Emergency Contact: 540-965-6537 | Emergency Services: (after 5PM) 1-800-446-0128

Emergency Contact: 540-965-6537
Emergency Services: (after 5PM) 1-800-446-0128

Request for Proposal for Moody Building / Life Skills Center

REQUEST FOR PROPOSAL
(RFP)
Issue Date: June 9, 2015 RFP# Renovation 31815
Title: Building Renovation Services/Flooring/Door Modifications
Issuing Agency: Alleghany Highlands Community Services Board
205 E. Hawthorne Street Covington, VA 24426
Using Agency and/or Location Where Work Will Be Performed:
Moody Building/Lifeskills Center
Address: 550 Pine Street
Clifton Forge, VA 24422

Period of Contract: Construction to begin IMMEDIATELY after the award date and to be completed by no later than July 31, 2015.
Unsealed Bids Will Be Received Until June 25, 2015 3:00 P. M. Local Time For Furnishing The Goods/Services described Herein And Then Opened at Alleghany Highlands Community Services Board 205 E. Hawthorne Street Covington, VA 24426 in the boardroom.
All bids received after the appointed date and hour for receipt, whether by mail or otherwise, will be
returned to bidder. The time of receipt shall be determined by the time received in the Issuing Agency’s
Administrative Office. Bidders have the sole responsibility for assuring that bids are received in the
Administrative Office by the designated date and time.

If bids are fax, emailed, mailed, hand delivered, or delivered by express mail, they must be delivered to
the Issuing Agency’s Administrative Office at: Alleghany Highlands Community Services Board, 205 E. Hawthorne Street Covington, VA 24426 to the Attention: Ann Bostic, Chief Financial Officer
Inquiries for information should be directed to Angie Goodbar at 540-863-1620 x100 or email:
agoodbar@ahcsb.org or Ingrid Barber at 540-965-2135 or email ibarber@ahcsb.org

In Compliance With This Invitation For Bids(IFB) And To All The Conditions Imposed in this IFB, The
undersigned offers and agrees to furnish all goods and services required by this IFB at the prices
indicated in the Pricing Schedule (attachment A and B), and the undersigned contractor hereby certifies that all
information provided below and Attachment A and B attached hereto is true, correct and complete.
Name and Address of Firm:
__________________________________________ Date: _________________________________
__________________________________________ By: ____________________________________
__________________________________________ Name: _________________________________
___________________________Zip Code: _______ Title___________________________________
E-mail Address: _________________________
Fax Number: ( ) _________________________ Telephone Number: ( ) __________________
Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

TABLE OF CONTENTS

I. PURPOSE…………………………………………………………………………………3

II. SCOPE OF WORK……………………………………………….……………………3

III. SPECIAL TERMS AND CONDIITIONS………………………………………..3-6

IV. GENERAL TERMS AND CONDITIONS………………………………………6-14

A. ATTACHMENT A – Bidders’ Data Sheet……………………………………15

B. ATTACHMENT B – Conflict of Interest Statement…………………….16

I. PURPOSE
The purpose and intent of this Request for Proposal (RFP) is to establish a firm fixed price contract with one (1)
contractor to complete or subcontract building renovations, flooring, and door modification for the Lifeskills/Moody Building located at 550 Pine Street Clifton Forge, VA 24422.
The building is currently occupied by Alleghany Highlands Community Services (owners) and Shenandoah Autism Center having access from two entry points in the building for service oriented purposes. A site visit will be held on June 22, 2015 at 3:00 p.m.

II. CONTRACT PERIOD
The construction is to begin once the contract is awarded and the renovation will need to be completed by
July 31, 2015. If date of completion is unreasonable for the renovation requested, it must be discussed with ID Director, Angie Goodbar at the time of the site visit.

II. SCOPE OF WORK
The selected contractor shall furnish all labor, supervision, equipment, tools, materials, transportation, and
incidentals necessary to complete the project of this building. Contractor shall have the proper licenses to
complete this scope of work and will need to obtain any permit at their expense in order to complete the scope of work requested.

A. GENERAL REQUIREMENTS
1. Contractor’s Personnel:
a. All work performed under this contract shall be performed by safety conscious workers who shall exercise
reasonable care in the performance of these services.
b. The Contractor shall be responsible at all times for the actions and work of its employees.
c. The Contractor shall be responsible for any unsafe acts or conditions that may cause injury or damage to
any persons or property within and around the work site area.

2. Safety: The Contractor shall comply with all state and local Occupational Safety and Health
Administration (OSHA) standards and any other applicable rules and regulations.

B. RENOVATIONS/MODIFICATIONS REQUIRED:
1. Remove existing damaged trim boards at the porch cornice and damaged structural frame rack on each side.
2. Replace structural frame rack as required.
3. Replace or repair all cornice trim as required, new wood will be cypress.
4. Scrape, clean, and paint valley flashing on front porch.
5. Remove and replace copper gutters on front porch.
6. Re-line approximately 30 linear feet of gutter along left side of building.
Contractor will provide all lifts.
7. Re-build left wood column at bottom left, seal all cracks, sand and repaint all 4 columns.
8. Re-work exterior doors. Re-work 2 sets of doors and jams, replace pieces as required, make operational, scrape and paint.
9. Installation of new flooring-in stairway landings on the 2nd and 3rd floor hallways and elevator areas. Replacement of stair treads and risers.

III. SPECIAL AND OTHER TERMS AND CONDITIONS
1. ADVERTISING: In the event a contract is awarded for supplies, equipment, or services
resulting from this bid/proposal, no indication of such sales or services to the Alleghany Highlands CSB
will be used in product literature or advertising. The contractor shall not state in any of its
advertising or product literature that Alleghany Highlands CSB has purchased or uses any of its products
or services, and the contractor shall not include Alleghany Highlands CSB in any client list in advertising
and promotional materials.

2. OBLIGATION OF OFFEROR: By submitting a proposal, the vendor covenants and
agrees that he/she has satisfied him/herself, from his/her own investigation of the
conditions to be met, that he/she fully understands his/her obligation and that he/she will
not make any claim for, or have right to cancellation or relief from the contract because
of any misunderstanding or lack of information.

3. CANCELLATION OF CONTRACT: Alleghany Highlands CSB reserves the right to cancel and
terminate any resulting contract, in part or in whole, without penalty, upon THIRTY (30)
days written notice to the vendor. Any contract cancellation notice shall not relieve the
vendor of the obligation to deliver or perform on all outstanding orders issued prior to the
effective dates of cancellation. Further, Alleghany Highlands CSB reserves the right to terminate any
resulting contract for default if the vendor breaks any of the terms therein or if the vendor
becomes insolvent or commits any acts of bankruptcy. Such right of termination is in
addition to and not in lieu of any other remedy that Alleghany Highlands CSB may have in law or equity.
Default may be construed as, but not limited to, failure to properly perform any and all of
its obligations and requirements under any resulting contract.

4. SUBCONTRACTS: No portion of the work shall be subcontracted without prior
written consent of Alleghany Highlands CSB. In the event that the vendor desires to subcontract some
part of the work specified herein, the vendor shall furnish the Administrative Office the
names, qualifications and experience of their proposed subcontractors. The vendor shall,
however, remain fully liable and responsible for the work to be done by its
subcontractor(s) and shall ensure compliance with all requirements of the contract.

5. AWARD: Alleghany Highlands CSB will make the award(s) on total sum basis to the lowest responsive
and responsible bidder. The Administrative Office reserves the right to conduct any test it
may deem advisable and to make all evaluations. Alleghany Highlands CSB, also, reserves the right to
reject any or all offers, in whole or in part, to waive informalities and to delete items
prior to making the award, whenever it is deemed in the sole opinion of the procuring
public body to be in its best interest.

6. SEVERABILITY: If any provision of the Scope of Work, General Terms and
Conditions, Other Terms and Conditions or Special Terms and Conditions be held
invalid, such holding shall not affect the remaining provisions.

7. RETURN OF BID: Alleghany Highlands CSB advises that all bids submitted under this IFB will
become the property of Alleghany Highlands CSB and will not be returned. However, if any portion of the
bid is marked “proprietary” and is highlighted, this portion can be returned after award of
contract if requested, at the vendor’s expense. Budgets and price quotations are
considered public information in bids submitted to Alleghany Highlands CSB. Classifying budgets and
price quotations as “proprietary” or “confidential” may render the proposal nonresponsive.
If your company classifies aspects of the bid that are not trade secrets or
proprietary as proprietary, may render the bid non-responsive.

8. PRIME CONTRACTOR RESPONSIBILITIES: The contractor shall be responsible
for completely supervising and directing the work under this contract and all
subcontractors that he may utilize, using his best skill and attention. Subcontractors who
perform work under this contract shall be responsible to the prime contractor. The
contractor agrees that he is as fully responsible for the acts and omissions of his
subcontractors and of persons employed by them as he is for the acts and omissions of
his own employees.

9. IDENTIFICATION OF BID ENVELOPE: If a special envelope is not furnished, or
if return in the special envelope is not possible, the signed bid should be returned
in a separate envelope or package, sealed and identified as follows:

From: ____________________________
Name of Bidder/Offer or Due Date Time
_______________________________
Street or Box Number IFB No. /RFP No.
_______________________________
City, State, Zip Code IFB/RFP Title

Name of Contract/Purchase Officer or Buyer
The envelope should be addressed as directed on Page 1 of the solicitation.

If a bid not contained in the special envelope is mailed, the bidder takes the risk that the
envelope, even if marked as described above, may be inadvertently opened and the
information compromised which may cause the bid or proposal to be disqualified. Bids
may be hand delivered to the designated location in the office issuing the solicitation. No
other correspondence or other bids/proposals should be placed in the envelope.

10. INDEMNIFICATION: Contractor agrees to indemnify, defend and hold harmless the
Commonwealth of Virginia, its officers, agents, and employees from any claims,
damages and actions of any kind or nature, whether at law or in equity, arising from or
caused by the use of any materials, goods, or equipment of any kind or nature furnished
by the contractor/any services of any kind or nature furnished by the contractor, provided
that such liability is not attributable to the sole negligence of the using agency or to
failure of the using agency to use the materials, goods, or equipment in the manner
already and permanently described by the contractor on the materials, goods or
equipment delivered.

11. NEGOTIATION WITH THE LOWEST BIDDER: Unless all bids are cancelled or
rejected, the Commonwealth reserves the right granted by § 2.2-4318 of the Code of
Virginia to negotiate with the lowest responsive, responsible bidder to obtain a contract
price within the funds available to the agency whenever such low bid exceeds the
agency’s available funds. For the purpose of determining when such negotiations may
take place, the term “available funds” shall mean those funds which were budgeted by
the agency for this contract prior to the issuance of the written Invitation for Bids.
Negotiations with the low bidder may include both modifications of the bid price and the
Scope of Work/Specifications to be performed. The agency shall initiate such negotiations by written notice to the lowest responsive, responsible bidder that its bid
exceeds the available funds and that the agency wishes to negotiate a lower contract
price. The times, places, and manner of negotiating shall be agreed to by the agency and
the lowest responsive, responsible bidder.

12. RENEWAL OF CONTRACT: Not Applicable

13. CONTRACTOR/SUBCONTRACTOR LICENSE REQUIREMENT: By my
signature on this solicitation, I certify that this firm/individual and subcontractor is
properly licensed for providing the goods/services specified.
Contractor Name: _________________ Subcontractor Name: _______________
License # _________________ Type _____________

14. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER:
Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or
authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is
required to include in its bid or proposal the identification number issued to it by the
State Corporation Commission (SCC). Any bidder or offeror that is not required to be
authorized to transact business in the Commonwealth as a foreign business entity under
Title 13.1 or Title 50 or as otherwise required by law is required to include in its bid or
proposal a statement describing why the bidder or offeror is not required to be so authorized.

IV. GENERAL TERMS AND CONDITIONS
A. PROCUREMENT REGULATIONS:
This solicitation is subject to the provisions of the purchasing procedures of the Alleghany Highlands
Community Services Board and any revisions thereto, which are hereby incorporated into this
contract in their entirety. A copy of the procedures is available for review at the
Administrative Office.

B. APPLICABLE LAWS AND COURTS:
This solicitation and any resulting contract shall be governed in all respects by the laws of the
Commonwealth of Virginia and any litigation with respect thereto shall be brought in the
courts of the Commonwealth. The Contractor shall comply with applicable federal, state and
local laws and regulations.

C. ANTI-DISCRIMINATION:
By submitting their bids/proposals, bidders/offerors certify to the CSB that they will conform to
the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia
Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians
With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public
Procurement Act (VPPA). If the award is made to a faith-based organization, the organization
shall not discriminate against any recipient of goods, services, or disbursements made
pursuant to the contract on the basis of the recipient’s religion, religious belief, refusal to
participate in a religious practice, or on the basis of race, age, color, gender or national origin
and shall be subject to the same rules as other organizations that contract with public bodies
to account for the use of the funds provided; however, if the faith- based organization
segregates public funds into separate accounts, only the accounts and programs funded with
public funds shall be subject to audit by the public body. (Code of Virginia, §2.2-4343.1E).

In every contract over $10,000 the provisions in 1. and 2. below apply:
1. During the performance of this contract, the contractor agrees as follows:

a. The contractor will not discriminate against any employee or applicant for
employment because of race, religion, color, sex, national origin, age,
disability, or any other basis prohibited by state law relating to discrimination
in employment, except where there is a bona fide occupational qualification
reasonably necessary to the normal operation of the contractor.
The contractor agrees to post in conspicuous places, available to employees
and applicants for employment, notices setting forth the provisions of this
nondiscrimination clause.

b. 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.

c. Notices, advertisements and solicitations placed in accordance with federal
law, rule or regulation shall be deemed sufficient for the purpose of meeting
these requirements.

2. The contractor will include the provisions of 1. above in every subcontract or purchase
order over $10,000, so that the provisions will be binding upon each subcontractor or
vendor. 2. The contractor will include the provisions of 1. above in every subcontract or purchase
order over $10,000, so that the provisions will be binding upon each subcontractor or
vendor.

D. ETHICS IN PUBLIC CONTRACTING:
By submitting their bids/proposals, bidders/offerors certify that their bids/proposals are made
without collusion or fraud and that they have not offered or received any kickbacks or
inducements from any other bidder/offeror, supplier, manufacturer or subcontractor in connection
with their bid/proposal, and that they have not conferred on any public employee having official
responsibility for this 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 was exchanged.

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986:
By entering into a written contract with the Community Services Board, the Contractor certifies
that the Contractor does not, and shall not during the performance of the contract for goods and
services in the Commonwealth, knowingly employ an unauthorized alien as defined in the
federal Immigration Reform and Control Act of 1986.

F. DEBARMENT STATUS:
By submitting their bids/proposals, bidders/offerors certify that they are not currently debarred by
the Commonwealth of Virginia from submitting bids or proposals on contracts for the type of
goods and/or services covered by this solicitation, nor are they an agent of any person or entity
that is currently so debarred.

G. ANTITRUST:
By entering into a contract, the contractor conveys, sells, assigns, and transfers to the
Community Services Board all rights, title and interest in and to all causes of action it may now
have 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 the Community
Services Board under said contract.

H. MANDATORY USE OF CSB FORM AND TERMS AND CONDITIONS FOR IFBs AND RFPs:
1. Invitation For Bids: Failure to submit a bid on the official Community Services Board form
provided for that purpose shall be a cause for rejection of the bid. Modification of or additions to
any portion of the Invitation for Bids may be cause for rejection of the bid; however, the
Community Services Board reserves the right to decide, on a case by case basis, in its sole
discretion, whether to reject such a bid as nonresponsive. As a precondition to its acceptance, the
Community Services Board may, in its sole discretion, request that the bidder withdraw or modify
nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No
modification of or addition to the provisions of the contract shall be effective unless reduced to
writing and signed by the parties.

2. Request For Proposals: Failure to submit a proposal on the official Community Services Board
form provided for that purpose may be a cause for rejection of the proposal. Modification of or
additions to the General Terms and Conditions of the solicitation may be cause for rejection of the
proposal; however, the Community Services Board reserves the right to decide, on a case by
case basis, in its sole discretion, whether to reject such a proposal.

I. CLARIFICATION OF TERMS:
If any prospective bidder/offeror has questions about the specifications or other solicitation
documents, the prospective bidder/offeror should contact the buyer whose name appears on the
face of the solicitation no later than five working days before the due date. Any revisions to the
solicitation will be made only by addendum issued by the buyer.

J. PAYMENT:
1. To Prime Contractor:
a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly
to the payment address shown on the purchase order/contract. All invoices shall show the state
contract number and/or purchase order number; social security number (for individual
contractors) or the federal employer identification number (for proprietorships, partnerships, and
corporations).
b. 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, however.
c. All goods or services provided under this contract or purchase order, that are to be paid for with
public funds, shall be billed by the contractor at the contract price, regardless of which public
agency is being billed.
d. The following shall be deemed to be the date of payment: the date of postmark in all cases
where payment is made by mail, or the date of offset when offset proceedings have been
instituted as authorized under the Virginia Debt Collection Act.
e. Unreasonable Charges. Under certain emergency procurements and for most time and
material purchases, final job costs cannot be accurately determined at the time orders are placed.
In such cases, contractors should be put on notice that final payment in full is contingent on a
determination of reasonableness with respect to all invoiced charges. Charges which appear to
be unreasonable will be researched and challenged, and that portion of the invoice held in
abeyance until a settlement can be reached. Upon determining that invoiced charges are not
reasonable, the Commonwealth shall promptly notify the contractor, in writing, as to those
charges which it considers unreasonable and the basis for the determination. A contractor may
not institute legal action unless a settlement cannot be reached within thirty (30) days of
notification. The provisions of this section do not relieve the Community Services Board of
its prompt payment obligations with respect to those charges which are not in dispute (Code of
Virginia,§ 2.2-4363).

2. To Subcontractors:
a. A contractor awarded a contract under this solicitation is hereby obligated:
(1) To pay the subcontractor(s) within seven (7) days of the contractor’s receipt of
payment from the Community Services Board for the proportionate share of the payment
received for work performed by the subcontractor(s) under the contract; or
(2) To notify the Community Services Board and the subcontractor(s), in writing, of the
contractor’s intention to withhold payment and the reason.
b. The contractor is obligated to pay the subcontractor(s) interest at the rate of one
percent per month (unless otherwise provided under the terms of the contract) on all
amounts owed by the contractor that remain unpaid seven (7) days following receipt of
payment from the Commonwealth, except for amounts withheld as stated in (2) above.
The date of mailing of any payment by U. S. Mail is deemed to be payment to the
addressee. These provisions apply to each sub-tier contractor performing under the
primary contract. A contractor’s obligation to pay an interest charge to a subcontractor
may not be construed to be an obligation of the Community Services Board.

K. PRECEDENCE OF TERMS:
The following General Terms and Conditions, APPLICABLE LAWS AND COURTS, ANTIDISCRIMINATION,
ETHICS IN PUBLIC CONTRACTING, IMMIGRATION REFORM AND
CONTROL ACT OF 1986, DEBARMENT STATUS, ANTITRUST, MANDATORY USE OF
COMMUNITY SERVICES BOARD FORM AND TERMS AND CONDITIONS,
CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a
conflict between any of the other General Terms and Conditions and any Special Terms
and Conditions in this solicitation, the Special Terms and Conditions shall apply.

L. QUALIFICATIONS OF BIDDERS/OFFERORS:
The Community Services Board may make such reasonable investigations as deemed proper
and necessary to determine the ability of the bidder/offeror to perform the services/furnish the
goods and the bidder/offeror shall furnish to the Commonwealth all such information and data for
this purpose as may be requested. The Community Services Board reserves the right to inspect
bidder’s/offeror’ s physical facilities prior to award to satisfy questions regarding the
bidder’s/offeror’ s capabilities. The Community Services Board further reserves the right to
reject any bid/proposal if the evidence submitted by, or investigations of, such bidder/offeror fails
to satisfy the Community Services Board that such (bidder/offeror) is properly qualified to carry
out the obligations of the contract and to provide the services and/or furnish the goods comtemplated therein.

M. TESTING AND INSPECTION:
The Community Services Board reserves the right to conduct any test/inspection it may deem
advisable to assure goods and services conform to the specifications.

N. ASSIGNMENT OF CONTRACT:
A contract shall not be assignable by the contractor in whole or in part without the written consent
of the Community Services Board.

O. The Chief Financial Officer will designate an authorized Alleghany Highlands CSB staff person as the
“Contract Administrator” to administer the work performed in conjunction with the
contract. The Contract Administrator should be the end user of the contract or one who
has a vested interest in the procurement that will be responsible for the proper adherence
to all contract specifications by the contractor.
The Contract Administrator, or designated official, shall determine the amount, quality,
acceptability and fitness of all aspects of the services and shall be contacted with all other
questions in connection with the services. The Contract Administrator shall have no
authority to approve changes in the services which alter the contract terms or price. Any
contract modifications made must first be authorized by the Executive Director and
issued as a written amendment to the contract.

The Administrative Office will send an email with the Contract Evaluation Performance
Form attached prior to the expiration of the contract term. The evaluation must be returned to the
Administrative Office no later than two (2) weeks after receipt of the email.
In order to cancel a vendor’s contract for lack of performance, the Contract Administrator
must have communicated dissatisfaction of service to the Administrative Office and kept
documentation of this communication on file. This documentation must be sent to the
Administrative Office along with the contract evaluation of performance form. The contract
evaluation of performance form and any documentation concerning the vendor’s
performance will be a determining factor in the renewal of the contract.

A contract renewal or cancellation will be sent to the vendor within two (2) weeks after
the receipt of the completed contract evaluation performance.

P. CHANGES TO THE CONTRACT:
Changes can be made to the contract in any of the following ways:
1. The parties may agree in writing to modify the scope of the contract. An increase or
decrease in the price of the contract resulting from such modification shall be agreed to by
the parties as a part of their written agreement to modify the scope of the contract.
2. The Community Services Board, Executive Director may order changes within the
general scope of the contract at any time by written notice to the contractor. Changes within
the scope of the contract include, but are not limited to, things such as services to be
performed, the method of packing or shipment, and the place of delivery or installation. The
contractor shall comply with the notice upon receipt. The contractor shall be compensated
for any additional costs incurred as the result of such order and shall give the Purchasing
Agency a credit for any savings. Said compensation shall be determined by one
of the following methods:
a. By mutual agreement between the parties in writing; or
b. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to
be done can be expressed in units, and the contractor accounts for the number of units of
work performed, subject to the Administrative Office’s right to audit the contractor’s records.

c. By ordering the contractor to proceed with the work and keep a record of all costs incurred
and savings realized. A markup for overhead and profit may be allowed if provided by the
contract. The same markup shall be used for determining a decrease in price as the result
of savings realized. The contractor shall present the Purchasing Agency with all vouchers
and records of expenses incurred and savings realized. The Purchasing Agency shall have
the right to audit the records of the contractor as it deems necessary to determine costs or
savings. Any claim for an adjustment in price under this provision must be asserted by
written notice to the Executive Director within thirty (30) days from the date of receipt of
the written order from the Purchasing Agency. If the parties fail to agree on an amount of
adjustment, the question of an increase or decrease in the contract price or time for
performance shall be resolved in accordance with the procedures for resolving disputes
provided by the Disputes Clause of this contract or, if there is none, in accordance with the
disputes provisions of the Community Services Board’s Procurement Procedures. Neither
the existence of a claim nor a dispute resolution process, litigation or any other provision of
this contract shall excuse the contractor from promptly complying with the changes ordered
by the Purchasing Agency or with the performance of the contract generally.

Q. DEFAULT:
In case of failure to deliver goods or services in accordance with the contract terms and
conditions, the Community Services Board, after due oral or written notice, may procure them
from other sources and hold the contractor responsible for any resulting additional purchase and
administrative costs. This remedy shall be in addition to any other remedies which the Community
Services Board may have.
R. TAXES:
Sales to the Community Services Board are normally exempt from State sales tax. State sales
and use tax certificates of exemption, Form ST-12, will be issued upon request. Deliveries against
this contract shall usually be free of Federal excise and transportation taxes. The Community
Service Board’s excise tax exemption registration number is VA 54-1217983.

S. USE OF BRAND NAMES:
Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer
does not restrict bidders/offerors to the specific brand, make or manufacturer named, but conveys
the general style, type, character, and quality of the article desired. Any article which the public
body, in its sole discretion, determines to be the equivalent of that specified, considering quality,
workmanship, economy of operation, and suitability for the purpose intended, shall be accepted.
The bidder/offeror is responsible to clearly and specifically identify the product being offered
and to provide sufficient descriptive literature, catalog cuts and technical detail to enable the
Community Services Board to determine if the product offered meets the requirements
of the solicitation. This is required even if offering the exact brand, make or manufacturer
specified. Normally in competitive sealed bidding only the information furnished with the bid will
be considered in the evaluation. Failure to furnish adequate data for evaluation purposes may
result in declaring a bid nonresponsive. Unless the bidder/offeror clearly indicates in its
bid/proposal that the product offered is an equivalent product, such bid/proposal will be
considered to offer the brand name product referenced in the solicitation.

T. TRANSPORTATION AND PACKAGING:
By submitting their bids/proposals, all bidders/offerors certify and warrant that the price offered for
FOB destination includes only the actual freight rate costs at the lowest and best rate and is
based upon the actual weight of the goods to be shipped. Except as otherwise specified herein,
standard commercial packaging, packing and shipping containers shall be used. All shipping
containers shall be legibly marked or labeled on the outside with purchase order number,
commodity description, and quantity.

S. USE OF BRAND NAMES:
Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer
does not restrict bidders/offerors to the specific brand, make or manufacturer named, but conveys
the general style, type, character, and quality of the article desired. Any article which the public
body, in its sole discretion, determines to be the equivalent of that specified, considering quality,
workmanship, economy of operation, and suitability for the purpose intended, shall be accepted.
The bidder/offeror is responsible to clearly and specifically identify the product being offered
and to provide sufficient descriptive literature, catalog cuts and technical detail to enable the
Community Services Board to determine if the product offered meets the requirements
of the solicitation. This is required even if offering the exact brand, make or manufacturer
specified. Normally in competitive sealed bidding only the information furnished with the bid will
be considered in the evaluation. Failure to furnish adequate data for evaluation purposes may
result in declaring a bid nonresponsive. Unless the bidder/offeror clearly indicates in its
bid/proposal that the product offered is an equivalent product, such bid/proposal will be
considered to offer the brand name product referenced in the solicitation.

T. TRANSPORTATION AND PACKAGING:
By submitting their bids/proposals, all bidders/offerors certify and warrant that the price offered for
FOB destination includes only the actual freight rate costs at the lowest and best rate and is
based upon the actual weight of the goods to be shipped. Except as otherwise specified herein,
standard commercial packaging, packing and shipping containers shall be used. All shipping
containers shall be legibly marked or labeled on the outside with purchase order number,
commodity description, and quantity.

U. INSURANCE:
By signing and submitting a bid or proposal under this solicitation, the bidder or offeror certifies
that if awarded the contract, it will have the following insurance coverage at the time the contract
is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will
have workers’ compensation insurance in accordance with §§ 2.2-4332 and 65.2-800 et seq. of
the Code of Virginia. The bidder or offeror further certifies that the contractor and any
subcontractors will maintain these insurance coverage during the entire term of the contract and
that all insurance coverage will be provided by insurance companies authorized to sell insurance
in Virginia by the Virginia State Corporation Commission.

MINIMUM INSURANCE COVERAGES AND LIMITS REQUIRED FOR MOST CONTRACTS:
1. Workers’ Compensation – Statutory requirements and benefits. Coverage is compulsory for
employers of three or more employees, to include the employer. Contractors who fail to notify the
Commonwealth of increases in the number of employees that change their workers’
compensation requirements under the Code of Virginia during the course of the contract shall
be in noncompliance with the contract.
2. Employer’s Liability – $100,000.
3. Commercial General Liability – $1,000,000 per occurrence. Commercial General Liability is to
include bodily injury and property damage, personal injury and advertising injury, products and
completed operations coverage. The Community Services Board must be named as an additional
insured and so endorsed on the policy.
4. Automobile Liability – $1,000,000 per occurrence. (Only used if motor vehicle is to be used in
the contract.)

Profession/Service Limits
Accounting $1,000,000 per occurrence, $3,000,000 aggregate
Architecture $2,000,000 per occurrence, $6,000,000 aggregate
Asbestos Design, Inspection or Abatement Contractors $1,000,000 per occurrence, $3,000,000
aggregate
Health Care Practitioner (to include Dentists, Licensed Dental
Hygienists, Optometrists, Registered or Licensed
Practical Nurses, Pharmacists, Physicians, Podiatrists,
Chiropractors, Physical Therapists, Physical
Therapist Assistants, Clinical Psychologists,
Clinical Social Workers, Professional Counselors,
Hospitals, or Health Maintenance
Organizations.) $1,925,000 per occurrence, $3,000,000 aggregate
(Limits increase each July 1 through fiscal year 2008, as follows: July 1, 2008 – $2,000,000. This
complies with §8.01-581.15 of the Code of Virginia.)

Insurance/Risk Management $1,000,000 per occurrence, $3,000,000 aggregate
Landscape/Architecture $1,000,000 per occurrence, $1,000,000 aggregate
Legal $1,000,000 per occurrence, $5,000,000 aggregate
Professional Engineer $2,000,000 per occurrence, $6,000,000 aggregate
Surveying $1,000,000 per occurrence, $1,000,000 aggregate

V. ANNOUNCEMENT OF AWARD:
Upon the award or the announcement of the decision to award a contract over $50,000, as a
result of this solicitation, the purchasing agency will publicly post such notice on the Community
Services Board’s website at www.ahcsb.org.

W. DRUG-FREE WORKPLACE:
During the performance of this contract, the contractor agrees to (i) provide a drugfree workplace
for the contractor’s employees; (ii) post in conspicuous places, available to employees and
applicants for employment, a statement notifying employees that the unlawful manufacture, sale,
distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited
in the contractor’s workplace and specifying the actions that will be taken against employees for
violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed
by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv)
include the provisions of the foregoing clauses in every subcontract or purchase order of over
$10,000, so that the provisions will be binding upon each subcontractor or vendor.
For the purposes of this section, “drug-free workplace” means a site for the performance of work
done in connection with a specific contract awarded to a contractor, the employees of whom are
prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession
or use of any controlled substance or marijuana during the performance of the contract.

X. NONDISCRIMINATION OF CONTRACTORS:
A bidder, offeror, or contractor shall not be discriminated against in the solicitation or award of this
contract because of race, religion, color, sex, national origin, age, disability, faith based
organizational status, any other basis prohibited by state law relating to discrimination in
employment or because the bidder or offeror employs ex-offenders unless the Community
Services Board, department or institution has made a written determination that employing exoffenders
on the specific contract is not in its best interest. If the award of this contract is made
to a faith-based organization and an individual, who applies for or receives goods, services, or
disbursements provided pursuant to this contract objects to the religious character of the faithbased
organization from which the individual receives or would receive the goods, services, or
disbursements, the public body shall offer the individual, within a reasonable period of time after
the date of his objection, access to equivalent goods, services, or disbursements from an
alternative provider.

Y. 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.

Z. BID PRICE CURRENCY: Unless stated otherwise in the solicitation, bidders/offerors shall state
bid/offer prices in U.S. Dollars.

ATTACHMENT A RFP# Renovation 031815

BIDDERS’ DATA SHEET
_____________________________________________________________________________________
(To be completed by Bidder)
Note: The following information is required as part of your response to this solicitation. Failure to
complete and provide this sheet may result in finding your bid nonresponsive.
1. Qualification: The Bidder must have the capability and capacity in all respects to fully satisfy the
contractual requirements.
2. Vendor’s Primary Contact:
Name: _____________________________Phone______________E-mail Address: __________________
3. Years in Business: Indicate the length of time you have been in business providing this type of good
or service:
______________ Years _____________ Months
4. Vendor Information:
FIN or FEI Number: _______________________ If Company, Corporation or Partnership
Social Security Number: ____________________ If Individual
5. Indicate below a listing of at least four (4) current or recent accounts, either commercial governmental,
that your company is servicing, has serviced or has provided similar goods. Include the length of
service and the name, address and telephone number of the point of contact.
A. Company: ______________________Contact:___________________________
Phone: ( ) _________________________ Fax: ( ) _______________________
Project: ______________________________________________________
Dates of Service: ___________________ $Value_____________________
B. Company: _________________________________ Contact: _______________
Phone: ( ) _________________________ Fax: ( ) _______________________
Project: __________________________________________________________
Dates of Service: _______________________________ $Value: _____________
C. Company: _________________________________ Contact: _______________
Phone: ( ) _________________________ Fax: ( ) ___________________
Project: ______________________________________________________
Dates of Service: ______________________________$Value: ___________
D. Company: _________________________________ Contact: ______________
Phone: ( ) ___________________ Fax: ( ) _______________________
Project: __________________________________________________________
Dates of Service: _______________________ $Value: ____________
I certify the accuracy of this information.
Signed: __________________________________ Title: ___________________________
Date: ____________

ATTACHMENT B RFP# Renovation 31815

CONFLICT OF INTEREST STATEMENT
Ensure that the solicitation is thoroughly read and completed. Complete, sign and return the information
requested below with your bid. FAILURE TO FURNISH THIS DATA MAY RESULT IN DECLARING
YOUR BID NON-RESPONSIVE.

NAME: ____________________________________________________________________
ADDRESS: _________________________________________________________________
CITY/STATE: _______________________________________________________________
TELEPHONE NUMBER: _______________________________________________________
RELATIONSHIP WITH THE COMMONWEALTH OF VIRGINIA:
IS ANY MEMBER OF THE FIRM AN EMPLOYEE OF THE COMMONWEALTH OF VIRGINIA
WHO HAS A PERSONAL INTEREST IN THIS CONTRACT PURSUANT TO THE CODE OF
VIRGINIA, SECTION 2.1-639.1 – 639.24.

( ) YES ( ) NO
IF YES, EXPLAIN:

_______ __ _______ ____________________
SIGNATURE OF BIDDER DATE

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