Project Information

Bid Title

Arlington Science Focus Elementary School – Kitchen Renovation Project

Issuing Agency

Arlington Public Schools

Location

Virginia

Published Date

Nov 14, 2025

Closing Date

Nov 21, 2025

Government Level

State & Local

Status

Closed

Ref. #

ITB 33FY26

Original Source

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Bid Documents

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Project Description

Solicitation	Description	Due Date	Contact
ITB 33FY26 Prebid Conference Sign in Sheet Addendum 1	Arlington Science Focus Elementary School – Kitchen Renovation Project	November 21, 2025, No Later Than 10:00 A.M.(Local Prevailing Time) Link to submit Bid – ITB 33FY26 ITB 33FY26 – Bid Opening	Carolina Sorto

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Invitation

Arlington Public Schools

Procurement Office

Invitation to Bid Title:

Invitation to Bid 33FY26

Arlington Science Focus Elementary School - Kitchen

Renovation Project

Invitation to Bid Number:

33FY26

Invitation to Bid Issue Date:

October 16, 2025

Pre-Bid Conference:

October 23, 2025, at 1:45 PM (Local Prevailing Time)

1501 N Lincoln St, Arlington, VA 22201

Bid Closing Date/Time:

November 21, 2025, No Later Than 10:00 A.M.

(Local Prevailing Time)

Bid Opening Date/Time:

November 21, 2025, 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 33FY26 (“ITB”) for the establishment of a Contract for the Arlington Science Focus Kitchen 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), Studio 27. Login and

password information for the FTP site will be emailed to all interested Bidders upon request. Please contact

Owner’s Representative (Architect), Keisha Wilson at 202-935-5053 or kwilson@studio27arch.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 mandatory pre-Bid conference (“Conference”) will be held for this solicitation at 1:45 P.M. (Local Prevailing Time) on

Thursday, October 23, 2025, at Arlington Science Focus Elementary School located Multi- Purpose Rm, 1501 N. Lincoln

St. Arlington, VA 22205. Attendance at the Conference is required. 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 1:45 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 McCory, Facilities and Operations, Project Manager, at tamika.mccory@apsva.us, Michael Lussier,

Construction Manager, at mlussier@mbpce.com and Keisha Wilson, kwilson@studio27arch.com,. Questions must be

received by 05:00 P.M. (Local Prevailing Time) Thursday November 06, 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 Friday, November 21, 2025, no later than 10:00 A.M. (Local Prevailing Time). The Bid Opening will

be held remotely on Friday, November 21, 2025, at 11:00 A.M. using Microsoft Teams.

Project Description and Background:

Overview

Arlington Science Focus Elementary School, located at 1501 North Lincoln Street in Arlington, VA, is an existing

Arlington Public School (APS). APS is undertaking a comprehensive renovation project to modernize the school’s

commercial kitchen, with a focus on ensure standardization across the district’s elementary schools, expanding the

footprint of the kitchen to allow for more area dedicated to serving lines, dishwashing, cooking, preparation, food

storage, management office, and staff facilities, with a goal of improving safety, functionality, accessibility, and the

overall quality of the kitchen space.

The target is for the awarded contractor to complete the site work and the building addition prior to doing work on the

interior of the existing kitchen to minimize disruptions to the existing kitchen services to the students in the school.

Kitchen

The scope of the comprehensive renovation of the school’s commercial kitchen includes the area of the existing kitchen.

Demolition work requires removal of all fixtures, finishes, select interior partitions, select windows, all doors and

frames, all existing kitchen equipment and fixtures, and selective demolition of MEP systems, fixtures, and equipment

within the scope of work, including under slab utilities. New work includes all new fixtures, finishes, kitchen equipment

and fixtures, doors, windows, loose furniture, select new partitions, security / access control equipment, signage, and

new MEP systems, fixtures, and equipment to be integrated into the building’s existing systems, including under slab

utilities. APS also requires temporary power to be will be installed to accommodate a temporary kitchen.

Roof

Existing mechanical equipment that is currently located on the roof will be demolished and replaced with

new equipment located entirely on the roof. The existing roof membrane is to remain, but cutting and patching will be

required related to the demolition and new work. New roofing will be installed to match and connect to the existing

building.

Building Envelope

The exterior of the building is existing to remain. Scope includes a new addition that will house a Walkin Freezer and

Cooler. Entrance will be cut into existing exterior wall to create a corridor to the Walkin Freezer and Cooler, rigid

insulation and window filming at existing windows that will be concealed as part of the project’s scope.

Site Work

The new addition will be located at the wall of the existing kitchen. The scope includes the demolition of the sidewalk

and 4 parking spaces located on the footprint of the new addition. 2 new parallel parking spaces will be installed at the

roundabout located opposite the school entrance. The side will be installed at the facade of the new addition and 2

parallel parking spaces.

Location

Arlington Science Focus Elementary School site is located at 1501 N Lincoln St. Arlington, VA 22202. Arlington

Science Focus Elementary School is an active elementary school with a community center and a soccer field attached

to it. The existing building will remain fully operational throughout the construction. The site is located is in a dense

residential neighborhood, near Spout Runn Parkway, US Route 66and N. Lincoln St..

Existing Occupancy

The kitchen staff, students, faculty, and after school care program will be operational and occupying the space from

the start of the project through June 18th. Work will need to be coordinated with all parties during this time period.

Starting on or about June 4, 2026, approximately 2 weeks before school ends, the Kitchen will be turned over to the

Invitation - 3

Contractor for Construction. During the period between June 4, 2026 and June 18, 2026, special attention will need to

be given to proper temporary measures to ensure no construction activities disturb those users. Summer School

Programs have been moved elsewhere. The school is generally occupied by students Monday through Friday from

7:00 A.M. until 3:45 P.M.

Additional Project Information

Additional parking spaces should be completed before the construction of the Freezers and Coolers.

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 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

Terms and Conditions ..................................................................................................................................57

Screenshots of the Steps Required to Submit a Bid ...................................................................................118

Appendix 1 - Contractor Certification Regarding Criminal Convictions ...................................................123

Appendix 2 - Insurance Coverage Checklist ..............................................................................................124

Table of Content - 5

Commodity Codes

• NAICS 236220Commercial and Institutional Building Construction

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