19482 Giles County Administrative Board Room - Design-Build RFP 2026-03-16.pdf

Giles County Administrative Board Room Relocation Pearisburg, VA

Prepared for

Giles County IDA

T&L Project No.: 19482 Issue Date: March 16, 2026

Due Date: April 16, 2026

DESIGN-BUILD SERVICES

REQUEST FOR PROPOSAL

Design-Build Services Request for Proposals

Giles County Administrative Board Room Relocation

Pearisburg, Virginia

Prepared by Thompson & Litton

T&L Project No.: 19481 March 16, 2026

Due Date: April 16,2026

Design-Build Services Request for Proposals

Giles County Administrative Board Room Relocation

A. Introduction

B. Procurement Authority

C. Project Description

D. Scope of Services

E. Proposal Requirements

F. Evaluation and Selection Process

G. Schedule of Events

H. Submission Instructions

I. Bonding and Insurance Requirements

J. General Terms and Conditions

K. Required Forms and Certifications

APPENDICES

Appendix A - Proposal Signature Page Appendix B - Bid Form Appendix C - Bridging Document Drawings (Included under separate cover)

Giles County Administrative Board Room Relocation - GCIDA Design-Build Services - Request for Proposal 3

A. Introduction

The Giles County Industrial Development Authority (GCIDA) is soliciting sealed proposals from qualified Design-Build Firms to provide professional architectural, engineering, and construction services for the renovation of a portion of the former Giles County Hospital located at 1 Taylor Avenue, Ste. 2, Pearisburg, Virginia 24134 to serve as the relocated administrative board room for various County meetings including those of the IDA, Board of Supervisors and Planning Commission.

The intent of this Request for Proposals (RFP) is to select a qualified Design-Build Firm to provide complete turnkey services necessary to design and renovate a portion of the former county hospital owned by GCIDA accordance with requirements of this RFP and it Bridging Document Drawing (Refer to Appendix ‘C’ – Drawings provided under separate cover).

Acceptance of a Contractor(s) proposal will not require the GCIDA use of all proposal items.

B. Procurement Authority

This procurement is conducted generally in accordance with competitive principles set forth in the Virginia Public Procurement Act (VPPA), § 2.2-4300 et seq. of the Code of Virginia, utilizing the Competitive Negotiation method, however as the project involves a facility of the Industrial Development Authority, strict compliance with the VPPA is not required.

Award shall be made to the Offeror whose proposal is determined to be the most advantageous to the GCIDA, considering price and other evaluation factors set forth herein.

C. Project Description

The Project consists of the renovation of approximately 3,200 square feet of the existing former Giles County Hospital located at 1 Taylor Avenue, Ste, 2, Pearisburg, Virginia 24134.

This renovation project will provide the facility with a 100+ seat capacity administrative Board Room with board dais. In addition to the board room, public toilets, and additional meeting rooms are planned. The interior construction will utilize light-gauge metal stud framing with painted gypsum wallboard on each side as scheduled. Flooring in the board room will be 24” by 24” carpet tiles with luxury vinyl tiles throughout the balance of the renovated area. All floors will be trimmed out with a 4” high rubber wallbase. Doors will be solid core wood in hollow metal frames at interior locations. Exterior locations will be insulated and galvanized hollow metal doors and frames. All ceilings will be 24” by 24” suspended acoustical panel ceilings in a 15/16” suspension system, except for the board room. The board room ceiling will be exposed to existing construction while receiving a painted finish. The existing fire sprinkler system will require modification to respond to the new space layout. A new HVAC

Design-Build Services - Request for Proposal 4 system is planned for the renovated area along with the required and necessary electrical power and lighting requirements.

Refer to the Bridging Document Drawings in Appendix C for additional information.

D. Scope of Services

1. Pre-Construction Services

a. Site verification and field investigation

b. Preliminary cost estimating

c. Value engineering

d. Development of project schedule

2. Design Services (as required to supplement bridging documents made part of this RFP)

a. Architectural design

b. Mechanical, Electrical, and Plumbing (MEP) engineering

c. Fire protection design

d. Preparation of construction documents

e. Permit coordination

3. Construction Services

a. Procurement and management of subcontractors

b. Construction management

c. Quality control and safety compliance

d. Substantial completion and closeout

e. Warranty services

E. Proposal Requirements

Proposals shall include the following in addition to the Required Forms and Certifications listed in Paragraph L below:

Design-Build Services - Request for Proposal 5

a. Cover Letter signed by authorized representative

b. Firm Qualifications and Virginia Contractor License

c. Design-Build Team Organization Chart

d. Resumes of Key Personnel

e. Relevant Project Experience (minimum 3 projects)

f. Project Approach and Proposed Schedule

g. References (minimum 3)

h. Bonding Capacity Letter from Surety

F. Evaluation and Selection Process

Proposals will be evaluated based on experience, qualifications, technical approach, schedule management, cost control strategy, past performance, and overall best value.

G. Schedule of Events

1. RFP Issued: March 16, 2026

2. Pre-Proposal Conference: March 30, 2026

3. Deadline for Questions: April 9, 2026

4. Proposal Due Date: April 16, 2026

5. Interviews (if conducted): April 23, 2026

6. Notice of Award: May 6, 2026

H. Non-Mandatory Pre-Proposal Conference

A non-mandatory Pre-Proposal Conference will be held on March 30, 2026 at 1:00 PM. At the project site, 1 Taylor Avenue, Pearisburg, Virginia 24134

The purpose of this conference is to allow potential contractors an opportunity to present questions and obtain clarifications related to any facet of this solicitation. A tour of project area will be conducted during the pre-proposal conference. All attendees are expected to bring any equipment necessary for their use in field evaluation.

Design-Build Services - Request for Proposal 6

Oral responses to questions during the site evaluations shall be considered nonbinding on GCIDA behalf.

All questions regarding this RFP must be submitted, in writing, prior to 4:00 PM April 9, 2026.

Answers to any questions will be posted as an addendum to the original RFP by 4:00 PM April 14, 2026. Any changes resulting from the pre-proposal conference will be issued in a written addendum to this solicitation.

I. Submission Instructions

Sealed proposals should be clearly marked 'Design-Build Services -Request for Proposals - Giles County Administrative Board Room Relocation' and delivered to the Procurement Officer at the address listed below. Acceptance of a Contractor(s) proposal will not require the GCIDA use of all proposal items.

Submit three (3) physical copies of your RFP response along with two (2) electronic copies on a flash drive. Any proprietary information should be clearly identified in the proposal. One electronic copy should have proprietary information redacted.

Late submissions will not be accepted.

Sealed proposals will be received until Thursday, April 16, 2026 at 2:00 PM for the design-build services described herein.

All inquiries for information should be directed to:

Mr. Chris McKlarney, Director Giles County IDA 1 Taylor Avenue, Ste. 2 Pearisburg, VA 24134

Phone: (540) 921-2525 Email: cmcklarney@gilescounty.org

The proposal should be mailed to the attention of:

Mailing and Physical Address:

Mr. Chris McKlarney, Director Giles County IDA 1 Taylor Avenue, Ste. 2 Pearisburg, VA 24134

The proposal may be hand delivered or sent via courier to the address shown above.

mailto:cmcklarney@gilescounty.org

Design-Build Services - Request for Proposal 7

J. Bonding and Insurance Requirements

1. Performance Bond (100% of Contract Amount)

2. Payment Bond (100% of Contract Amount)

3. Certificates of Insurance meeting municipal requirements

K. General Terms and Conditions

1. Anti-Collusion Certification required

2. Drug-Free Workplace Certification required

3. Compliance with Virginia licensing requirements

4. Subject to Virginia Freedom of Information Act

L. Required Forms and Certifications

1. Proposal Signature Page - Appendix A

2. Bid Form – Appendix B

3. Anti-Collusion Statement

4. Drug-Free Workplace Certification

5. Proof of Insurance

6. W-9 Form

Appendices

Appendix - A

Proposal Signature Page

Proposal Signature Page Design-Build Services - Request for Proposals (RFP)

Giles County Administrative Board Room Relocation – GCIDA

My signature certifies that the proposal as submitted complies with all Terms and Conditions as set forth in the RFP for the Giles County Administrative Board Room Relocation.

My signature warrants that I have not employed or retained any fir or person other than a bona fide employee working solely for the firm to solicit or secure this contract and have not paid or agreed to pay any firm or person other than a bona fide employee working solely for the fir any fee, commission, percentage, brokerage fee, gifts or other consideration upon or resulting from the award or making of this Contract. For breach or violation of this warranty, the GCIDA shall have the right to annul or void this Contract without liability or, in its sole discretion, to deduct from the contract price or consideration, or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee.

My signature also certifies that this firm 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 the GCIDA, 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 persons that could be considered as a conflict of interest or potential conflict of interest to the GCIDA, pertaining to any and all work or services to be performed as a result of this request and any resulting contract with the GCIDA.

I hereby certify that I am authorized to sign as a Representative for the Firm:

Complete Legal Name of Firm:

Street Address:

Mailing Address:

Fed ID No:

Signature:

Name (type or print)

Title:

Telephone: ( ) Fax: No.: ( )

Date

To receive consideration for award, this signature sheet should be returned to the RFP submission as it shall be a part of your response.

Appendix - B

Bid Form

BID FORM

PROJECT IDENTIFICATION: Giles County Administrative Board Room Relocation Design-Build Services – Request for Proposals

CONTRACT IDENTIFICATION NO: T&L Project No. 19482

THIS BID IS SUBMITTED TO: Physical and Mailing Address:

Giles County IDA 1 Taylor Ave, Ste. 2 Pearisburg, Virginia 24134

1. The undersigned Bidder proposes and agrees, if this Bid is accepted, to enter into an Agreement with Owner in the form acceptable to the Owner to perform and furnish all Work as specified or indicated in the Request for Proposals (RFP) for the Contract Price and within the Contract Time indicated in this Bid and in accordance with the other terms and conditions of the RFP.

2. Bidder accepts all of the terms and conditions of the RFP, including without limitation those dealing with the disposition of Bid Security. This Bid will remain subject to acceptance for sixty

(60) days after the day of Bid Opening. Bidder will sign and submit the Agreement with the Bonds and other documents required by the Bidding Requirements within the timeframe presented in the RFP.

3. In submitting this Bid, Bidder represents, as more fully set forth in the Agreement, that:

(A) Bidder has examined copies of all RFP Documents and of the following Addenda (receipt of all which is hereby acknowledged):

Number Date

(B) Bidder has familiarized itself with the nature and extent of the RFP, Work, site, locality, and all local conditions and Laws and Regulations that in any manner may affect cost, progress, performance, or furnishing of the Work.

(C) Bidder has obtained and carefully studied (or assumes responsibility for obtaining and carefully studying) all such examinations, investigations, explorations, tests, and studies which pertain to the subsurface or physical conditions at the site or otherwise may affect the cost, progress, performance, or furnishing of the Work as Bidder considers necessary for the performance or furnishing of the Work at the Contract time and in accordance with the other terms and conditions of the RFP; and no additional examinations, investigations, explorations, tests, reports, or similar information or data are or will be required by Bidder for such purposes.

(D) Bidder has reviewed and checked all information and data shown or indicated in the RFP with respect to existing utilities at or contiguous to the site and assumes responsibility for the accurate location of said utilities. No additional examinations, investigations, explorations, tests, reports or similar information or data in respect of said utilities are or will be required by Bidder in order to perform and furnish the Work at the Contract Price, within the Contract Time and in accordance with the other terms and conditions of the

RFP.

(E) Bidder has correlated the results of all such observations, examinations, investigations, explorations, tests, reports, and studies with the terms and conditions of the RFP.

(F) Bidder has given Architect written notice of all conflicts, errors, or discrepancies that it has discovered through Pre-Bid Questions and the written resolution thereof by Architect is acceptable to Bidder.

(G) This Bid is genuine and not made in the interest of or on behalf of any undisclosed person, firm, or corporation and is not submitted in conformity with any agreement or rules of any group, association, organization or corporation; Bidder has not directly or indirectly induced or solicited any other Bidder to submit a false or sham Bid; Bidder has not solicited or induced any person, firm, or corporation to refrain from bidding; and Bidder has not sought by collusion to obtain for itself any advantage over any other Bidder or over Owner.

4. Bidder will complete the Work for the following price:

BASE BID – LUMP SUM PRICE FOR ALL WORK IDENTIFIED IN THE BRIDGING DOCUMENTS AND

AS OTHERWISE REQUIRED BY THIS RFP FOR COMPLETE CONSTRUCTION.

Dollars ($ )

5. Time for Completion (after NOTICE TO PROCEED (NTP))

The Bidder understands that time is of the essence and agrees that the time for project completion is shown below. The time for completion shall be shown as consecutive days from the date of commencement of the Work as specified in the NTP.

Bidder agrees that the Work will be substantially completed within two hundred and seventy

(270) consecutive calendar days after Notice to Proceed, and Final Completion shall be achieved within thirty (30) consecutive calendar days after Substantial Completion.

6. All items required in the RFP, and any or all other applicable items set forth in the RFP documents shall be provided. If Awarded a Contract, the Contractor agrees to comply with all provisions set forth in this RFP document.

7. Communications concerning this Bid shall be addressed to the address of Bidder indicated below.

The following address:

SUBMITTED on __________________, 20___.

BIDDER hereby submits this Bid as set forth above:

Bidder:

(typed or printed name of organization)

By:

(authorized signature)

Name:

(typed or printed)

Title:

(typed or printed)

Date:

(typed or printed)

Attest:

(individual’s signature)

Name:

(typed or printed)

Title:

(typed or printed)

Date:

(typed or printed)

Address for giving notices:

Bidder’s Contact:

Name:

(typed or printed)

Title:

(typed or printed)

Phone:

Email:

Address:

Bidder’s Contractor License No.: (if applicable)

Appendix - C

Bridging Document Drawings

Appendix – C is included under separate cover