09162026_ANPDC Waterway Characterization RFP_v1.0.pdf

ACCOMACK-NORTHAMPTON PLANNING DISTRICT COMMISSION

REQUEST FOR PROPOSALS

Waterway Characterization Services

Channel Condition Assessment and Characterization Eastern Shore of Virginia

Issue Date September 16, 2026

Proposals Due October 16, 2026 at 3:00 PM EST

RFP Number ANPDC-DMMI-WC-2026-01

Issuing Agency Accomack-Northampton Planning District Commission

Project Eastern Shore Dredged Material Management Initiative (DMMI 3561)

Funding Source Virginia Waterway Maintenance Fund, administered by VMRC

Submission eVA or sealed physical delivery; see Section IV

PROCUREMENT REPRESENTATIVE

Kellen Singleton, Coastal Project Manager Accomack-Northampton Planning District Commission (A-NPDC) PO Box 417, 23372 Front Street, Accomac, Virginia 23301

(757) 787-2936, ext. 114 ksingleton@esvaplan.org

All responses to this RFP and any resulting contract shall be consistent with and governed by the Virginia Public Procurement Act.

The A-NPDC is an Equal Opportunity Employer and is committed to ensuring no person is excluded from participation in or denied the benefits of its services on the basis of race, color, or national origin, as protected by Title VI of the Civil Rights Act of 1964.

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Table of Contents

Table of Contents I. Introduction

A. Background B. Purpose C. Relationship to Concurrent A-NPDC Work D. Funding E. Competitive Negotiation F. Communications Prior to the Response Deadline

II. Scope of Work Scope Applicability and Coordination Task 1: Project Initiation and Coordination Task 2: Bathymetric Survey Task 3: Sediment Characterization Task 4: Technical Deliverables Task 5: Permitting Support (Optional Task) Priority Waterways Phasing Additional Related Services

III. Proposal Format IV. Submittal Instructions V. Contract Award

Award Evaluation Criteria Term Payment Terms Governing Law, Venue, and Required Contract Terms Indemnification Force Majeure Protest of Award

Appendix A: Technical Specifications A.1 General A.2 Bathymetric Survey A.3 Sediment Sampling A.4 Laboratory Analysis

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A.5 Technical Screening of Material Characteristics Appendix B: General Conditions and Instructions to Offerors Appendix C: Standard Terms and Conditions Appendix D: Certification Regarding Debarment

D.1 Certification by Offeror D.2 Certification by Sub-Consultant

Appendix E: Priority Waterway List and Mapped Extents

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I. Introduction

A. Background

The Eastern Shore of Virginia is a peninsula of approximately seventy miles between the Chesapeake Bay and the Atlantic Ocean, comprising Accomack and Northampton Counties and nineteen incorporated towns. An extensive barrier island system and expansive tidal marshes shield the peninsula from direct Atlantic exposure and provide critical fisheries and wildlife habitat. Those same features drive sediment transport and deposition. The resulting shoaling is chronic rather than episodic: channel depths decline steadily between maintenance events, restricting access to piers, docks, marinas, boat ramps, moorings, and public landings, and affecting maritime commerce, seafood and aquaculture operations, emergency access, and public recreation across both counties.

Accomack and Northampton Counties established the Eastern Shore Regional Navigable Waterways Committee (ESRNWC), a committee of the A-NPDC, by joint resolution to coordinate regional waterway management. In 2016, the ESRNWC and A-NPDC developed the Regional Dredging Needs Assessment, which remains the region's framework for identifying and prioritizing dredging projects. Following the General Assembly's establishment of the Virginia Waterway Maintenance Fund (WMF) in 2018, the ESRNWC advanced projects at Kings Creek, Nassawadox Creek, Folly Creek, and Red Bank Creek. The completed Kings Creek Phase 2 project removed 22,888 cubic yards of material and placed it to restore the Cape Charles public beach, demonstrating that beneficial use of dredged material is achievable on the Eastern Shore where the supporting record is adequate.

That experience has clarified where the binding constraint now lies. The region's difficulty is decreasingly a question of whether a channel requires dredging and increasingly a question of where the material can be placed, and whether the technical record supports that placement decision through permitting review. The Nassawadox Creek project illustrates the point: the originally proposed nearshore berm placement was denied, the project was redirected toward upland and beneficial-use alternatives, and project cost and schedule increased substantially as a result. Placement alternatives cannot be evaluated, and permitting cannot proceed efficiently, without current channel conditions and defensible sediment characterization for the waterway in question. That data does not presently exist at a consistent quality across the region's priority creeks.

The Eastern Shore Dredged Material Management Initiative (DMMI) was established to address this problem regionally rather than project by project. Undertaken jointly by A-NPDC and the Middle Peninsula Planning District Commission (MPPDC) under a FY25 Waterway Maintenance Fund award, and coordinated with the ESRNWC, the DMMI will produce a regional dredged material management master plan for the Eastern Shore, identify and secure strategic placement sites, expand beneficial-use opportunities including habitat restoration and coastal resilience applications, and address the regulatory obstacles that have delayed prior projects. The master plan is scheduled for completion in 2027.

Channel condition assessment and characterization is the first substantive task in the DMMI work program and a precondition for the remainder of it. Waterway prioritization, placement alternatives analysis, beneficial-use screening, and engineering design each depend on knowing current channel depths, shoaling volumes, and the physical and chemical character of the material to be removed. This procurement obtains the field execution of that task.

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B. Purpose

A-NPDC seeks qualifications from firms and teams to provide field-based waterway characterization and related professional services on an if-and-when-needed, task-order basis. Small firms and specialists may compete directly for a service category or participate as subconsultants. Offerors may propose for one, two, or all three categories below; capability outside a proposed category is not required.

The initial anticipated program includes up to ten (10) priority Eastern Shore waterways. Each task order will define the intended use, required accuracy, field effort, and deliverables. Data shall be defensible for the planning, permitting, design, or construction purpose specified; construction measurement and acceptance requirements apply only when expressly authorized.

Service Categories

Category A — Hydrographic/Bathymetric Survey and Geospatial Data Services. Survey planning, control, field acquisition, processing, shoaling and volume estimates, QA/QC, and discipline-specific survey deliverables. Sediment sampling and laboratory capability are not required for a Category A proposal.

Category B — Sediment Sampling, Characterization and Laboratory Services. Professional investigation design, sediment acquisition, physical and authorized chemical testing, interpretation, QA/QC, and discipline-specific sediment deliverables. Hydrographic survey capability is not required for a Category B proposal. Qualified laboratories may participate as subconsultants; this category is a professional characterization engagement with associated testing, not a separate laboratory-only purchase.

Category C — Integrated Waterway Characterization Services. Coordinated delivery of Categories A and B and preparation of integrated waterway or regional reports. Offerors may use an integrated team of subconsultants; in-house performance of every discipline is not required.

A-NPDC anticipates awarding up to two (2) contracts in each category, subject to qualifications, successful negotiation, and available funding. One firm may receive more than one category award under a single agreement. Firms may serve as a prime and also as a subconsultant on another team if roles, availability, and any conflicts are disclosed and managed. Ownership of vessels, equipment, or laboratories is not required; reliable access through lease, rental, or teaming is acceptable.

C. Relationship to Concurrent A-NPDC Work

Work described below is assigned to other existing contracts and is NOT within the scope of this RFP:

1. Desktop prioritization, placement alternatives analysis, permitting feasibility screening, and ~10% concept development. Performed under the CARP contract. CARP defines characterization needs and extents; this contract executes the field characterization.

2. Programmatic assessment, QA/QC framework development, and data integration into the Master Plan. Performed under existing A-NPDC contract.

3. In-Water Disposal/Reuse Legal and Regulatory Characterization. Separately budgeted and assigned.

4. Confined Aquatic Disposal (CAD) Area Identification Study and in-water site technical assessments. Separately budgeted and assigned.

Selected Consultants will coordinate with, but not duplicate, these efforts. A-NPDC will identify the lead for integration and the interfaces between separately authorized services. No Consultant is responsible for another independently retained firm’s work unless that coordination or review is expressly included in its task order.

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D. Funding

Funding is provided through the Virginia Waterway Maintenance Fund (WMF). Effective July 1, 2025, administration of the WMF and its grant program transferred from the Virginia Port Authority (VPA) to the Virginia Marine Resources Commission (VMRC). The successful Offeror will be subject to all relevant State terms and conditions pertaining to such funds.

E. Competitive Negotiation

This is a qualifications-based professional-services procurement under Virginia Code §§ 2.2-4302.2 and 2.2-4303. Offerors shall not submit proposed fees, rates, cost or man-hour estimates, or other pricing with initial proposals. Compensation will be negotiated after qualification ranking as described in Section V.

F. Communications Prior to the Response Deadline

Questions regarding this RFP will be received in writing by the Procurement Representative up to Friday October 2, 2026. All questions and answers will be detailed and made available on the A-NPDC website (https://www.esvaplan.org/) by Friday October 9, 2026. Contact with any other A-NPDC representative or ESRNWC member concerning this RFP is prohibited and may disqualify the Offeror.

II. Scope of Work

Scope Applicability and Coordination

Tasks 1–5 apply only to the services expressly authorized for the awarded category. Category A firms provide survey-related initiation, fieldwork, and survey deliverables; Category B firms provide sediment-related initiation, fieldwork, testing, and sediment deliverables; Category C firms integrate the authorized disciplines. A-NPDC may order Categories A and B separately or use Category C. The task order will identify any reporting integrator, data handoffs, and each party’s responsibilities, avoiding duplicate acquisition or billing.

Task 1: Project Initiation and Coordination

1.1 Project Kickoff and Coordination

Attend a kickoff meeting with A-NPDC, ESRNWC technical representatives, the CARP consultant, and other DMMI technical representatives designated by A-NPDC to confirm the scope and objectives of the authorized work.

The kickoff meeting shall address, as applicable:

• Waterways and geographic limits included in the applicable task order;

• Survey, sampling, and characterization objectives;

• Available channel delineations, historic survey information, sediment data, and other existing technical information;

• Anticipated dredged material placement or beneficial-use alternatives relevant to characterization requirements;

• Proposed survey and sediment sampling extents;

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• Applicable technical standards, analytical parameters, and QA/QC requirements;

• GIS, survey, laboratory, and reporting deliverable formats;

• Project sequencing, schedule, mobilization considerations, and anticipated field constraints;

• Access, staging, launch, and logistical requirements;

• Coordination with concurrent CARP and DMMI activities; and

• Project points of contact, communication procedures, and decision-making responsibilities.

Following the kickoff meeting, the Consultant shall review available project information furnished by A- NPDC and identify any material data gaps, conflicts, assumptions, access constraints, or other conditions that may affect field execution, schedule, cost, or the ability to satisfy the characterization objectives.

1.2 Field Investigation Work Plan and Sampling and Analysis Plan

Prepare a Field Investigation Work Plan proportionate to the work authorized under each task order.

Include a Sampling and Analysis Plan (SAP) only where sediment sampling or laboratory testing is authorized. Survey-only assignments do not require sediment sampling, analytical, or chain-of-custody plans.

The plan shall document, as appropriate:

• Hydrographic survey methodology and equipment;

• Proposed survey coverage, line spacing, and control;

• Sediment sampling methods, locations, depths, and anticipated sampling density;

• Laboratory analytical parameters;

• Sample identification, handling, preservation, transport, and chain-of-custody procedures;

• Field and laboratory QA/QC procedures;

• Equipment calibration and verification procedures;

• Field documentation and data-management practices;

• Proposed mobilization and sequencing;

• Procedures for addressing inaccessible locations, obstructions, weather, tides, or other anticipated field constraints; and

• Any assumptions or limitations affecting the proposed investigation.

The plan shall follow applicable programmatic QA/QC requirements and objectives furnished by A-NPDC before task-order negotiation. Newly introduced requirements that materially affect scope, schedule, or fee are subject to written modification under C.31.

The plan shall be submitted to A-NPDC for review for consistency with the applicable task order and project objectives prior to initiation of the corresponding field activities. A-NPDC's review or concurrence shall not relieve the Consultant of responsibility for professional judgment, technical adequacy, quality control, means and methods, or compliance with applicable professional standards and regulatory requirements.

Reasonable field adjustments to survey sequence, individual sampling locations, line spacing, equipment, or comparable field procedures may be made by the Consultant's responsible professional when warranted by tides, weather, navigation hazards, access limitations, obstructions, equipment conditions, safety concerns, or other field circumstances, provided that the intended characterization objectives and required data quality are maintained.

Document routine adjustments in field records and technical deliverables. Changes to scope, analytical requirements, required accuracy, schedule, or fee require an executed modification under C.31 before implementation; technical concurrence alone does not authorize additional compensation.

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1.3 Site Access, Landowner Coordination, and Field Logistics

Identify anticipated field access requirements, staging areas, vessel launch locations, temporary equipment locations, and any circumstances requiring entry onto or across private property.

A-NPDC will lead or authorize communications with landowners, local governments, facility operators, and other stakeholders where private-property access or special coordination is required, recognizing A- NPDC's and ESRNWC's established relationships within affected communities.

The Consultant shall support this coordination by providing, as necessary:

• Maps and exhibits identifying required access areas;

• Descriptions of proposed field activities;

• Anticipated dates and duration of access;

• Equipment and vessel requirements;

• Staging or temporary-use requirements; and

• Other technical information reasonably necessary to obtain access.

Where a written right-of-entry, facility authorization, or comparable permission is necessary, the Consultant shall coordinate with A-NPDC to verify that appropriate authorization has been obtained before entering or occupying the affected property.

Work from navigable waters or public facilities does not itself authorize entry onto private property. The Consultant shall verify applicable landing, facility, waterway-use, and operational permissions for the proposed activity; private-property authorization is required when private property will be entered, crossed, occupied, or used.

The Consultant shall coordinate field mobilization to minimize unnecessary disruption to waterfront operations, public access, navigation, commercial activity, and adjacent property owners to the extent reasonably practicable.

1.4 Utilities, Submerged Infrastructure, and Sampling Clearance

Prior to intrusive subsurface sampling, the Consultant shall identify and address reasonably foreseeable conflicts with underground or submerged utilities, pipelines, cables, structures, navigation infrastructure, or other facilities within the proposed investigation area.

The Consultant shall comply with applicable requirements of the Virginia Underground Utility Damage Prevention Act and shall contact Virginia 811 where notification is required for the proposed activity.

The Consultant shall also review available records, mapping, field observations, owner information, and other reasonably available sources concerning utilities or infrastructure that may not be identified through the Virginia 811 process.

Where additional coordination with utility owners, facility operators, municipalities, private property owners, or other entities is reasonably necessary to evaluate a potential conflict, the Consultant shall conduct or support such coordination prior to intrusive work at the affected location.

Subsurface sampling shall not proceed at a location until applicable notification and positive-response requirements have been satisfied and known or reasonably foreseeable conflicts have been appropriately addressed.

Applicable utility-clearance and infrastructure-coordination documentation shall be maintained as part of the project field records.

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1.5 Health, Safety, and Field Operations

The Consultant shall be responsible for establishing, maintaining, and implementing health and safety procedures appropriate to its personnel, subcontractors, vessels, equipment, and field operations.

Prior to field mobilization, the Consultant shall provide A-NPDC with a project-specific Health and Safety Plan, or equivalent field safety documentation, addressing reasonably anticipated hazards associated with the authorized work.

The plan shall address, as applicable:

• Marine and vessel operations;

• Personnel qualifications and responsibilities;

• Personal protective equipment;

• Weather, wind, tide, visibility, and sea-state limitations;

• Heat, cold, and other environmental exposure;

• Working near or over water;

• Vessel boarding and transfer procedures;

• Sampling and equipment-handling hazards;

• Emergency communications and response procedures;

• First aid and emergency medical procedures;

• Nearby utilities or infrastructure;

• Contaminated or potentially contaminated media where known or reasonably anticipated; and

• Applicable federal and state occupational safety requirements.

Where the nature of the work or documented site conditions make hazardous-waste operations requirements applicable, the Consultant shall comply with applicable HAZWOPER requirements.

The Consultant shall retain responsibility for determining the applicability of occupational health and safety requirements to its operations and personnel.

A-NPDC's receipt, review, or comment on health and safety documentation shall not constitute approval or acceptance of the Consultant's safety program, means, methods, procedures, or practices and shall not relieve the Consultant or its subcontractors of responsibility for compliance with applicable laws, regulations, professional standards, or safe-work practices.

The Consultant shall have authority to suspend or modify its field activities when conditions present an unreasonable risk to personnel, vessels, equipment, data quality, or the public and shall promptly notify A-NPDC of any such occurrence that materially affects project schedule or scope.

1.6 Regulatory and Technical Coordination

Coordinate technical aspects of the characterization work with A-NPDC and, when requested by A- NPDC, with relevant project partners or regulatory agencies, which may include USACE, VMRC, DEQ, VIMS, NOAA, USCG, local governments, and other entities having information or jurisdiction relevant to the authorized work.

The purpose of such coordination shall be to:

• Confirm that collected data is suitable for anticipated dredging, placement, beneficial-use, and permitting decisions;

• Avoid unnecessary duplication of existing investigations;

• Identify agency-specific data needs or technical concerns early in the characterization process;

• Clarify existing datasets, channel limits, authorized depths, or prior sampling information;

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• Support consistency between field characterization and subsequent DMMI planning or permitting activities; and

• Identify technical issues that could materially affect investigation design or future use of the resulting data.

Unless separately authorized under Task 5 or another task order, this coordination shall not include preparation or submission of permit applications on behalf of A-NPDC.

1.7 Schedule, Progress Communication, and Field Changes

Develop and maintain a project schedule for each authorized task order showing anticipated mobilization, field investigation, laboratory analysis, data processing, technical review, and deliverable milestones.

During active work, the Consultant shall keep A-NPDC reasonably informed of progress and shall promptly communicate conditions that could materially affect:

• Scope;

• Schedule;

• Cost;

• Access;

• Data quality;

• Laboratory turnaround;

• Regulatory usefulness of the data; or

• Successful completion of the authorized task order.

The Consultant is expected to exercise appropriate professional judgment in responding to routine field conditions within the authorized scope without unnecessary interruption of the work.

Material changes require prior written authorization through an executed task-order modification under C.31. Routine field decisions remain within the responsible professional’s authority as described in Task

1.2 and Appendix A.1.

Field decisions, deviations from the accepted Field Investigation Work Plan or SAP, and other material conditions encountered during performance shall be documented sufficiently to support later interpretation and use of the resulting data.

Task 2: Bathymetric Survey

2.1 Perform hydrographic survey of each designated waterway sufficient to determine current channel depths, shoaling extents, and volumetric estimates of material requiring removal.

2.2 Apply the accuracy, control, QA/QC, and documentation requirements of USACE EM 1110-2-1003 appropriate to the task order’s stated data use, as detailed in Appendix A.2. Required survey class and numerical accuracy criteria shall be established before fieldwork. Construction measurement, payment, or acceptance surveys are not the default scope.

2.3 Reference horizontal control to the specified NAD83 realization and epoch, as applicable, and report dredge depths relative to Mean Lower Low Water (MLLW). Establish and document the relationship between MLLW and NAVD88 at each location using NOAA VDatum within its valid coverage and uncertainty limits or another justified method appropriate to the task’s accuracy and agency requirements. See A.2.3.

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2.4 Deliver survey data in GIS-compatible format with metadata, including channel footprints, alignments, and comparison against prior authorized depths where available.

Task 3: Sediment Characterization

3.1 Collect sediment samples using vibracore, push core, grab, or other justified methods specified in the accepted SAP, with sufficient density and depth to characterize the authorized dredge prism and overdepth. Surface grabs shall not substitute for subsurface characterization where stratigraphy or the dredge depth requires cores.

3.2 Perform laboratory analysis to support placement decision-making.

Base physical analysis for authorized sediment characterization: grain-size distribution/gradation. This requirement does not apply to a survey-only task order.

Supplemental analysis: A-NPDC may authorize bulk chemistry, metals, organics, biological testing, or other parameters based on site history, placement alternatives, and agency data needs. The analytical scope and compensation shall be agreed during negotiations or in an executed task order before testing.

Initial proposals shall contain no analyte pricing.

3.3 Environmental chemical analyses subject to VELAP shall be performed by a laboratory accredited for the applicable matrix, method, and analyte. Physical and geotechnical tests outside VELAP’s applicability shall be performed by qualified laboratories using the specified methods and documented QA/QC. See A.4.3.

3.4 Screen physical and chemical characteristics against technical criteria for the placement alternatives identified by A-NPDC. Identify compatibility constraints, exceedances, further testing needs, and data gaps. Selection of a placement alternative, final feasibility determinations, and regulatory approval are outside this scope unless separately authorized.

3.5 Manage investigation-derived waste in accordance with applicable requirements. Restore disturbed banks, landings, and access areas affected by the Consultant’s work to substantially their prior condition. Address core holes, borehole closure, and other disturbance using methods appropriate to site conditions and any applicable permit requirements, as stated in the work plan.

Task 4: Technical Deliverables

4.1 Deliver a survey technical package for Category A, a sediment technical package for Category B, or an integrated Waterway Characterization Report for Category C, as authorized. Each package shall document its methods, results, QC, assumptions, uncertainty, and limitations. An integrated report shall combine the authorized survey, volume, sediment, laboratory, technical screening, and data-gap findings. Specialist firms are not required to produce analyses outside their task order.

4.2 Prepare a regional summary only when authorized. If A-NPDC contracts separately for disciplines, it will designate itself, an existing program consultant, or an authorized Category C Consultant to integrate the packages. The integration scope shall identify data review, coordination, and attribution responsibilities and avoid duplicating existing program contracts.

4.3 Deliver raw and processed data, laboratory reports, metadata, and GIS layers applicable to the task order in interoperable formats under A.6. Ownership and permitted reuse are governed by C.10.

4.4 When included in the task order, present findings at one ESRNWC meeting for the completed characterization phase. A consolidated regional presentation, additional presentations, and attendance

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Task 5: Permitting Support (Optional Task)

5.1 Provide technical support responding to agency questions on characterization data during subsequent permitting, including USACE, VMRC, DEQ, and VIMS review. This task is priced and authorized separately from the base scope and will be exercised at A-NPDC's discretion.

Priority Waterways

Up to ten (10) waterways will be designated by A-NPDC in coordination with the ESRNWC through the DMMI waterway prioritization process.

A-NPDC may provide preliminary waterway information by addendum. Final waterway selection, mapped limits, data needs, and assumptions will be established before negotiation and execution of the applicable task order. Initial proposals address qualifications and approach; no uniform per-waterway price is requested.

Phasing

Work may be phased or issued by task order as funding becomes available. A-NPDC does not guarantee that any minimum quantity of services will be authorized.

Additional Related Services

Related field services listed below may be authorized only within the awarded category, demonstrated qualifications, and advertised professional scope. Compensation will use negotiated terms and an executed task order; no initial pricing is requested. Anticipated services include:

• Additional or alternative survey methods (e.g., side-scan sonar, multibeam, LiDAR, or UAS-based topographic survey) where conditions or placement design warrant

• Geotechnical borings or additional subsurface investigation at candidate placement sites, distinct from channel sediment characterization

• Additional analyte testing as individual waterways advance toward permitting and placement-alternative selection

• Expansion of the waterway list beyond the initial ten, if additional WMF or other funding is authorized

• Wetland, SAV, or habitat delineation support directly tied to characterization findings, coordinated with but not duplicative of CARP's broader delineation work

• Field verification, re-survey, or updated characterization of previously surveyed waterways as conditions change over the contract term

• Post-characterization technical support not otherwise addressed under Task 5

The category and teaming options in Section I.B apply to all core and related services. A firm need not offer every listed service. Additional waterways may be included only within the advertised scope, contract limits, and available funding. Services materially outside that scope require separate procurement.

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III. Proposal Format

Proposals shall be in English, include a table of contents and numbered pages, and not exceed 25 pages of substantive narrative for all categories proposed. The cover, table of contents, resumes, required certifications, insurance evidence, and up to five pages of representative technical work samples are excluded. Other substantive attachments count toward the limit. Use legible type of at least 11 points for narrative text. Address the following items in order:

1. Cover Sheet and Category Selection. Identify the firm, address, authorized representative, telephone, email, and each category sought (A, B, and/or C). Include an authorized signature;

electronic signatures are acceptable. Describe which services will be performed by the prime and by each proposed subconsultant. Provide the SCC identification number or explanation of exemption required by C.4.

2. Certification Regarding Debarment (Appendix D), completed and signed by the Offeror and by each proposed sub-consultant.

3. Description of Services and Technical Approach. Address only the proposed category or categories. Describe methodology, survey platform or sampling system, accuracy and datum control as applicable, QA/QC, data management, interoperable deliverables, field constraints, and coordination with CARP and DMMI. Identify relevant components of the USACE standard and how performance will be verified. A Category A firm need not discuss sediment or laboratory methods; a Category B firm need not propose a hydrographic survey system.

4. Qualifications and Relevant Experience. Identify key personnel, responsible professionals, licenses or certifications, proposed roles, and available subconsultants or laboratories applicable to the category. Describe up to five relevant projects or personnel assignments, including the individual’s actual role, year, client, technical challenges, QC results, and schedule performance.

Analogous shallow-water hydrography, navigation, restoration, environmental monitoring, coastal mapping, and sediment investigations are acceptable. Experience gained at prior employers or as a subconsultant may be used with clear attribution. No minimum corporate age, staff count, prior federal prime contract, or history of working with the same teammates is required. Provide available licensure and business-registration details; required authorization to offer services must be in place when legally required, and verified before award.

5. References and Work Samples. Provide up to three references able to address the proposed personnel or team’s relevant work, including work performed at prior employers or as subconsultants. Fewer references do not automatically disqualify an Offeror. Include available representative outputs, such as a dataset excerpt, datum/control report, accuracy checks, survey map, core log, or laboratory QA summary, with project attribution. Published or research work may demonstrate relevant performance; unnecessary confidential information should be omitted.

6. Field Logistics and Response Capability. Explain available personnel, current workload, realistic start time, launch and staging strategy, shallow-water access, platform and equipment availability, tide/weather contingencies, and backup arrangements. Crewed vessels, uncrewed/autonomous systems, and leased or teamed resources are acceptable. Evaluate actual ability to perform; a local office, owned fleet, or excess permanent staffing is not required.

7. Insurance. Identify existing coverage and provide current evidence or a broker/carrier statement demonstrating the ability to obtain the applicable C.18 coverage before Notice to

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Proceed. Purchasing increased limits solely to submit a proposal is not required. Coverage will be documented before authorized work begins.

8. Compensation Negotiation. Do not include proposed fees, hourly or unit rates, cost estimates, man-hour estimates, or a separate cost proposal. Following ranking, A-NPDC will negotiate scope, fair and reasonable compensation, rates, reimbursables, and other terms with the selected Offeror in the sequence described in Section V. For architectural or engineering services, exceptions to non-statutory contract terms are not requested before ranking;

discussions of those terms will occur during negotiations.

9. Other Supporting Data.

10. Proprietary Information. Invoke Virginia Code § 2.2-4342 protection before or upon submission, identify the specific material, and explain why protection is necessary. An entire proposal, nonproprietary material, and line-item or total prices may not be designated proprietary. Place the identification and justification in a clearly labeled section of the submission; see B.11 for access to procurement records.

11. Proposer's Representations. By submitting a proposal, the Offeror certifies that: the proposal is made without collusion or fraud, and without offering or receiving kickbacks or inducements from any other offeror, supplier, or sub-consultant; the Offeror does not and will not knowingly employ an unauthorized alien worker as defined in the Federal Immigration Reform and Control Act of 1986; and the Offeror is not currently debarred by the Commonwealth of Virginia and is not listed on the federal System for Award Management (SAM) exclusions list.

IV. Submittal Instructions

Proposals must be received by the deadline stated on the cover, including its Eastern Time designation.

Offerors may use either of the following methods. Only one official submission is required; duplicate electronic and physical copies are not required.

A. Electronic Submission through eVA

Submit one complete PDF proposal through eVA (https://eva.virginia.gov). The date and time recorded by eVA for the completed submission shall be the official receipt time. Offerors are responsible for completing the submission before the deadline.

B. Sealed Physical Submission

In lieu of eVA submission, deliver one original hard copy by hand, courier, or U.S. mail. Use the appropriate address below. A thumb drive is not required.

Hand delivery or courier:

Accomack-Northampton Planning District Commission Attn: Kellen Singleton, Coastal Project Manager 23372 Front Street Accomac, Virginia 23301

U.S. mail:

Accomack-Northampton Planning District Commission Attn: Kellen Singleton, Coastal Project Manager

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P.O. Box 417 Accomac, Virginia 23301

Seal the package and clearly mark it “RFP – Waterway Characterization Services,” the solicitation number, the Offeror’s name, and “DO NOT OPEN.” Physical proposals must actually reach A-NPDC before the deadline. A postmark, shipment date, or delivery to a postal facility does not establish receipt. A-NPDC’s recorded receipt date and time will govern.

C. Rules for Both Methods

Telephone, facsimile, and ordinary email submissions will not be accepted. Late proposals will not be considered. Offerors bear responsibility for timely receipt by the selected method. Neither authorized method will receive preference in responsiveness review or evaluation.

This RFP and addenda will be posted on eVA and the A-NPDC website. Offerors are responsible for reviewing and acknowledging applicable addenda. Material noncompliance may result in rejection; A- NPDC may waive informalities to the extent permitted by law.

V. Contract Award

Award

A-NPDC will evaluate each category separately using the published criteria. It will conduct discussions with at least two fully qualified Offerors per category when available, then rank the most meritorious firms and negotiate beginning with the highest ranked. If satisfactory terms cannot be reached, negotiations will be formally terminated before proceeding to the next-ranked firm. A written determination that only one firm is fully qualified or clearly more highly qualified may support negotiation with that firm as permitted by § 2.2-4302.2.

Up to two awards may be made per category. After a first award, A-NPDC may continue sequential negotiations with the next-ranked eligible firm for the remaining award. Fewer awards, or no award in a category, may be made if qualifications, negotiations, or program needs do not support the proposed number. Award in Category C does not automatically confer an A or B award; Offerors seeking those categories must identify them in their proposals.

Task-Order Distribution

Before requesting a fee proposal, A-NPDC will document whether the assignment requires a specialist category or integrated services and identify the best-qualified available awardee for that work. Selection will consider relevant expertise, proposed responsible personnel, demonstrated performance, availability, field conditions, and continuity or coordination needs. Where firms are substantially equally suited, A-NPDC may rotate assignments, documenting the basis. No minimum volume or equal share of work is guaranteed.

A-NPDC will negotiate a defined scope and fee with that firm using the negotiated contract terms. If agreement is not reached, it may close that task-order negotiation and proceed to the next suitable awardee. Awardees will not compete for individual task orders based on price. Category-specific awards, responsibility for integration, and use of separate specialists shall be documented before Notice to Proceed. C.31 governs task orders and changes.

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Evaluation Criteria

Each proposed category is scored on a 100-point scale using the criteria below. Assess the personnel and subconsultants committed to that category. Firms proposing a single category receive no deduction for omitting other categories. Corporate size, office location, equipment ownership, conventional versus autonomous platform, and breadth outside the proposed category carry no independent preference.

Relevant personnel experience is credited with clear attribution.

Points Criterion

30 Technical approach, required accuracy, QA/QC, and data usefulness. Sound methods and verification procedures appropriate to the category, supported where available by work samples or demonstrated results.

25 Key personnel and team qualifications. Relevant skills, responsible professional oversight, assigned roles, and qualifications of proposed subconsultants; assess the proposed team rather than in-house breadth.

20 Relevant experience. Comparable technical challenges and demonstrated results in shallow-water surveys, navigation, restoration, coastal mapping, environmental monitoring, or sediment characterization, as applicable. Prior-employer and subcontract experience may qualify.

10 Field logistics and platform capability. Suitable access, launch/staging, equipment or systems, contingency arrangements, and ability to work safely and effectively in tidal shallow-water conditions.

10 Schedule and response capacity. Credible availability, workload management, coordination, weather/tide planning, and ability to meet task-order milestones.

5 References and past performance. Quality, reliability, communication, and schedule performance demonstrated by references or documented prior assignments of the firm or key personnel.

100 Total

Term

The initial term is one (1) year, with up to three (3) additional one-year renewals at A-NPDC’s option. For contracts subject to Virginia Code § 2.2-4303.1, a term ends earlier if cumulative project fees reach the statutory limit; the current limits are $10 million per term and $2.5 million per project, with unused amounts not carried forward. These statutory ceilings are not the program budget or a commitment to order work. Each contract and task order will state its funded ceiling. An authorized extension to complete existing work does not authorize new assignments outside the term..

Payment Terms

Payment and invoices are governed by C.12 and C.13. Work is grant dependent and may be phased;

selection does not authorize work or guarantee payment for services not ordered in writing.

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Governing Law, Venue, and Required Contract Terms

The contract shall be subject to and governed by the laws of the Commonwealth of Virginia. Any dispute arising out of the contract, its performance, or its interpretation shall be litigated only in the state courts serving Accomack County or Northampton County.

Termination, cure, default, and owner-directed suspension are governed by C.15–C.17 and C.32.

Technical disagreements or routine field adjustments do not themselves establish a default.

Nondiscrimination and small-business participation are addressed in C.21 and C.24. Participation by qualified small firms and specialist subconsultants is encouraged without a geographic preference.

Each Offeror shall submit, with its proposal, a completed Certification Regarding Debarment (Appendix D), certifying that neither the Offeror nor its principals are presently debarred, suspended, or otherwise ineligible to participate in covered transactions.

Indemnification

To the fullest extent permitted by law, the Consultant shall indemnify and hold harmless A-NPDC, its officers, agents, employees, and volunteers from and against claims, damages, losses, and expenses, including reasonable attorneys' fees, to the extent caused by the negligent acts, errors, or omissions, recklessness, or intentionally wrongful conduct of the Consultant, its employees, or its sub-consultants in the performance of the work under this Contract.

This provision shall not be construed to require the Consultant to indemnify A-NPDC against liability for damage caused by or resulting solely from the negligence of A-NPDC, and imposes no duty upon the Consultant to defend A-NPDC. Nothing in this Contract shall be construed to impose an indemnification or defense obligation that is void or unenforceable under Virginia Code § 11-4.4 or other applicable law.

The Consultant's indemnification obligations are independent of, and not limited by, the insurance coverage required under this Contract.

Force Majeure

Neither party shall be liable for delay or failure in performance resulting from causes beyond its reasonable control, including severe weather, named storms, hurricanes, nor'easters, flooding, ice, acts of God, fire, epidemic, labor disputes, or action or inaction of governmental authority.

Because the work under this Contract is performed on open and tidal waters, the parties acknowledge that field operations are inherently weather-dependent. Delays arising from sea state, wind, visibility, ice, or unsafe vessel conditions shall be treated as excusable delay, provided the Consultant has exercised reasonable diligence in scheduling and has documented the conditions preventing work.

The affected party shall notify the other in writing within five (5) business days after learning of the condition, describe its schedule effect, and take reasonable mitigation steps. Excusable delay warrants a reasonable extension reflecting the actual effect on performance; additional compensation requires an authorized modification. If the condition continues for more than ninety (90) consecutive days, either party may terminate the affected task order on written notice, with settlement under C.16. Owner-directed suspension is separately governed by C.32.

Agency-imposed time-of-year restrictions or permit conditions affecting the timing of in-water work shall be treated as an adjustment to the performance schedule rather than a default, provided the Consultant promptly notifies A-NPDC upon learning of the restriction.

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Protest of Award

Any Offeror who wishes to protest the award or decision to award a contract resulting from this RFP shall submit a written protest to the Procurement Representative no later than ten (10) days after the award or the announcement of the decision to award, whichever occurs first. The protest shall state the basis for the protest and the relief sought.

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Appendix A: Technical Specifications

A.1 General

Regulated professional services shall be offered and performed under the responsible charge of an appropriately licensed Virginia professional, with applicable DPOR/APELSCIDLA business registration and individual credentials maintained when required by law. A professional is required only for the discipline actually being provided. Qualified technicians, operators, processors, and specialist subconsultants may perform supporting work under the responsible professional’s direction and QA/QC procedures, as applicable. Ownership of equipment or employment of every specialist by the prime is not required.

Methods, equipment, acceptance criteria, and QA/QC shall be documented in the Field Investigation Work Plan and, where applicable, SAP under Task 1.2. Requirements apply only to authorized services; a survey-only task order does not include sediment or laboratory requirements.

The Consultant may make reasonable field adjustments to methods, equipment, survey sequencing, sampling locations, line spacing, or comparable procedures when warranted by field conditions, access limitations, tides, weather, navigation hazards, obstructions, equipment availability or performance, safety considerations, or other conditions encountered during execution of the work, provided that such adjustments:

Remain consistent with the authorized task order and applicable technical standards;

Maintain the intended characterization objectives and required data quality;

Do not materially increase project cost or alter the analytical program; and

Are documented in the project field records and applicable technical deliverables.

Material changes to scope, analytical parameters, accuracy, deliverables, schedule, or compensation require an executed modification under C.31. Routine technical concurrence does not change contract terms.

A-NPDC review does not relieve the Consultant of professional responsibility for technical adequacy, quality control, means and methods, or compliance with applicable law and professional standards.

A.2 Bathymetric Survey

A.2.1 Standard and intended use. Apply the accuracy, control, quality-assurance, and documentation provisions of USACE EM 1110-2-1003 appropriate to the stated use: planning/characterization, permitting/design, or construction measurement and acceptance. Each task order shall identify the applicable survey class, numerical horizontal and vertical accuracy, confidence level, required coverage, and QC acceptance criteria. Do not initiate acquisition until those requirements are documented.

Construction payment or acceptance requirements apply only when the task order expressly includes that use.

A.2.2 Equipment and survey platforms. Single-beam echosounders are acceptable in narrow, shallow waterways when they meet the required accuracy and coverage. Crewed vessels, uncrewed/autonomous surface vessels, and other suitable platforms are acceptable. Multibeam, interferometric, or other acoustic systems may be proposed where justified. No platform or brand receives preference; demonstrate fitness for the task, safe operations, and reliable data acquisition.

Identify equipment limitations, draft, operating conditions, and contingency resources in the work plan.

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Calibration and verification shall suit the acoustic…