Hoffman Boston Project

Invitation
Arlington Public Schools
Procurement Office
Invitation to Bid 38FY26
Invitation to Bid Title: Hoffman Boston Project
Invitation to Bid Number: 38FY26
Invitation to Bid Issue Date: November 18th, 2025
Pre-Bid Conference: December 3rd, 2025 - @ 12:00 P.M. (Local Prevailing
Time) on site at Hoffman Boston Elementary School
located at 1415 S. Queen St, Arlington, VA 22204
Bid Closing Date/Time: January 13th, 2026, No Later Than 10:00 A.M. (Local
Prevailing Time)
Bid Opening Date/Time: January 13th, 2026, at 11:00 A.M. (Local Prevailing
Time)
Procurement Office Carolina Sorto, Senior Procurement Specialist
Representative: (703) 228-6193, carolina.sorto@apsva.us
_________________________________________________________________________________
This is Arlington County School Board's, operating as Arlington Public Schools ("APS" or "Owner"), Invitation to Bid
Number 38FY26 ("ITB") for the establishment of a Contract for Hoffman Boston Project ("Work"). Sealed Bids in response
to the ITB shall be solely received electronically, through the link found on the Current Solicitations webpage, which can
be located by accessing the APS Procurement Office website, to a secure cloud-based file sharing platform as described
and explained in this ITB ("Platform"). Bids shall not be received at the Syphax Education Center by mail, express mail,
in person, by courier or through the eVA procurement portal.
Bid Documents:
Submission of a Bid is acceptance by the Bidder of all requirements of the Contract Documents if the Bidder is awarded the
Contract. Terms used in this ITB shall have the same meaning as provided in the Contract Documents. The Contract
Documents state the requirements of the Project with detail. Drawings and Specifications for this Project will be
available electronically as PDF file format on the Owner's Representative (Architect), 2RW. Login and password
information for the FTP site will be emailed to all interested Bidders upon request. Please contact Owner's
Representative (Architect), Lucas Hoffmann, at 703-718-4355, or lucash@2rw.com
Invitation - 1

The Bid Documents for this solicitation consist of this Invitation, the Instructions to Bidders, the Scope of Services, all
Addenda issued prior to the Bid Closing, and the Bid Form. The Contract Documents are as defined in the form
Agreement included with this solicitation. All provisions of the Bid Documents and of the Contract Documents shall
apply to this solicitation, and submission of a Bid shall be the Bidder's confirmation of the acceptance thereof and
agreement to comply therewith.
Pre-Bid Conference:
A non-mandatory pre-Bid conference ("Conference") will be held for this solicitation at 12:00 P.M. (Local Prevailing
Time) on Wednesday, December 3, 2025, at Hoffman Boston Elementary School (Room No.108 - Auditorium) located at
1415 S. Queen St, Arlington, VA 22204. Attendance at the Conference is highly encouraged. The Conference is to discuss
the Work and answer general questions concerning the Project. Please check in at the Main Office upon arrival, attendees
are encouraged to arrive fifteen (15) minutes early to permit time for signing in. The Conference will start promptly at
12:00 P.M.
Refer to Section 14, Examination of Site, of the Instructions to Bidders, for information on visiting the Site following the
Conference.
Bidder's Questions:
All questions regarding this solicitation, other than those submitted at the Conference, must be submitted in writing via
email, addressed to Carolina Sorto, Procurement Office, Senior Procurement Specialist, at carolina.sorto@apsva.us with
copies to Tamika McCrory, Facilities and Operations, Project Manager, at tamika.mccory@apsva.us and Architect Lucas
Hoffmann, at 703-718-4355, or lucash@2rw.com. Questions must be received by 05:00 P.M. (Local Prevailing Time)
Tuesday, December 16, 2025.
The Procurement Office will issue written answers to all questions submitted timely. The Procurement Office will issue
written answers to all questions raised at the Conference as an Information Item. Information Items shall be posted on
https://www.apsva.us/ ("the APS website") and shall be posted on Virginia's online electronic procurement system ("eVA").
It is the responsibility of each Bidder to access this information.
Modification of the Bid Documents shall be accomplished only by a written Addendum issued by APS. If the answer to a
question modifies the Bid Documents, it will be incorporated in and published as an Addendum. No answer to a question
as an Information Item shall be deemed to be an Addendum.
Addenda:
The Bid Documents shall be modified only by written Addendum issued by APS. All Addenda shall be deemed to be a part
of the Bid Documents.
All Addenda shall be posted on the APS website and on eVA. It is the responsibility of each Bidder to access this
information.
The Bidder shall identify on the Bid Form in the space provided all Addenda received by the Bidder and which are included
in the Bid, or the Bidder can include a copy of all Addenda with its Bid. It shall be the responsibility of each Bidder to
confirm prior to submission of a Bid that it has received all Addenda. Failure of a Bidder to in fact have done so shall not
relieve the Bidder from the requirements of the Bid, including all Addenda issued. Failure to comply with this requirement
does not automatically make a Bid non-responsive. By submitting a Bid, the Bidder agrees that it is bound by its Bid and
that it will accept any Contract awarded even if it did not obtain all Addenda before submitting a Bid.
Information Items:
All questions received timely, including those at the Conference, shall be addressed by written Information Item.
The Bid Documents shall not be modified by an Information Item.
All Information Items shall be posted on the APS website and shall be posted on eVA. It is the responsibility of each Bidder
to access this information.
Invitation - 2

Bid Closing and Opening:
The Bid Closing is Tuesday, January 13th, 2026, no later than 10:00 A.M. (Local Prevailing Time). The Bid Opening will
be held remotely on Tuesday, January 13th, 2026at 11:00 A.M. using Microsoft Teams.
Project Description and Background:
APS is soliciting Bids from General Contractors for the Hoffman Boston HVAC; Roof Replacement project focused on
upgrading its overall energy efficiency.
Hoffman Boston Elementary School, a public-school campus comprised of an interconnected school and community center
as well as an array of exterior fields, playgrounds, and support structures that are utilized by not only the school and its
After School Care Program, but also Arlington County's Department of Park and Recreation (DPR).
The Project scope, which will be constructed in phases, includes the retrofit of the entire HVAC system including a new,
cooling tower requiring structural upgrades and individual HVAC closets throughout the facility, a full roof replacement,
interior upgrades to critical systems including lighting and flooring, and enhanced interior recreation facilities. The planned
phasing plan for the project is note below with varying working hours by phase that align with the facilities usage during
each phase.
Phase 1A: Enabling Work and Contractor Mobilization
Working hours during school year can be full time with noise/vibration causing work approved during the
hours of 0700 - 1700
Working hours during Summer/Weekends/Holidays can be fulltime with noise/vibrations impacting
neighbors must comply with Arlington County Noise Ordinances
Phase 1B: Main Teaching Space Renovations
Working hours during school year can be from 1630 - 0600 with noise/vibrations impacting neighbors must
comply with Arlington County Noise Ordinances
Working hours during Summer/Weekends/Holidays can be fulltime with noise/vibrations impacting
neighbors must comply with Arlington County Noise Ordinances
Phase 1C: Pump Room Renovations
Working hours during school year can be from 1630 - 0600 with noise/vibrations impacting neighbors must
comply with Arlington County Noise Ordinances
Working hours during Summer/Weekends/Holidays can be fulltime with noise/vibrations impacting
neighbors must comply with Arlington County Noise Ordinances
Phase 2: School Support Facility Renovations
Working hours during school year can be from 1630 - 0600 with noise/vibrations impacting neighbors must
comply with Arlington County Noise Ordinances
Working hours during Summer/Weekends/Holidays can be fulltime with noise/vibrations impacting
neighbors must comply with Arlington County Noise Ordinances
Negotiation Procedures in the Event the Apparent Low Bid Exceeds Available Funds:
The Apparent Low Bid and the Apparent Low Bidder shall be the lowest responsive Bid from a responsible and qualified
Bidder based upon the Total Bid as set forth in the Bid Form. If the Apparent Low Bid is within available funds, the Contract,
if awarded, will be awarded to the Apparent Low Bidder for the entirety of the Work identified in the Contract Documents
for the Total Bid subject to such Modifications which may arise subsequent to Bid Closing.
The funds available for this Project will be announced immediately after Bid Closing and before Bid Opening.
1. If the Apparent Low Bid is not within available funds APS may negotiate with the responsible and qualified
Bidder submitting the lowest responsive Total Bid ("Lowest Total Bid Bidder"). These negotiations may
include consideration of value engineering, substitution of materials or equipment, and such other
modifications of the proposed scope of the Project, Contract Period, or other Project requirements which
are consistent with the Project as initially procured and with the public needs Arlington Public Schools has
a duty to satisfy. APS also may attempt to obtain additional funding to increase available funds. APS and
Invitation - 3

the Lowest Total Bid Bidder will discuss all such proposed means for achieving a Contract Sum within
available funds for a period not to exceed thirty (30) Days from Bid Opening.
2. If APS and the Lowest Total Bid Bidder are unable to reach agreement within such thirty (30) Day period,
APS may elect at any time either to reject all Bids and cancel this solicitation, or to terminate discussions
with the Lowest Total Bid Bidder and initiate discussions with the responsible and qualified Bidder
submitting a responsive Bid with the second lowest Total Bid ("Second Lowest Total Bid Bidder"). These
discussions shall be on the same terms and conditions as set forth for the negotiations with the Lowest Total
Bid Bidder. If APS elects to negotiate with the Second Lowest Total Bid Bidder and is unable to reach
agreement within such thirty (30) Day period, then at any time APS may determine that all Bids shall be
rejected and this solicitation shall be cancelled.
Issued By:
Carolina Sorto,
Senior Procurement Specialist (703) 228-6193
Email: carolina.sorto@apsva.us
End of Invitation
Invitation - 4

Table of Contents
Invitation ........................................................................................................................................................ 1
Table of Contents ............................................................................................................................................ 5
Instructions to Bidders .................................................................................................................................... 6
Bid Form ....................................................................................................................................................... 20
Agreement ..................................................................................................................................................... 40
Standard Labor and Material Payment Bond ................................................................................................ 45
Standard Performance Bond ......................................................................................................................... 52
General Terms and Conditions .................................................................................................................... 57
Appendix 1 - Contractor Certification Regarding Criminal Convictions ................................................... 123
Appendix 2 - Insurance Coverage Checklist .............................................................................................. 124
Table of Content - 5

Instructions to Bidders
1. Meaning of Terms:
All terms used in the Invitation, these Instructions to Bidders, the Bid Form, or any Addenda
shall have the meanings established by the Contract Documents.
2. Failure to Comply with Submission Requirements:
Mandatory provisions of this ITB are indicated by the inclusion of the words "shall"
to identify the Bidder's obligations. Failure to comply with these Submission
Requirements as stated in the Invitation, these Instructions to Bidders, the Bid Form,
or any Addenda shall result in rejection of the Bid as non- responsive.
3. Bidder Registration, Licensing and Certification:
3.1. To be eligible to Bid and to perform any Contract which may be awarded, a Bidder
is required to be qualified to do business in Virginia in the name in which the Bid is
being submitted, including but not limited to any required filings of applicable
fictitious name authorizations.
3.2. To be eligible to Bid and to perform any Contract which may be awarded, a Bidder
is required to have in effect all business licenses, Contractor licenses and trade
certifications required by federal or state law or regulation, or by Arlington County,
Virginia ordinance or regulation to perform the services which are the subject of this
solicitation.
3.3. The Bidder should include its Virginia Class A Contractor's License Number and
expiration date, and all classifications or specialty services certifications. All other
registrations, licenses or certifications information and documentation should be
provided in compliance with the fillable fields provided in the Bid Form. Each such
license, registration or certification shall show on its face that it is current and valid.
3.4. See "Submission of Bids" below for additional requirements regarding Bidder's
registration licensing and certification.
3.5. The Bid Form provides for identification of the Bidder's State Corporation
Commission Identification Number and for explanation of any reason the Bidder is
not required to be authorized to transact business in the Commonwealth of Virginia.
3.6 These registration, licensing and certification requirements are required provisions in
the Bid Form and failure to complete these sections properly may make the Bid non-
responsive.
4. Examination of Bid Documents:
Each Bidder shall thoroughly examine the Bid Documents. The Bidder's failure or omission
to examine any Bid Document shall not relieve the Bidder from any obligations with respect
to its Bid or to any Contract which may result therefrom. Each Bidder shall be responsible
for the discovery and resolution by inquiry of any ambiguity, discrepancy, error, omission or
conflict in the Bid Documents and Contract Documents which in the exercise of reasonable
care a reasonably competent Contractor in the field of work involved reasonably should have
discovered, all of which shall be included in the Bidder's Total Bid
Instructions to Bidders - 6

5. Submission of Bids:
5.1 Before submitting a Bid, Bidders are encouraged to visit the site of the Work, fully
inform themselves as to all existing conditions and limitations and shall include in
the Bid a sum to cover the cost of all items included in the Contract. Bidders shall
be fully responsible for having informed themselves as to all existing conditions for
the Work. Any condition or circumstance arising after entering into the Contract
which upon reasonable inspection reasonably should have been discovered prior to
submitting the Bid shall not be the basis of any claim for adjustment of the Contract
Sum or the Contract Time.
5.2 If the Owner is aware of any particular invention, design, process, product or device
specified in the Contract Documents for use in performance of the Work which is
subject to patent rights or copyrights calling for the payment of any license fee or
royalty to others, it is set forth in the Contract Documents. If a Bidder discovers a
requirement for any such fee or royalty, the Bidder shall make this requirement
known to the Owner in order that an appropriate Addendum may be issued to all
Bidders.
5.3 The Contractor shall, with its own forces, perform work having a value at least equal
to the following percentage of the Total Bid awarded: 10%
5.4 Sealed Bids in response to the ITB shall be solely received electronically,
through the link found on the Current Solicitations webpage, which can be
located by accessing the APS Procurement Office website, to a secure cloud-
based file sharing platform as described and explained in this ITB
("Platform"). Bids shall not be received at the Syphax Education Center by
mail, express mail, in person, by courier or through the eVA procurement
portal.
Bidders wishing to submit a Bid in response to the ITB are required to upload
the Submission Requirements found in the Instruction to Bidders into the
Platform through the link found on the Current Solicitations webpage, which
can be located by accessing the APS Procurement Office website.
To assist Bidders with their Bid submission, screenshots of the steps required
to submit a Bid are provided in this ITB.
Link to the Current Solicitations webpage: https://www.apsva.us/procurement-
office/solicitations/
5.5 For a Bid to be considered for award of a Contract, the Bid must be received in the
Platform by no later than 10:00 A.M. (Local Prevailing Time) on Tuesday, January
13th, 2026, ("Bid Closing"). Bidders are strongly encouraged to submit their Bids in
advance of Bid Closing to allow sufficient time for the Bids to be uploaded into the
Platform before the Bid Closing. The time a Bid is reflected as having been received
shall be determined by the time shown under the Activity in the Folder log ("the
Log"). If the upload time shown in the Log is after Bid Closing the Bid will be
considered non-responsive and will not be considered for Contract award. Bids
received after the Bid Closing shall not be considered. Confirmation is not
provided that a Bid has been received in the Platform. However, Bidders can
contact Carolina Sorto at: carolina.sorto@apsva.us or at (703) 228-6193 to
request confirmation that its Bid has been received.
Instructions to Bidders - 7

5.6 All Bids must be submitted on the Bid Form provided with the Bid Documents or a
copy thereof. For purposes of this provision, a copy is an exact duplicate of the
attached Bid Form reproduced in any manner with no modification, additions or
deletions.
5.6.1 All blanks in the Bid Form must be completed or noted as not applicable.
A notation of "not applicable" or "N/A" shall be used only if the information
requested is not a required or mandatory element of the Bid. It is required
that everything in the Bid Form is completed. A price must be entered
for each line item to be considered for award. Failure to comply with
this requirement may make the Bid nonresponsive.
5.6.2 Bid amounts shall be stated both in writing and in figures if the blanks in the
Bid Form so provide and shall state the same amount. If there is a variance
between the written amount and the numerical amount, the written amount
shall prevail.
5.6.3 Include only one price for each line item for which a price is to be provided.
5.6.4 If there is a variance between a unit price and an extension price, the unit price
will prevail.
5.6.5 All entries shall be typed or handwritten in ink or other form of permanent
marker; pencil shall not be used.
5.6.6 In the event there are any erasures or other modifications to previously
written or typed entries, each such erasure or other modification shall be
initialed by the person signing the Bid and a brief explanation included in
the margin on the same page.
5.6.7 Each signature appearing on the Bid Form shall be handwritten, shall indicate
such person's authority to bind the Bidder, and shall be accompanied by the
name of the signatory and the signatory's title either typed or printed legibly.
A person authorized to bind the Bidder in contractual matters must sign the
Bid Form.
5.6.7.1. If the Bidder is a corporation, the legal name of the corporation on file
with the Virginia State Corporation Commission shall be set forth
above the signature line, together with the signature of the officer or
officers authorized to sign Contracts on behalf of the corporation.
5.6.7.2. If the Bidder is a limited liability company, registered limited liability
partnership, or limited partnership, the legal name of the firm on file
with the Virginia State Corporation Commission shall be set forth
above the signature line, together with the signature of the officer,
officers, member, members, partner or partners as applicable
authorized to sign Contracts on behalf of the firm.
5.6.7.3. If the Bidder is a partnership, the name of the partnership as stated in
the partnership agreement shall be set forth above the signature line,
together with the signature of the partner or partners authorized to
sign Contracts on behalf of the firm.
5.6.7.4. If the Bidder is submitting a Bid under a trade name, the Bidder shall
Instructions to Bidders - 8

be identified on the signature line in the true name of the entity doing
business as the trade name by the person authorized to sign Contracts
on behalf of the firm.
5.6.7.5. If the Bidder submitting a Bid is a joint venture, the Bidder shall be
identified on the signature line in the name of the joint venture as
provided in the written joint venture agreement, and the Bid shall be
signed by all venturers by the person authorized to sign Contracts on
behalf of each venturer.
5.6.8. The Bidder shall provide, in the space provided or directed in the Bid Form, (i)
its Social Security number if an individual, or (ii) its federal employer
identification number if a business entity other than an individual.
5.7 Any Bid received after the Bid Closing, whether through the Platform, by mail or
otherwise, will not be considered and will be returned, unopened, without regard to
the date of transmission.
5.8 Each Bidder must use the attached Bid Form for submitting its Bid. The Bidder shall
upload into the Platform one (1) copy of the Bid Form, duly signed with the
corporate seal impressed, if applicable, keeping all remaining pages for the Bidder's
files. For purposes of this provision, a copy is an exact duplicate of the attached Bid
Form reproduced in any manner with no modifications, additions or deletions. By
executing and submitting the Bid Form, the Bidder acknowledges that it has read all
Bid Documents, understands them, and agrees to be bound by all terms and
conditions therein.
5.9 Submission of Proprietary Information. The Virginia Public Procurement Act
provides limitations on the right of a Bidder to assert that information submitted as
part of a Bid is proprietary information or contains trade secrets which are not subject
to public disclosure. For any information the Bidder seeks to exclude from public
disclosure, the burden shall be on the Bidder to comply with all applicable
requirements of the Virginia Public Procurement Act. Any documentation related to
such attempt to preserve the limitation of public disclosure of any information shall
be submitted as a part of the Bid submission but as a separate Attachment properly
marked and paginated to clearly establish the intent of such submission.
5.10 Any quantities set forth in the Bid Form or elsewhere in this solicitation are estimates
only and are given for the information of Bidders and for the purpose of Bid
evaluation. They do not indicate the actual quantity that will be ordered since the
actual volume will depend upon requirements that develop during the Contract
Period.
6. Prevailing Wages:
6.1. This solicitation and the resulting contract are subject to Prevailing Wage provisions
as defined in the Code of Virginia section 2.2-4321.3, and Arlington Public Schools
Procurement Resolution. All employees of any contractor or any subcontractor
working on the contract shall be paid wages, salaries, benefits, and other
remuneration at or above the craft or trade category Prevailing Wage rate indicated
by Virginia Commissioner of Labor and Industry (DOLI) and as listed in the
contract. Arlington Public Schools will request from DOLI a wage
determination at bid posting and a final wage determination at contract award.
Instructions to Bidders - 9

If the final wage determination changes at contract award, the Bidder shall submit
their revised bid pricing to comply with the final wage determination from DOLI.
By submitting a response to the solicitation, the Bidder certifies that it will comply
with this provision and will ensure that its subcontractors, if any, also comply with
the Prevailing Wage provisions. (Refer to draft Contract Terms and Conditions for
further Prevailing Wage details specific to this solicitation/contract.)
7. Bid Security:
7.1. Bids shall be accompanied by a certified check, cashier's check, cash escrow or a Bid
bond in an amount not less than five percent (5%) of the amount of the Total Bid as
a guarantee that if the Contract is awarded to the Bidder within the later of one
hundred and twenty (120) days following Bid Opening or one hundred and twenty
(120) days following issuance by the Owner of a Notice of Intent to Award to the
Bidder, it will enter into the Contract for the Project mentioned in the Bid at the
amount of the Bid and provide any required performance and payment bonds. The
amount of any performance or payment bonds will be determined based on the
Contract Price at the time of award and is subject to adjustment thereafter as
provided in the Contract Documents. The obligee or payee on all bonds shall be
Arlington Public Schools.
7.2. If the Bid security is provided in the form of a Bid bond, the surety company shall
be licensed to conduct business in Virginia and be listed on the United States
Treasury Department's latest Circular 570. The Bid bond shall be prepared on the
Bid Bond Form included in the Bid Documents. The attorney-in-fact who executes
such Bid Bond on behalf of the surety must attach a notarized copy of its power-of-
attorney as evidence of its authority to bind the surety on the date of execution of the
Bid Bond. A copy of the Bid Bond shall be provided with the Bid
7.3. If the Bid security is in the form of cash, certified check, or cashier's check, the
Bidder shall submit a Bid with its Bid a security agreement conforming substantially
in form and effect to the Bid Bond Form and if the security is a certified check or
cashier's check a copy thereof, and shall provide to the Owner the cash, certified
check or cashier's check prior to Bid Opening as a condition of the Bid being deemed
responsive. The Owner shall be authorized to deposit such check or cash and to
apply the funds in accordance with the security requirements set forth herein.
7.4. The Bid Bond or Bid security agreement must clearly make reference to the
solicitation number and Bid title set forth in the Invitation to Bid.
7.5. Bid security in the form of certified checks, cashier's checks or cash will be returned
to all unsuccessful Bidders who submitted a certified check or cash within the earlier
of rejection of all Bids or one hundred and twenty (120) days after Bid Opening or
one hundred and twenty (120) days following issuance by the Owner of a Notice of
Intent to Award to the Bidder.
7.6. If approved by the Arlington Public Schools' Attorney, a Bidder may furnish a
personal bond, property bond, or bank or savings institution's letter of credit on
certain designated funds in the face amount required for the Bid Bond. Approval
Instructions to Bidders - 10