1. PROPOSAL COVER SHEET – PAGE 1 OF 3

ISSUE DATE:

November 2, 2026

REQUEST FOR PROPOSAL #:

S-LD-27009

TITLE: Elizabeth Vaughan Elementary School Architectural & Engineering Services for Construction Administration And Project Completion

DEPARTMENT/SCHOOL:

Facilities Services

CLOSING DATE/TIME:

November 12, 2026 @ 2:00 p.m.

ET

CONTRACT ADMINISTRATOR:

Lesley Dean, VCO, VCA, DeanLM@pwcs.edu; 703-791-8740

RFP for Elizabeth Vaughan Elementary School Architectural and Engineering Services

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 successful unless all necessary files have been uploaded and the ‘Submit & Finalize’ step has been completed. Proposals must be received no later than 2:00 p.m. ET, November 12, 2026. Offerors are responsible for ensuring that the PWCS Procurement Office receives their proposal submission by the date and time indicated. Proposals received after the stated due date and time shall not be considered.

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

All questions pertaining to this solicitation must be submitted through the Bonfire portal no later than November 5, 2026. If you are unable to submit your questions via Bonfire, submit them to the PWCS Senior Buyer, Lesley Dean at deanlm@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 for addendum postings.

Note: 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 the Offerors deem proprietary is to be included on the Proprietary Information Form, see Attachment F.

This form shall be included in (Tab 6) of the proposal response. See Submission of Proprietary Information under Proposal Submission Requirements for additional information.

Proprietary Information Enclosed: YES________ NO Proposed exceptions to proposed contractual terms and conditions or any requirements set forth within this RFP shall be provided by the Offeror upon request by PWCS, at an appropriate time in the competitive negotiations process.

Company Name (Print):

Virginia State Corporation Commission (SCC) registration # ____________________________________ mailto:DeanLM@pwcs.edu https://pwcs.bonfirehub.com/portal mailto:deanlm@pwcs.edu mailto:purchasing@pwcs.edu

PROPOSAL COVERSHEET- PAGE 2 OF 3

State Corporation Commission Form

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

is a corporation or other business entity with the following SCC identification number:

____________ -OR-

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

**NOTE** >> Check the following box if you have not completed any of the foregoing options but currently have pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for bids (PWCS reserves the right to determine in its sole discretion whether to allow such waiver):

REQUEST FOR PROPOSAL #: S-LD-27009

TITLE: ELIZABETH VAUGHAN ELEMENTARY SCHOOL ARCHITECTURAL & ENGINEERING SERVICES

RETURN THIS 3-PAGE COVER SHEET WITH YOUR PROPOSAL

SIGNATURE PAGE

In compliance with this RFP and all the conditions imposed therein, the undersigned offers and agrees to furnish the goods/services in accordance with the attached proposal or as mutually agreed upon by subsequent negotiations. By my signature below, I certify that I am authorized to bind the offeror in any and all negotiations and/or contractual matters relating to this RFP. Sign and type/insert or print requested information.

My signature certifies that this firm or individual 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 to 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 to PWCS, pertaining to any and all work or services to be performed as a result of this request and any resulting contract with PWCS. By signing, offeror certifies, acknowledges, and agrees to be bound by the conditions set forth or referenced in this RFP (including, without limitation, conditions set forth within the Attachments to this RFP).

By my signature below, I certify that the Offeror identified below has all of the Virginia licenses, registrations, permits, or certifications required for the professional services specified in this

RFP.

Offeror Name (Full Legal Name):_________________________________________

License # _________________ Type ______________________

THIS PROPOSAL IS SUBMITTED BY:

Name of Offeror’s Agent/Representative:

Mailing Address: Street Address (If Different):

Phone: ( ) Fax: ( ) Email Address: Contact Person:

Tax Identification (FIN/SSN#): SCC Registration/ID No. ___________________

Signature: _____________________________________________

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

Date:

RETURN THIS 3-PAGE COVER SHEET WITH YOUR PROPOSAL, FULLY EXECUTED

RFP ATTACHMENTS

Contents

1. PROPOSAL COVER SHEET – PAGE 1 OF 3

2. PROJECT BACKGROUND

3. ARCHITECTURAL AND ENGINEERING SERVICES FOR CONSTRUCTION ADMINISTRATION AND PROJECT COMPLETION

4. RFP DEADLINES AND ANTICIPATED MILESTONE DATES

5. PROPOSAL SUBMISSION REQUIREMENTS

6. EVALUATION AND AWARD OF CONTRACT

7. NEWS RELEASES

8. CERTIFICATE OF COMPLIANCE (ACCESS TO SCHOOL PROPERTY)

9. CANCELLATION OR REJECTION OF RFP OR PROPOSALS

10. DEBARMENT STATUS

11. ATTACHMENT A (VIF)

12. ATTACHMENT B (REF. INFO)

13. ATTACHMENT C (CERT. COMPL.)

14. ATTACHMENT D (DEBARM)

15. ATTACHMENT E (ETHICS)

16. ATTACHMENT F (PROPRIETARY)

17. ATTACHMENT G: STANDARD FORM A/E CONTRACT

REQUEST FOR PROPOSALS (RFP)

2. PROJECT BACKGROUND

Prince William County Public Schools (PWCS) is currently completing the renovation and addition project at Elizabeth Vaughan Elementary School, located at 2200 York Drive, Woodbridge, Virginia. Design, permitting, and bidding services have substantially been completed, and construction is underway.

Architectural and engineering services for the Project were originally obtained under a PWCS term contract, which included a limitation on the individual project fee. During a subsequent review of the Project's remaining professional services requirements, PWCS determined that the remaining construction administration and related professional services should be procured through a separate competitive procurement. Accordingly, PWCS is issuing this qualifications-based Request for Proposals to select a qualified A/E firm to provide the remaining construction-phase professional services and any design services necessary to support completion of the Project.

Construction is currently in progress, and PWCS estimates that approximately 25% of the construction administration phase has been completed, with approximately 75% remaining. The selected A/E will therefore be assuming responsibility for a Project already under construction and will be expected to transition into the ongoing construction administration process and provide the professional services necessary through Project completion, closeout, and the warranty phase.

3. ARCHITECTURAL AND ENGINEERING SERVICES FOR CONSTRUCTION

ADMINISTRATION AND PROJECT COMPLETION

a. Project Overview

PWCS seeks a qualified architectural/engineering firm to provide the professional services necessary to support completion of the Elizabeth Vaughan Elementary School Additions and Renovation Project. Services will include construction administration, professional interpretation of the Construction Documents, design modifications and revisions when authorized by PWCS, Project closeout, and warranty-phase services.

The Project includes the renovation and expansion of an occupied elementary school together with associated structural, MEP, fire protection, building envelope, technology, civil/site, stormwater, utilities, parking, circulation, playground/playfield, sustainability, and related improvements.

The existing design commission included comprehensive architectural and engineering services through construction. The original fee proposal identified construction administration as a separate phase, and the design team included architectural, structural, MEP, civil, envelope and cost-estimating disciplines.

Construction is presently underway. Therefore, the selected A/E shall be capable of assuming responsibility for an active, phased construction project without interruption to the orderly progress of the Work.

b. Professional Team

The Offeror shall provide, either through its own staff or qualified consultants, all disciplines necessary to perform the required services, including as applicable:

• Architecture and overall A/E coordination;

• Structural engineering;

• Mechanical engineering;

• Electrical engineering;

• Plumbing and fire protection engineering;

• Civil/site engineering;

• Building-envelope consulting;

• Technology/low-voltage systems;

• LEED/sustainability support; and

• Other professional disciplines necessary to properly administer and complete the Project.

c. Transition and Project Mobilization

The selected A/E shall:

1) Review all Owner-furnished Project documents, including:

a. permitted Construction Documents;

b. Project Manual and specifications;

c. addenda;

d. approved substitutions;

e. RFIs and responses issued to date;

f. submittals and shop drawings;

g. Field Orders and Construction Change Orders;

h. permit documents and comments;

i. approved civil/site plans;

j. geotechnical information;

k. Revit/BIM and CAD files;

l. calculations and engineering analyses;

m. energy-model documentation;

n. LEED documentation;

o. commissioning documentation;

p. construction schedules; and

q. other pertinent Project records.

2) Conduct an initial site visit with PWCS and appropriate members of the design and construction teams to become familiar with existing conditions and Work completed or in progress.

3) Review outstanding RFIs, submittals, proposed changes, inspection issues, permit matters, and other unresolved design or construction issues.

4) Identify apparent conflicts, omissions, coordination issues, or other matters requiring professional resolution during the remainder of construction.

5) Prepare a written Transition and Outstanding Issues Report within fifteen (15) calendar days after Notice to Proceed, identifying matters requiring immediate or future A/E action and the proposed schedule for resolution of each.

6) Establish procedures with PWCS and the Contractor for RFIs, submittals, design revisions, field decisions, change documentation, inspections, and Project communications.

Offerors shall describe their proposed transition approach, including the anticipated duration of the transition period; key personnel assigned; existing familiarity with the Project documents, site conditions and construction team; and measures to avoid delay to RFI, submittal and change-document processing while the transition is under way.

d. Construction Administration

The selected A/E shall provide all construction-phase professional services necessary for continued administration of the Construction Contract, including the following:

All construction-phase services shall be performed in accordance with PWCS design standards and educational specifications, PWCS procedures for construction-phase documentation, change management and closeout, and the requirements of the Prince William County Building Official and other authorities having jurisdiction. Offerors shall describe their experience with these standards and procedures.

1) Interpretations and RFIs

Interpret the Construction Documents and respond to Contractor RFIs and requests for clarification within timeframes appropriate to the construction schedule. Offerors must state proposed maximum turnaround times for RFIs, and the anticipated response time for site visits requested by PWCS on short notice.

2) Submittals and Shop Drawings

Review and take appropriate action on shop drawings, product data, samples, delegated-design submittals and other Contractor submittals for conformity with the design intent and Contract Documents.

3) Equals and Product Evaluations

Evaluate proposed equal materials, products and equipment and advise PWCS regarding acceptability.

4) Field Orders and Change Orders

Prepare or assist PWCS in preparing Field Orders and Construction Change Orders; review Contractor proposals and supporting documentation; and provide professional recommendations regarding the technical basis, scope and reasonableness of proposed changes.

5) Professional Design Decisions

Provide architectural and engineering evaluations, interpretations, calculations, details and professional judgments necessary to address field conditions and questions arising during construction.

6) Construction Meetings

Participate in regularly scheduled construction progress meetings and additional discipline-specific, coordination and phasing meetings as necessary.

7) Schedule and Phasing

Review construction activities affecting Project phasing, sequencing and continued school operations and advise PWCS concerning matters affecting the design or phased occupancy.

8) Applications for Payment

Review Contractor payment applications and available supporting information and provide recommendations to PWCS concerning payment consistent with observed progress of the Work.

e. Site Observation and Inspections

1) Visit the Project site at intervals appropriate to the stage of construction and no less frequently than every two weeks during active construction, with additional discipline-specific visits at key milestones, including MEP rough-in prior to concealment, and system start-up;

2) Provide appropriate architectural and engineering disciplines based upon construction activities in progress;

3) Observe the progress and quality of Work and determine, in general, whether it is proceeding in accordance with the Contract Documents;

4) Document site observations in written field reports;

5) Identify apparent defective or nonconforming Work to PWCS and the Contractor;

6) Participate in required interim inspections;

7) Review applicable testing and special inspection reports;

8) Recommend supplemental testing or investigation when warranted;

9) Participate in phasing and turnover inspections; and

10) Coordinate building-envelope observations appropriate to the Work being installed.

f. Design Modifications and Supplemental Design Services

During construction, PWCS anticipates that revisions or modifications to the existing design may be necessary. The selected A/E shall, when authorized by PWCS:

1) Investigate and evaluate conditions requiring modification;

2) Develop design solutions consistent with Project requirements;

3) Prepare drawings, specifications, calculations, narratives and other professional documents necessary to implement approved modifications;

4) Coordinate revisions across all affected design disciplines;

5) Identify effects of proposed revisions on existing Work and other Contract Documents;

6) Prepare and seal revisions requiring professional certification by the Virginia-licensed professional responsible for the affected discipline;

7) Assist PWCS with submission of revisions to the Building Official or other authorities having jurisdiction when required;

8) Coordinate revisions with the Contractor and other Project consultants; and

9) Incorporate approved revisions into Project record documentation.

g. Responsibility for Existing Design Documents

PWCS will provide the selected A/E with available Construction Documents and electronic design files prepared for the Project.

The selected A/E shall be professionally responsible for interpretations, calculations, supplemental documents, modifications and revisions prepared or issued by the selected A/E and its consultants.

Where resolution of an issue requires modification of an existing design, the selected A/E shall exercise appropriate professional judgment and assume responsibility for the modification within the discipline affected. The selected A/E must expressly acknowledge acceptance of these responsibilities.

h. Project-Specific Construction Services

The selected A/E shall provide construction-phase services appropriate to the following Project elements:

1) phased construction on an occupied school campus;

2) architectural renovations and additions;

3) structural systems;

4) mechanical, electrical, plumbing and fire-protection systems;

5) civil/site and stormwater work;

6) building-envelope systems;

7) technology/low-voltage systems;

8) photovoltaic-related coordination, as applicable;

9) temporary classroom/phasing coordination;

10) LEED Silver documentation;

11) fundamental commissioning coordination;

12) certificates of occupancy and phased turnover; and

13) multidisciplinary inspections and closeout.

i. Project Closeout

1) Conduct or participate in Substantial Completion inspections for each applicable phase.

2) Develop and monitor completion/punch-list items.

3) Conduct Final Completion inspections.

4) Review Contractor closeout documents including operations and maintenance materials, warranties, guarantees, certificates, test reports and approvals.

5) Review Contractor as-built information and prepare Record Drawings reflecting the completed Work.

6) Assist PWCS in obtaining temporary and final Certificates of Occupancy as applicable.

7) Coordinate resolution of outstanding commissioning items.

8) Complete applicable construction-phase LEED documentation and coordinate responses required for certification.

9) Recommend final payment when appropriate.

10) Participate in the required warranty review and document outstanding warranty items.

j. Warranty Phase

The A/E shall participate in an 11-month warranty review with PWCS and the Contractor, document observed warranty deficiencies, provide professional recommendations concerning correction when necessary, and verify completion of corrections within its area of responsibility.

k. Additional Services / Contract Changes

Included in the negotiated Basic Services: ordinary interpretations, clarifications, RFIs, submittals, field observations, change-document support, closeout and the design effort specifically identified in the RFP.

Potential Additional Services, only when authorized in writing by PWCS:

1) material Owner-directed program changes not contemplated by this solicitation;

2) extensive redesign arising from latent or unforeseen conditions;

3) hazardous-material investigation or abatement design;

4) geotechnical investigation;

5) third-party materials testing;

6) enhanced or building-envelope commissioning if not otherwise included;

7) full-time on-site representation; and

8) services caused by material extension of construction beyond the contracted period through no fault of the A/E.

4. RFP DEADLINES AND ANTICIPATED MILESTONE DATES

Date Milestones

Date: November 2, 2026 Issue Request for Proposals

Date: November 5, 2026 Deadline for Receipt by PWCS of Questions

Date: November 12, 2026 Deadline for Receipt by PWCS of Proposals @ 2:00 pm ET

Date: November 2026 Discussions with Selected Offerors

Date: November 2026 Recommendation of Award

Date: January 2027 Award of Contract

5. PROPOSAL SUBMISSION REQUIREMENTS

a. RFP Response: In order to be considered for selection, Offeror must submit a complete response to this RFP. One (1) original, (1) original redacted copy of the proposal must be submitted to Prince William County Public Schools Procurement in electronic format and submitted via the Bonfire portal. The original shall be clearly marked as “ORIGINAL” and the redacted copy, clearly marked as “REDACTED COPY.” No other distribution of the proposal shall be made by the Offeror. The successful Offeror may be required to submit a paper copy of the proposal submittal at a later date, and upon request.

b. 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.

c. If there is no proprietary information in the proposal, Offeror must check “NO” on Page 1 on the coversheet under Proprietary Information Enclosed and the submission of “REDACTED COPY” and Attachment E are not required.

d. Late Proposals: To be considered for selection, proposals must be received as identified herein by the PWCS Procurement Office by the designated due date and time.

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

f. Use of Information and Documents: PWCS and its officials, employees and agents will copy and use the response of the offeror and documents included with the response, for various purposes related to analysis, evaluation, and decision to award a contract(s).

Proposals shall be the property of PWCS. 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.

g. 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 F), 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. Attachment F should be included in your response under Tab 6. If you have no proprietary information, write NA on the form, sign, and return the form with your proposal.

h. Mandatory Provisions: Mandatory provisions of this Request for Proposal are indicated by the inclusion of the words "shall" or "must" to identify the contractor's obligations.

i. Oral Presentations/Product Demonstrations: Offerors who submit a proposal in response to this RFP and are ranked among the top, may 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.

j. Withdrawal of Proposals: No proposal can be withdrawn after it is filed unless the Offeror makes a request in writing to the PWCS Senior Manager of Procurement prior to the time set for the opening of proposals or unless PWCS fails to award or issue a notice of intent to award the contract within one-hundred twenty (120) days after the date fixed for opening proposals.

k. Format and Content of Proposal: Offerors should organize their proposals using the following TABBED-SECTION format (Tab 1 through Tab 6), 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 and services. The proposal should address the items included in the Statement of Needs and Scope of Work. 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. Incomplete proposals may be determined nonresponsive.

l. Elaborate brochures and other representations beyond those sufficient for presenting a complete and effective proposal are neither required nor desired.

m. Any information thought to be relevant, but not specifically applicable to the enumerated scope of Work, may be provided as an appendix to the proposal. If publications are supplied by the Offeror to respond to a requirement, the response should include reference to the document number and page number. Publications provided without such reference will not be considered relevant to the RFP.

n. Tabbed Section Format: Offerors’ Proposals should be organized in accordance with the following “tabbed section” format. Within each tab, the Offeror’s focus should be on illustrating, demonstrating, and elaborating with respect to information and experience relating to the Evaluation Criteria in Section 8 of this RFP.

1) TAB 1: (Cover Sheets) complete and sign the RFP Cover Sheets, Pages 1-3 and include them as the first three pages of the proposal, as well as the signed and completed DGS Forms AE-1 and AE-1A, https://dgs.virginia.gov/engineering-and-buildings/documents-and-forms/deb. Offeror’s name must be the full legal name of the Offeror, and the address provided must be that of the office where the individuals who will have responsibility for the contract are located. Within completed DGS Form AE-1A, Item 10: where the DGS Data Form requests information about previous contracts with “state agencies” with which the firm has had a prime contract, Offeror should list previous contracts with “public agencies”, including public school divisions, and Virginia counties, cities, or towns, within the space provided. Include projects completed by the Offeror’s firm within the Northern Virginia geographic area.

2) TAB 2: (Representative Project Data). Include completed DGS Form AE-5

(Representative Project Data) for each public project that (i) Offeror deems to be similar in nature and scope to the Project for which this RFP is issued, and (ii) Offeror believes represents and demonstrates its suitability and professional expertise to perform the services sought within this RFP. Information provided regarding representative projects should include matters relevant to past and relevant project-experience evaluation criteria referenced in Section 6 of this RFP.

The Offeror and its consultants must demonstrate the ability to finish projects within specified times, within a specified fixed fee, within PWCS budget, with minimal claims and with minimal change orders than those requested by

PWCS.

The Offeror and its consultants must demonstrate experience in designing school buildings of comparable size and complexity.

3) TAB 3: (Staffing, Personnel Qualifications, Consultants). Include completed DGS Forms AE-2, AE-3, and AE-4. Also include the following written narratives: (i) narrative statement for each discipline that will be required for the Project, sufficient to demonstrate the Offeror’s understanding of PWCS’s Project, understanding of the Scope of Services stated in the RFP, and the Firm’s and consultants’ experience and suitability for the Project; (ii) narrative statement describing how Offeror’s firm assigns and limits workload, ability to complete projects within a timely manner, and its anticipated workload during the next two calendar years (iii) describe the firm’s anticipated transition period, key milestones, and approach for maintaining uninterrupted review of RFIs, submittals, change orders, and construction activities (iv) experience assuming responsibility for projects already under construction.

4) TAB 4: (Financial Responsibility). Include information demonstrating Offeror’s financial capability, business integrity, and reliability that will assure good faith performance of the project and A/E Contract requirements. Please include the Offeror’s two most recent annual financial reports, Dun and Bradstreet current report, and other financial information (such as credit bureau ratings).

5) TAB 5: (Supplemental Information). Provide a completed DGS Form AE-6. Use the Form to provide a narrative written statement of special strengths, insights, recognitions, awards, innovations, qualifications, or other information pertinent to https://dgs.virginia.gov/engineering-and-buildings/documents-and-forms/deb https://dgs.virginia.gov/engineering-and-buildings/documents-and-forms/deb the evaluation factors set forth within Section 6 of this RFP, which may be applicable to Offeror’s firm or personnel, but which has not otherwise been requested or provided under any other Tab of the Proposal.

6) TAB 6: (Attachments and Certifications) Provide the following completed forms and certifications:

PWCS Reference Information Form (Attachment A) PWCS Vendor Information Form (Attachment B) PWCS Certificate of Compliance (Attachment C) Certification Regarding Debarment or Suspension (Attachment D) Certification Regarding Ethics in Public Contracting (Attachment E) Proprietary Information Form (Attachment F)

6. EVALUATION AND AWARD OF CONTRACT

a. Evaluation Criteria

1) Experience and Qualifications of the Firm (45 Points)

Evaluation will consider the Offeror's experience and qualifications providing architectural and engineering services for projects of similar size, scope, complexity, and construction value. Particular consideration will be given to experience with K-12 educational facilities, occupied school renovations and additions, phased construction projects, construction administration, project closeout, and warranty-phase services.

2) Management and Project Team (35 Points)

Evaluation will consider the qualifications, experience, availability, and organization of the proposed project manager, key personnel, and subconsultants. Consideration will be given to the team's experience working together on similar projects and the availability of the proposed staff to support the Project through completion.

3) Project Approach and Understanding (20 Points)

Evaluation will consider the Offeror's understanding of the Project requirements and its proposed approach for assuming responsibility for an active construction project. Consideration will be given to the proposed transition plan, communication procedures, responsiveness to RFIs and submittals, construction administration methodology, quality control procedures, and approach to project closeout and warranty services.

b. Award of Contract(s)

After evaluation of the Proposals received in response to the RFP, the Owner shall engage in individual discussions (“informal interviews”) with two or more Offerors deemed fully qualified, responsible, and suitable on the basis of initial proposals, and with emphasis on professional competence to provide the required services. Repetitive informal interviews are permitted. During informal interviews, Offerors shall be encouraged to elaborate on their qualifications, performance data, and staff expertise relevant to the proposed contract. Offerors may also propose alternate concepts or methodology.

Offerors selected for informal interviews may (at PWCS’s option) be requested to give an oral presentation to PWCS, which may include conceptual building illustrations. This will provide the selected offerors with an opportunity to clarify or elaborate on their Proposal.

This presentation will be in the nature of a fact-finding and demonstration session and will not include any negotiation. However, if oral presentations are requested by PWCS, they shall be conducted as part of the informal interview process. At the discussions stage, PWCS may discuss nonbinding estimates of total project costs and non-binding estimates of price for services.

At the conclusion of the informal interviews, and on the basis of evaluation factors set forth herein and the information provided and developed in the selection process to this point, the Owner shall rank, in the order of preference, the interviewed Offerors whose professional qualifications and proposed services are deemed most meritorious.

Negotiations shall then be conducted with the Offeror ranked first. At this stage the parties may also discuss any exceptions proposed by the Offeror to PWCS’s contractual terms and conditions; however, terms or conditions required by Virginia law, federal or state statutes, federal or state regulations, School Board policies, or PWCS design or construction standards shall be non-negotiable.

The parties will negotiate a schedule of fair and reasonable hourly rates, a schedule of reimbursables and reimbursable rates, and a maximum fee for each phase of services.

Project Cost and hourly rates shall include salary, benefits, profit, and all expenses for overhead, insurance, travel (mileage, phone calls), supplies, printing, equipment, etc. The A/E shall not be allowed to add any administration fee for services obtained from any other contractor, including, without limitation, professional engineering services or printing of bid documents/drawings.

If a contract satisfactory and advantageous to the Owner can be negotiated at a fee considered fair and reasonable, the award shall be made to that Offeror. Otherwise, negotiations with the Offeror ranked first shall be formally terminated and negotiations conducted with the Offeror ranked second, and so on, until such a satisfactory and advantageous contract can be negotiated at a fair and reasonable fee. Should the Owner determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one offer is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that Offeror.

Proprietary information from competing Offerors (including any data on estimated manhours or rates and the plan for accomplishing the scope of work) will not be disclosed to the public or to competitors, provided such information is duly marked as "Proprietary Information" by the Offeror and the designation is justified as required by Section 2.2- 4342, Code of Virginia, as revised.

7. NEWS RELEASES

As a matter of policy, PWCS does not endorse the products or services of any contractor. No A/E will make any news release(s) concerning any contract resulting from this solicitation without the prior written approval of PWCS. All proposed news releases will be routed to the Owner’s Purchasing Supervisor for review and approval.

8. CERTIFICATE OF COMPLIANCE (ACCESS TO SCHOOL PROPERTY)

As a condition of contract award, the successful offeror(s) shall execute this document certifying that neither the A/E nor any employee of the A/E has been convicted of a felony or any offense involving the sexual molestation, physical or sexual abuse or rape of a child. This certification shall be binding upon the A/E and their employees providing services throughout the term of the contract or purchase order, including any extensions or renewals. The required form is included as Attachment C.

Pursuant to the Code of Virginia §22.1-296.1 (A), any person making a materially false statement on this required certification shall be guilty of a Class 1 misdemeanor, and upon conviction, the fact of such conviction shall be grounds for revocation of the contract or purchase order.

Due to enhanced security measures, A/E employees/representatives are required to have photo identification and be able to present same upon request. A/E employees/representatives shall report to the appropriate administrative and/or main office each time a site is visited. All A/E employees/representatives will be required to wear a company picture ID badge, or temporary name tag, issued by the PWCS site, clearly visible above the waist. A/E employees/representatives who arrive at any PWCS facility without appropriate identification badges will immediately be dismissed from the job site.

Failure to comply with the above requirements may result in termination of the contract.

9. CANCELLATION OR REJECTION OF RFP OR PROPOSALS

This RFP, or any proposals received by PWCS, may be cancelled, or rejected by PWCS at any time. The reasons for cancellation or rejection shall be made a part of PWCS’s contract file.

10. DEBARMENT STATUS

By entering into this Contract, the A/E certifies that it is not currently debarred or enjoined by the Commonwealth of Virginia or any other public body or government entity from submitting bids or proposals on contracts for the type of goods and/or services covered by this A/E Contract, nor is it an agent of any person that is currently so debarred or enjoined.

11. ATTACHMENT A (VIF)

PRINCE WILLIAM COUNTY PUBLIC SCHOOLS

Procurement Office

VENDOR INFORMATION FORM

The following vendor information is required to be provided with all offerors’ RFP responses along with a completed and signed W-9 form:

Ordering/Purchase Order Submission:

Legal Business Name:

D/B/A: _____________

Address:

City, State, Zip:

Phone: Fax:

Email: _______________________________________________

Tax ID#: ______________________________

Remittance: Check box if same as above □

Legal Business Name:

Address:

City, State, Zip:

Contact Information:

Name:

Title:

Phone: Fax:

E-mail Address:

Attention Offerors: Visit the PWCS Procurement Office Website at https://www.pwcs.edu/departments/purchasing/vendor_resources to:

https://www.pwcs.edu/departments/purchasing/vendor_resources

12. ATTACHMENT B (REF. INFO)

Solicitation # S-LD-27009 REFERENCE INFORMATION FORM

1. QUALIFICATION OF OFFEROR: The Offeror shall have the capability and the capacity in all respects to fully satisfy all the contractual requirements.

2. YEARS IN BUSINESS: Indicate the length of time the Offeror has been in business providing the goods/services in this solicitation: Years Months.

3. REFERENCES: Offerors shall provide a listing of at least three (3) references for which the company has provided specified goods/services of the same or greater scope within the past three (3) years. PWCS cannot be a reference.

Customer Name:

Contact Name: Contact Title:

Name/Description of Project: ________________________________________________ Project Amount: $ _______________________ Date Project Completed: ____________

Phone No.

Email:

Name/Description of Project: ________________________________________________ Project Amount: $ _______________________ Date Project Completed: _____________

Name/Description of Project: ________________________________________________ Project Amount: $ _______________________ Date Project Completed: ____________

Full Legal Name of Offeror (Print): ________________________________ Name: (Print) _________________________________________________ Date: _______________________________________________________ Email: ______________________________________________________ Telephone: ___________________________________________________

RETURN THIS PAGE WITH YOUR PROPOSAL

13. ATTACHMENT C (CERT. COMPL.)

CERTIFICATE OF COMPLIANCE

Code of Virginia §22.1-296.1

As a condition of contract award, any contractor performing services requiring direct contact with students on school property during regular school hours or school-sponsored activities/programs shall execute this document certifying that neither the contractor nor any employee of the contractor has been convicted of a felony or any offense involving the sexual molestation, physical or sexual abuse or rape of a child or a barrier crime as defined and regulated under VA statutes 19.2-392.02 and 63.2-1719 through 1725 as applicable.

This certification shall be binding upon the undersigned contractor and their employees providing services throughout the term of the contract or purchase order, including any extensions or renewals.

The undersigned contractor acknowledges that, pursuant to the Code of Virginia §22.1-296.1 (A), any person making a materially false statement on this certification, shall be guilty of a Class 1 misdemeanor, and upon conviction, the fact of such conviction shall be grounds for revocation of the contract or purchase order.

Company Name : __________________________________________________

Solicitation # S-LD-27009

Company Address: ________________________________________________

Company Phone Number: ___________________________________________

Print Name of Authorized Representative Authorized Representative Title

Authorized Representative Signature Date

14. ATTACHMENT D (DEBARM)

CERTIFICATION REGARDING DEBARMENT OR SUSPENSION

In compliance with contracts and grants agreements applicable under the U.S. Federal Awards Program, the following certification is required by all Offerors submitting a response to this Invitation for Proposal:

1. The Offeror certifies, to the best of its knowledge and belief, that neither the Offerors nor its Principals are suspended, debarred, proposed for debarment, or declared ineligible for the award of contracts from the United States federal government procurement or non-procurement programs, or are listed in the List of Parties Excluded from Federal Procurement and Non-procurement Programs issued by the General Services Administration. non

2. “Principals,” for the purposes of this certification, means officers, directors, owners, partners, and persons having primary management or supervisory responsibilities within a business entity (e.g., general manager, plant manager, head of a subsidiary, division, or business segment, and similar positions).

3. The Offeror shall provide immediate written notice to the Supervisor of Purchasing if, at any time prior to award, the Offeror learns that this certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

4. This certification is a material representation of fact upon which reliance will be placed when making the award. If it is later determined that the Offeror rendered an erroneous certification, in addition to other remedies available to Prince William County Schools, the Supervisor of Purchasing may terminate the contract resulting from this solicitation for default.

Printed Name of Representative:

Signature/Date: /

Company Name:

Address:

City/State/Zip:

SSN or TIN No:

15. ATTACHMENT E (ETHICS)

CERTIFICATION REGARDING ETHICS IN PUBLIC CONTRACTING

In submitting this proposal and signing below, Offeror certifies the following in connection with a proposal, proposal, or contract:

Check one:

1. I have not given any payment, loan, subscription, advance, monetary deposit, services or anything of more than nominal value to any public employee or official who has official responsibility and authority for procurement transactions.

2. I have given a payment, loan, subscription, advance, monetary deposit, services or anything of more than nominal value to a public employee or official who has official responsibility and authority for procurement transactions, and in exchange I received consideration of substantially equal or greater value.

3. I have given a payment, loan, subscription, advance, monetary deposit, services or anything of more than nominal value to a public employee or official who has official responsibility and authority for procurement transactions, but in exchange I have not received consideration of substantially equal or greater value.

If #2 above is selected, please complete the following:

Recipient:

Date of Gift:

Description of the gift and its value:

Description of the consideration received in exchange and its value:

Printed Name of Offeror/Offeror Representative:

Company Name: _____________________________________________________

Company Address: _______________________________________________________

City/State/Zip: ___________________________________________________________

Signature/Date: ____________________________________ / _______________

NOTE: This certification supplements but does not replace the requirements set forth in the Standard Terms and Conditions (Exhibit I to this RFP)

16. ATTACHMENT F (PROPRIETARY)

PROPRIETARY INFORMATION

S-LD-27009 Elizabeth Vaughan Elementary School Architectural & Engineering Services for Construction Administration and Project Completion

Ownership of all data, materials, and documentation originated and prepared for Prince William County Public Schools pursuant to the REQUEST FOR PROPOSAL shall belong exclusively to Prince William County Public Schools and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act, however, the Offeror must invoke the protections of Section 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information.

NOTICE OF PROPRIETARY INFORMATION

Confidentiality References Protection in Accordance with the Code of Virginia, Section 2.2-4342F

Section Title

Page No.

Reason(s) for Protection

INSTRUCTIONS: In the space above, identify the data or other materials to be protected, with reference to location in the proposal, and state the reasons by using the statutory references listed below. Indicate the specific words, figures, or paragraphs that constitute trade secrets or proprietary materials.

A. This page contains information relating to "trade secrets', and "proprietary information" contemplated by Virginia Public Procurement Act. Section 2.2-4342F (including processes, operations, style of work, apparatus, confidential statistical data, amount or source of any income of any person partnership, such that disclosure of such information would violate the Trade Secrets Act 18 U.S.C. 1905).

B. This page contains proprietary information, including confidential, commercial or financial information which was provided to PWCS on a voluntary basis and is of the type that would not customarily be released to the public. See Virginia Public Procurement Act, Section 2.2-4342F; 5 U.S.C. 552(b)(4); 12 C.F.R. 309.5(c)(4).

C. This page contains proprietary information including confidential, commercial or financial information. This disclosure of such information would cause substantial harm to competitive position and impair PWCS’s ability to obtain necessary information from contractors in the future. 5 U.S.C. See Virginia Public Procurement Act. Section 2.2-4342F; 552(b)(4);

12 C. F. R 309.5(c)(4).

FIRM NAME: Date: ______________

Signature: Title: ______________

Name (Printed): Email: _____________

17. ATTACHMENT G: STANDARD FORM A/E CONTRACT

SAMPLE CONTRACT BETWEEN OWNER AND ARCHITECT/ENGINEER-

DO NOT COMPLETE OR RETURN.

CONTRACT BETWEEN OWNER AND ARCHITECT/ENGINEER

FOR PROFESSIONAL SERVICES

This Contract is made by and between the Prince William County School Board dba Prince William County Public Schools (hereinafter “PWCS” or "Owner") and _______________ ("A/E"), a corporation organized under the laws of Virginia…