2-1117-P-2627 Architectural and Engineering Services.pdf

REQUEST FOR PROPOSALS

Procurement Office 801 Crawford Street ● Portsmouth, VA 23704

Phone: (757) 393-8261 ● Email: purchasing@portsk12.com

Portsmouth Public Schools hereby seeks sealed proposals for the following:

TITLE: PROVIDE ARCHITECTURAL &

ENGINEERING SERVICES ON AN AS NEEDED BASIS

RFP# 1117-P-2627

ISSUE DATE October 9, 2026

QUESTIONS DUE October 16 2026

CLOSING DATE November 9, 2026 CLOSING TIME 2:00 pm EST

PROCUREMENT SUPERVISOR Cassandra Stanley VCM, VCO, CPP

PPS DOES NOT DISCRIMINATE AGAINST FAITH BASED ORGANIZATIONS

Portsmouth Public Schools RFP #1117-P-2627 Provide Architectural & Engineering Services

REQUEST FOR PROPOSALS

Issue Date: October 9, 2026 RFP No. 1117-P-2627 Commodity Code(s):90607, 90610, 92517, 92531, 92567, 92588 Title: Architectural & Engineering Services Effective Date: _____________ Issued by: Using Department:

Portsmouth Public Schools Portsmouth Public Schools Procurement Office Auxiliary Services 801 Crawford Street SH Clark Annex 3rd Floor 2801 Turnpike Road Portsmouth, VA 23704 Portsmouth, VA 23707

Period of Contract: The period of this contract shall be a one-year term through December 31, 2027, with the option to renew for four (4) additional one-year terms.

THE PORTSMOUTH PUBLIC SCHOOLS LOCATED IN PORTSMOUTH, VIRGINIA, WILL RECEIVE SEALED PROPOSALS FOR THE ABOVE NAMED PROJECT UNTIL 2:00 PM LOCAL TIME ON NOVEMBER 9, 2026 AT THE PROCUREMENT OFFICE, 3RD FLOOR, CITY HALL BUILDING, 801 CRAWFORD STREET, PORTSMOUTH, VA 23704. ANY REPSONSES RECEIVED AFTER THE SPECIFIED TIME AND DATE WILL NOT BE CONSIDERED. Offerors shall return ALL REQUIRED RFP FORMS AND APPLICABLE M/WBE FORMS.

ALL INQUIRIES FOR INFORMATION SHOULD BE DIRECTED TO CASSANDRA STANLEY, PROCUREMENT SUPERVISOR, PHONE: (757) 393-8261, FAX: (757) 393-5104; All questions must be submitted via email to purchasing@portsk12.com before 5:00 PM, October 16, 2026.

RFP documents may be examined at Portsmouth Public Schools Procurement Office, City Hall Building, 801 Crawford Street, 3rd Floor-School Board Office, Portsmouth, VA 23704. Electronic copies of the bid/RFP documents in PDF format are available for download on PPS’ Euna Procurement website at https://portsk12.bonfirehub.com/portal/?tab=openOpportunities, electronic submission are only accepted through this site. Bids/RFP are also available through Virginia’s eProcurement Portal Website at https://eva.virginia.gov/ and DemandStar. Please refer to PPS’ Procurement Office website at http://ppsk12.us/departments/departments_n-_z/purchasing_office for more information.

It shall be the responsibility of the prospective offeror to monitor the Bonfire, eVA or DemandStar website for published addenda and to have all addenda signed by an authorized representative of the company. All fully executed addenda must be returned to the Procurement Office along with the signed proposal. PPS will NOT accept faxed addenda.

IF PROPOSALS ARE MAILED, SEND DIRECTLY TO THE PROCUREMENT OFFICE AT THE ADDRESS SHOWN ABOVE. IF HAND DELIVERED, DELIVER TO: Portsmouth City Hall, 801 Crawford Street, 3rd Floor-School Board, Portsmouth, VA 23704. IT SHALL BE THE RESPONSIBILITY OF THE PROSPECTIVE OFFEROR TO ENSURE THEIR PROPOSAL IS DELIVERED TO THE 3RD FLOOR-SCHOOL

BOARD PROCUREMENT OFFICE.

IMPORTANT: OFFERORS ARE ALSO CAUTIONED NOT TO MAKE CHANGES TO THE SPECIFICATIONS OF THIS

SOLICITATION. THIS MAY RENDER THE PROPOSAL NON-RESPONSIVE.

THIS SECTION IS TO BE COMPLETED BY BIDDER’S OR OFFEROR’S AUTHORIZED REPRESENTATIVE.

Name and Address of Firm:

_________________________________________________ Date: _______________________________________

_________________________________________________ By: ______________________________________ (Signature in Ink) _____________________________ Zip Code: ___________ Name: ______________________________________ (Please Print) Email: ___________________________________________ Title: ______________________________________

Website: _________________________________________ Phone: _________________Fax:__________________

FID/Tax ID NO: ________________________________

Check All That Apply: DBSD Certified Business __ Small __ Women-Owned __Minority-Owned __Micro __ Other DSBSD # ________________________

ACCEPTANCE BY PORTSMOUTH PUBLIC SCHOOLS:

NAME: _______________________________________ SIGNATURE: ________________________________________

SIGNATURE OF AUTHORIZED REPRESENTATIVE

TITLE: _______________________________________ DATE: ________________________

mailto:purchasing@pps.k12.va.us https://portsk12.bonfirehub.com/portal/?tab=openOpportunities https://eva.virginia.gov/ http://ppsk12.us/departments/departments_n-_z/purchasing_office

TABLE OF CONTENTS

I. PURPOSE 4

II. BACKGROUND 4

III. STATEMENT OF NEEDS (SCOPE OF WORK) 4

IV. SPECIAL TERMS AND CONDITIONS 6

A. AUDIT 6

B. CANCELLATION OF CONTRACT 6

C. CHANGES OR MODIFICATIONS TO SOLICITATION DOCUMENTS 6

D. CONFIDENTIALITY OF PERSONALLY INDENTIFIABLE INFORMATION 6

E. CONTRACT ADMINISTRATOR 6

F. CONTACT WITH PPS’ STAFF, REPRESENTATIVES, AND /OR AGENTS 7

G. CONTRACT TERM/RENEWALS 7

H. COOPERATIVE PROCRUREMENT 7

I. COST OF RESPONDING 7

J. E-VERIFY 7

K. IDENTIFICATION OF BID/PROPOSAL ENVELOPE 8

L. INDEMNIFICATION 8

M. INDEPENDENT CONTRACTOR 8

N. INVOICE/PAYMENT 8

O. M/WBE SUBCONTRACTING AND EVIDENCE OF COMPLIANCE 8

P. OFFERORS OF RECORD 9

Q. ORAL PRESENTATION 9

R. PROCEDURE 9

S. QUESTIONS 10

T. RFP CLOSING 10

U. DISPOSITION OF PROPOSALS 10

V. TAXPAYER ID NUMBER AND CERTIFICATION 11

W. WITHDRAWL OR MODIFICATION OF PROPOSALS 11

V. EVALUATION AND AWARD 11

VI. SUBMITTAL REQUIREMENTS 12

VII. LIST OF ATTACHMENTS 13

A. GENERAL TERMS AND CONDITIONS

B. M/WBE POLICY

C. DEBARMENT FORM

D. CONTRACTOR EMPLOYEE BACKGROUND CERTIFICATION

E. STATE CORPORATION COMMISSION REQUIREMENT

F. M/WBE PROGRAM FORMS

G. TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION (W-9)

H. COMMONWEALTH OF VIRGINIA FORM DGS-30-004 (REV. 12/25)

I. INSURANCE SPECIFICATIONS

I. Purpose The Purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish an as needed term contract through competitive negotiation to provide architectural and engineering services for Portsmouth City Public Schools (referred to as PPS or Purchasing Agency).

II. Background Located in the heart of the Hampton Roads region of Virginia, PPS provides outstanding educational programs in an environment conducive to teaching and learning. The school division consists of three high schools, three middle schools, 13 elementary schools, three Pre-K centers, an alternative school, an adult learning facility, and a career and technology center. PPS has an enrollment of approximately 14,800 students (Pre-K–12). Of the school district’s approximately 2,215 employees (including part-time employees), 1115 are classroom teachers. You may access the division’s official web site at http://ppsk12.us .

III. Statement of Needs (Scope of Work) Portsmouth Public Schools desires a term contract for Architectural and Engineering services to be provided on an “as needed” basis. The selected Offeror shall furnish all expertise, labor and resources in accordance with the negotiated scope of work for each project. Types of services that the A/E may be required to perform include:

• Design services for new schools.

• Design services for renovation and/or additions to existing schools.

• Evaluations, analysis, recommendations, cost and time estimates, reports, feasibility studies, field inspections, on-site investigations and code compliance investigations for architectural projects, structural engineering projects, electrical engineering projects, mechanical engineering projects and/or civil engineering projects as the School Board may require.

SCOPE OF SERVICES: Services will include, but not limited to:

A. EVALUATION STUDIES: Review existing plans and data and analyze existing conditions, attend and participate in meetings, conduct field surveys, inspections, investigations, and evaluations, prepare reports, and construction cost estimates.

B. DESIGN SERVICES: Perform preliminary design, survey, final design, and preparation of contract documents and bidding assistance to include attendance at pre-bid meetings, bid review and recommendation of award.

C. CONSTRUCTION ADMINISTRATION/MANAGEMENT SERVICES:

Provide construction administration/management services and technical assistance, as requested, for construction phase meetings, shop drawing review, field engineering services for construction inspection, and preparation of record drawings.

D. GENERAL REQUIREMENTS:

The following generally summarizes the types of scope of services the A/E may be required to perform, depending on the individual project assignment.

http://ppsk12.us/

1. Conduct field surveys and review existing plans and data

2. Attend and participate in meetings

3. Prepare and present reports on studies conducted

4. Review existing plans and data

5. Preliminary design services, design development, including cost estimates, and detailed design for construction, including final cost estimates and all drawings

6. Assist in the project bidding process by bid document preparation and bid analysis

7. Assist with construction administration

E. SERVICES UPON REQUEST: Standard additions to give the contract maximum flexibility. PPS is interested in Offerors who have these capabilities or could retain the additional services internally or through subcontracting.

1. Architecture design, including landscaping design

2. Roof installation, replacement, and repairs

3. Facilities requirements and utilization studies

4. Feasibility studies for new, renovation, and alteration projects

5. Facility studies and audits to determine compliance with various federal, state, and local regulations

6. Facility assessments

7. Mechanical upgrades and replacements

8. Building interior and exterior renovations and repairs

9. Building additions and new construction

10. Electrical Engineering

11. Plumbing Engineering

12. Minor and Major new construction

13. Regulatory Compliance Services Administration

F. GRANT ADMINISTRATION: In the event grant funding is involved offeror shall assist with identifying available funding sources and management overseeing responsibilities and requirements encompassed with grant lifecycle (pre-award | award | post award).

G. ADDITIONAL SERVICES:

1. Where applicable, integrated design techniques and concepts will be utilized to optimize human and visual comfort, energy use and maintainability. In all cases, environmentally friendly processes and materials shall be considered with the latest LEED standards.

2. Any other services necessary to produce a complete and accurate set of Construction Documents defined as including, but not limited to, general and supplementary conditions, drawings and specifications.

IV. Special Terms and Conditions The conditions set forth herein apply to all Proposals rendered to the School Board of the City of Portsmouth, VA, hereinafter referred to as the School Board. All Offerors are bound by these conditions. Please read these conditions carefully, as they are an integral part of the agreement and contract awarded to the successful Offeror.

A. Audit:

The Contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the PPS, whichever is sooner.

The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

B. Cancellation of Contract:

The procurement agency reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

C. Changes or Modifications to Solicitation Documents:

Changes or modifications to this RFP made prior to the date and time of closing will be addressed by addenda from the Issuing Office. Offerors are to acknowledge receipt of addenda in the space provided on the cover page of this RFP. Oral modifications shall not form a part of the proposal documents. This RFP and any addenda shall be incorporated, by reference, into any resulting contract.

D. Confidentiality of Personally Identifiable Information:

The Contractor assures that information and data obtained as to personal facts and circumstances related to patients or clients will be collected and held confidential, during and following the term of this agreement, and unless disclosure is required pursuant to court order, subpoena or other regulatory authority, will not be divulged without the individual’s and the agency’s written consent and only in accordance with federal law or the Code of Virginia. Contractors who utilize, access, or store personally identifiable information as part of the performance of a contract are required to safeguard this information and immediately notify the agency of any breach or suspected breach in the security of such information. Contractors shall allow the agency to both participate in the investigation of incidents and exercise control over decisions regarding external reporting.

Contractors and their employees working on this project may be required to sign a confidentiality statement.

E. Contract Administrator The contract administrator for this contract shall be Chief Operations Officer, or a designee. Contact can be made with the superintendent’s office at 757-393-8607.

F. Contact with the School Board’s Staff, Representatives and/or Agents:

Direct contact with the School Board’s staff, representatives and/or agents other than Procurement staff on the subject of this RFP or any subject related to this RFP is expressly prohibited except with the prior knowledge and permission of the Procurement Manager.

All questions prior to the awarding of this contract shall be made to the Issuing Office.

G. Contract Term/Renewal:

The contract shall be a one (1) year term contract with four (4) one-year renewal options, commencing on January 1, 2027 unless cancellation in accordance with Section B - Cancellation of Contract. PPS will provide the Contractor a notice of renewal no later than 90 days prior to the end of the contract term.

Price increases may be negotiated at the time of renewal. The contract price(s) shall not exceed the contract price(s) of the original contract increased/decreased by more than the percentage increase/decrease of the Urban Wage Earners and Clerical Workers category of the CPI-W section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.

H. Failure to Deliver:

Failure to comply with the terms and conditions of this solicitation or to deliver goods and/or services identified in the solicitation and resulting contract as negotiated will be considered default of the contract award. Should the contractor fail to deliver within the time specified, or should the contractor fail to make timely replacement of rejected items when so requested, the School Board may purchase items/services of comparable quality in the open market to replace the rejected or undelivered items/services. The contractor shall reimburse the School Board for all costs above the contract price when purchases are made in the open market.

I. Cost of Responding:

This solicitation does not commit PPS to pay any costs incurred by the Offeror or any other party in the preparation and/or submission of proposals or in making necessary studies or designs for the preparation thereof, nor is PPS obligated to procure or contract for such services.

J. E-Verify Program:

EFFECTIVE 12/1/13. Pursuant to Code of Virginia, §2.2-4308.2., any employer with more than an average of 50 employees for the previous 12 months entering into a contract in excess of $50,000 with any agency of the Commonwealth to perform work or provide services pursuant to such contract shall register and participate in the E-Verify program to verify information and work authorization of its newly hired employees performing work pursuant to such public contract. Any such employer who fails to comply with these provisions shall be debarred from contracting with any agency of the Commonwealth for a period up to one year. Such debarment shall cease upon the employer’s registration and participation in the E-Verify program. If requested, the employer shall present a copy of their Maintain Company page from E-Verify to prove that they are enrolled in E- Verify.

K. Identification of Bid/Proposal Envelope:

If a special envelope is not furnished, or if return in the special envelope is not possible, the signed bid/proposal should be returned in a separate envelope or package, sealed and identified as follows:

Name of Bidder/Contractor Due Date Time Street or Box Number RFP Number RFP Title City, State, Zip Code

L. Indemnification:

Contractor agrees to indemnify, defend and hold harmless PPS, its officers, agents, Board and employees from any liability for claims, damages and actions of any kind or nature, whether at law or in equity, incurred or suffered by PPS, directly or indirectly arising from or caused by the negligent or intentional act or omission of contractor or any of contractor’s employees or subcontractors, whether arising from the furnishing of equipment of any kind or nature or services of any kind or nature. Damages hereunder includes reasonable attorney’s fees and court costs.

M. Independent Contractor:

In providing requested services under an Agreement/Contract, Contractor will be acting as an independent contractor and not as an employee of Portsmouth City Public Schools. Contractor and PPS acknowledge that resulting Agreement/Contract will not create a partnership or joint venture between the parties, and the Agreement/Contract will be exclusively a contract for services.

N. Invoice/Payment:

Invoices must state purchase order number, delivery location, delivery date, and an itemized list of products delivered. Invoices shall be sent to the Portsmouth School Board, P.O. Box 998, Portsmouth, VA 23705 and emailed to accounts.payable@portsk12.com . Invoices shall cite the purchase order number. The School Board reserves the right to return incorrect invoices, including invoices not citing the purchase order number, to the Contractor for correction. Payment terms shall be net 30 days from receipt of goods and/or services of invoice, whichever is later.

O. M/WBE Subcontracting and Evidence of Compliance:

Portsmouth Public Schools’ solicitations and contract awards shall not discriminate against a Bidder or Offeror because of race, religion, color, sex, national origin, age, disability or any other basis prohibited by state law and School Board policy relating to discrimination in employment. Portsmouth Public Schools is committed to ensuring fair consideration of all suppliers in its day-to-day procurement of services, suppliers and construction. Providing the opportunity for a wide-range of suppliers provides a competitive edge in producing high-quality, low cost innovative products and services. It is the goal of PPS that 30% of its purchases is made from minority and women-owned businesses enterprises (M/WBE) under this solicitation. This includes discretionary spending in prime contracts and subcontracts. All potential respondents are required to submit an M/WBE Subcontracting Plan to either disclose its intent to utilize subcontractors or its intent not to utilize subcontractors. All M/WBE forms must be completed and returned with the respondent’s proposal. M/WBE Forms are listed mailto:accounts.payable@portsk12.com in the Appendices and included as an Attachment (Forms can also be found in the M/WBE Program Policy referenced below). Information and instructions on completing the Forms are included in the M/WBE Program Policy. The Contractor is encouraged to offer such subcontracting opportunities to M/WBE- certified businesses. No respondent or subcontractor shall be considered a Women- Owned Business or a Minority-Owned Business unless certified as such by the Virginia Department of Small Business and Supplier Diversity (formerly Virginia Department of Minority Business Enterprise - VDMBE), Women Business Enterprise Council (WBENC), or the Carolina- Virginia M i n o r i t y Supplier Diversity Council (CVMSDC) by the due date for receipt of proposals. The prime Contractor agrees to report the use of these subcontractors by providing the PPS’ Procurement Office, at a minimum, the following information: name of small business with the DMBE certification number, phone number, total dollar amount subcontracted, and type of product/service provided. Respondents who propose self-performance of the work under this RFP must provide supporting documentation or evidence of its historical self-performance status to show self-performance of this work is not intermittent or elected only for PPS. Additional details of the PPS’ M/WBE program and requirements are included in the PPS’ M/WBE Program Policy, which is hereby incorporated into this proposal by reference and attached to this solicitation. (Failure to complete and return M/WBE forms with proposal will result in response being deemed non-responsive).

P. Offerors of Record:

Offerors receiving a copy of this RFP from a source other than the Procurement Office or via the aforementioned websites, must contact the Procurement Office and provide the Offeror’s name, address, contact person, telephone and fax numbers and the RFP number. Offeror will be added to eVA’s planholders’ list and will receive notification of any addenda to this RFP.

Q. Oral Presentation:

Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the agency. 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 issuing agency will schedule the time and location of these presentations. Oral presentations are an option of the purchasing agency and may or may not be conducted.

R. Procedure

1. Discrepancies or Omissions: In the event an Offeror finds any discrepancies or omissions in the Request for Proposal, or has any doubt as to its meaning, he shall notify the Procurement Manager, 801 Crawford Street, 3rd Floor, and Portsmouth, VA, 23704 at once. If it is found necessary, a written addendum will be sent to each Offeror.

All addenda so issued shall become a part of the contract document and will be signed and returned with the Proposal. Requests for such interpretation should be in writing, addressed to the Procurement Manager not later than five (5) days prior to the date fixed for RFP closing. Oral responses, instructions, or questions do not form any part of the Request for Proposal.

2. Internet Access: All bids/proposals may be viewed on the School Board’s website at www.pps.k12.va.us or download from PPS’ Euna Procurement Portal, eVA or DemandStar.

http://www.pps.k12.va.us/ http://www.eva.virginia.gov/ http://www.eva.virginia.gov/

3. Submission: The Proposal must be:

a. Sealed and submitted in a plain opaque envelope.

b. Addressed to Procurement Manager, Portsmouth Public Schools, 801 Crawford

Street, 3rd Floor, Portsmouth, Virginia 23704. Offeror is responsible for ensuring proposal is delivered to this address at the specified date and time.

Deliveries after the specified time will not be accepted.

c. Clearly marked: The RFP number and closing date stated in the RFP must appear on the envelope.

4. Corrections: Any proposal submitted with corrections must have the corrections initialed by the person who signed the proposal.

5. Proposal Cost: Proposals are to be submitted in accordance with the Request for Proposal. Cost proposal submitted to perform all work/services stated herein will be “all inclusive”. All costs incurred for proposal preparation shall be the responsibility of the Offeror.

6. Validity: All information requested in the Request for Proposal must be completed in order to constitute a valid proposal. The School Board reserves the right to require selected Offerors to make an oral presentation of their proposal.

7. Deviations: Any deviations from the specifications must be set forth in the proposal.

8. Charges: All prices in the proposal shall be for all equipment, materials, supplies

(including delivery), labor and any incidental expenses incurred by the Offeror.

No other charges may be added.

S. Questions:

Offerors must submit questions regarding the Request for Proposal in writing by email to the Issuing Office at purchasing@portsk12.com no later than October 16, 2026.

Necessary replies will be issued to all Offerors of record as addenda that shall become part of the contract documents. Oral instructions do not form a part of the RFP documents.

Offeror is responsible for checking the PPS Euna Procurement Portal, eVA (Commonwealth of Virginia’s e- procurement website) and Demand Star.

T. RFP Closing:

Offeror shall ensure its proposal is time stamped by the Issuing Office no later than the closing date and time shown on the cover of this RFP. Proposals received after the specified date and time (ex: time stamped 2:01 or later) will not be considered and will be returned to the Offeror unopened.

In the event that PPS is closed due to inclement weather and/or emergency situations prior to or at the time set aside for the published bid opening, the bid opening date will default to the next open business day at the same time.

U. Disposition of Proposals:

All materials submitted in response to this RFP shall become the property of PPS. One (1) copy of each proposal will be retained for official files. The copy will become public record after award of the contract and will be open to public inspection subject to the Proprietary Information/Disclosure section of this RFP.

mailto:purchasing@portsk12.com

V. Taxpayer ID Number and Certification:

Contractor must submit with its offer the attached W9 Form – Request for Taxpayer ID Number and Certification, Attachment G.

W. Withdrawal or Modification of Proposals:

Proposals may be withdrawn or modified by written notice received from Contractors prior to the deadline fixed for proposal receipt. The withdrawal or modification may be made by the person signing the proposal or by an individual(s) who is authorized by him/her on the face of the proposal. Written modifications may be made on the proposal form itself, on the envelope in which the proposal is enclosed, or on a separate document. Written modifications, whether the original is delivered, or transmitted by facsimile, must be signed by the person making the modification or withdrawal.

V. Evaluation and Award Criteria

A. Evaluation Criteria: Proposals shall be evaluated by Portsmouth Public Schools using the following criteria:

Qualifications and Experience 50 Capacity 25 Methodology 25

B. Award of Contract: The Agency shall engage in individual discussions and interviews with two or more offerors deemed fully qualified, responsible and suitable on the basis of initial responses, and with professional competence to provide the required services.

Repetitive informal interviews are permitted. The School Board reserves the right to make a multiple award contract. Selection shall be made of the one or more Offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors identified above. Negotiations shall be conducted with the Offeror(s) selected. Negotiations shall then be conducted with the Offeror ranked first to establish an acceptable contract, including marked up hourly rates considered fair and reasonable, and which compare favorably with the typical labor rates for the various A/E skill levels required for the work. Costs shall be considered but need not be the sole determining factor. If other interviewed Offerors were also determined to be qualified, negotiations may be conducted in order to establish acceptable contract with them as well. The School Board may cancel the RFP, reject proposals or any portion thereof at any time prior to award and is not required to furnish a statement of the reason why a particular proposal was not deemed to be the most advantageous (Section 2.2-4359D, Code of Virginia). Should the School Board determine in writing and in its sole discretion that one Offeror is clearly more highly qualified than the others under consideration; a contract may be negotiated and awarded to that Offeror(s).

The award document will be a contract incorporating by reference all the requirements, terms and conditions of this solicitation and the Contractor’s proposal as negotiated. The School Board will not sign any Offeror(s) contract.

C. Fee Limitations: In accordance with the Virginia Public Procurement Act (VPPA), §2.2- 4301, the project fee for any single project shall not exceed $1,000,000. Also, the sum of all projects performed in one contract term by one firm shall not exceed $5,000,000.

D. Rates: Negotiated labor rates for the various A/E classifications/disciplines/skill levels will be documented in the contract. These rates will be used in determining lump sum fees and hourly rate work that is authorized by delivery orders issued under this contract.

VI. SUBMITTAL REQUIREMENTS

1. Proposals should be as thorough and detailed as possible so that the School Board may properly evaluate the Offeror’s capabilities to provide the required services/products.

Paper responses shall include one (1) original, five (5) copies, and one (1) electronic pdf copy of your proposal on a flash drive. Proposals shall be submitted on 8 ½” x 11” paper and prepared simply and concisely. Electronic responses are only accepted through PPS Euna Procurement website https://portsk12.bonfirehub.com/portal/?tab=openOpportunities. Elaborate artwork, expensive paper, bindings, visual and other presentation aids are not required. Each Offeror’s proposal shall include the following sections, with each tab clearly labeled and in this order specified below.

2. All proposals submitted under this RFP shall become the property of the School Board and will be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets of 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.

The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal.

TAB 1 – Qualification Statement: Provide a statement of interest and the ability to provide the required services. This statement should include any information that is considered essential to the proposal, the names of persons authorized to make representations for the firm, their titles, address and telephone numbers. The signed Request for Proposal Cover Sheet should also be included in this section.

TAB 2 – Contact Information: Name of firm and location of the office in which the work is to be performed. If the principal architect or engineer and staff are not located in the Hampton Roads area, provide a statement of how the Offeror intends to maintain open communication with the Portsmouth Public Schools staff.

TAB 3 – Experience: List completed educational facility planning projects performed by your firm within the past five (5) years. List a minimum of three (3) projects. Include an AE-5 Form for each of these projects. Additionally, please indicate if the design work and documents were completed on time for each project listed.

TAB 4 – Capacity and Capabilities: Offerors should state their ability to respond to requests for service, their willingness to provide services on projects of all sizes, their staffing capabilities and their expertise in the disciplines sought by the RFP, which are:

https://portsk12.bonfirehub.com/portal/?tab=openOpportunities

Architecture Civil Engineering Structural Engineering Mechanical Engineering Electrical Engineering

TAB 5 – Awards: List any professionally recognized design awards received by the firm and state the significance of the award.

TAB 6 – ARCHITECTURAL/ ENGINEERING DATA: Forms AE-1 through AE-6 shall be provided. Supplemental information deemed necessary shall be on Form(s) AE-6.

Forms AE-1and AE-1A provides data on the firm including past project experience.

Form AE-2 provides information on proposed use of consultants.

Form AE-3 requires information on personnel to be assigned to this contract and the methodology to be used both to provide services and quality assurance.

Form AE-4 provides individual qualifications, expertise and experience of personnel to be assigned to this contract.

Form AE-5 requires data on similar contracts or projects for which the Offeror has provided services.

Form AE-6 provides space for a narrative description of capabilities, expertise, responsiveness and other information supporting the firm’s qualifications for this contract. It may also be used as a continuation sheet if additional space is required on any prior forms.

VII. LIST OF APPENDICES

A. General Terms and Conditions B. M/WBE Program Policy C. Contractor Employee Background Certification D. Debarment Form E. State Corporation Commission Requirement F. M/WBE Program Forms

• Form A – M/WBE Utilization Commitment

• Form B – Listing of the Good Faith Efforts

• Form C - Statement of Intent to Perform Work Without Subcontracting

G Taxpayer Identification Number and Certification H. Commonwealth of Virginia Form DGS-30-004 (Rev. 12/25) I. Insurance Specifications