Hoffman Boston Project

Location:	Virginia
Posted:	Mar 16, 2026
Agency:	Arlington Public Schools
Type of Contract:	Awards
Type of Government:	State & Local
Category:	41 - Refrigeration, Air Conditioning and Air Circulating Equip.
Solicitation No:	ITB 38FY26
Publication URL:	To access bid details, please log in.

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Invitation

Arlington Public Schools

Procurement Office

Invitation to Bid Title:

Invitation to Bid 38FY26

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

Representative:

Carolina Sorto, Senior Procurement Specialist

(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

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Hoffman Boston Project

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See also