2027014-PU-P_On-Call Engineering Svcs RFP_FINAL_09-14-26.pdf

REQUEST FOR PROPOSAL (RFP) COVER PAGE

ISSUE DATE:

September 14, 2026

REQUEST FOR PROPOSAL NUMBER:

2027014-PU-P

FOR:

On-Call Consultant Engineering Services

DEPARTMENT:

Public Utilities

CONTRACT ADMINISTRATOR:

Amir Forghani, Engineering Manager

DATE/TIME OF CLOSING ON EVA:

October 08, 2026 at 3:00pm

DATE/TIME LAST DAY FOR

QUESTIONS:

September 30, 2026 on or before 12:00pm

(noon) local time

PRE-PROPOSAL MEETING:

N/A

PRE-PROPOSAL MEETING

MANDATORY:

Yes No N/A

Proposals - In accordance with the following and in compliance with all terms and conditions, unless otherwise noted, the undersigned offers and agrees, if the proposal is accepted, to furnish items or services for which prices are quoted, delivered or furnished to designated points within the time specified. It is understood and agreed that with respect to all terms and conditions accepted by the City of Harrisonburg the items or services offered and accompanying attachments shall constitute a contract.

Sealed proposals, subject to terms and conditions of this Request for Proposal will be until the date/ time specified above for furnishing items or services delivered or furnished to specified destinations within the time specified or stipulated by the vendor(s).

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 RFP. 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 Proposal (RFP) – 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

2.0 BACKGROUND

3.0 SCOPE OF SERVICES

3.1. GROUP #1 WATER SYSTEM PLANNING AND ANALYSIS

3.2. GROUP #2 SEWER SYSTEM PLANNING AND ANALYSIS

3.3. GROUP #3 UTILITY CONSTRUCTION DESIGN

3.4. EXCEPTIONS TO TERMS & CONDITIONS

4.0 PRE-PROPOSAL MEETING

5.0 PROPOSAL REQUIREMENTS

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

6.1 SPECIAL TERMS & CONDITIONS – OWNERSHIP OF MATERIALS

7.0 INSURANCE REQUIREMENTS

8.0 INSTRUCTIONS TO OFFERORS

9.0 QUESTIONS

10.0 PROPOSAL EVALUATION CRITERIA

10.1. EVALUATION CRITERIA (INITIAL CONTRACTS PER GROUP)

10.2. AWARD OF CONTRACTS (INITIAL CONTRACTS PER GROUP)

11.0 EVALUATION & AWARD OF TASK ORDERS (AFTER INITIAL CONTRACT)

11.1. EVALUATION CRITERIA (TASK ORDERS PER GROUP)

11.2. AWARD OF TASK ORDERS

12.0 CONTRACT TERM

13.0 PAYMENT TERMS

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. CITY OF HARRISONBURG SAMPLE STANDARD CONTRACT

ATTACHMENT F. REFERENCES LIST

ATTACHMENT G. INSURANCE REQUIREMENTS FORM

ATTACHMENT H. CITY OF HARRISONBURG EXCEPTIONS TO EJCDC DOCUMENT

ATTACHMENT I. GROUP CONSIDERATION REQUEST FORM

City of Harrisonburg, VA - On-Call Engineering Services RFP (2027014-PU-P Page 1 of 1

ATTACHMENT J. EVALUATION CRITERIA – GROUP #1

ATTACHMENT K. EVALUATION CRITERIA – GROUP #2

ATTACHMENT L. EVALUATION CRITERIA – GROUP #3

City of Harrisonburg, VA - On-Call Engineering Services RFP (2027014-PU-P Page 2 of 2

1.0 INTRODUCTION

The purpose of this Request for Proposal (RFP) by the City of Harrisonburg, Virginia (City) is to solicit sealed proposals from interested Professional Consultant Engineering Firms (Offeror) to provide on-call professional engineering services for multiple scopes of service on an as-needed basis under a basic task ordering agreement.

The Offeror may choose to propose on one, all or any combination of the Scope of Services groups in which the

Offeror has an interest. Competitive negotiations may result in awards to more than one offeror within each

Scope of Services group. The criteria for award of these Scope of Services Contracts are defined in Section 10.0 below. The criteria for award of Project Task Orders (available to only those who have been awarded under the

Scope of Service Contract) are further defined in Section 11.0.

This solicitation is being issued as a competitive negotiation for professional services, in accordance with Virginia

Code 2.2-4302.2 A.4.

2.0 BACKGROUND

The City of Harrisonburg is an independent city located in the central Shenandoah Valley region of Virginia. It is the county seat of Rockingham County and encompasses 17.3 square miles, serving a population of approximately 56,000. Harrisonburg is located along Interstate 81 and is only two hours away from both

Richmond, Virginia and Washington, D.C. Harrisonburg is home to two university campuses – James Madison

University and Eastern Mennonite University – as well as numerous other businesses, non-profit organizations and a vibrant downtown.

The City of Harrisonburg Department of Public Utilities (HPU) is responsible for providing water and sanitary sewer services to residential, commercial, industrial, and institutional customers within the City of Harrisonburg and selected areas of neighboring Rockingham County. HPU currently serves approximately 18,000 customer accounts. The City owns and operates its own Water Treatment Plant (WTP), water storage facilities, pumping stations, and maintains more than 500 miles of water and sanitary sewer infrastructure. HPU's water supply is derived from surface water sources.

HPU is committed to providing reliable, safe, and sustainable drinking water that complies with applicable federal and Commonwealth of Virginia regulations while maintaining adequate capacity to support fire protection and future community growth. HPU also provides reliable sanitary sewer collection services in compliance with applicable regulatory requirements. The City does not own or operate a wastewater treatment plant but is a member jurisdiction of the Harrisonburg-Rockingham Regional Sewer Authority (HRRSA), which provides regional wastewater treatment services.

The Engineering Division at HPU manages planning, design, permitting, and delivery of utility capital improvement projects and relies on qualified engineering consultants to supplement City staff with specialized expertise and additional capacity. Through this RFP, the City intends to establish on-call contracts with multiple consulting firms to provide professional engineering services on an as-needed basis in support of HPU's capital improvement program, system planning initiatives, development review activities, and operational needs.

3.0 SCOPE OF SERVICES

The scope of services is outlined below, and each description of services is general in nature. The selected

Offeror(s) may be required to perform one or more of the services identified within each Group on an as-needed basis. All services shall be performed in accordance with applicable federal, Commonwealth of Virginia, and local laws, regulations, standards, and permitting requirements.

3.1. GROUP #1 WATER SYSTEM PLANNING AND ANALYSIS

The City requires professional engineering services to support planning, analysis, evaluation, and optimization of its raw water and potable water systems. Services shall include engineering planning City of Harrisonburg, VA - On-Call Engineering Services RFP (2027014-PU-P Page 3 of 3 supported by computerized hydraulic modeling utilizing the City's existing Aquanuity software for hydraulic modeling.

Services may include evaluation of existing system performance as well as the impacts of proposed capital improvements, operational changes, system expansion, pressure zone modifications, transmission and distribution system improvements, pumping facilities, storage facilities, treatment facilities, and other system modifications. Analyses may include, but are not limited to:

• Hydraulic modeling and calibration

• Water demand forecasting and system capacity evaluations

• Fire flow analysis

• Pressure zone evaluation and optimization

• Water quality and water age analysis

• Energy optimization of pumping systems

• Water storage optimization

• Source water and raw water system evaluations

• Emergency supply and system resiliency planning

• Asset management planning and capital improvement prioritization

• Preparation and update of master plans and technical studies

Planning and analysis of treatment processes, pumping facilities, storage facilities, instrumentation, SCADA integration, and process controls may also be required.

Consultant support may include preparation and updates to the City's Water System Management Plan

(WSMP), Raw Water System Management Plan (RWSMP), hydraulic models, capital improvement planning documents, grant applications, regulatory reports, and other engineering studies.

3.2. GROUP #2 SEWER SYSTEM PLANNING AND ANALYSIS

The City requires professional engineering services to support planning, evaluation, analysis, and optimization of its sanitary sewer collection system.

Engineering services may include assistance with implementation and periodic updates of the City's

Sanitary Sewer Management Plan (SSMP), collection system master planning, capacity assessments, and regulatory compliance initiatives.

Specific services may include, but are not limited to:

• Sanitary Sewer Evaluation Studies (SSES)

• Temporary sewer flow monitoring

• Rainfall monitoring

• Hydraulic modeling utilizing the City's existing sewer model

• Capacity evaluations

• Inflow and Infiltration (I/I) investigations

• Rainfall Dependent Inflow and Infiltration (RDII) analyses

• Peak wet weather evaluations

• Sewer overflow risk assessments

• Collection system optimization

• Lift station planning and evaluation

• Asset management planning

• Capital improvement planning

• Rehabilitation prioritization

City of Harrisonburg, VA - On-Call Engineering Services RFP (2027014-PU-P Page 4 of 4

The selected Offeror may be wholly or partially responsible for planning and managing temporary sewer flow monitoring activities, collecting and validating flow and rainfall data, calibrating hydraulic models, preparing engineering analyses, identifying system deficiencies, evaluating alternatives, and preparing technical reports with recommendations.

Consultant support may also include development review, capacity analyses for proposed developments, regulatory coordination, grant support, and other planning activities related to the City's wastewater collection system.

Services shall include engineering planning supported by computerized hydraulic modeling utilizing the

City's existing hydraulic model or other software approved by the City.

3.3. GROUP #3 UTILITY CONSTRUCTION DESIGN

City Public Utilities Department is seeking engineering services for design of water and sewer facilities.

Construction documents and project manual may be required for formal bid; however, most construction will be performed by “on-call construction contractor” or “force account”. The latter, on a case by case, may require less formal construction documents and may be needed on short notice. Typical work shall include, but is not limited to:

(i) Surveying and Base Mapping

1. Full Topographic and Boundary Survey

2. Existing conditions and base map preparation for consultant- or City-designed projects

3. Utility location and survey coordination

4. Easement and property plats, including fee simple acquisitions, permanent easements, temporary construction easements, and right-of-way exhibits

(ii) Geotechnical Investigations – Subcontractors will be allowed pursuant to Section 8.4

(iii) Limited Hydraulic Analysis: Local Area

1. Water system modeling

2. Sewer system modeling

(iv) Utility Design

1. Water and sewer plan and profile construction drawings

2. Water storage construction drawings

3. Pumping and associated equipment construction drawings

4. Water system instrumentation drawings

5. Erosion and sediment control drawings

6. Other construction drawings as required to complete utility projects

(v) Stakeholder Management and Permitting

1. Regulatory: VDH, DEQ,VDOT,

2. Coordination of other utilities

3. Assistance with internal City stakeholders

4. Assistance with external City stakeholders

5. Assistance with end user stakeholders

(vi) Environmental and Regulatory Services

1. Environmental assessments and impact studies as required for utility projects

2. Wetland delineations and jurisdictional determinations

3. Stream and wetland permitting support

4. Environmental permitting and regulatory compliance support

City of Harrisonburg, VA - On-Call Engineering Services RFP (2027014-PU-P Page 5 of 5

5. Coordination with applicable federal, state, and local environmental regulatory agencies

(vii) Electronic Deliverables

1. When requested by the City, the Consultant shall provide electronic project files in their native/editable format in addition to PDF or other final deliverable formats. Electronic deliverables may include, as applicable, AutoCAD DWG files, GIS data, survey files, hydraulic model files, calculations, spreadsheets, and other electronic design or analysis files developed as part of the assigned work.

3.4. EXCEPTIONS TO TERMS & CONDITIONS

Per Virginia Code § 2.2-4302.2 (4): “For architectural or engineering services, the public body shall not request or require offerors to list any exceptions to proposed contractual terms and conditions, unless such terms and conditions are required by statute, regulation, ordinance, or standards developed pursuant to §

2.2-1132, until after the qualified offerors are ranked for negotiations.”

This information will be requested from all short list firms so Offerors should be prepared to provide any requested exceptions to terms and conditions.

4.0 PRE-PROPOSAL MEETING

No pre-proposal meeting will be held for this solicitation.

5.0 PROPOSAL REQUIREMENTS

The proposal shall provide information necessary for City of Harrisonburg to evaluate the qualifications, experience, and expertise of the proposing firm to provide the services detailed in the Scope of Work.

The Offeror is to make a written proposal which presents an understanding of the work to be performed.

The proposal should demonstrate and provide evidence that the Offeror has the capabilities, professional expertise, and experience to provide the necessary services as described in this RFP. 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.

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

SECTION 2 EXPERIENCE, QUALIFICATIONS & PAST PERFORMANCE

• Attachment F. References List

• Provide a broad statement of the firm’s qualifications, organizational chart, staffing levels, and any other information deemed desirable by the Offeror. Qualifications of key personnel available by the offeror to provide services, staff expertise, and any other special experience relative to this RFP.

City of Harrisonburg, VA - On-Call Engineering Services RFP (2027014-PU-P Page 6 of 6

SECTION 3 UNDERSTANDING OF WORK

• Group Consideration Form (Attachment I)

• Understanding of Work and Plan of Approach (Attachments J, K, L as applicable) (See Section

3.0)

SECTION 4 REQUIRED FORMS

• Attachment B. Proprietary/Confidential Information Identification Form

• Attachment C. State Corporation Commission (SCC) Form

• Attachment D. Non-Collusion Affidavit

• Attachment G. Insurance Requirements Form

SECTION 5 ADDENDA, signed (if any)

SECTION 6 OTHER SERVICES (optional) The Offeror may provide information for other services or programs that are available to its clients that may not be specified in this proposal.

**COST: Information on the Offeror’s cost, prices, rates or fees shall NOT be submitted with the initial proposal response. Per Virginia Code 2.2-4302.2 A.4, the City may request non-binding cost estimates during the discussion phase of evaluations. **

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.

6.1 SPECIAL TERMS & CONDITIONS – OWNERSHIP OF MATERIALS

All project-specific data, reports, drawings, specifications, calculations, models, and other deliverables prepared by the Consultant for the City under a Task Order issued pursuant to this Contract shall be delivered to and become the property of the City. This provision does not govern proposals submitted in response to this RFP. Public access to records is subject to applicable law.

7.0 INSURANCE REQUIREMENTS

Offerors shall complete and return with their proposal Attachment G. Insurance Requirements Form.

8.0 INSTRUCTIONS TO OFFERORS

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

To submit a proposal 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 proposal, 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

City of Harrisonburg, VA - On-Call Engineering Services RFP (2027014-PU-P Page 7 of 7 https://eva.virginia.gov/ https://eva.virginia.gov/register-now.html proposal document(s). The Offeror has the sole responsibility to have the proposal submitted on or before the above stated time and date.

All expenses for making proposal 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 proposal in addition to the unredacted copy. All documents contained within the proposal submission shall be completed in their entirety and signed and dated where required. Proposals will not be publicly opened.

9.0 QUESTIONS

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

City of Harrisonburg, by email (Questions@harrisonburgva.gov). Oral questions 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 RFP. 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 proposal submission.

10.0 PROPOSAL EVALUATION CRITERIA

This section describes the evaluation process for the initial consultant selection for each group (multiple selections). This is referred to as the “Initial Contract”.

The City reserves the right to cancel this RFP at any time or reject any or all proposals received as a result of this

RFP if it is in the best interest of the City. The City reserves the right to waive any informality in any proposal.

10.1. EVALUATION CRITERIA (INITIAL CONTRACTS PER GROUP)

Following the receipt of proposals, the Evaluation Committee will evaluate each responsive proposal with respect to the following Evaluation Criteria. Each committee member will complete a proposal evaluation form for each proposal received and for each group submitted. After all proposals are evaluated, a composite proposal rating will be developed which indicates the group’s collective ranking of the written proposals in a descending order for each group submitted. Proposals determined not to meet one or more material RFP requirements may be excluded.

EVALUATION CRITERIA WEIGHT

1. Specific experience, technical capabilities, professional competence, and qualifications of the proposing firm and key project personnel assigned to provide services outlined in the Scope of Services.

50 points

2. Clearly demonstrated understanding of the work to be performed and completeness and reasonableness of the Offeror’s plan for accomplishing the

Scope of Services.

25 points

3. Past performance including general completion on past projects on time and on budget for selected categories in the RFP response.

25 points

TOTAL 100 points

10.2. AWARD OF CONTRACTS (INITIAL CONTRACTS PER GROUP)

When all proposals have been reviewed and ranked, the City interviews will be conducted with the top

Offerors in each group (2 or more per group), which the City deems to be fully qualified, responsible, and suitable on the basis of initial responses with emphasis on professional competence, to provide the required services. The City may engage in repetitive informal interviews with the Offerors. At the discussion stage, City of Harrisonburg, VA - On-Call Engineering Services RFP (2027014-PU-P Page 8 of 8 mailto:Questions@harrisonburgva.gov the City may also discuss nonbinding estimates of price for services including, but not limited to, life-cycle costing, and where appropriate, nonbinding estimates of price for services.

Once ranked for negotiation, the Offerors shall be required to provide to the City a list any exceptions to proposed contractual terms and conditions.

At the conclusion of discussion, outlined in this subdivision, on the basis of evaluation factors published in the Request for Proposal and all information developed in the selection process to this point, the public body shall select in the order of preference two or more offerors whose professional qualifications and proposed services are deemed most meritorious.

Negotiations shall then be conducted, beginning with the offeror ranked first. If a contract satisfactory and advantageous to the City can be negotiated at a price considered fair and reasonable and pursuant to contractual terms and conditions acceptable to the City, the award shall be made to that offeror. Otherwise, negotiations with the offeror ranked first shall be formally terminated and negotiations conducted with the offeror ranked second, and so on until such a contract can be negotiated at a fair and reasonable price.

The City reserves the right to award a contract(s) to as many Offeror(s) as deemed necessary to fulfill the anticipated requirements of the City of Harrisonburg. The process listed in this section will be repeated until the City determines that an adequate number of Offerors have been successfully contracted for each of the Groups.

Should the City determine in writing and in its sole discretion that only one (1) Offeror is fully qualified for a Group, or that one (1) Offeror is clearly more highly qualified than the others under consideration for a Group, a contract may be negotiated and awarded to that Offeror for that Group .

Once the selection has been made as to which Offerors will be awarded the contract(s) for each Group, the Procurement Manager will post a Notice of Award on eVA at www.eva.virginia.gov listing the Groups and the awarded Offerors’ names. Offerors awarded a contract will be eligible to compete for project

Task Orders.

The award documentation will subsequently be followed by a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the Offeror’s proposal as negotiated.

The Contract (Initial Contract) will document the negotiated acceptable labor rates for the various personnel classifications and disciplines. These rates will be used in arriving at Task Order fees and any hourly rate work that is authorized by the City under the Contract(s) resulting from this solicitation.

11.0 EVALUATION & AWARD OF TASK ORDERS (AFTER INITIAL CONTRACT)

Services to be provided under this Contract will be authorized by the City through issuance of project Task Orders per Group. Per Virginia Code 2.2-4303.1, the sum of all projects performed in a one-year contract term shall not exceed $10 million and the fee for any single project shall not exceed $2.5 million. It is understood that the work may not be completed during the contract term; however, all terms and conditions of this contract shall survive until work is completed. When the total value of all Project Task Orders issued to the Contractor during the contract term (or renewal term as applicable) reaches the contract limit for projects performed in the contract term, no further Project Task Orders may be issued during the contract term (or renewal term as applicable).

Commencement of work prior to issuance of a Notice to Proceed or Purchase Order shall be at the Contractor’s risk.

The City reserves the right to perform work in-house or to award projects through a separate procurement action.

City of Harrisonburg, VA - On-Call Engineering Services RFP (2027014-PU-P Page 9 of 9 http://www.eva.virginia.gov/

If a Task Order is to be completed on a lump sum basis, the lump sum shall be based on the scope of services required, the estimated man-hours required of each personnel classification and discipline and the associated labor rates agreed upon in the Contract.

11.1. EVALUATION CRITERIA (TASK ORDERS PER GROUP)

Individual project assignments (Task Orders) will be negotiated for each specific project on an “as-needed” basis. The City will select a Consultant based on the following criteria:

11.1.1 A detailed cost breakdown for each phase of the project.

11.1.2 A clear understanding of the project scope and work that is to be performed.

11.1.3 A detailed performance schedule of project development.

11.1.4 A clear methodology of how the Consultant will deliver the project in a successful manner.

11.1.5 Identification of key personnel and subconsultants that will be used by the Consultant to deliver the project.

11.1.6 Familiarity with project.

11.2. AWARD OF TASK ORDERS

When practicable, the City shall adhere to the following process for award of individual Task Orders. At the time the City has the need for Consultant services related to a Group listed in this RFP, it shall solicit

Task Order Proposals (Proposal) from two (2) or more Consultants awarded Contracts in that specific group. The City shall provide to the Consultants a written scope that details the project, anticipated goals, stakeholders, funding source and estimated schedule. The Consultants will have ten (10) working days

(the City may increase this time period at its own discretion) to review, ask questions of the City, and provide their completed Proposal to the City for consideration. The City will evaluate all received

Proposals with the criteria described in Section 11.1 of this RFP.

Negotiations shall then be conducted, beginning with the offeror ranked first. If a Task Order satisfactory and advantageous to the City can be negotiated at a price considered fair and reasonable and pursuant to contractual terms and conditions acceptable to the City, the award shall be made to that offeror. Otherwise, negotiations with the offeror ranked first shall be formally terminated and negotiations conducted with the offeror ranked second, and so on until such a Task Order can be negotiated at a fair and reasonable price.

Should the City determine in writing and in its sole discretion that only one (1) Offeror is fully qualified, or that one (1) Offeror is clearly more highly qualified than the others under consideration, a Task Order may be negotiated and awarded to that Offeror .

The City will strive to distribute Task Orders to all Contractors awarded contracts. The City does not represent or guarantee, however, that the Contractor will receive any amount of work.

12.0 CONTRACT TERM

The contract will be for an initial one (1) year term with the anticipated contract(s) start date of November 1, 2026. When the cumulative total of fees for Project Task Orders issued reaches the maximum fee total, no further

Project Task Orders may be issued for that calendar year (VA Code 2.2-4303.1). The City and the Contractor are obligated to fulfill the requirement of all Project Task Orders issued, including change orders thereto, even though the term for issuing new Project Task Orders has concluded.

The fee(s) will remain firm through the initial contract term and will include all charges that may be incurred in fulfilling the requirements of this initial contract. The City shall have the option to renew the contract for three

(3) additional one (1) year terms. Changes in cost for renewals will be based on mutual agreement between both parties. For any pricing increases the contractor will need to provide written justification and documentation to

City of Harrisonburg, VA - On-Call Engineering Services RFP (2027014-PU-P Page 10 of 10 support such request. Any unused amounts from each contract term are forfeited and shall not carry forward to any renewal period.

13.0 PAYMENT TERMS

Payments will be made in accordance with the EJCDC E-505 Exhibit C-Payments to Engineer for Services and

Reimbursable Expenses. (Available upon request).

City of Harrisonburg, VA - On-Call Engineering Services RFP (2027014-PU-P Page 11 of 11

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. At or prior to delivery of the signed contract, the bidder/offeror to whom the contract is awarded shall deliver to the City a copy of their City Business License (if applicable).

The bidder/offeror shall ensure that the Business License indicates a basis amount equal to or greater than the awarded Contract value. For information on City Business Licenses contact the Harrisonburg Commissioner of the Revenue’s office at 540-432-7704.

The bidder/offeror must have all necessary licenses to perform the services in the Commonwealth of Virginia and, if practicing as other than an individual, be authorized to do business in the Commonwealth of Virginia.

MANDATORY USE of CITY FORMS AND TERMS and CONDITIONS for ITBs AND RFPs: Failure to submit a bid/proposal on the official City form(s) provided or in the format identified, for that purpose shall be a cause for rejection of the bid/proposal.

Unauthorized modification of or additions to any portion of the ITB or RFP may be cause for rejection of the bid/proposal. The City reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject any bid/ proposal which has been modified.

As a precondition to its acceptance of an ITB response, the City may, in its sole discretion, request that the bidder withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification to the provisions of the contract shall be effective unless the modification is incorporated into the contract document.

MODIFICATION & WITHDRAWAL OF BIDS/PROPOSALS: Virginia Code § 2.2-4330

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1. A bidder for a public construction contract, other than a contract for construction or maintenance of public highways, may withdraw his bid from consideration if the price bid was substantially lower than the other bids due solely to a mistake in the bid, provided the bid was submitted in good faith, and the mistake was a clerical mistake as opposed to a judgment mistake, and was actually due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of a bid, which unintentional arithmetic error or unintentional omission can be clearly shown by objective evidence drawn from inspection of original work papers, documents and materials used in the preparation of the bid sought to be withdrawn.

If a bid contains both clerical and judgment mistakes, a bidder may withdraw his bid from consideration if the price bid would have been substantially lower than the other bids due solely to the clerical mistake, that was an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of a bid that shall be clearly shown by objective evidence drawn from inspection of original work papers, documents and materials used in the preparation of the bid sought to be withdrawn.

2. The bidder shall give notice in writing of his claim of right to withdraw his bid within two business days after the conclusion of the bid opening procedure and shall submit original work papers with such notice.

3. No bid shall be withdrawn under this section when the result would be the awarding of the contract on another bid of the same bidder or of another bidder in which the ownership of the withdrawing bidder is more than five percent.

4. If a bid is withdrawn in accordance with this section, the lowest remaining bid shall be deemed to be the low bid.

5. No bidder who is permitted to withdraw a bid shall, for compensation, supply any material or labor to or perform any subcontract or other work agreement for the person or firm to whom the contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn bid was submitted.

6. The public body shall notify the bidder in writing within five business days of its decision regarding the bidder’s request to withdraw its bid. If the public body denies the withdrawal of a bid under the provisions of this section, it shall state in such notice the reasons for its decision and award the contract to such bidder at the bid price, provided such bidder is a responsible and responsive bidder.

At the same time that the notice is provided, the public body shall return all work papers and copies thereof that have been submitted by the bidder.

7. These procedures also apply for the withdrawal of bids for other than construction contracts.

8. A bidder/offeror may modify or withdraw his bid/proposal, either personally or by written request to the Purchasing office at any time prior to the scheduled time for opening of bids/proposals.

PUBLIC INSPECTION OF CERTAIN RECORDS: Virginia Code § 2.2-4342 Public inspection of all records is strictly governed by Virginia Code § 2.2-4342 and in accordance with the Virginia Freedom of Information Act (Virginia Code § 2.2-3700 et seq). Any inspection of procurement transactions shall be subject to reasonable restrictions to ensure the security and integrity of the records. Cost estimates relating to a proposed procurement transaction prepared by or for a public body shall not be open to public inspection.

REVISIONS to the OFFICIAL ITB/RFP: No bidder/offeror shall modify, revise, edit or make any unauthorized change(s) to the original official ITB/RFP. The official solicitation document and the Addenda(um) are the documents posted on the eVA website at https://eva.virginia.gov. In the event the eVA website is not able to be used, the City will post Addenda on the City’s website at www.harrisonburgva.gov/bids-proposals . Any such violation as stated above may result in rejection of the ITB/RFP response. In addition, violations may result in the debarment of the bidder/offeror by the City of Harrisonburg.

TAXES: Sales to the City of Harrisonburg are normally exempt from State sales tax. Virginia Sales and Use Tax Certificate of

Exemption, Form ST-12, will be issued upon request. The City may also be exempt from other taxes and fees.

UNIFORM STATE BUILDING CODE: Virginia Code § 2.2-4303 If the purchase is for construction, compliance with the Uniform

State Building Code will be required.

SPECIFICATIONS

CONDITION OF ITEMS: Unless otherwise specified in the solicitation, all items shall be new, latest edition/model in first class condition.

FORMAL SPECIFICATIONS: When a solicitation contains a specification which states no substitutes, no deviation therefrom will be permitted and the bidder will be required to furnish articles in conformity with that specification.

USE OF BRAND NAMES: Virginia Code § 2.2-4315 Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer does not restrict bidders/offerors to the specific brand, make or manufacturer named, but conveys the general style, type, character, and quality of the article desired. Any article which the public body, in its sole discretion, determines to be the equal of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. The bidder/offeror is responsible to clearly and specifically identify the product being offered and to provide sufficient descriptive literature, catalog cuts and technical detail to enable the City to determine if the product offered meets the requirements of the solicitation. This is required even if offering the exact brand, make or manufacturer specified. Normally in competitive sealed

City of Harrisonburg, VA - On-Call Engineering Services RFP (2027014-PU-P Page 14 of 14 http://www.harrisonburgva.gov/bids-proposals bidding only the information furnished with the bid will be considered in the evaluation. Failure to furnish adequate data for evaluation purposes may result in declaring a bid nonresponsive. Unless the bidder/offeror clearly indicates in its bid/proposal that the product offered is an “equal” product, such bid/proposal will be considered to offer the brand name product referenced in the solicitation. The

City reserves the right to determine the suitability of substituted items for those specified and to accept in whole or in part any and all bids/proposals received.

BONDING REQUIREMENTS: If a bid security is required, it shall be provided in the amount of 5% of the total bid value unless otherwise specified. Bid security must be in the form of a cashier’s check, certified check or bid bond issued by a surety. The City reserves the right to retain the bid security of all bidders until the successful bidder enters into the Contract or until 90 days after bid opening, whichever is sooner. If performance and payment bonds are required, the contractor shall provide each in the amount of 100% of the total contract sum. If the contract sum changes at any point during the contract term, the contractor shall ensure the value of the performance and payment bonds is at least 100% of the remaining contract sum. For bids submitted on the eVA website that require a bid security, the bid security shall be delivered to the Purchasing Office prior to the date and time for bid closing.

DELIVERY

DEFECTS OR IMPROPRIETIES: In instances where there is a defect or impropriety in an invoice or in the goods or services received, the City shall notify the supplier of the defect or impropriety, if the defect or impropriety would prevent payment by the payment date. The notice shall be sent within (30) thirty days after receipt of the invoice or the goods or services.

TESTING AND INSPECTION: Virginia Code § 2.2-4302.1 The City reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications. Materials or components that have been rejected by the City, in accordance with the terms of the contract, shall be replaced by the Contractor at no cost to the City.

TRANSPORTATION AND PACKAGING: All materials shipped to the City must be shipped Free On Board (FOB) Destination unless otherwise stated in the contract. By submitting their bids/proposals, all bidders/offerors certify and warrant that the price offered for FOB destination includes only the actual freight rate costs at the lowest and best rate and is…