2026021-PR-DB_HVAC at Simms D-B RFQual _FINAL_05-13-26.pdf

REQUEST FOR QUALIFICATIONS (RFQ) COVER PAGE

ISSUE DATE:

May 13, 2026

DESIGN-BUILD CONTRACT NUMBER:

2026021-PR-DB

FOR:

Replacement of HVAC equipment at the

City’s Lucy F. Simms Continuing Education

Center

DEPARTMENT:

Parks & Recreation

CONTRACT ADMINISTRATOR:

Matt Muterspaugh, Facilities & Grounds

Manager

DATE/TIME OF CLOSING ON EVA:

June 16, 2026 at 3:00pm

DATE/TIME LAST DAY FOR

QUESTIONS:

June 08, 2026 on or before 12:00pm (noon) local time

PROJECT INFORMATION MEETING:

June 03, 2026 at 10:00am at Lucy F. Simms Continuing Education Center, 620 Simms Avenue, Harrisonburg, VA 22802

PROJECT INFORMATION MEETING

MANDATORY:

Yes No N/A

The City does not discriminate against small, women-owned, minority-owned, military family-owned, service disabled veteran-owned businesses, employment services organizations or faith-based organizations.

VENDOR INFORMATION

Name of Vendor:_____________________________________ Telephone #:_________________________________________

Address: ___________________________________________ Federal Employer Identification #:__________________________

Contact Name: ______________________________________

Contact Email Address:__________________________________

By signing this proposal, Vendor(s) certifies, acknowledges, understands and agrees to be bound by the conditions set forth in this RFQ. Vendor further certifies that they and/or any member of their proposed team are not currently debarred or suspended by any agency or locality of the Commonwealth of Virginia and that no organization conflict exists between their company and any member of their proposed team.

VENDOR’S LEGALLY AUTHORIZED SIGNATURE

DATE

PRINT NAME TITLE

Please take a moment to let us know how you found out about this Request for Qualifications (RFQ) – Check one:

eVA Website Bid Room (Please List) ___________________________________

The Daily News Record Newspaper Notified by City Directly Other (Please List) ________________________________________

*Complete & return this document with proposal submission.

Table of Contents

1.0 INTRODUCTION

1.1. CITY’S DESIGN-BUILD PROCUREMENT PROCESS

2.0 BACKGROUND

3.0 SCOPE OF WORK

3.1. ANTICIPATED PROJECT SCOPE

3.2. OFFEROR’S QUALIFICATIONS & TEAM STRUCTURE

3.3. EXPERIENCE OF OFFEROR’S TEAM

3.4. REQUIREMENT TO KEEP TEAM INTACT

3.5. OFFEROR’S SCOPE OF WORK

3.6. PROJECT RISKS

3.7. ANTICIPATED SCHEDULE

4.0 PROJECT INFORMATION MEETING

5.0 STATEMENT OF QUALIFICATIONS SUBMITTAL REQUIREMENTS

6.0 GENERAL TERMS & CONDITIONS FOR THE CITY OF HARRISONBURG, VA

7.0 INSURANCE REQUIREMENTS

8.0 INSTRUCTIONS TO OFFERORS

8.1. OWNERSHIP OF DOCUMENTS

9.0 QUESTIONS

10.0 SUBMITTAL EVALUATION CRITERIA

11.0 SHORT LIST OF VENDORS TO RECEIVE THE RFP

12.0 CONFLICT OF INTEREST

ATTACHMENT A. GENERAL TERMS & CONDITIONS FOR THE CITY OF HARRISONBURG, VA

(REV. 10-08-24)

ATTACHMENT B. PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION FORM

ATTACHMENT C. STATE CORPORATION COMMISSION (SCC) FORM

ATTACHMENT D. NON-COLLUSION AFFIDAVIT

ATTACHMENT E. REFERENCES LIST

ATTACHMENT F. AFFILIATED & SUBSIDIARY COMPANIES OF THE OFFEROR

City of Harrisonburg, VA - Replacement of HVAC equipment at the City’s Lucy F. Simms Continuing Education Center RFQ (2026021-PR-DB) Page 1 of 26

1.0 INTRODUCTION

The purpose of this Request for Qualifications (RFQ) by the City of Harrisonburg, Virginia (City) is to solicit

Statements of Qualifications (SOQs) from interested vendors (Offeror) to serve as the Design-Builder for the replacement of HVAC equipment at the City’s Lucy F. Simms Continuing Education Center, located at 620

Simms Avenue, Harrisonburg, VA 22802. The purpose of this RFQ is to solicit information that will enable the

City to determine which Offerors: (a) are best qualified to successfully execute the design and construction of the

Project; and (b) will be invited to submit proposals in response to the City’s Request for Proposals (RFP).

Offeror’s SOQs must meet all requirements established by this RFQ. Requirements of this RFQ generally will use the words “shall”, “will”, or “must” (or equivalent terms) to identify a required item that must be submitted with an Offeror’s SOQ. Failure to meet an RFQ requirement may render an Offeror’s SOQ non-responsive while the extent to which an Offeror meets or exceeds evaluation criteria will be rated by the Evaluation Committee and be reflective of the Evaluation Committee’s scoring of Offeror’s SOQs.

Offerors shall take note that the RFQ is being provided for information purposes only. All documents included therein are subject to change; therefore, these documents shall not be relied upon for the purposes of developing a Proposal.

1.1.CITY’S DESIGN-BUILD PROCUREMENT PROCESS

This RFQ is being issued in accordance with Virginia Code 2.2, Chapter 43.1 and with the City of

Harrisonburg’s Design-Build Procedures as adopted by Resolution from the Harrisonburg City Council effective January 1, 2022.

The City of Harrisonburg will use a two-phased selection process for the selection of a Design-Builder for the

Project. This RFQ represents the first phase in the selection process, during which Offerors will submit

Statements of Qualifications for the project. Upon completion of this Step 1, the City intends to short-list at least two (2) Offerors. Only the short-listed Offerors will receive the Request for Proposal (RFP) and be allowed to submit a proposal. In the event the SOQs of fewer than two (2) Offerors are determined to be responsive, then the City reserves the right to not proceed to Step 2 of the D-B process.

Step 2 of the selection process will entail the submission of two (2) separately sealed parts: a Technical

Proposal and a Cost Proposal from each short-listed Offerors. While the RFP will contain specific requirements for the separately sealed Technical and Sealed Cost Proposals, as well as specific selection criteria, the City anticipates that: (a) Technical Proposals will include, among other things, the Offeror’s design/conceptual plans and a Project schedule; and (b) Cost Proposals will include, among other things, the price to construct the design included in the Technical Proposal. The final fixed price for the project will be determined upon completion of the final design. The City further anticipates that upon completion of the evaluations of the separately sealed Technical and Cost Proposals, the City will recommend the top-ranked

Offeror for an award of a contract.

Offerors are on notice that the City may negotiate and award a design-build contract to an Offeror if, upon a written determination, the City determines that such Offeror is the only Offeror fully qualified to perform the proposed design-build contract, or that such Offeror is clearly more highly qualified than the others under consideration.

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2.0 BACKGROUND

The Lucy F. Simms Continuing Education Center (“Simms Center”) is a Parks and Recreation facility that has a gymnasium with showers available, a fitness center, a Computer Lab and various programming and meeting spaces. It houses the Boys and Girls Club of Harrisonburg and Rockingham County and The Arc of Harrisonburg and Rockingham. Lucy Simms Continuing Education Center was built in 1938 and underwent major reconstruction in 2004 and is listed on the National Register of Historical Places.

All work will need to be reviewed and approved by the National Park Service U.S. Department of the Interior

State, Tribal, Local, Plans, and Grants Historic Preservation Fund prior to the commencement of any construction activities.

This project generally includes a full replacement of the heating, ventilation, air conditioning and electrical systems to replace outdated HVAC equipment, make system improvements and associated electrical connections at the facility. Equipment replacement will include: One (1) air cooled, 200 ton chiller, 30% propylene glycol

Two (2) 2,400,000 BTU natural gas boilers, Twenty eight (28) - FCU’s, Additional FCU’s added to improve heating and cooling issues in the historical section of building. Control system upgrade to include space temperature adjustment, remote connectivity to control system. Offeror is expected to address issues with excessive noise levels from HVAC system in the auditorium. Offeror shall replace associated hot water pumps and VFD’s.

The existing building drawings will be provided to qualified Offerors for reference in the RFP document (Step

2).

3.0 SCOPE OF WORK

The management, design, and construction services will be performed as a single contract with one entity identified as the Team. Services will include all necessary tasks/activities to manage, design, and construct the project, including but not limited to: project planning, permits, inspections, bonding, engineering, and construction services to deliver a complete, usable, and fully operational building.

The RFQ phase of the procurement process is intended to enable Offerors to demonstrate their qualifications to perform the Project, and to enable the City of Harrisonburg to evaluate those qualifications in arriving at a short-list. Offerors are advised that the SOQ should include specific information that will demonstrate the qualifications and experience required by this RFQ. Offerors should note that it is not the intent of the City to receive Project-specific design or engineering recommendations as part of this RFQ. The SOQ shall include all information required under this Section. Offerors shall be aware that the City reserves the right to conduct an independent investigation of any information, including prior experience, identified in a Statement of Qualifications by contacting project references, accessing public information, contacting independent parties, or any other means.

The City also reserves the right to request additional information from an Offeror during the evaluation of that

Offeror’s SOQ.

3.1.ANTICIPATED PROJECT SCOPE

Offeror shall provide all plant, labor, superintendence, materials, tools, equipment, supplies, incidentals, and other ancillary items necessary, for complete turnkey development of the HVAC replacement at Simms Center to include design and construction of the building including, but not limited to:

City of Harrisonburg, VA - Replacement of HVAC equipment at the City’s Lucy F. Simms Continuing Education Center RFQ (2026021-PR-DB) Page 3 of 26

• Provide all design, engineering, planning, and construction related to the replacement of the Simms

HVAC systems..

• Appropriate building permits

• Any additional engineering studies, as needed

• Provide documentation and manuals per specifications

• Provide a detailed Statement of Work (SOW) after the successful offeror has been selected, which will be included in the final contract.

• Provide coordination between the City, subcontractors, and other stakeholders to assure a quality project, timely delivery, safe implementation and to ensure that all contractual and warranty commitments are fulfilled. .

• Bonding, including any fees

• Installation of equipment per the approved engineering design and manufacturer’s recommendations. Provide proper service access around all equipment. Secure equipment, piping, ductwork, conduits, etc. to the building structure as applicable.

3.2.OFFEROR’S QUALIFICATIONS & TEAM STRUCTURE

The Offeror should provide sufficient information to enable the City to understand and evaluate the Offeror’s

Team. In accordance with the City’s Design-Build Procedures, all Offerors must have a licensed Class “A” contractor and an Architect or Engineer registered in the Commonwealth of Virginia as a part of their Project

Team.

Functioning as an integral member of the project that will include representatives from the City of

Harrisonburg and other consultants as required, it will be the responsibility of the awarded Team to integrate the management, design, and construction phases, utilizing skills and knowledge of design and general contracting to provide design, code analysis, value engineering and constructability reviews, develop schedules; prepare detailed project construction estimates; study labor conditions; and, in any other way deemed necessary, to contribute to the development of the Project during the pre-construction/design phase.

The Team assumes design and construction risk and has direct authority over the subconsultants and subcontractors and is responsible for construction means and methods.

The Offeror should respond to the following requirements in their Statement of Qualification Submittal:

3.2.1. Provide the identity of and information about the Key Personnel listed below. Job duties and responsibilities of Key Personnel shall not be delegated to others for the duration of the Design-

Build Contract. Resumes for individuals who are not identified as Key Personnel should not be included in the SOQ. At the time of SOQ submittal, the Key Personnel shall be an employee of the respected firm shown on the Organizational Chart and dedicated to the Project.

a. Design-Build Project Manager (DBPM) – This individual shall be responsible for the overall

Project design and construction and shall have the necessary expertise and experience required to supervise and exercise a degree of control of the Work. Work is comprised of all Design-

Builder’s design, construction, quality management, contract administration and other services required by the Contract Documents, including procuring, and furnishing all materials, equipment, services, and labor reasonably inferable from the Contract Documents in a timely manner. The individual should be capable of answering questions/inquiries relevant to the project. The DBPM shall be responsible for meeting the Design-Builder’s obligations under City of Harrisonburg, VA - Replacement of HVAC equipment at the City’s Lucy F. Simms Continuing Education Center RFQ (2026021-PR-DB) Page 4 of 26 the Contract and avoiding and resolving disputes. This individual shall also coordinate any required public outreach and public meetings. The City prefers that the DBPM be certified as a Design-Build Professional by the Design-Build Institute of America (DBIA).

b. Disciplined Engineer/Architect in Charge (E/AIC) – The E/AIC is responsible for ensuring that all engineering and/or architectural work for the Project is integrated, is in conformance with the Contract Documents, and otherwise delivers a safe, constructible, and functional

Project. The E/AIC shall only be responsible for aspects of the project that are within their field of licensure and experience. The E/AIC may be either an engineer or architect but shall be responsible for ensuring the appropriate discipline is engaged for matters that are specific to that discipline and that those actions or decisions are enacted. The E/AIC shall compile the complete, aggregate collection of the final Released for Construction Plans, Specifications, and other documents for the entirety of the Work and seal and sign the Final Plan Submissions and

Construction Plans submitted to the City. This individual shall be a registered, licensed, Professional Engineer or Architect in the Commonwealth of Virginia and shall be an employee or subconsultant of the Design- Builder.

The E/AIC shall have the necessary expertise and experience required to ensure that complex engineering and architectural decisions involving multi-disciplinary work are made by a professional engineer or architect licensed in the State and that such engineer or architect is well experienced working with the various disciplines involved in such decision. The E/AIC also shall ensure that all responsible charge engineer or architect work is performed by qualified engineers and architects and otherwise in compliance with Legal Requirements.

The E/AIC will make engineering decisions as needed for the Project, or otherwise cause such decisions to be made by skilled and qualified responsible charge engineers or architects and ensure that any such decisions relating to one component for the Project are evaluated for impacts to the Project as a whole. The E/AIC also will ensure that engineering decisions are not made by non-engineers and that architectural decisions are not made by non-architects.

Consistent with the requirements of 18 VAC §§ 10-20-740.B and -760B.2, the E/AIC shall be directly involved in or have personal supervisory direction and control authority in making and approving engineering and/or architectural decisions during construction; shall be capable of answering inquiries about all such engineering and architectural decisions; shall have the authority to stop work.

The E/AIC shall be available or otherwise ensure that responsible charge engineers or architects are available, to take immediate action to resolve matters involving potential hazards. The E/AIC shall report directly to the Project Manager and shall have direct lines of communication with the Design Manager, Construction Manager, and the Quality Assurance

Manager. The E/AIC’s duties are independent of the Design Builder’s required Quality

Assurance and Quality Control obligations.

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The individual serving as the Project Manager or the Design Manager may perform the role of the E/AIC, provided such individual has the qualifications and requirements described in this

Section.

c. Quality Control Manager (QCM) - This individual shall be assigned to the Project and is required to be on the Project site full-time when the construction is occurring. The QCM should be shown on the organizational chart and be supported by other QC Inspectors under his/her direction to ensure that time all construction operations and QC activities are being observed. This individual shall be from an independent firm that has no involvement in construction operations for the Project and shall be responsible for the quality control (QC) inspection and testing of all materials used and work performed on the Project, to include monitoring of the contractor's quality control (QC) program. The QCM will ensure that all work and materials, testing, and sampling are performed in conformance with the contract requirements and the "approved for construction" plans and specifications.

d. Design Manager (DM) – This individual shall be responsible for coordinating the individual design disciplines and ensuring the overall Project design is in conformance with the Contract

Documents. The DM shall be responsible for establishing and overseeing a QA/QC program for all pertinent disciplines involved in the design of the Project, including, review of design, working plans, shop drawings, specifications, and constructability for the Project. This individual shall be a registered, licensed, Professional Engineer or Licensed Architect in the

Commonwealth of Virginia. The individual serving as the Project Manager, Disciplined

Engineer/Architect in Charge or the Construction Manager may perform the role of the DM, provided such individual has the qualifications and requirements described in this Section.

e. Construction Manager (CM) – This individual, who will be required to be on the Project site for the duration of construction operations, shall be responsible for managing the construction process, to include all Quality Control (QC) activities to ensure the materials used and work performed meet contract requirements and the “approved for construction” plans and specifications. The CM shall hold or identify someone that holds a Virginia Department of

Environmental Quality (DEQ) Responsible Land Disturber (RLD) Certification and a VDOT

Erosion and Sediment Control Contractor Certification (ESCCC) or a statement shall be included indicating this individual will hold these certifications prior to the commencement of construction. The individual serving as the Project Manager, Disciplined Engineer/Architect in Charge, Quality Control Manager, or the Design Manager may perform the role of the CM, provided such individual has the qualifications and requirements described in this Section.

The Offeror shall provide proof that they have constructed, by any method of project delivery, at least three

(3) projects similar in program and size.

3.3.EXPERIENCE OF OFFEROR’S TEAM

Provide sufficient information to enable the City to understand and evaluate the experience of the Offeror’s team on projects of similar scope and complexity. The City intends to select an Offeror which best demonstrates previous experience in the following parameters:

• Finishing contracts on time or earlier than the original contract fixed completion date City of Harrisonburg, VA - Replacement of HVAC equipment at the City’s Lucy F. Simms Continuing Education Center RFQ (2026021-PR-DB) Page 6 of 26

• Experience in successfully coordinating with adjacent projects

• Delivering projects in developed urban corridors

• Use of innovative design solutions and construction techniques

• Limiting impacts to the public and affected users of the Simms facility, including commitments to effective strategies to minimize impacts during construction

• Developing and managing effective communication strategies with key stakeholders

Identify three (3) relevant projects by the Lead Contractor for this Project, focusing on what the Offeror considers most relevant in demonstrating the Lead Contractor’s qualifications to serve as the Lead Contractor for this Project. The three (3) projects shall be projects delivered by Design-Build methodology. If the Offeror is a joint venture, at least one work history form shall be provided by each member of the joint venture. If work identified was performed by an affiliated or subsidiary company of the Lead Contractor, explain the justification for utilizing an affiliated or subsidiary company to satisfy the relevant project experience on this

Project and the control the Lead Contractor will exercise over the affiliated or subsidiary company on this

Project. Additionally, identify the full legal name of the affiliated or subsidiary company, describe their role on this Project, indicate their responsibilities on the organizational chart and discuss how the Lead Contractor will be responsible for the work performed by the affiliated or subsidiary company on this Project. For all projects, identify the prime design consultant responsible for the overall project design of the projects listed.

Identify three (3) relevant projects by the Lead Designer for this Project, focusing on what the Offeror considers most relevant in demonstrating the Lead Designer’s qualifications to serve as the Lead Designer for this Project. For all projects, identify the prime/general contractor responsible for overall construction of the projects listed.

A narrative description should be included for each project. The description shall include only one singular project. Projects/contracts with multiple phases, segments, elements (projects), and/or contracts shall not be considered a single project. If the Offeror chooses to submit work performed as a Joint Venture or Partnership, identify how the Joint Venture or Partnership was structured and provide a description of the portion of the work performed only by the Offeror’s firm. Any deviations from the requirements noted herein may render a

SOQ non-responsive.

3.4.REQUIREMENT TO KEEP TEAM INTACT

The team proposed by Offeror, including but not limited to the Offeror’s organizational structure, Lead

Contractor, the Lead Designer, Key Personnel, Sub-Contractor and/or Sub- Consultant and other individuals identified pursuant to Section 3.2 above, shall remain on the Offeror’s team for the duration of the procurement process and, if the Offeror is awarded the Design-Build Contract, the duration of the Design-

Build Contract. The Offeror shall not change or substitute any Key Personnel except due to voluntary or involuntary termination of employment, retirement, death, disability, incapacity, or as otherwise approved by the City. Any proposed change of Key Personnel must be submitted in writing to the City’s Contract

Administrator, who will determine whether to authorize a change. Unauthorized changes to the Offeror’s team at any time during the procurement process may result in the elimination of the Offeror from further consideration. Job duties and responsibilities of Key Personnel shall not be delegated to others for the duration of the Contract.

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3.5.OFFEROR’S SCOPE OF WORK

The Scope of Work to be undertaken by the Design-Builder under the design-build contract for this Project will be identified in the RFP. This work includes, among other matters, all work required to support the design and construction of: replacement of HVAC equipment at the City’s Lucy F. Simms Continuing

Education Center.

3.6.PROJECT RISKS

Provide sufficient information to enable the City to understand and evaluate the Offeror’s understanding of the Project’s risks.

Identify and discuss three (3) unique risks for this Project, focusing on what the Offeror’s team considers the most relevant and critical to the success of this Project. Provide a narrative for each risk that describes why the risk is critical, indicates the impact the risk will have on the Project and discusses the mitigation strategies the Offeror’s team may implement to address the risk. Describe the role that the Offeror expects the City or other agencies may have in addressing these Project risks. Each risk identified should be a unique, singular risk and should not include multiple subsets under a risk category. If subsets of a critical risk are provided, only the first risk subset will be evaluated.

3.7.ANTICIPATED SCHEDULE

The City currently anticipates conducting this procurement in accordance with the following list of milestones.

This schedule is subject to revision and the City reserves the right to modify this schedule as it finds necessary.

Advertise RFQ May 13, 2026

Project Information Meeting June 03, 2026 at 10:00am

Deadline to Submit Questions June 08, 2026 at 12:00pm (noon) local time

SOQ Submission Due Date June 16, 2026 at 3:00pm

Anticipated release of Short-List June 30, 2026

Anticipated RFP release date July 02, 2026

Technical & Sealed Cost Proposals Due Date August 05, 2026

,Anticipated D-B Contract Award Date September 01, 2026

4.0 PROJECT INFORMATION MEETING

A project information meeting will be held on the date and time listed on the cover page of this RFQ. The meeting will be held at the Lucy F. Simms Continuing Education Center, located at 620 Simms Avenue, Harrisonburg, VA 22802. While attendance is not mandatory, a representative from every interested contractor intending to submit a statement of qualifications package in response to this RFQ is recommended to be in attendance for the entire meeting. Site tours will be held as well as discussion of the schedule for the repair and further details on the Scope of Work to be performed. A list of questions and answers will be generated from the meeting and posted as an addendum on the eVA website at https://eva.virginia.gov/.

5.0 STATEMENT OF QUALIFICATIONS SUBMITTAL REQUIREMENTS

This section describes specific information that must be included in the Statements of Qualifications. The submittal shall provide information necessary for the City of Harrisonburg to evaluate the qualifications, City of Harrisonburg, VA - Replacement of HVAC equipment at the City’s Lucy F. Simms Continuing Education Center RFQ (2026021-PR-DB) Page 8 of 26 https://eva.virginia.gov/ experience, and expertise of the proposing firm to provide design-build services. Failure of any Offeror to submit its SOQ in accordance with this RFQ may result in rejection of its Statements of Qualifications.

There is no page limit for the Statement of Qualifications and required forms, however it is the City’s preference for all submittals to be prepared simply and economically, providing a straightforward, concise description of the

Offeror’s qualifications. Responses should be as thorough and detailed as possible so that the City may properly evaluate the firm’s capabilities to provide the required services. The Offeror shall ensure that all information required herein is submitted with the proposal. All information provided should be verifiable by documentation requested by the City of Harrisonburg. Proposals shall be signed by an authorized representative of the Offeror.

To enhance the evaluation process and provide each firm an equal opportunity for consideration, adherence to a standardized technical proposal format is required.

The Offeror shall not submit more than one Statement of Qualifications for this Project. If more than one

Statement of Qualifications is submitted by an individual, partnership, Corporation, or any party of a Joint

Venture, then all Statement of Qualifications submitted by that individual, partnership, Corporation or Joint

Venture shall be disqualified. If more than one Statement of Qualifications is submitted by an affiliate or subsidiary company of an individual, partnership, Corporation, or any party of a Joint Venture, then all Statement of Qualifications submitted by that individual, partnership, Corporation or Joint Venture shall be disqualified.

The format of each proposal must contain the following elements organized into separate sections, as the

Offeror(s) may deem appropriate:

SECTION 1 • Cover Sheet (first page of this RFQ), completed

• Table of Contents – all pages are to be numbered

• Cover Letter/Executive Summary on company letterhead signed by a person with the corporate authority to enter into any contract which results from this solicitation process

• Identify the name, title, address, phone and fax numbers, and e-mail address of an individual who will serve as the Point of Contact for the Offeror.

SECTION 2 EXPERIENCE & QUALIFICATIONS

• Attachment E. References List

• Attachment F. Affiliated & Subsidiary Companies of the Offeror

• Copies of DPOR supporting registration/license documentation

• Key Personnel Resume Forms (Not to exceed 2 pages for each key personnel)

• Work History Forms (Not to exceed 1 page per project for the lead contractor & lead designer)

SECTION 3 REQUIRED FORMS

• Attachment B. Proprietary/Confidential Information Identification Form

• Attachment C. State Corporation Commission (SCC) Form

• Attachment D. Non-Collusion Affidavit

SECTION 4 ADDENDA, signed (if any)

SECTION 5 OTHER SERVICES (optional)

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The Offeror may provide information for other services or programs that are available to its clients that may not be specified in this proposal.

6.0 GENERAL TERMS & CONDITIONS FOR THE CITY OF HARRISONBURG, VA

Offerors shall review and take into consideration all aspects of the City’s General Terms and Conditions listed in

Attachment A.

7.0 INSURANCE REQUIREMENTS

Offerors shall have the ability to obtain appropriate insurance coverage and bonding capacity for the project to include, but not be limited to general liability insurance, automobile liability insurance, workers compensation insurance, builder’s risk insurance, and performance and payment bonds.

8.0 INSTRUCTIONS TO OFFERORS

All SOQs for this RFQ shall be submitted through the eVA platform (https://eva.virginia.gov/). Faxed, emailed and hard copies of SOQs will not be accepted. SOQs shall be received by the Purchasing Office no later than the date and time listed on the Cover Page of this RFQ. Any SOQs received after this date and time will not be accepted.

To submit a SOQ through eVA, the Offeror must be a registered vendor on eVA. To register as a new vendor, visit: https://eva.virginia.gov/register-now.html. If you have questions or issues during the process of submitting a SOQ response, contact eVA Customer Care at: 1-866-289-7367. Do not contact the City regarding issues with the eVA platform. The City of Harrisonburg is not responsible for any delays in submission caused by the eVA platform, vendor registration, or internet outage. Please ensure you have allotted ample time to submit your SOQ document(s). The Offeror has the sole responsibility to have the SOQ submitted on or before the above address and by the above stated time and date.

All expenses for making SOQ to the City shall be borne by the Offeror. If proprietary/confidential information is identified (Attachment B), Offeror is required to submit a redacted copy of their SOQ in addition to the unredacted copy. All documents contained within the SOQ submission shall be completed in their entirety and signed and dated where required. SOQs will not be publicly opened.

8.1.OWNERSHIP OF DOCUMENTS

Any professional or conceptual engineering or architectural drawings, plans or design ideas shall become property of the City of Harrisonburg at the time of bid/proposal opening.

9.0 QUESTIONS

Questions related to the RFQ or requests for clarification shall be directed to the Procurement Manager for the

City of Harrisonburg, by email (Questions@harrisonburgva.gov). Oral questions outside of scheduled RFQ meetings will not be permitted. All responses to inquiries will be in writing and will be posted as addenda on the eVA website at https://eva.virginia.gov/ All questions must be received no later than the date and time listed on the Cover Page of this RFQ. It is the responsibility of all Offerors to ensure that they have received all addenda and to include signed copies of any and all addenda with their submission.

City of Harrisonburg, VA - Replacement of HVAC equipment at the City’s Lucy F. Simms Continuing Education Center RFQ (2026021-PR-DB) Page 10 of 26 https://eva.virginia.gov/register-now.html mailto:Questions@harrisonburgva.gov

10.0 SUBMITTAL EVALUATION CRITERIA

An Evaluation Committee will be appointed to rate and score the SOQs. The Evaluation Committee shall consist of at least three (3) members, including a licensed design professional if possible. In addition to the appointed

Evaluation Committee, the City may use any appropriate technical resources to aid in evaluating the submittals.

The Evaluation Committee will rate and score the Offeror’s Statements of Qualifications and any other relevant information and shall determine which Offerors are fully qualified and suitable for the project based upon the evaluation criteria found in this RFQ and in accordance with the City’s Design-Build Policy. Failure to meet all

RFQ requirements may render a Statement of Qualification nonresponsive while the extent to which an Offeror meets or exceeds evaluation criteria will be rated by the Evaluation Committee and will be reflective of the

Evaluation Committee’s scoring of the Statements of Qualifications submitted by Offerors. The City may hold interviews, ask written questions of the Offerors, seek written clarifications, conduct discussions on the SOQs and solicit updated SOQs during the evaluation and short-listing process.

The Statements of Qualifications will be evaluated based upon the following selection criteria:

Evaluation Criteria Points

Available

Experience of Offeror’s Team 40

Offeror’s Team Structure 20

Project Risks 20

Experience of at least 3 projects similar in program & size 20

TOTAL: 100

As part of the evaluation process, the City may ask questions of a clarifying nature from Offerors as required.

The City may also request an oral presentation to explain the proposal and answer questions. Non-binding cost estimates may be part of the discussion.

The City reserves the right to cancel this solicitation at any time or reject any or all SOQs/proposals received as a result of this solicitation if it is in the best interest of the City. The City reserves the right to waive any informality in any SOQ/proposal.

11.0 SHORT LIST OF VENDORS TO RECEIVE THE RFP

The evaluation of SOQs shall result in a short list of at least two (2) Offerors to receive the Request for Proposals

(RFP) from the City. An Offeror may be denied prequalification only as specified under § 2.2-4317 or those capabilities or qualifications beyond licensure set out in the RFQ, but the short list shall consist of those deemed best qualified. It is possible for an Offeror to be found qualified, but not be selected to the short list.

At least thirty (30) days prior to the date established for the submission of proposals, the City shall advise in writing each Offeror which sought prequalification whether that Offeror has been prequalified. In the event that an Offeror is denied prequalification, the written notification to such Offeror shall state the reasons for such denial of prequalification and the factual basis of such reasons.

The City shall send an RFP to the Design-Build Offerors on the short list for the project and request formal proposals from them (Step 2 of the Design-Build process).

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12.0 CONFLICT OF INTEREST

12.1. Each Offeror shall require its proposed team members to identify potential conflicts of interest or a real or perceived competitive advantage relative to this procurement. Offerors are notified that prior or existing contractual obligations between a company and the City relative to the Project or the City’s

Design-Build program may present a conflict of interest or a competitive advantage. If a potential conflict of interest or competitive advantage is identified, the Offeror shall submit in writing the pertinent information to the City’s POC.

12.2. The City will make a determination relative to potential organizational conflicts of interest or a real or perceived competitive advantage, and its ability to mitigate such a conflict. An organization determined to have a conflict of interest or competitive advantage relative to this procurement that cannot be mitigated, shall not be allowed to participate as a Design-Build team member for the Project. Failure to abide by the City’s determination in this matter may result in a proposal being declared non-responsive.

12.3. Conflicts of interest and a real or perceived competitive advantage are described in state and federal law, and, for example, may include, but are not limited to the following situations:

a. An organization or individual hired by the City of Harrisonburg to provide assistance in development of instructions to Offerors or evaluation criteria for the Project.

b. An organization or individual hired by the City of Harrisonburg to provide assistance in development of instructions to Offerors or evaluation criteria as part of the programmatic guidance or procurement documents for the City’s Design-Build program, and as a result has a unique competitive advantage relative to the Project.

c. An organization or individual with a present or former contract with the City of Harrisonburg to prepare planning, environmental, engineering, or technical work product for the Project, and has a potential competitive advantage because such work product is not available to all potential

Offerors in a timely manner prior to the procurement process.

d. An organization or individual with a present contract with the City of Harrisonburg to assist in

Design-Build contract administration for the Project.

12.4. The City of Harrisonburg reserves the right to make determinations relative to potential conflicts of interest on a project specific basis.

12.5. The City of Harrisonburg may determine that a conflict of interest or a real or perceived competitive advantage may be mitigated by disclosing all or a portion of the work product produced by the organization or individual subject to review under this Section. If documents have been designated as proprietary by Virginia law, the Offeror will be given the opportunity to waive this protection from disclosure. If an Offeror elects not to disclose, then the Offeror may be declared non-responsive.

12.6. The firms (including their subsidiaries and affiliated companies) listed below will not be allowed to participate as a Design-Build team member due to a conflict of interest.

a. MEI Engineering Inc.

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The following firms (including their subsidiaries and affiliated companies) may have a real or perceived conflict of interest. However, no conflict-of-interest determination request has been submitted for The

City of Harrisonburg’s decision and should be considered conflicted.

a. N/A

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ATTACHMENT A. GENERAL TERMS & CONDITIONS FOR THE CITY OF

HARRISONBURG, VA (REV. 10-08-24)

These General Terms & Conditions shall apply to all purchases and be a part of every contract awarded by the City of Harrisonburg unless otherwise specified in writing. Bidders/Offerors are expected to inform themselves fully as to the conditions, requirements and specifications before submitting a bid/proposal. Procurement by the City is subject to the Virginia Public Procurement Act (VPPA) Title

2.2, Chapter 43 of the Code of Virginia and the provisions of The Procurement Policy Manual for the City of Harrisonburg and any revisions thereto. If an inconsistency exists between Virginia Code and the Purchasing and Contracting Policy Manual for the City, the

Virginia Code sections take precedence.

DEFINITIONS

ADDENDUM/ADDENDA: Addition(s) or supplement(s) to a solicitation to clarify, modify or support information which becomes part of the contract.

BID: The offer of a prospective vendor/supplier to an Invitation To Bid to provide specific goods or services at specified prices and/or other conditions specified in the solicitation.

BIDDER/OFFEROR: Any individual, company, firm, corporation, partnership or other organization who submits a response to an

Invitation to Bid or a Request for Proposal and offering to enter into a contract with the City.

COLLUSION: A secret agreement or cooperation between two or more parties to accomplish a fraudulent, deceitful, or unlawful purpose.

CONFLICT OF INTEREST: An actual or potential situation in which the personal interests of a vendor, employee or public official are, or appear to be, in conflict with the best interests of the City.

CONTRACTOR: The entity that has a direct contract with the City to furnish goods, services or construction for a certain price.

CITY or OWNER: City of Harrisonburg, Virginia.

DAY(S): Defined as calendar days unless otherwise specified as business days.

INFORMALITY: A minor defect or variation of a bid or proposal from the exact requirements of the Invitation to Bid or Request for Proposal which does not affect the price, quality, quantity or delivery schedule for the goods, services or construction being procured.

INVITATION TO BID (ITB): A formal request which is made to prospective suppliers (bidders) for their quotation on goods, services, or construction desired by the City. The issuance of an ITB will contain or incorporate by reference the specifications and contractual terms and conditions applicable to the procurement.

PROFESSIONAL SERVICES: Any type of professional service performed by an independent contractor within the practice of accounting, actuarial services, architecture, dentistry, land surveying, landscape architecture, law, medicine, optometry, pharmacy, or professional engineering (which shall be procured as set forth in the Code of Virginia). Virginia Code § 2.2-4301

PROPOSAL: The document submitted by the offeror in response to the RFP to be used as the basis for negotiations for entering into a contract.

PURCHASING AGENT: The individual employed and given authority by the Harrisonburg City Council by adoption of the City of Harrisonburg Purchasing and Contracting Policy Manual. Purchasing Agent may also be referred to as Procurement

Manager.

REQUEST FOR PROPOSAL (RFP): A formal request for a proposal from prospective offerors which will indicate the general terms which are sought to be procured from the offeror and where negotiations are conducted to come to a final contract. The

RFP will specify the evaluation criteria to be used and will contain or incorporate by reference other contractual terms and conditions applicable to the procurement.

RESPONSIBLE BIDDER/OFFEROR: An individual, company, firm, corporation, partnership or other organization having the capability in all respects to perform fully the contract requirements, and also having the moral and business integrity and reliability which will assure good faith performance.

RESPONSIVE BIDDER/OFFEROR: An individual, company, firm, corporation, partnership or other organization having submitted a bid/proposal which conforms in all material respects to the ITB or RFP.

SOLICITATION: A formal document issued by the City with the intent to purchase goods, services or construction. Can be either an Invitation To Bid or a Request For Proposal.

SWAM: Small, Women, and Minority-owned businesses.

SUBCONTRACTOR: A business entity that has a contract to supply labor or materials to the prime contractor to whom the contract was awarded or to any subcontractor in the performance of the work provided for in such contract.

CONDITIONS OF BIDDING

BID PRICE CURRENCY: Unless stated otherwise in the solicitation, bidders/offerors shall state bid/proposal prices in US dollars.

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BID/PROPOSAL ACCEPTANCE PERIOD: Unless otherwise specified, all bids/proposals submitted shall be binding and may not be withdrawn for ninety (90) days following the bid/proposal opening date and time, unless extended by mutual consent of all parties.

If the bid/proposal is not withdrawn at that time it remains in effect until an award is made or the solicitation is cancelled.

CANCELLATION OF SOLICITATIONS: Virginia Code § 2.2-4319 An ITB, RFP or any other solicitation may be cancelled or rejected, but shall not be cancelled or rejected solely to avoid awarding a contract to a particular responsive and responsible bidder/offeror. The reasons for cancellation shall be made part of the contract file.

CLARIFICATION of TERMS: Virginia Code § 2.2-4316 If any prospective bidder/offeror has questions about the specifications or other solicitation documents, the prospective bidder/offeror should contact the person identified in the solicitation no later than five (5) business days before the due date. Any revisions to the solicitation will be made only by addendum issued by the City.

CONFLICT OF INTEREST/COLLUSION: Contractor certifies by signing their bid/proposal submission to the City, that no conflict of interest or collusion exists between the Contractor and City that interferes with fair competition and no conflict of interest or collusion exists between Contractor and any other person or organization that constitutes a conflict of interest with respect to the contract with the

City.

DEBARMENT STATUS: By signing their bid/proposal, the bidders/offerors certify that they are not currently debarred from submitting bids/proposals on contracts from any agency, public entity/locality or authority of the Commonwealth of Virginia.

DISCRIMINATION PROHIBITED: Virginia Code § 2.2-4310 In the solicitation or awarding of a contract the City shall not discriminate against a bidder/offeror because of race; religion; color; sex; national origin; age; disability; status as a small, women-owned, minority-owned, or service disabled veteran-owned; employment services organization; or any other basis prohibited by state law relating to discrimination in employment. The City encourages the participation of these entities in public procurement activities.

Towards that end, the City encourages contractors to provide for the participation of these entities through partnerships, joint ventures, subcontracts, and other contractual opportunities.

ERRORS IN BIDS/PROPOSALS: When an error is made in extending total prices, the unit price will govern. Bidders/Offerors are cautioned to recheck their bids/proposals for possible errors prior to submission.

ETHICS IN PUBLIC CONTRACTING: Virginia Code § 2.2-4371 By submitting their bids/proposals, the bidders/offerors certify that their bids/proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other bidder/offeror, supplier, manufacturer or subcontractor in connection with their bid/proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal or minimal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

EXCUSABLE DELAY: The City shall not be in default of any failure in performance of this agreement in accordance with its terms if such failure arises out of causes beyond its reasonable control and without the fault of or negligence of the City. Such causes may include, but are not restricted to acts of God or the public enemy, fires, flood, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather, but in every case the failure to perform must be beyond the reasonable control and without the fault or negligence of the City.

LICENSES, PERMITS and FEES: All proposals submitted shall have included in price the cost of any business or professional licenses, permits or fees required by the City of Harrisonburg or the Commonwealth of Virginia.