1-RFP S-LD-27600 Hampton MS AE FINAL.pdf

ISSUE DATE:

July 28, 2026

REQUEST FOR PROPOSAL #:

S-LD-27600

TITLE: Hampton Middle School Renovation Architectural and Engineering Design

DEPARTMENT/SCHOOL:

Facilities Services

CLOSING DATE/TIME:

August 25, 2026 @ 2:00 p.m. ET

CONTRACT ADMINISTRATOR:

Lesley Dean, VCO, VCA

RFP for Hampton Middle School

Renovation A & E Design

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, August 25, 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 2:00 p.m. ET, August 13, 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 Section 7.g. 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.

The Offeror certifies they have a certificate or registration as required by Chapter 7 of Title 54 of the Code of Virginia.

Licensed Class _______ Virginia Contractor No. ______________________ Company Name (Print):

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):

TITLE: Hampton Middle School Renovation - Architectural & Engineering Design

RETURN THIS 3-PAGE COVER SHEET WITH YOUR PROPOSAL

SIGNATURE PAGE

In compliance with RFP S-LD-27600 and all the terms, provisions, and requirements stated therein, the undersigned offers and agrees to furnish the goods/services in accordance with the attached proposal as such proposal may be modified 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 below and type/insert or print requested information.] 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.

The offeror agrees to be bound by the terms, provisions, and requirements set forth or referenced in the RFP (including, without limitation, attachments and addenda to the RFP).

The Offeror has all of the Virginia licenses, registrations, permits, or certifications required to perform 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 :

REQUEST FOR PROPOSAL: S-LD-27600

TABLE OF CONTENTS

1. PURPOSE

2. BACKGROUND:

3. CONTRACT ADMINISTRATOR/TECHNICAL POINT OF CONTACT (TPOC):

4. DESIGN MINIMUM REQUIREMENTS:

5. SCOPE OF SERVICES:

6. RFP DEADLINES AND ANTICIPATED MILESTONE DATES:

7. PROPOSAL SUBMISSION REQUIREMENTS:

8. EVALUATION CRITERIA:

9. COMPETITIVE NEGOTIATION PROCESS; CONTRACT AWARD:

10. CONTRACT FORMS:

11. NEGOTIATED FEES:

12. CANCELLATION OR REJECTION OF RFP OR PROPOSALS:

13. NEWS RELEASES:

14. AUTHORITY TO TRANSACT BUSINESS IN THE COMMONWEALTH:

15. CERTIFICATE OF COMPLIANCE:

16. DEBARMENT STATUS:

17. CONFLICTS OF INTEREST; ETHICS IN PUBLIC CONTRACTING:

VENDOR INFORMATION FORM, ATTACHMENT A

REFERENCE INFORMATION FORM, ATTACHMENT B

CERTIFICATE OF COMPLIANCE, ATTACHMENT C

CERTIFICATION REGARDING DEBARMENT OR SUSPENSION, ATTACHMENT D

CERTIFICATION REGARDING ETHICS IN PUBLIC CONTRACTING, ATTACHMENT E

PROPRIETARY INFORMATION, ATTACHMENT F

SAMPLE CONTRACT, ATTACHMENT G

ADDITIONAL TERMS AND CONDITIONS ................................................................................................................... 23-57

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

REQUEST FOR PROPOSALS (RFP) #S-LD-27600

1. PURPOSE: The purpose of this Request for Proposal # S-LD-27600 (“RFP”) is to solicit proposals for Architectural and Engineering services for comprehensive design of Hampton Middle School Renovation (the “Project”).

Disciplines to be included under the A/E firm shall include, but not limited to, the following:

a. Architectural

b. Mechanical Engineering

c. Electrical and Low Voltage Engineering

d. Plumbing Engineering

e. Fire Protection Engineering

f. Civil Engineering

g. Structural Engineering

h. Geotechnical Engineering

i. Foodservice Consultant

j. LEED Consultant

k. Note that Geothermal and/or Solar PV Array design and engineering to be included if applicable.

2. BACKGROUND:

The public entity issuing this RFP is the Prince William County School Board, which owns, operates, and is responsible for supervision of the public schools within the Prince William County, Virginia public school division (dba “Prince William County Public Schools” (“PWCS”)). PWCS may also be referred to within this RFP as “Owner” or “Agency”.

Prince William County, Virginia is located 35 miles southwest of Washington, D.C. and 80 miles north of Richmond, Virginia. The county encompasses 348 square miles and stretches from the Potomac River to the Bull Run Mountains.

PWCS enrollment on September 30, 2025, was 89,525 pupils, making it the second largest of 138 school divisions in the Commonwealth of Virginia. There are currently 62 elementary schools, 17 middle schools, 13 high schools, 3 combined schools, and 3 other educational institutions.

3. CONTRACT ADMINISTRATOR/TECHNICAL POINT OF CONTACT (TPOC):

The following employees of PWCS are authorized to use all powers under the contract to enforce its faithful performance:

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

Lesley Dean, Senior Buyer, Procurement, 703-791-8740, deanlm@pwcs.edu

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

Shelly Clayborn, Admin Coordinator, Construction LEED AP, 703-791-8097, claybomw@pwcs.edu

4. DESIGN MINIMUM REQUIREMENTS:

mailto:deanlm@pwcs.edu mailto:claybomw@pwcs.edu

The Project consists of comprehensive architectural and engineering services for the renovation and modernization of Hampton Middle School, located at 14800 Darbydale Avenue, Woodbridge, Virginia 22193. The purpose of the project is to improve safety, security, instructional delivery, accessibility, operational efficiency, and overall building performance while extending the useful life of the facility.

The project will focus on the renovation of the existing building and site and is not intended to increase the school's planned student capacity. The current building capacity is 1,009 students.

The renovation will include replacement of major building systems, modernization of instructional and administrative spaces, improvements to accessibility, and site enhancements. The project shall incorporate sustainable design strategies and current educational best practices while minimizing disruption to school operations during construction.

The A/E shall provide complete programming, planning, design, permitting, bidding support, construction administration, and project closeout services. The Project shall be designed in accordance with all applicable Virginia Department of Education (VDOE) guidelines. The successful Offeror shall provide all certifications and statements required by §22.1-140 of the Code of Virginia.

The anticipated scope of work includes, but is not limited to, the following:

a. Renovate the existing Hampton Middle School facility, including new interior finishes, casework and accessories throughout.

b. Ensure interior and exterior compliance with the Americans with Disabilities Act (ADA).

c. Replace doors and hardware throughout the facility.

d. Improve daylighting and provide partial window replacement.

e. Renovate and/or design an addition to accommodate the main administrative office adjacent to the primary entrance.

f. Design a secure visitor vestibule and enhanced entrance security measures.

g. Renovate existing administrative area to provide approximately seven (7) to eight (8) additional offices for administrative, counseling and support staff.

h. Provide decentralized administrative offices, where feasible, to support grade-level supervision.

i. Reconfigure space to provide two (2) new Special Education classrooms with dedicated student restrooms.

j. Evaluate and provide additional instructional space to support English Learner programs and reduce shared classroom utilization.

k. Increase the number of staff restroom facilities throughout the building.

l. Expand storage capacity within instructional and support areas.

m. Evaluate cafeteria serving areas, food service operations, and storage needs, and coordinate proposed improvements with PWCS Food and Nutrition Department.

n. Replace interior athletic equipment, including but not limited to bleachers, divider curtain, backstops and scoreboards.

o. Provide a Security Apartment.

p. Evaluate and provide a Custodial Receiving area with exterior access.

q. Replace all interior signage.

r. Replace and/or upgrade building systems, included but not limited to:

i. Fire Suppression

ii. Plumbing

iii. HVAC

iv. Building Automation System (BAS)

v. Electrical systems, including interior and exterior LED lighting

vi. Emergency Generator

vii. Communications Systems

viii. Electronic Safety and Security Systems

s. Provide site and exterior improvements, including but not limited to:

i. Milling, overlay and restriping of all asphalt parking lots and drive aisles.

ii. Design of an outdoor classroom.

iii. Design of a dumpster enclosure.

iv. Replacement of the LED monument sign.

v. Evaluation of the building envelope, including brick repair and/or replacement as required.

vi. Evaluation and replacement of site and athletic field fencing as required.

t. Prepare complete construction documents (architectural, structural, MEP, fire protection, and civil).

u. Provide cost estimating at each design phase.

v. Provide construction administration services through project completion.

w. Provide final “as-built” drawings for final submission to Prince William County Land Development.

x. PWCS desires a design that will include the following aspects:

i. Compliance with regulations and standards established by the Virginia Board of Education for new construction, including consideration of security and crime prevention through building design (Virginia Code §22.1-140).

ii. Energy positive building design, as required by Virginia Code §22.1-141.1.

iii. Compliance with the High-Performance Building Act (Virginia Code § 15.2-1804.1).

iv. Adherence to PWCS LEED v5 Core Scorecard to achieve a minimum of LEED Silver.

v. Indoor air quality, thermal/acoustic/visual comfort, and universal design that exceed minimum standards of the Virginia Uniform Statewide Building Code.

vi. Balanced design that achieves Net Zero Energy Ready status as defined by the United

States Department of Energy.

vii. On-site renewable energy generation that exceeds the EUI via a future solar photovoltaic array.

viii. Maximum Energy Use Intensity (EUI): 30

ix. Maximum Water Use Intensity (WUI): 7

x. Overall minimum insulation R-values: 30-roof, 25-wall, 10-under-slab

xi. Thermally broken windows with insulated glass

xii. Glazing percentage: 30%

xiii. Airtightness: – 0.20 cfm/sq. ft.

xiv. Integration of sustainable design, environmental stewardship, and supportive learning environment which, together, will maximize student learning and success.

xv. Building systems that are durable, straightforward to operate/control, and that are easily maintained.

xvi. HVAC: Appropriate systems should be considered to include ground source and water source heat pumps with dedicated outdoor air systems among other viable options.

xvii. Playgrounds and play equipment based on universal or inclusive design principles.

5. SCOPE OF SERVICES:

The selected A/E shall furnish all expertise, labor and resources for complete design and construction services for the Project, including Schematic Design, Design Development, Construction Document, Construction Bidding, Construction Phase Services, and Post-Construction Services. Include all disciplines on the A/E team, as applicable.

All design and construction documents for the project shall become the property of the Prince William County School Board for its use as needed. Final Bid Documents shall include georeferenced CAD Data/georeferenced BIM Data. The survey shall have 1cm accuracy, room numbers included as points/annotations, and square footage of each room as an annotation.

The following generally highlights the services that the A/E will be required to perform:

Refine, clarify, and define the Agency’s project description, data, and requirements as necessary to develop a design for the project which meets the Agency’s requirements and is within a stipulated “design-not-to-exceed” construction budget of $60 Million Dollars. Respond to all Agency and government-authorities’ review comments and resolve outstanding design issues at the various phases by taking appropriate action in the design of the Project.

Develop a Preliminary Design submission. Respond to all Agency and government-authorities’ review comments and resolve outstanding design issues prior to submission of construction documents.

a. Provide complete construction contract documents with professional seals and signatures. PWCS desires that construction documents will be completed and ready for bidding not later than May 2028.

b. Assure that the construction contract documents are in conformance with generally accepted architectural and engineering practices and comply fully with all applicable codes and regulations including, but not limited to, the Virginia Uniform Statewide Building Code (most recent edition), the Virginia State Fire Prevention Code (most recent edition), regulations of the Virginia Board of Education (most recent regulations), and Prince William County, Virginia, zoning ordinance and development code(s).

c. Provide specifications which reflect current requirements, standards and product availability.

d. Where applicable, develop and prepare construction documents for an Erosion and Sediment

Control Plan and a Stormwater Management Plan. Obtain approvals from required governmental authorities.

e. Where applicable, coordinate entrance design with and obtain approval from the Virginia Department of Transportation office having jurisdiction.

f. Coordinate the design of utility connections with local utility provider and obtain necessary approvals.

Agency will pay filing fees and connections charges, as required.

g. Prepare A/E cost estimates for the project.

h. Represent the Agency, upon request, by presenting necessary oral and/or graphic presentations to

Prince William County boards or commissions, Prince William County School Board, PWCS’s Department of Facilities, or any other group having interest in the Project.

i. Complete all forms and documents in formats required by PWCS and process forms, documents, payment applications, and other Project-related paperwork in accord with the Agency's instructions.

j. Provide services to assist the Agency in the bidding and award of the construction contract.

k. Provide services for the construction phase, to include contract administration as required by the PWCS Construction Project Manual.

l. Provide an energy model and a mechanical/electrical/control design that will meet the U.S. Green

Building Council (USGBC) LEED Silver certification requirements and the Department of Energy (DOE) Energy Star Rating for this facility type. Compliance with PWCS Sustainable Design Principles for High-Performance Buildings: New Construction and Major Renovations (Publication) will also be required.

6. RFP DEADLINES AND ANTICIPATED MILESTONE DATES: These dates are tentative and subject to change.

Date Milestones

Date: July 28, 2026 Issue Request for Proposals

Date: August 13, 2026 Deadline for Receipt by PWCS of Questions @ 2:00 p.m. ET

Date: August 25, 2026 Deadline for Receipt by PWCS of Proposals @ 2:00 p.m. ET

Date: September – October 2026 Discussion with Selected Offerors

Date: October 2026 Recommendation for Award

Date: December 2, 2026 Award of Contract

Date: March 2028 Approval of Construction Documents

Date: May 2028 Competitive Sealed Bidding for Construction Contract

Date: Fall 2028 Commencement of Phased/Occupied Construction

Date: Spring 2032 Substantial Completion of Construction

Date: Summer 2032 Final Completion of Construction

Date: August 2032 School Opens

7. 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.

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

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.

l. 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.

i. TAB 1: (Cover Sheets) complete and sign the RFP Cover Sheets, Pages 1-4 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 (including the City of Manassas and Prince William County, Virginia).

https://dgs.virginia.gov/engineering-and-buildings/documents-and-forms/deb https://dgs.virginia.gov/engineering-and-buildings/documents-and-forms/deb

ii. 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 8 of this RFP.

1. 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.

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

iii. 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.

iv. 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).

v. 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 the evaluation factors set forth within Section 8 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.

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

1. PWCS Reference Information Form (Attachment A)

2. PWCS Vendor Information Form (Attachment B)

3. PWCS Certificate of Compliance (Attachment C)

4. Certification Regarding Debarment or Suspension (Attachment D)

5. Certification Regarding Ethics in Public Contracting (Attachment E)

6. Proprietary Information Form (Attachment F)

8. EVALUATION CRITERIA:

a. Evaluation Criteria: Proposals shall be evaluated PWCS using the following criteria:

i. Expertise, experience, and qualifications of the A/E's primary designer in each relative discipline for providing the services described in Section 5, Scope of Services.

ii. Expertise, experience, and qualifications of any special consultants proposed for providing the services described in Section 5, Scope of Services.

iii. Geographic location of the A/E's office where work will be performed in relation to the project location(s).

iv. Current and projected workload, plan to complete the work and ability to complete the work in a timely manner.

v. Expertise and past experience of the A/E in providing services on projects of similar size, scope, and features as those required on this Project.

vi. Qualifications and experience of the A/E's Project Manager to be assigned to this Project.

vii. A/E's recent (past 10 years) experience / history in designing projects within an established "Design-not-to-exceed" budget.

viii. A/E's experience in providing services in conformance to the Commonwealth of Virginia’s Codes, Regulations, Standards, and requirements for universal design and energy efficiency stated in the RFP.

ix. Size of the firm relative to the size of the Project.

x. Financial Responsibility, as evidenced by the A/E's Professional Liability Insurance or other indicators.

xi. PWCS will consider the A/E's overall suitability to provide the required services within the project's time, budget and operational constraints, and it will consider the comments and/or recommendations of the A/E's previous clients, as well as other references.

WEIGHT:

i. Experience, Qualifications, and References: Specific qualifications relative to professional services discipline described in the Scope of Services to include document preparation, bidding, and contract administration services. Ability to complete work in a timely manner.

Favorable past performance on projects for similar public projects. Weight: 40.

ii. Management/Project Team: Expertise, experience and qualifications of the firm’s personnel in providing the services as related to the Scope of Services described in this RFP. Firms’ ability to assign and complete all phases of the projects within the time and funding restraints.

Firm’s geographic location to Prince William County, Virginia. Firms’ financial capability and ability to meet professional liability insurance requirements. Weight: 40.

iii. Special Qualifications: Special strengths and qualifications relative to design development, construction document preparation, bidding and contract administration services performed by the firm not specifically requested elsewhere in this RFP. Ability to control project costs.

Weight: 20.

9. COMPETITIVE NEGOTIATION PROCESS; CONTRACT AWARD: After evaluation of the Proposals received in response to the RFP, PWCS 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. Offerors shall be encouraged to elaborate on their qualifications, performance data, and staff expertise relevant to the proposed Project as well as 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 in the RFP and the information developed in the selection process to this point, PWCS 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, PWCS School Board policies, or PWCS design or construction standards shall be non-negotiable. PWCS shall require any Offeror with whom it is negotiating to list any exceptions to PWCS’ proposed contract terms, provisions, or conditions, using Attachment G to this RFP. (Provided, however, that contractual terms, provisions, or conditions required by Federal or Virginia statute, regulation, or by Prince William County ordinance or development standards, shall not be subject to negotiation).

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 PWCS can be negotiated at a fee considered fair and reasonable, the award shall be made to the Offeror ranked first. 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 PWCS determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror 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.

10. CONTRACT FORMS: The person to whom a contract is awarded as a result of this RFP shall be required to execute PWCS’s Form “Contract Between Owner and Architect/ Engineer for Professional Services”, which will include PWCS’s standard Terms and Conditions of the A/E Contract. The successful offeror will provide Construction Phase and later services in accordance with the duties and requirements assigned to the A/E within PWCS’s standard Construction Project Manual.

11. NEGOTIATED FEES: The fee for the Project services shall be negotiated on a lump sum basis considering the

Scope of Services required, the estimated manhours required for each level/discipline and the typical labor rates for the various skill levels required for the work. The parties shall, at the completion of the competitive negotiations process, execute a document reflecting their agreement as to the negotiated acceptable labor rates for the various levels/disciplines and these rates will be used for any hourly rate work of the A/E that is authorized by the Agency.

12. 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.

13. 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 Senior Manager of Procurement for review and approval.

14. AUTHORITY TO TRANSACT BUSINESS IN THE COMMONWEALTH: Any Offeror registered or organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or a registered limited liability partnership shall be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity as described in the Code of Virginia § 2.2-4311.2., subsection B. The proper legal name of the firm or entity, form of the firm (i.e., corporation, limited partnership, etc.) and the identification number issued to the Offeror by the State Corporation Commission must be included with the Proposal. Any Offeror not required to be authorized to transact business in the Commonwealth of Virginia shall include in its proposal a statement/documentation from their legal counsel describing why the Offeror is not required to be registered. Failure of a prospective and/or successful Offeror to provide such documentation shall be grounds for rejection of their proposal. For further information, refer to the Commonwealth of Virginia State Corporation Commission Web site at: www.scc.virginia.gov. Any falsification or misrepresentation contained in the statement submitted by the Offeror pursuant to the Code of Virginia § 2.2-4311.2., Code of Virginia, Title 13.1 or Title 50 may be cause for debarment by PWCS.

15. CERTIFICATE OF COMPLIANCE: 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.

16. DEBARMENT STATUS: By submitting a Proposal in response to this RFP, the A/E certifies (i) 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;

(ii) it is not debarred by the Virginia Tax Commissioner pursuant to Va. Code §58.1-1902; and (iii) it is not listed on the Federal governmentwide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), “Debarment and Suspension” (the said SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549).

17. CONFLICTS OF INTEREST; ETHICS IN PUBLIC CONTRACTING: The A/E, including any subsidiaries or affiliates or other entities in which the A/E has a pecuniary interest, which design, prepare plans and specifications, or prepare cost estimates for a Construction Contract is prohibited from providing all or a portion of said construction, or the building materials, supplies or equipment used in such construction. (Va. Code § 2.2-4374).

In addition, an entity which provides to the A/E any design services specifying a sole source for building materials, supplies or equipment to be used in the construction shall be prohibited from bidding on, or otherwise furnishing such building materials, supplies or equipment for the construction. This prohibition is not applicable to offerors who provide catalog information, technical data and such on products, material, or equipment to the A/E solely for the A/E’s consideration.

https://law.lis.virginia.gov/vacode/title2.2/chapter43/section2.2-4311.2/ http://www.scc.virginia.gov/ http://leg1.state.va.us/cgi-bin/legp504.exe?000+cod+2.2-4311.2

The A/E shall not offer or receive any kickbacks or inducements from any other offeror, Supplier, manufacturer, or Subcontractor in connection with any Project. The A/E shall not confer on any public employee having official responsibility for this Project 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. (Va. Code § 2.2-4372, et seq.).

ATTACHMENT A

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:

Register on-line, click on “Vendor Registration” Obtain a W-9 form and instructions

ATTACHMENT B

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

Solicitation # S-LD-27600 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:

Address: ____________

Name/Description of Project: ____

Project Amount: $ _______________________ Date Project Completed: _____________

Phone No.

Email:

ATTACHMENT C

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-27600

Company Address: ________________________________________________

Company Phone Number: ___________________________________________

Print Name of Authorized Representative Authorized Representative Title

Authorized Representative Signature Date

ATTACHMENT D

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 Senior Manager of

Procurement 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 Senior Manager of Procurement may terminate the contract resulting…