Project Information

Bid Title

Notice of Cancellation - Ashlawn Elementary School - Kitchen Renovation Project Addendum 2

Issuing Agency

Arlington Public Schools

Location

Virginia

Published Date

Nov 25, 2025

Closing Date

Nov 19, 2025

Government Level

State & Local

Status

Closed

Ref. #

ITB 25FY26

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Solicitation	Description	Due Date	Contact
ITB 25FY26 Addendum 1 Prebid Conference Sign in Sheet Information 1 Information 2 Addendum 2	Ashlawn Elementary School – Kitchen Renovation Project	November 19, 2025, at 11:00 A.M. (Local Prevailing Time) Link to submit Bid -ITB 25FY26 ITB 25FY26 – Bid Opening Notice of Cancellation	Carolina Sorto

Attachment Preview

Invitation

Arlington Public Schools

Procurement Office

Invitation to Bid Title:

Invitation to Bid 25FY26

Ashlawn Elementary School - Kitchen Renovation

Project

Invitation to Bid Number:

25FY26

Invitation to Bid Issue Date:

October 10, 2025

Pre-Bid Conference:

October 22, 2025, at 04:00 PM(Local Prevailing Time)

5950 8th Rd N, Arlington, VA 22205

Bid Closing Date/Time:

November 19, 2025, No Later Than 10:00 A.M.

(Local Prevailing Time)

Bid Opening Date/Time:

November 19, 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 25FY26 (“ITB”) for the establishment of a Contract for the Ashlawn 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), Bethan Llewellyn-Yen at 202-935-5044 or Blyen@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 4:30 P.M. (Local Prevailing Time) on

Wednesday October 22, 2025, at Ashlawn Elementary School Auditorium located at 5950 8th Rd N, 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 4:30 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 Mehrdad Froozan, Facilities and Operations, Project Manager, at mehrdad.froozan@apsva.us, Michael Lussier,

Construction Manager, at mlussier@mbpce.com and Bethan Llewellyn-Yen, Blyen@studio27arch.com,

Matthew.Williams@apsva.us, Jeffrey.Chambers@apsva.us . Questions must be received by 05:00 P.M. (Local Prevailing

Time) Friday October 31, 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 Wednesday November 19, 2025, no later than 10:00 A.M. (Local Prevailing Time). The Bid Opening

will be held remotely on Wednesday November 19, 2025, at 11:00 A.M. using Microsoft Teams.

Project Description and Background:

Overview

Ashlawn Elementary School, located at 5950 8th Road North 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.

Kitchen

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

and existing day office, and student restrooms that have previously been relocated. Demolition work requires removal

of all fixtures, finishes, select interior partitions, 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, 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.

Roof

Existing mechanical equipment that is currently located at grade and 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.

Building Envelope

The exterior of the building is existing to remain. However, it will receive selective upgrades as part of the project.

Scope includes a new wider kitchen entrance door, additional insulation installed from the interior at the existing

perimeter steel beams, and rigid insulation and window filming at existing windows that will be concealed as part of

the project’s scope.

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

Invitation - 3

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 ..................................................................................................................................................... 39

Standard Labor and Material Payment Bond ................................................................................................44

Standard Performance Bond .........................................................................................................................51

Terms and Conditions ..................................................................................................................................56

Appendix 1 - Contractor Certification Regarding Criminal Convictions ...................................................117

Appendix 2 - Insurance Coverage Checklist ..............................................................................................118

Table of Content - 5

Commodity Codes

• NAICS 236220Commercial and Institutional Building Construction

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.