................................................................................................................................................94.22 PROTEST OF AWARD OR DECISION TO AWARD...................................................................................................9

5. GENERAL TERMS AND CONDITIONS......................................................................................................................95.1 ANTI-COLLUSION CLAUSE.........................................................................................................................................95.2 PROPOSAL BINDING FOR ONE HUNDRED AND TWENTY (120) DAYS..............................................................95.3 PROPRIETARY INFORMATION / DISCLOSURE.......................................................................................................95.4 EXAMINATION.............................................................................................................................................................105.5 CONDITIONS OF WORK..............................................................................................................................................105.6 PRESENTATION / DEMONSTRATION......................................................................................................................105.7 ANTI-TRUST..................................................................................................................................................................105.8 DISPOSITION OF PROPOSALS...................................................................................................................................105.9 CONTRACT....................................................................................................................................................................11

6. CONTRACTOR BACKGROUND CERTIFICATION FORM..................................................................................127. TAXPAYER ID NUMBER AND CERTIFICATION – W9 FORM...........................................................................13

Revised 3- 2012

ISLE OF WIGHT COUNTY SCHOOLSRequest for Qualifications # RFQ011016

1. PURPOSE

The School Board of the City of Isle of Wight County, A Body Corporate, also known as Isle of Wight County Schools (hereinafter referred to as IWCS) requests proposals from prospective Offerors (hereinafter referred to as Offeror, Successful Offeror or Contractor) to provide Engineering/Design services for the school division in making short and long term plans for expansion and renovations. This assistance shall include, but is not limited to; those listed in the Statement of Needs and timely reporting of information as requested by IWCS.The IWCS invites any qualified Offeror to submit a proposal. Offerors responding to this request must be responsible, regularly and practically engaged in providing the services requested in this RFQ and possess ample resources for doing this work.

2. BACKGROUND

Isle of Wight School District includes five elementary; two middle schools and two high schools. The Isle of Wight County Schools is a rural and growing suburban residential school district, serves a very diverse population of approximately 5,500 students.

In using this method for solicitation, we are requesting your best effort in seeking a “best value” solution to our requirement. To be entitled for consideration, sealed proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the selected Respondent to meet all specifications and guidelines set forth herein. IWCS, at its sole discretion, determines the criteria and process whereby proposals are evaluated and awarded. No damages shall be recoverable by any challenger resulting from determinations or decisions by the School Board.

3. STATEMENT OF NEEDS

3.1 Offeror will be expected to provide the following services. Offeror also, in their response, provide any additional services that they provide. The combination of required services and additional services will be used in evaluating the proposals.

Design Team QualificationsMinimum 7 years of experience working with K-12 School Districts in Virginia with a specific background in new school construction design and renovation.

Proposed Scope of Work

1. At the direction of the Division Superintendent, or designee the offeror will provide guidance for the ten year Capital Improvement Plan.

2. Offeror will provide assistance to the school division regarding forecasting student enrollment and building needs to meet the student population

3. Offeror will provide able to provide engineering services and technical expertise for vital system repairs throughout the school division.

4. Offeror will need to be able to research feasibility of potential land sites for new school construction5. Offeror will demonstrate an ability to provide highest and best land use options for renovations and

additions to current schools

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6. Offeror will need to provide the Division Superintendent or designee the best course of action regarding renovation needs of buildings to meet the educational program(s).

7. Offeror will need to be able to provide detailed drawings in order to perform construction of new and renovated educational facilities.

8. Successful designer will design to established construction budgets. In applicable situations, architect will need to provide phase in options

9. Please provide design schedule based on past experience for projects similar in nature along with expected lead times for construction.

10. Please provide a breakdown of hours and costs by design phase (conceptual/ schematic, design, construction drawings and specifications, and construction administrative services) on a per project basis.

11. Offeror will need to have extensive expertise in ADA requirements for new and renovated projects and the financial impacts of such renovations during projects.

12. Offeror will be required to write technical specifications for bids for construction work and needs to able to write front end documents as well.

13. Offeror must be prepared to provide construction management services in addition to architect services.

Proposal Requirements

A. Proposed Team 1. Provide an organizational chart, including resumes of all personnel who will be committed to this

project. Provide specific information as to their experience on projects similar to this one. 2. List professional consultants outside your firm you propose to provide services not available in your

firm. Provide specific information documenting their work on similar projects. 3. Please provide resumes of consultants that will be part of design team

B. Pricing 1. As a condition of a RFQ, it is not required to present a price at this time. It is expected that the offeror

be able to enter into negotiations immediately after the most qualified offeror is selected.

C. A duly authorized representative of the Supplier shall sign all hard copy proposals.

D. All responses should be comprised of five (5) sets of hard copy documents (four copies and one original) and one (1) electronic version (requested).

INSURANCE REQUIREMENTS:

The minimum limits of the Contractor's Liability coverage shall be as provided in this section. Insurance may be obtained from a single insurance company and policy or from multiple companies and policies. With all types of required insurance except Worker’s Compensation, the Contractor must add the City as an additional insured. Proof of insurance and certificates showing the City as an additional insured are not required at the Proposal stage but are a condition precedent to the award of a Contract.

The Contractor shall provide an original, signed Certificate of Insurance citing the contract number and such endorsements as prescribed herein, and shall have it filed with the Procurement Officer before a Contract is awarded.

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No change, cancellation, or non-renewal shall be made in any insurance coverage without a thirty (30) day written notice to the Procurement Officer. The Contractor shall furnish a new certificate prior to any change or cancellation date. The failure of the Contract to deliver a new and valid certificate will result in suspension of all payments until the new certificate is furnished.

1. Worker's Compensation __X__REQUIRED ____NOT REQUIRED

a. Coverage to be in compliance with the Workers Compensation Law of the Commonwealth of Virginia.

b. State…………………………………………………………...Statutoryc. Applicable Federal…………………………………………….Statutoryd. Employer's Liability…………………………………………...$100,000e. Benefits Required by Union Labor Contractors………………As Applicable

2. Commercial General Liability (coverage against losses resulting in bodily injury, personal injury and property damage caused by or arising out of the contractor’s operations under the contract; including Contractual Liability; Products and Completed Operations; Premises Operations):

___X__REQUIRED ____NOT REQUIRED

a. Combined Single Limit:

$3,000,000 for Each Occurrence, in primary policy or through use of Umbrella or Excess Limits.

If policy contains a general aggregate limit, it shall apply separately to each project.

b. Products and Completed Operations Insurance shall be maintained for a minimum period of one (1) year after final payment, and the Contractor shall continue to provide evidence of such coverage to the City on an annual basis.

3. Automobile Liability (Owned, Non-Owned, Hired) ___X___REQUIRED ______NOT REQUIRED

a. $3,000,000 for Each Accident (Bodily Injury and Property Damage) in primary policy or through use of Umbrella or Excess Limits.

4. Professional Liability/Errors and Omissions: _____REQUIRED X_NOT REQUIRED

Minimum Limits:

$3,000,000…………………………………Each Claim

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4. SPECIAL INSTRUCTIONS TO OFFERORS

4.1 ISSUING OFFICE

Wherever used in this RFQ, the Issuing Office shall be:Isle of Wight County Schools Rebecca Hicks rhicks@iwcs.k12.va.us820 West Main StreetSmithfield, VA 23430Telephone: (757) 357-4393Fax: (757) 365-0970

All proposals shall be accepted if received and date/time stamped in the Issuing Office no later than the Closing Date and Time shown on the cover page. Proposals received and date/time stamped after the Closing Date and Time will not be accepted and will be returned unopened.Proposals received by email, telephone, or facsimile machine will not be accepted.

It is the responsibility of the Offeror to ensure that their proposal is received and time/date stamped in the Issuing Office. Please allow sufficient time for your proposals to be transported. Please be advised that if sending your proposal at a late date requiring expedited shipping, that both FedEx and UPS will deliver directly to the issuing office. The US Postal Service does not.

4.2 CONTRACT PERIOD

The contract period will be negotiated with the highest ranking proposal. IWCS is prepared to offer a one year contract. IWCS will also offer four (4) one year renewals.

4.3 CONTRACT ADMINISTRATOR

The Contract Administrator for this contract shall be Anthony Hinds, Director of Facilities and Support Services. Contact can be made with Anthony Hinds at 757-357-4393.

4.4 PRE-PROPOSAL CONFERENCE

No pre-proposal conference has been scheduled.

4.5 QUESTIONS

Submit questions about the specifications by e-mail, phone, fax or in writing to the Issuing Office not less than five (5) working days prior to the closing date of the Request for Proposal. Direct questions are to be handled by the Issuing Office at Telephone (757) 357-4393, or Fax at (757) 365-0970. You may also send an email to the issuing office at rhicks@iwcs.k12.va.us. Necessary replies will be issued to all Offerors of record as addenda, which will become part of the contract documents. Oral instructions do not form a part of the proposal documents.

4.6 SITE VISITS

No site visits are scheduled. Should an offeror wish to visit our school locations, you may request in writing via email. Please contact Anthony Hinds (ahinds@iwcs.k12.va.us with a copy to rhicks@iwcs.k12.va.us) to request site visits. No site visit requests will be honored inside of five (5) days of the closing of this solicitation.

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4.7 PRICE ESCALATION FOR RENEWABLE TERMS

If the contract is renewed beyond the initial contract period, the contract may be renewed at a price that is agreeable between the two parties.

4.8 COOPERATIVE AGREEMENT

To the extent allowed by law, 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 Bidder(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 Successful Contractor(s). The School Board of Isle of Wight 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). Bidders desiring to offer to other jurisdictions under this clause shall so indicate in their response.

4.9 PROPOSAL CHANGES OR MODIFICATIONS

Changes or modifications to this RFQ made prior to the date and time of closing will be addressed by addenda from the Issuing Office. Acknowledge receipt of addenda on the cover page of this RFQ. Oral modifications shall not form a part of the RFQ documents. This proposal and any addenda shall be incorporated, by reference, into any resulting contract.

4.10 CLOSING DATE

At the Closing Date and Time specified on the cover page, the submitted proposals shall be publicly announced. Only the names of the Offerors submitting proposals shall be read aloud. No other information will be provided nor are the proposals open to the public at this time. After an award is made, the proposals will be open to public inspection under the guidelines of the Virginia Public Procurement Act and the Virginia Freedom of Information Act.

4.11 OFFEROR OF RECORD

You can receive a copy of this RFQ from EVA (state procurement website) or from the Purchasing Office. Notification of this RFQ has been placed in a newspaper of general circulation.

4.12 TAXPAYER ID NUMBER AND CERTIFICATION – W9 FORM

Submit with your Offer the attached REQUEST FOR TAXPAYER ID NUMBER AND CERTIFICATION – W9 FORM.

4.13 CONTRACTOR/EMPLOYEE BACKGROUND CERTIFICATION

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All Offerors are required to fill out and submit with their offer the attached CONTRACTOR BACKGROUND CERTIFICATION form. Failure to complete and submit this certification accurately may disqualify your offer from consideration for award.

4.14 VIRGINIA STATE CORPORATION COMMISSION REGISTRATION

In accordance with Virginia Code §2.2-4311.2 (effective July 1, 2010), as amended, the Contractor will provide evidence that it is authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business if so required by Virginia Code Title 13.1 or Title 50 or as otherwise required by law. If Contractor is exempt from the provisions of this section, Contractor will provide the basis of such exemption. The Contractor shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth of Virginia to be revoked or cancelled at any time during the term of this Contract. The Procuring Party may void the Contract if Contractor fails to remain in compliance with this provision. Submit a copy of your SCC registration with your response.

4.15 VIRGINIA STATE BOARD OF CONTRACTORS LICENSE

If the Bidder is required to be licensed by the Virginia State Board of Contractors in accordance with the, Code of Virginia, Title 54, submit a copy of your Virginia State Contractors License with your response.

4.16 SUBMITTAL OF PROPOSAL

Offerors should submit one original and a minimum of four (4) copies of their proposal to the Issuing Office. Offeror should also submit one electronic copy. Electronic copy is to be one file in either Word or PDF format. Submit the electronic copy of their proposal by disk or CD etc. with their response or email to the Issuing Office prior to the closing date.

Proposal shall be placed in a separate envelope or package and identified with the RFQ number and the name and address of the Offeror.Proposals must be submitted on 8 1/2" x 11" white paper and shall include a table of contents properly indicating the section and page number of the information included. Elaborate bindings or other presentation aids are not required and will not enhance the overall evaluation of the proposal.

All responses must include an RFQ cover sheet. The cover sheet should include the names, addresses, and telephone numbers for the Offeror, authorized contact persons, authorized signatures (i.e., the owner or other responsible person of the agency), the nearest regional office, and members of the Offerors proposal team.

All proposals shall be accepted if received and date/time stamped in the Issuing Office no later than the Closing Date and Time shown on the cover page. Proposals received and date/time stamped after the Closing Date and Time will not be accepted and will be returned unopened.Proposals received by email, telephone, or facsimile machine will not be accepted.

It is the responsibility of the Offeror to ensure that their proposal is received and time/date stamped in the Issuing Office. Please allow sufficient time for your proposals to be transported. Please be advised that if sending your proposal at a late date requiring expedited shipping, that both FedEx and UPS will deliver directly to the issuing office. The US Postal Service does not.

Proposals received by email, telephone, or facsimile machine will not be accepted.

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Offerors may recite the contents of the RFQ in their proposal. However, in the event there is a discrepancy between the RFQ (including subsequent addenda) and the RFQ language included in Offerors proposal, the language of the RFQ and its addenda shall prevail.

Offeror shall submit the following documents / information: Cover page of RFQ with an original signature of an agent authorized to bind the company, title and all

requested information Acknowledgment of any addenda Statement setting forth the basis for protection of proprietary information, if any, as detailed in the

Disclosure section. Proposal as requested W-9 Information (form attached) Contractor/Employee Background Certification (form attached) Virginia State Board of Contractors License (if required) Virginia State Corporation Commission Registration (if required) Letter stating that the Proposer has not been suspended or disbarred by the Commonwealth of Virginia or

the United States Government.

Proposals should be prepared simply and economically with emphasis on specific experiences and capability to perform work for similar government entities using a public procurement system. Information relating closely to those tasks outlined above will be weighed most heavily.

4.17 EVALUATION

After the proposal closing, IWCS will select, for further consideration, two or more Offerors deemed to be fully qualified and best suited among those submitting proposals based on Offerors' responses to the information requested in this RFQ. The following criteria will be used in the evaluation process:

Qualifications and Experience – 50 points Capability – 25 points Project Methodology – 25 points

Based on the initial evaluation, the IWCS may request the selected Offerors to make oral presentations. Thereafter, the IWCS will conduct negotiations with each of the selected Offerors. Individuals representing the Offeror during negotiations shall have the authority to negotiate and contractually bind the Offeror to a contract.After negotiations are completed, the IWCS will select the Offeror who, in the IWCS opinion, has made the best proposal and shall award the contract to that Offeror. Should the IWCS determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror. IWCS is not required to furnish a statement of the reason(s) why a proposal was not deemed to be the most advantageous.

4.18 PREPARATION GUIDELINES

In order to be considered for selection, Offerors must submit a complete response to this RFQ addressing the Statement of Needs. Offerors should respond to the specifications or propose alternative methods and steps to achieve the intended product. A time frame for implementation of the services and any conditional aspects should be explained. To adequately evaluate the proposals according to the above criteria, all Offerors shall use the following format:

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1. Qualifications and Experience: Offeror shall provide a description of the qualifications and experience of the organization and persons that will be responsible for performance of the service. Such description shall, at a minimum, include: Background information about the organization-e.g., philosophy, ownership, officers, and directors,

Offerors management structure, organization chart of the firm, project team, etc. Company size and location(s), Number of years the Offeror has been in business. One page resume and qualifications of the persons offered to perform service. Upon award of the contract, the Successful Offeror shall provide IWCS with a list of their personnel

including office, home, pager, and cellular phone numbers so that IWCS can make emergency contact with the firm if necessary.

Offeror shall provide a concise description of its work experience as related to the specifications outlined herein. Said description should include, but not be limited to, number and types of customers Offeror has served, number of years the Offeror has been providing these types of services, references and other documentation to verify experience.Governmental/School experience is preferred. A minimum of five (5) and a maximum of ten (10) references will be provided. For each reference, the name, address, and phone number along with the name of a contact person shall be given.

2 Capability: The Offeror shall provide evidence that the firm has the resources and personnel available to respond to and fulfill the needs of the IWCS for contracted services on an as needed basis through the term of the contract. Provide supporting documentation of the Offerors current financial condition and annual reports for the past three (3) years. If the company is privately held, supply sufficient information to document the company's financial status and capability to perform under this contract. If Offeror intends to subcontract any part of the work under this contract, indicate which parts and which Subcontractors. If subcontractors are used, please provide the qualifications of the subcontractors that you intend to use.

3. Project Methodology: Offeror shall provide a description outlining the services to be performed. Such description should, at a minimum provide:

Offerors understanding of the service to be provided. Proposed methods and equipment to be used. Assistance and materials to be furnished by IWCS. Project plan and any other pertinent information.

REMINDER: Offerors will be evaluated based on the above areas and should address each of the above areas fully and should not necessarily limit responses only to the points stated.

4.19 ALTERNATES / EXCEPTIONS

The Offeror has the option to propose alternate solutions as it relates to the Statement of Needs.The Offeror has the option to take exceptions to this RFQ. For each exception, specify the RFQ page number, section number, and the exception taken.Alternatives and/or exceptions will be considered during evaluation. If Offeror is selected for further evaluation, alternatives and/or exceptions will be subject to negotiations.

4.20 EMPLOYMENT OF UNAUTHORIZED ALIENS

Contractor agrees that it does not currently, and shall not during the performance of this contract, knowingly employ an unauthorized alien, as defined in the federal Immigration Reform and Control Act of 1986.”

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4.21 AWARD

Proposals will be evaluated and an award will be made to the Offeror who best meets the qualifications set forth in the RFQ in accordance with the provisions of the IWCS Policies and Regulations and the Code of Virginia, Virginia Public Procurement Act, Sections 2.2-4303 and 2.2-4346, Competitive Negotiations. Award of contract shall be at the sole discretion of IWCS. Such award shall be based upon the evaluation of all requested information. IWCS reserves the right to accept or reject any or all proposals in whole or in part and to waive any informality in the process. Further, IWCS reserve the right to enter into any contract deemed to be in the best interest of IWCS. The IWCS may elect to award a contract to more than one Offeror.

4.22 PROTEST OF AWARD OR DECISION TO AWARD

Any Offeror who desires to protest the award or decision to award a contract shall submit such protest in writing to the Director of Purchasing no later than ten days after the announcement of the decision to award (Intent to Award). It is the responsibility of the Offeror submitting the protest to ensure that it is received in the IWCS Office of Purchasing by the close of business (5:00 P.M. EST) on or before the final day of the ten (10) day protest period. All protest received after that time will be deemed to be late. The written protest shall include the basis for the protest and the relief sought. The Director of Purchasing shall issue a decision in writing within ten days stating the reasons for the action taken.  This decision shall be final unless the Offeror appeals within ten days by instituting legal action as provided in Section 2.2-4364 of the Code of Virginia.

5. GENERAL TERMS AND CONDITIONS

5.1 ANTI-COLLUSION CLAUSE/SUSPENSION AND DEBARMENT

During the preparation and submission of this proposal, the Offeror agrees as follows:Offeror did not either directly or indirectly enter into any combination or arrangement with any person, firm or corporation, or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free competitive bidding in violation of the SHERMAN ACT (15 U.S.C. Section 1), Sections 59.1-9.1 through 59.1-9.17 or section 59.1-68.6 through 59.1-68.8 of the Code of Virginia.Offeror hereby certifies that this agreement, or any claims resulting therefrom, is not the result of, or affected by, any act of collusion with, or any act of, another person or persons, firm or corporation engaged in the same line of business or commerce; and, that no person acting for, or employed by, IWCS has an interest in, or is concerned with, this proposal, and, that no person or persons, firm or corporation other than the Offeror, have, or are, interested in this proposal.By submitting their proposals, Bidders certify that they are not currently suspended or debarred by the Commonwealth of Virginia from submitting bids or proposals on contracts for the type of goods and/or service covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred. Should this status change, bidders/proposers are to self-report any such activity to the Purchasing Office within ten (10) business days.

5.2 PROPOSAL BINDING FOR ONE HUNDRED AND TWENTY (120) DAYS

Offeror agrees that this proposal shall be good and may not be withdrawn for a period of one hundred and twenty (120) calendar days after the scheduled closing time for the RFQ.

5.3 PROPRIETARY INFORMATION / DISCLOSURE

Offerors are advised that the Code of Virginia, Virginia Public Procurement Act, Section 2.2-4342 shall govern public inspection of all records submitted by the Offeror. IWCS reserves the right to submit to the School Board

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Attorney for concurrence of the Offerors claim that it is in fact proprietary. Trade secrets or proprietary information submitted by an Offeror in connection with this RFQ is not subject to public disclosure under the Virginia Freedom of Information Act. However, Offeror must invoke the protection of this section prior to or upon submission of the data or other materials. Offeror must provide a statement that identifies the data or other materials to be protected and states the reasons why protection is necessary. Furthermore, Offeror shall submit trade secrets or proprietary information under separate cover in a sealed envelope clearly marked PROPRIETARY.Information submitted which does not meet the above requirements will be considered public information.Proprietary information submitted by the Offeror/Vendor will be maintained as confidential pursuant to Virginia Code 2.2-4342 to the extent allowable by law.  The School Board will not release such information unless required to do so pursuant to the Virginia Freedom of Information Act or court order.  The School Board will inform the Offeror/Vendor of any request for such proprietary information and whether the School Board determines that the information should be released in accordance with the Virginia Freedom of Information Act or court order.  The School Board will allow the vendor a reasonable amount of time to challenge the release of such information.A statement by the Offeror that the entire proposal is proprietary and/or a statement that Offerors pricing/costs are to be protected is unacceptable. Offeror will be requested to remove any such statement(s) in order to be eligible for further evaluation and award.References may be made within the body of the proposal to proprietary information; however all information contained within the body of the proposal, not under separate cover and labeled proprietary, shall be Public Information in accordance with state statutes.

5.4 EXAMINATION

Offeror shall carefully examine the contents of this RFQ and any subsequent addenda. Failure to do so shall not relieve the Successful Offeror of its obligation to note any exceptions (see Exceptions/Alternatives section) and to fulfill the requirements of this contract.

5.5 CONDITIONS OF WORK

Offerors shall inform themselves fully of the conditions relating to services required herein. Failure to do so will not relieve the Successful Offeror of the obligation to furnish all services necessary to carry out the provisions of this contract.

5.6 PRESENTATION / DEMONSTRATION

If in the IWCS opinion, Offerors presentations or demonstrations of their proposal and capabilities are warranted, IWCS will notify the appropriate Offeror. Such presentation or demonstration shall be at the Central Office site, shall be at a date and time mutually agreed to between the IWCS and Offeror, and shall be at the Offerors expense.

5.7 ANTI-TRUST

Any perceived incidence of price fixing or anti-trust violation shall be reported to the State Attorney General for possible enforcement of the anti-trust laws.

5.8 DISPOSITION OF PROPOSALS

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All materials submitted in response to this RFQ would become the property of the IWCS. One (1) copy of each proposal will be retained for official files and will become a public record after award of the contract and will be open to public inspection subject to the Disclosure section of this RFQ.

5.9 CONTRACT

It is expected that the Offeror who is selected by IWCS be ready to enter into contract negotiation upon award. It is also understood that no such agreement is valid until School Board of Isle of Wight County approves it by their vote.

It is also to be understood that the Isle of Wight County School Board may, at their discretion, not award this proposal.

It is also to be understood that the Isle of Wight County School Board may, at their discretion, make significant changes to this solicitation based on new information.

It is also to be understood that the Isle of Wight County School Board may, at their discretion, make recommendations to the selected firm regarding changes in proposed staffing, benefits, pay, and any other areas of a proposal. These recommendations will be negotiated by the Superintendent, or an approved designee(s).

Any and all legal action necessary to enforce the award or resulting contract will be held in Isle of Wight County, Virginia and the contractual obligations will be interpreted according to the laws of Virginia.

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6. CONTRACTOR BACKGROUND CERTIFICATION FORM

In a contract for services to be provided on School Board property or any property at which a school sponsored event takes place, the Contractor certifies that neither the Contractor nor the Contractor’s employees, agents, subcontractors or subcontractors’ employees who will have direct contact with Isle of Wight County Schools (“IWCS”) students while performing such services have been convicted of a felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child. The Contractor may require the above listed individuals to personally certify this information but the Contractor will be responsible for submitting such certifications to the School Board.  The certification requirement will be binding throughout the term of the contract and Contractor has a continuing duty to inform the School Board of any event that renders the certifications untrue.  The Contractor certifies that it has procedures in place to inform its employees, agents, subcontractors or subcontractors’ employees of these requirements.  Certifications with materially false statements may constitute reason to terminate the contract and may subject the person certifying the information to criminal prosecution.

Contractor represents that none of its employees who will be in the presence of IWCS students have been convicted of a felony or an offense involving the sexual molestation or physical or sexual abuse or rape of a child.

Contractor will obtain a Background Certification from all present and future employees and update IWCS of any felony convictions and any convictions for offenses involving the sexual molestation or physical or sexual abuse or rape of a child.

Contractor has established a process to maintain compliance with the terms set forth in this Contrac-tor Background Certification and will provide verification to IWCS on request.

Contractor’s signature on this form indicates that Contractor is deemed to have provided the certification described herein.

Contractor’s Signature

Printed Name

Title

Company

Business Address

Date

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7. TAXPAYER ID NUMBER AND CERTIFICATION – W9 FORM

Pursuant to Section 6109 of the Internal Revenue Code, you must furnish your Taxpayer Identification Number (TIN) to Isle of Wight County Schools. If this number is not provided, you may be subject to a 28 percent tax on each payment. You must provide your TIN whether or not you are required to file a tax return. To avoid the 28 percent withholding and to ensure that accurate tax information is reported to the Internal Revenue Service, please use this form to provide the requested information.

OWNER’S NAME Note: If you are a sole proprietor the above line must be completed with your name, as shown on your SOCIAL SECURITY CARD.

LEGAL BUSINESS NAMENote: If you are a sole proprietor your legal business name should be your “doing business as” or “trading as” name.

STREET ADDRESS CITY STATE ZIP PHONE

Business Type: (Check one) Business Activity: (Check one) Business Category: (Check all that apply)Corporation Government Agency Services Only Legal Services African-American

Owned Eskimo Owned

Partnership Trust or Estate Merchandise (goods only)

Medical/Health Care

Asian-American Owned

Hispanic Owned

Sole Proprietorship/ Individual Merchandise & Services American Indian Owned Small Business

Tax Exempt or Non-Profit Organization Aleut Owned Woman Owned

Check if applicable:A Division of (Same Federal Tax ID as Parent)

A Wholly-Owned Subsidiary of (Different Federal Tax ID than Parent)

Non-U.S. Supplier (Primarily of Foreign Origin)

(Parent Company) (Parent Company) (Country)

CERTIFICATION: Under penalties of perjury, I certify that:1. The legal name and number shown on this confirmation letter is my correct legal name and taxpayer identification number (or I am waiting for a

number to be issued to me), and2. I am not subject to back up withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal

Revenue Service that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the Internal Revenue Service has notified me that I am no longer subject to back up withholding.

Federal Tax Identification Number Or Social Security Number

NOTE: If you are a sole proprietor, you may use either your SSN or FIN as your Taxpayer Identification Number. If you are a corporation, partnership, government entity, trust or estate, tax exempt or non-profit organization, you must provide a FIN as your Taxpayer Identification Number.

AUTHORIZED SIGNATURE PHONE FAX

PRINTED NAME TITLE DATE

Rev 6/10

Isle of Wight County Schools - Office of Purchasing820 West Main Street 757-357-0824 (fax) 757-365-0970

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REQUEST FOR TAXPAYER ID NUMBER AND CERTIFICATION – SUBSTITUTE FOR FORM W-9