SOLICITATION (REQUEST FOR PROPOSAL) #R-AW-26026

Private Utility Locator Services

IMPORTANT NOTICE

THIS IS AN ELECTRONIC PROCUREMENT

SUBMISSIONS WILL ONLY BE ACCEPTED ELECTRONICALLY VIA THE BONFIRE PORTAL

(https://pwcs.bonfirehub.com/portal)

Prince William County Public Schools (PWCS) uses a procurement portal powered by Bonfire for accepting and evaluating proposals and bids. To register, visit https://pwcs.bonfirehub.com. Registration is free. Additional assistance is also available by emailing support@gobonfire.com or via the following link, https://pwcs.bonfirehub.com/portal/support.

Submitting proposals or bids via the Bonfire portal is mandatory for solicitations issued by PWCS. PWCS will not accept proposals or bids submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (e-mail) in response to solicitations issued by PWCS, unless otherwise stated in the solicitation. PWCS does not accept hyperlinks or external links in solicitation responses; all required documents must be submitted directly within the response as specified in the solicitation instructions.

PWCS strongly encourages submission of proposals well in advance of the submission deadline. A submission is not considered received unless all necessary files have been uploaded and the ‘Submit & Finalize’ step has been completed.

Offerors are responsible for the consequences of any failure to timely deliver a proposal to PWCS via the Bonfire portal.

A Pre-Proposal Conference will NOT be held for this procurement.

This is a competitive negotiation procurement procedure; there will be no public opening or announcement of proposals.

All questions pertaining to this solicitation must be submitted through the Bonfire portal by the deadline indicated in the solicitation. If you are unable to submit your question via Bonfire, submit to the PWCS Procurement Department, Amie Wensel at wenselal@pwcs.edu and purchasing@pwcs.edu.

NOTE: Prince William County Public Schools (PWCS) conducts all procurement activities in accordance with PWCS purchasing regulations and all federal and state laws as applicable. Proposals and Bids submitted in response to PWCS’ solicitations must be submitted electronically through Bonfire on or before the date and time stipulated in the solicitation.

https://pwcs.bonfirehub.com/portal https://pwcs.bonfirehub.com/ mailto:support@gobonfire.com https://pwcs.bonfirehub.com/portal/support mailto:wenselal@pwcs.edu mailto:purchasing@pwcs.edu

ISSUE DATE:

July 24, 2026

REQUEST FOR PROPOSAL:

R-AW-26026

TITLE:

Private Utility Locator Services

DEPARTMENT/SCHOOL:

Facilities Department

CLOSING DATE/TIME:

August 14, 2026, no later than 2:00 p.m. ET

CONTRACT ADMINISTRATOR:

Amie Wensel

PROPOSALS MUST BE SUBMITTED ELECTRONICALLY VIA THE BONFIRE PORTAL: Proposals shall be submitted electronically via the Bonfire portal, https://pwcs.bonfirehub.com/portal. PWCS will not accept proposals submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (e-mail). A submission is not considered received by PWCS unless all necessary files have been uploaded and the “Submit & Finalize” step has been completed. Proposals must be received by PWCS no later than 2:00 p.m. Eastern Time (ET) on August 14, 2026. Offerors are responsible for ensuring that its Proposal is timely submitted within the Bonfire portal deadline for receipt of proposals. Proposals received after the stated due date and time shall not be considered.

All questions pertaining to this solicitation must be submitted through the Bonfire portal no later than 11:00 a.m. ET on July 31, 2026. If you are unable to submit your questions via Bonfire, submit them to the PWCS Procurement Department, attention Amie Wensel by email sent to wenselal@pwcs.edu and purchasing@pwcs.edu. After reviewing any questions/requests submitted, the PWCS Procurement Office may issue an addendum to respond to items it deems necessary. Changes to this RFP will be made only by written addendum issued by the PWCS Procurement Office. Any Addenda will be posted to the Bonfire portal.

It is the responsibility of the Offeror to visit the Bonfire portal to review addendum postings.

Notice: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a Bidder or Offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

OFFEROR ACKNOWLEDGEMENT:

Addendum No._____ Date: _______ Initial ______ Addendum No._____ Date: _______ Initial ______

Addendum No._____ Date: _______ Initial ______ Addendum No._____ Date: _______ Initial ______

Information that an Offeror deems proprietary is to be included in TAB 8 of the Proposal and also listed and described in the Proprietary Information Form (see Attachment H). This form shall be included in (TAB 8) of the Proposal. See Submission of Proprietary Information, RFP Section 13.6 for additional information.

Proprietary Information Enclosed: YES NO

All proposed exceptions to this RFP, and any proposed changes to the contract documents or terms and conditions, are to be included in (TAB 9) of the proposal response. See Section 13.8 and Attachment I – Exceptions Form for additional information.

Proposed Exceptions to the RFP: YES NO Company Name (Print):

RETURN THIS PAGE WITH YOUR PROPOSAL

https://pwcs.bonfirehub.com/portal mailto:wenselal@pwcs.edu mailto:purchasing@pwcs.edu

REQUEST FOR PROPOSALS COVER SHEET – TWO RFP # R-AW-26026

STATE CORPORATION COMMISSION (SCC) IDENTIFICATION NUMBER

Pursuant to Code of Virginia §2.2-4311.2: any Offeror who is organized or authorized to transact business in the Commonwealth of Virginia pursuant to Code of Virginia Title 13.1 or Title 50 must include in its Proposal the identification number issued to it by the Virginia State Corporation Commission (“SCC”). Any Offeror that is not required to be so authorized to transact business in the Commonwealth of Virginia as a foreign business entity under Title 13.1 or Title 50, or as otherwise required by Commonwealth of Virginia law, must include in its Proposal a statement describing why such Offeror is not required to be so authorized, and the basis for that assertion.

Offeror may satisfy the Code of Virginia requirements by completing the following form.

Virginia State Corporation Commission (SCC) registration information. The Offeror:

1. is organized as a stock or nonstock corporation, limited liability company, business trust, limited partnership, or registered limited liability partnership, and is authorized to transact business within the Commonwealth of Virginia as a domestic or foreign business entity if so required by Code of Virginia Title 13.1 or Title 50, or as otherwise required by law (SCC Entity Identification number: _______________________) -OR-

2. is not a stock or nonstock corporation, limited liability company, business trust, limited partnership, or registered limited liability partnership, -OR-

3. is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the offeror in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from offeror’s out-of-state location) -OR-

4. is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and completely discloses the undersigned Offeror’s current contacts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other similar provisions in Titles

13.1 or 50 of the Code of Virginia, or other applicable Virginia statute(s).

5. Offeror has not checked any of the foregoing options but currently has pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wishes for its Proposal to be considered for a waiver to allow submission of its SCC Entity ID number after the deadline for PWCS’ receipt of proposals (the PWCS Senior Manager of Procurement reserves the right to determine in his/her sole discretion whether to allow such waiver).:

Full Legal Name of Offeror: _________________________

RETURN THIS PAGE WITH YOUR PROPOSAL

REQUEST FOR PROPOSALS COVER SHEET – THREE RFP # R-AW-26026

In compliance with RFP #R-AW-26026 and all the terms, provisions, and conditions stated therein, the undersigned offers to furnish private utility locator services in accordance with its attached Proposal, as revised during subsequent negotiations, and the undersigned hereby certifies that all information provided below and within any schedule attached hereto is true, correct, and complete. By my signature below, I certify that I am authorized to bind the Offeror to the offer and promises set forth within the Proposal and in any and all negotiations and/or contractual matters relating to this RFP. [Sign and type or print requested information].

By the signature of its duly authorized agent, below, Offeror certifies, that the Offeror has no business or personal relationships with any other companies or persons that could be considered as a conflict of interest or potential conflict of interest with PWCS, and that there are no principals, officers, agents, employees, or representatives of this firm that have any business or personal relationships with any other companies or person that could be considered as a conflict of interest or a potential conflict of interest with PWCS, pertaining to any products or services to be provided by Offeror in performance of any resulting contract awarded by PWCS.

By submitting their proposals, Offerors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

By the signature of its duly authorized agent, below, Offeror certifies, acknowledges, and agrees to be bound by the terms, provisions, and conditions set forth in this RFP #R-AW-26026, as such may become part of any negotiated contract awarded by PWCS as a result of this procurement transaction.

THIS PROPOSAL IS SUBMITTED BY:

Full Legal Name of Offeror:

Mailing Address: Remittance Address (if different):

Phone: ( ) Fax: ( )

Email Address: Contact Person:

Tax Identification (FIN/SSN#):

Typed/Printed Name: Signature:

(Person signing must be authorized to bind Date: the Offeror in contractual matters.)

INCLUDE PAGES 2, 3 and 4 OF THIS RFP AS THE FIRST 3 PAGES OF YOUR PROPOSAL

Private Utility Locator Services

TABLE OF CONTENTS

COVER SHEETS ..................................................................................................................................................1-4

SECTION 1. Purpose

SECTION 2. Background

SECTION 3. Contract Administrator/Technical Point of Contact

SECTION 4. Contract Term and Renewal

SECTION 5. Scope of Work

SECTION 6. Minimum Requirements

SECTION 7. Deliverables

SECTION 8. Communication

SECTION 9. Safety of Personnel and Equipment

SECTION 10. Authorized Work Hours and Response Time

SECTION 11. Proposals and Invoices

SECTION 12. Proposed Schedule of Procurement

SECTION 13. Proposal Submission Requirements

SECTION 14. Required Submittals

SECTION 15. Criteria for Proposal Evaluation

SECTION 16. Method of Award

SECTION 17. Special Contract Terms and Conditions

ATTACHMENTS ……………………………………………………………………………………………..31-59

Attachment A – PWCS General Terms and Conditions

Attachment B – Federal Grants Terms and Conditions

Attachment C – Contractor Reference Sheet

Attachment D – Experience Form

Attachment E – Contact Information Form

Attachment F – Vendor Information Form

Attachment G – Certificate of Compliance…

Attachment H – Proprietary Information Form

Attachment I – Exceptions Form

Attachment J – Vendor’s Proposed Pricing

Attachment K – Sample Contract/Acceptance Agreement

1. PURPOSE: The purpose of this Request for Proposal (RFP) is to initiate a competitive negotiation process by soliciting proposals from qualified offerors currently engaged in providing private utility locator services. PWCS seeks to establish a contract for the location, identification, and marking of privately owned underground utility infrastructure throughout the school division in support of construction, maintenance, excavation, repair, and other operational activities.

2. BACKGROUND: Prince William County Public Schools is located 35 miles southwest of

Washington, D.C., and 85 miles north of Richmond, Virginia. The county encompasses 348 square miles, stretching from the Potomac River to the Bull Run Mountains.

As of September 30, 2025, PWCS had an enrollment of 89,731 students from PK-12, making it the second largest school division in the Commonwealth of Virginia. The school system currently operates 62 elementary schools, 17 middle schools, 13 high schools, three combined schools (two serving grades 1–8 and one serving Kindergarten–8), and three other educational institutions.

3. CONTRACT ADMINISTRATOR/TECHNICAL POINT OF CONTACT: The following employees of PWCS are identified to use all powers under the contract to enforce its faithful performance:

3.1. CONTRACT ADMINISTRATOR: As the Contract Administrator, the following individual, or her designee, shall serve as the interpreter of the terms and provisions of the resulting contract and shall use all powers under the contract to enforce its faithful performance.

Amie Wensel, Senior Buyer, Procurement, 703-791-8596, wenselal@pwcs.edu

3.2. TECHNICAL POINT OF CONTACT (TPOC): The following individual, or their designee(s), shall work directly with the Contractor in scheduling, coordinating work, and providing general direction under the resulting contract:

Azmir Kabilovic, Administrative Coordinator, kabiloax@pwcs.edu, 703-791-

The Contractor shall plan and coordinate the delivery of products or services with PWCS’ Technical Point of Contact (TPOC). If there is a change to the schedule and/or deliverables, the TPOC, or designee, must approve the change in writing.

4. CONTRACT TERM AND RENEWAL: The initial term of this contract shall be from the date of the award to October 31, 2031, with the option to renew for one (1) additional five-year period upon mutual written consent of the parties to the contract. Prices shall remain firm for the initial one (1) year of the Contract. Thereafter, the Contractor may submit one (1) request for a price adjustment annually in accordance with Section 17.18, Prices and Price Adjustments.

mailto:FarmerSD@pwcs.edu mailto:kabiloax@pwcs.edu

5. SCOPE OF WORK: The Contractor shall provide all supervision, labor, tools, materials, supplies, equipment, transportation, resources, documentation, and workmanship necessary to perform private utility locator services on an as-needed basis at various Prince William County Public Schools (PWCS) facilities and properties.

Services shall include, but are not limited to, the detection, identification, tracing, marking, and documentation of privately owned underground utility infrastructure, including electrical, water, sewer, stormwater, communications, irrigation, site lighting, and other underground systems. The Contractor shall provide utility markings and supporting documentation sufficient to assist PWCS and its contractors in safely performing excavation, construction, maintenance, repair, and other ground-disturbing activities. The Contractor shall not be responsible for locating or marking underground natural gas distribution lines. Public utility operators and other utility owners remain responsible for locating and marking their respective facilities through the Virginia Utility Protection Services (VA811) process.

The Contractor shall respond to routine and emergency service requests as directed by PWCS, and perform all work in accordance with applicable industry standards, safety requirements, and the terms and conditions of this solicitation.

6. MINIMUM REQUIREMENTS:

6.1. The Contractor shall hold a Class A Contractor’s license. See Section 13.10.4.4.1 for proposal submission requirements.

6.2. All Technicians performing services under this contract shall have at least five (5) years of experience in utility marking.

6.3. All Technicians performing services under this contract shall be trained and knowledgeable in the proper use of the Virginia Utility Protection Services (VA811) system, including the receipt, interpretation, response and documentation of Notices of Intent to Excavate. PWCS may request documentation demonstrating compliance.

6.4. The Contractor shall provide all tools, equipment, materials, personnel and supervision as needed to perform utility locator and marking services.

6.5. Deployment of multiple technicians to a single site requires prior approval by

PWCS.

6.6. The Contractor is subject to and shall adhere to The Rules for Enforcement of The Underground Utility Damage Prevention Act. A copy of this document can be found within the Code of Virginia, Title 56, Chapter 10.3.

6.7. Private utilities include, at a minimum, all PWCS owned underground electrical, communications, data, water, sewer, stormwater, irrigation, fire suppression, and associated conduits, whether active, inactive, or abandoned, unless expressly excluded in writing by PWCS.

6.8. The Contractor shall utilize a calibrated measuring device, for measuring actual linear footage of work performed under this contract to obtain precise measurements for utility location.

6.9. The Contractor shall use a marking method that meets or exceeds the marking standards as set forth by the American Public Works Association and marking shall be capable of being seen as maintained for a minimum of ten (10) days. All utility markings shall include proper paint color and flags. All flags shall be marked with the Contractor’s company name.

6.10. The Contractor shall identify and label PWCS owned utility lines located within Prince William County Public School property. Identifying and labeling pertains to locating and marking each respective utility type per established color code.

6.11. PWCS will make available, to the extent such records exist, maps, charts, construction plans, utility records, and other documents reasonably necessary to assist the Contractor in identifying and locating underground utilities. The Contractor shall be responsible for reviewing and utilizing such information in the performance of the work.

6.12. Utility locating shall meet or exceed ASCE 38-22 Quality Level B unless specified in writing by PWCS.

6.12.1. Quality Level B (QL-B): The standard level for design. Involves applying surface geophysical methods (e.g., ground-penetrating radar, EM locators) to designate subsurface utilities. These interpretations are marked on the ground, mapped, and tied to the project survey datum with an accuracy of ±

0.2 feet

6.13. Virginia Utility Protection Services (VA811) Notices of Intent to Excavate may be initiated by either PWCS or, upon request, by the Contractor; regardless of ticket origin, the Contractor shall be responsible for timely response, accurate locating and marking of PWCS-owned underground utilities, and reporting marking status to VA811 in accordance with applicable law for public and private utility situational awareness.

6.14. Each service request shall include, at minimum, field markings and digital locate report including date/time, technician’s name, utilities located, method used, and photographic documentation. Digital reports shall be submitted in PDF format unless otherwise approved by PWCS.

6.15. Remarking due to normal fading within the 15-day visibility period shall be performed at no additional cost. Re-marking required beyond fifteen (15) days may be billable unless caused by contractor error.

6.16. Contractor shall utilize non-invasive locating methods and coordinate with PWCS for access to secured or restricted areas.

6.17. When utilities cannot be located, Contractor shall document the limitation, method attempted and provide written notification to PWCS identifying the reason.

6.18. Utility depth information is not guaranteed as part of standard locating services.

The Contractor shall estimate utility depth where feasible using non-invasive locating methods and shall clearly label any depth information provided as “estimated”. PWCS acknowledges that utility depth information is approximate and may vary due to site conditions, installation methods, and subsequent site changes. Estimated depth information shall not reduce the Contractor's responsibility for accurate horizontal location.

6.18.1. Estimated depth information is provided for planning purposes only and shall not be relied upon as a final verification of utility depth unless subsurface verification is separately authorized in writing by PWCS.

6.19. No excavation, potholing, test holes, or exposure of utilities shall be performed unless expressly authorized in writing by PWCS as a separate service.

6.20. The Contractor shall be responsible for any and all damage resulting from inaccurate markings. PWCS will not pay for any utility re-marking or any Emergency Rates resulting from inaccurate marking by the Contractor.

6.21. The scope of work shall pertain to PWCS owned and operated utilities only. Any working contractors or any additional parties performing work on PWCS property shall be responsible for coordinating with VA811 for all other public utilities.

7. DELIVERABLES: For each service request issued under the resulting contract, the Contractor shall provide the following deliverables, as applicable to the scope of work requested:

7.1. Utility Markings - The Contractor shall accurately locate and mark all identified PWCS-owned underground utilities within the requested work area in accordance with the American Public Works Association (APWA) Uniform Color Code and all applicable industry standards.

7.2. Digital Locate Report - Upon completion of each service request, the Contractor shall provide a digital locate report containing, at a minimum:

7.2.1. Date and time services were performed;

7.2.2. PWCS facility name and address;

7.2.3. Name of technician(s) performing the work;

7.2.4. VA811 ticket number, if applicable;

7.2.5. Description of the area located;

7.2.6. Types of utilities identified;

7.2.7. Utility locating methods utilized;

7.2.8. Any limitations, conflicts, inaccessible areas, or utilities that could not be positively identified; and

7.2.9. Estimated linear footage of utilities located, when applicable.

7.2.10. PWCS Contract #R-AW-26026.

7.3. Photographic Documentation - The Contractor shall provide clear digital photographs documenting utility markings and site conditions sufficient to verify completion of the requested services.

7.4. Utility Sketches and Mapping - When requested by PWCS, the Contractor shall provide utility sketches, marked-up site plans, or electronic mapping information identifying the approximate location of utilities discovered during the locating process.

7.5. Notification of Unlocatable Utilities - If utilities cannot be located or verified, the Contractor shall provide written notification identifying:

7.5.1. The utility or utility type that could not be located;

7.5.2. The methods utilized to attempt the locate;

7.5.3. Any known site conditions impacting the locate; and

7.5.4. Recommendations for additional investigation, if applicable.

7.6. Emergency Service Documentation - For emergency service requests, the Contractor shall provide documentation of response time, arrival time, work performed, and final disposition of the request.

7.7. Service Completion Verification - All deliverables shall be submitted electronically to the PWCS Technical Point of Contact (TPOC) within one (1) business day following completion of the requested services unless otherwise approved by

PWCS.

7.8. Record Retention - The Contractor shall maintain all locate reports, photographs, sketches, maps, field notes, and other supporting documentation for a minimum period of five (5) years following completion of the services. Such records shall include, at a minimum, the date of service, technician performing the work, utility locating methods used, and documentation of utility markings, and shall be provided to PWCS upon request.

8. COMMUNICATION:

8.1. The Contractor shall maintain reliable communication capabilities throughout the term of the contract. The Contractor shall maintain a mobile communication device capable of operating throughout the service area and shall promptly respond to communications from PWCS regarding work assignments, service requests, scheduling, emergencies, and other contract-related matters.

8.2. The Contractor shall provide active list of after-hours emergency contact numbers for emergency service requests and callouts. The name and telephone number of the designated contact person(s) shall be included in the proposal. The Contractor shall maintain an up to date list and provide to PWCS as changes are made regularly. See Section 13.10.4.5 for proposal submission requirements.

8.3. The Contractor Shall remain accessible to PWCS at all times for communication purposes.

8.4. Any changes in key personnel or contact information made by the Contractor shall be provided to PWCS immediately upon change.

8.5. Coordination of Work - The Contractor shall coordinate all work schedules, site access, utility locating activities, and service requests with the PWCS Technical Point of Contact (TPOC) or designee. Work shall not interfere with school operations unless specifically authorized by PWCS. The Contractor shall promptly notify the TPOC of any conditions that may impact the schedule, scope of work, site access, or successful completion of services.

8.6. The Contractor shall immediately notify the TPOC or designee of any condition identified during utility locating activities that presents an immediate safety hazard, threatens damage to PWCS utilities or facilities, or may significantly disrupt school operations.

9. SAFETY OF PERSONNEL AND EQUIPMENT:

9.1. All Contractor personnel shall wear proper Personal Protective Equipment (PPE), safety vests, and any other equipment required to always comply with Occupational Safety and Health Administration (OSHA) and Virginia Occupational Safety and Health Administration (VOSH) standards.

9.2. The Contractor shall obey all safety rules and regulations and shall not create any hazardous conditions within the operation.

9.3. The Contractor’s equipment utilized for work performed under the resulting contract shall meet or exceed the minimum requirements of OSHA and VOSH standards and specifications.

9.4. The Contractor shall perform all work in a manner that minimizes disruption to instructional activities, student arrival and dismissal, transportation operations, athletic events, and other school functions. The Contractor shall coordinate with the PWCS TPOC or designee regarding any activities that may impact normal school operations and shall comply with all site-specific access and safety requirements.

10. AUTHORIZED WORK HOURS AND RESPONSE TIME:

10.1. The Contractor shall provide contact information and services for regular business for the of hours 6 a.m. to 4 p.m. Monday through Friday, weather conditions permitting, unless otherwise authorized by PWCS.

10.2. Contractor shall respond to utility location and marking requests within forty-eight

(48) hours of PWCS notification.

10.3. Emergency Requests/Services: The contractor shall respond and complete Emergency Requests/Services within three (3) hours of confirmed receipt by the Contractor of such requests. Emergency Requests/Services are limited to conditions posing immediate risk to life, property, or essential operations and determined by PWCS.

11. PROPOSALS AND INVOICES:

11.1. All proposals shall be submitted no later than three (3) business days following the site visit, walk-through, or request for pricing. Proposals shall clearly reference the applicable contract number and shall be submitted in accordance with all terms and conditions of the contract.

11.2. For each service request, the Contractor shall provide a service ticket, work order, or report documenting the work performed. At a minimum, the documentation shall include:

• Contractor's name

• Purchase Order number, if applicable

• Contract number, R-AW-26026

• Date(s) of service

• PWCS location where services were performed

• Description of services performed

• Name of the PWCS representative requesting or authorizing the work

• Name and signature of the Contractor's technician or representative performing the work

• Name and signature of the PWCS TPOC (or designee) acknowledging completion of the services

11.3. All invoices shall be submitted following completion of the requested services and shall clearly reference the applicable Purchase Order number. Each invoice shall be accompanied by the corresponding signed service ticket, work order, or service report documenting the services performed, including the date of service, PWCS location, and description of work completed.

12. PROPOSED SCHEDULE OF PROCUREMENT: (Dates are subject to change)

Date Schedule of Items

July 24, 2026 Issue/Advertise Request for Proposal

July 31, 2026 Questions/Inquiries Must Be Submitted by 11:00 AM

August 14, 2026 Proposals Due no later than 2:00 PM

September 2026 Oral Presentations/Demonstration with Offerors (if required)

September 2026 Negotiations with Selected Offeror(s)

October 2026 Award of Contract

13. PROPOSAL SUBMISSION REQUIREMENTS:

13.1. RFP Response: In order to be considered for selection, Offeror must timely submit a complete Proposal in response to this RFP. One (1) original, plus one (1) original redacted copy (if applicable) of the Offeror’s Proposal must be submitted to the Prince William County Public Schools Procurement Office in electronic format via the Bonfire portal referenced in the solicitation. Each original shall be clearly marked as “ORIGINAL” and the redacted copy, clearly marked as “REDACTED ORIGINAL .” No versions, whether originals or copies, shall be delivered or distributed by the Offeror to PWCS or its employees. PWCS reserves the right to request one or more paper copy(ies) of the original proposal to be provided by mail or delivery to PWCS at a later date, for use within the competitive negotiations process.

13.2. If there is no proprietary information in the proposal, Offeror must check “NO” on Page 2 on the coversheet under Proprietary Information Enclosed and the submission of “REDACTED ORIGINAL” and Attachment H are not required.

13.3. Late Proposals: To be considered for selection, each Offeror’s Proposal must be received by PWCS on or prior to the deadline specified in the solicitation.

13.4. PWCS will not be responsible for any expense incurred by any Offeror in preparing and submitting a Proposal.

13.5. Use of Information and Documents: PWCS and its officials, employees and agents will copy and use the Offeror’s Proposal for various purposes related to analysis, evaluation, and decision to award a contract. Following award, PWCS may be required to allow inspection and copying of documents and may also use the Offeror’s documents in connection with any resulting contracts with that Offeror. The Offeror is responsible for obtaining any necessary authorizations for all such use of the documents and information, and for assuring that such copying and use is in conformance with laws related to trademarks and copyrights. Any documents or information for which the Offeror has not obtained such authorization, or for which such copying and use is not authorized, shall not be submitted. The undersigned Offeror agrees to indemnify, defend, and hold PWCS, its officials, employees, and agents harmless from any claims of any nature, including claims arising from trademark or copyright laws, related to use of information and documents submitted with the Offeror’s response.

13.6. Submission of Proprietary Information: Trade secrets or proprietary information submitted by an Offeror in connection with this procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke these protections upon submission of the data or the materials and must identify the data or other materials to be protected and state the reason why protection is necessary. [Virginia Code Section 2.2-4342(F)]. Offerors shall submit on the Proprietary Information Form (Attachment H), any information considered by the Offeror to be trade secrets or proprietary information, shall clearly identify the information as trade secrets or proprietary information and shall state the reason why protection is necessary.

Offerors may not declare the entire proposal proprietary, nor may they declare proposed pricing to be proprietary. References may be made within the body of the proposal to proprietary or trade secret information however, any information not listed on the Proprietary Information Form shall be public information (Tab 8).

13.7. Mandatory Provisions: Mandatory provisions of this Request for Proposal are indicated by the inclusion of the words "shall" or "must".

13.8. Effect of Proposal Submission: Submission of a Proposal shall constitute the Offeror's agreement to the terms, provisions, and requirements set forth or referenced within this RFP that are required by Federal or Commonwealth of Virginia law or regulations, PWCS procurement regulations, and PWCS policies and regulations. Offerors shall clearly and specifically identify any requested exceptions, deviations, or clarifications to the requirements, specifications, terms, or conditions of this RFP. Any proposed exceptions shall be submitted on the Exceptions Form, RFP Attachment I, and included in the Proposal response under the Tab 9. PWCS's review and acceptance of any proposed exceptions shall be a condition of contract award.

Offerors are reminded that their Proposal will form the basis of the Contract negotiations phase between PWCS and the selected Contractor. Accordingly, the Proposal shall be written in a concise, forthright manner, and provide information and responses in the manner described in the RFP. PWCS reserves the right to incorporate all statements and claims made in the Offeror's Proposal (to include any attachments) in the final contract.

DEBARMENT. By submitting a bid or proposal in response to an IFB or RFP, the bidder/offeror warrants that it is not currently listed on the governmentwide exclusions in the Federal System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement federal Executive Orders 12549 and 12689 (1986 and 1989, respectively), “Debarment and Suspension”, and it is not currently debarred by any state, or by any local public entity or agency, from contracting for particular types of materials, supplies, services, insurance, or construction. If contractor cannot truthfully make such a certification, it shall provide notice to PWCS prior to commencement of its performance, providing information about any debarment currently in effect as to the contractor. Contractor’s notice shall be given in writing to PWCS’s Senior Manager of Procurement. (2 C.F.R. Part 200, Appendix II(H))

13.9. Oral Presentations/Product Demonstrations: Contractors who are selected for negotiations with PWCS may, during the negotiation process, be required to give an oral presentation of their Proposal to PWCS. This provides an opportunity for the Offeror to clarify or elaborate on the Proposal. This is a fact finding and explanation session only and does not include negotiation. The Contract Administrator will schedule the time and location of these presentations. Oral presentations are an option of PWCS and may or may not be conducted.

13.10. Format and Content of Proposal: Offerors should organize their proposals using the following TABBED-SECTION format (Tab 1 through Tab 11), preceded by a Table of Contents. Proposals should be as thorough and detailed as possible so that PWCS may properly evaluate your capabilities to provide the required goods (products) and services.

The Proposal should address the Section 5, Scope of Work, and Section 6, Minimum Requirements. Proposals should provide straightforward and concise responses to requests for information and descriptions of qualifications and capabilities. Each section of the Proposal should be clearly tabbed with all documentation and be in PDF format.

13.10.1. Title Sheet and Addenda, if applicable (TAB 1): Furnish the information requested on the REQUEST FOR PROPOSAL TITLE PAGES (Pages 2, 3 & 4) of this solicitation and include it as the first three pages of your proposal. The name stated on the Title Sheet, page 4 must be the full legal name of the Offeror and the address must be that of the office which will have the responsibility for the services provided.

Offerors must specify on the introductory cover sheet, page 2, if proposal contains trade secrets or proprietary information and if the proposal contains any exceptions to the content and requirements of the RFP and if so, must complete Attachments H & I.

All addenda acknowledgements, if any, should be acknowledged on page 2, and included in proposal.

Executive Summary: Include an executive summary to include a commitment to perform the work as required in the RFP, a statement that the Offeror has read and understands the RFP, any uniquely specific information the Contractor wishes to highlight, and identification of the primary point of contact authorized to answer questions and make decisions regarding the proposal submission (including name(s), address, telephone number, and email address).

13.10.2. Project Methodology/Approach (TAB 2): Offeror shall respond to the Statement of Work, Section 5, and Minimum Requirements, Section 6. The Offeror shall provide a written narrative describing its approach to performing the services required under this RFP. Sufficient detail shall be provided to demonstrate the Offeror's understanding, ability, and willingness to satisfy all specified requirements. Offeror shall provide a detailed description and explanation of the services, methods, technologies, procedures, and resources that will be utilized to perform the work.

13.10.2.1. Offeror shall describe the contractual and operational arrangements necessary to successfully provide the services required under this RFP and the Offeror's role in those arrangements. Offeror shall identify whether services will be performed directly by the Offeror or through subcontractors and shall clearly identify all subcontractors, affiliates, partners, consultants, or other entities that will participate in the performance of the work. The Offeror shall describe the responsibilities of each entity and provide any supporting documentation required by this solicitation.

13.10.2.2. Based on the information provided in this RFP, the Offeror shall identify in detail all materials, information, access, support, or services expected from PWCS in addition to general assistance.

13.10.2.3. Offeror shall identify any additional services, tasks, equipment, resources, deliverables, or requirements not expressly stated in this RFP that the Offeror believes are necessary to successfully perform the services described herein and meet PWCS's operational needs.

13.10.2.4. Offeror shall describe the procedures and methods that will be used to locate, identify, and mark private underground utilities, including the locating technologies and equipment proposed for use (such as electromagnetic locators, ground penetrating radar (GPR), GPS-enabled data collection, GIS integration, utility mapping software, or other technologies), and explain how such technologies will be utilized to perform the required services.

13.10.2.5. Offeror shall describe their procedures for documenting and reporting locating activities, including utility markings, field reports, photographs, sketches, maps, digital reporting capabilities, and record retention practices.

13.10.2.6. Offeror shall describe their procedures for responding to routine, urgent, and emergency service requests, including anticipated response times and communication protocols.

13.10.2.7. Offeror shall describe their quality assurance and quality control procedures used to ensure accurate and reliable utility locating and marking services.

13.10.2.8. Offeror shall describe how they will meet the required response times identified in Section 10, Authorized Work Hours and Response Time.

13.10.2.9. Offeror shall describe how they will provide all deliverables identified in Section 7, Deliverables.

13.10.3. Experience & Qualifications (TAB 3): The Offeror shall indicate its expertise and experience relative to the Statement of Work, Section 5, and terms, conditions, and requirements included in this RFP. Offeror shall identify experience providing private utility locator services for public agencies, educational institutions, campuses, or similar environments.

13.10.3.1. Provide a brief history of the Offeror, including, but not limited to, the year established, corporate office location, and years of experience providing private utility locator services.

13.10.3.2. Provide documentation of a minimum of three (3) previous projects or contracts with a similar scope of work. Include project description, company name, address, telephone number, email address, point of contact, contract value, and whether the project was completed on time and within budget.

13.10.3.2.1. Complete and include the Experience Form (Attachment D) summarizing the required projects. Additional project information may be attached if necessary.

13.10.3.3. Describe the Offeror's experience locating various types of underground utilities, including but not limited to electrical, water, sewer, stormwater, irrigation, and communications infrastructure.

13.10.3.4. Describe the Offeror's experience performing services at occupied or secured facilities, including schools, campuses, governmental facilities, or similar environments.

13.10.3.5. Describe the Offeror's experience coordinating with VA811, engineers, contractors, construction managers, and facility owners.

13.10.3.6. Include other relevant information the Offeror deems necessary to describe its qualifications to provide the services in accordance with PWCS' needs and requirements.

13.10.4. Staff Plan & Qualifications (TAB 4): Provide a statement of qualifications for each team member who may be assigned to perform services under the resulting contract, along with a description of their anticipated role(s) and responsibilities.

13.10.4.1. Offeror shall include information demonstrating that its staff possesses the qualifications, training, certifications, licenses, and experience necessary to perform the services outlined in this RFP.

13.10.4.2. Submit staff resumes evidencing experience with similar projects and contracts and identifying each staff member's designated role in performing services for PWCS.

13.10.4.3. Describe the Offeror's staffing approach for routine, urgent, and emergency service requests.

13.10.4.4. Provide certifications and supporting documentation for both the firm and assigned personnel.

13.10.4.4.1. Provide a copy of the firm’s current Virginia Class A Contractor’s License.

13.10.4.5. Complete and include the Contact Information Form (Attachment E) identifying the Proposal/Contract Contact, Operations/Service Coordinator, After-Hours/Emergency Contact, and Accounting/Invoicing Contact.

13.10.5. Safety & Compliance (TAB 5): The Offeror shall describe its safety program and compliance procedures applicable to the services required under this RFP.

13.10.5.1. Describe field safety procedures and protocols for working on active school properties.

13.10.5.2. Describe compliance with OSHA, VOSH, the Underground Utility Damage Prevention Act, VA811 requirements, and other applicable regulations.

13.10.5.3. Describe the use of personal protective equipment (PPE), work zone protection measures, and procedures for minimizing disruption to school operations.

13.10.5.4. Describe Procedures for securing work areas and minimizing disruption.

13.10.5.5. Describe emergency response procedures, incident reporting requirements, and escalation protocols.

13.10.6. References (TAB 6): The Offeror shall complete the Contractor Reference Sheet (Attachment C) and provide a minimum of three (3) organizations for whom the Offeror has provided private utility locator services of similar scope within the past one

(1) to five (5) years. References should demonstrate the Offeror's qualifications, experience, reliability, and ability to successfully perform the services described in this RFP. Prince William County Public Schools shall not be used as a reference.

13.10.6.1. Offeror shall include the client name, address, contact name, telephone number, and email address for each reference.

13.10.6.2. Offeror shall provide a brief description of the services performed, including the types of utilities located, approximate project size, and dates of service.

13.10.6.3. Offeror shall identify whether the referenced work was performed for a public agency, educational institution, governmental entity, campus environment, or similar facilitites.

(Attachment C – Failure to complete this form and all information will result in a lower final score.)

PWCS will contact the references provided and it will be the Offeror’s responsibility to ensure the organizations/individuals listed respond to PWCS reference inquiry by the date requested.

13.10.7. Proposed Pricing (TAB 7): The Offeror shall complete and submit the Vendor's

Proposed Pricing Form (Attachment J) in this tab. Pricing shall reflect all costs associated with performing the required services, including labor, equipment, supplies, travel, overhead and profit. Pricing shall be firm fixed as specified in the solicitation.

No extra charges shall be allowed.

Pricing shall not be designated as proprietary or confidential. PWCS will only pay for actual work/services performed and accepted.

13.10.8. Proprietary Information (TAB 8): All proprietary information must be included on the

Proprietary Information Form, Attachment H. Include the Proprietary Information Form in this tab. See Section 13.6 for additional information.

13.10.9. Exceptions (TAB 9): Any exceptions being taken to the RFP must be included on the

Exceptions Form, Attachment I. Include the Exceptions Form in this tab. See Section

13.8 for additional information.

13.10.10. Other Information (TAB 10): Include other relevant information the Offeror deems necessary to describe its qualifications to provide the services needed to successfully complete the work described in the Statement of Work, Section 5, or which the Offeror deems are relevant to its selection. Describe any special strengths or insight which may be applicable to your firm but not requested herein.

13.10.10.1. GIS / Utility Mapping Capabilities: PWCS is interested in understanding the broader capabilities of Offerors related to utility asset management and mapping. Offerors may provide information describing any available Geographic Information System (GIS), Global Positioning System (GPS), utility mapping, electronic utility inventory, asset management, or related technology capabilities offered by their firm.

This information is requested for informational purposes only and will not be evaluated, scored, or considered in the award determination. Responses may assist PWCS in identifying capabilities that could be beneficial for future initiatives.

13.10.11. Attachments (TAB 11): Complete and return the following attachments with your proposal submittal within Tab 11:

13.10.11.1. Attachment B – Federal Grants Terms and Conditions

13.10.11.2. Attachment C – Contractor Reference Sheet

13.10.11.3. Attachment D – Experience Form

13.10.11.4. Attachment E – Contact Information Form

13.10.11.5. Attachment F – Vendor Information Form

13.10.11.6. Attachment G – Certificate of Compliance

14. REQUIRED SUBMITTALS: Each Offeror who submits a Proposal in response to this RFP must supply all of the documents and forms required in the RFP, fully executed by an authorized agent of the Offeror, where the requirement for a signature is indicated. All required documents must be submitted directly as part of the Proposal in the manner specified by this RFP;

hyperlinks or external links to documents or information will not be accepted. Failure of a Proposal to include all required documents and forms, with signatures where indicated, may result in a lower score or the disqualification of the Offeror's proposal. PWCS does not accept hyperlinks or external links in solicitation responses; all required documents must be submitted directly within the response as specified in the solicitation instructions.

15. CRITERIA FOR PROPOSAL EVALUATION:

Evaluation Criteria

Points Value (Out of a Possible 100 points)

Project Methodology/Approach/Completeness 40

Experience/Qualifications/References/Ability to Perform 35

Proposed Pricing 25

16. METHOD OF AWARD: This competitive selection process shall be conducted by PWCS in accordance with the requirements of the Virginia Public Procurement Act, as implemented by PWCS’ policies and regulations.

Following evaluation of Proposals submitted in response to this RFP, selection shall be made of two or more…