26-02 RFP Final.pdf

REQUEST FOR PROPOSALS

FOR

Five-Year Strategic Plan Development Northern Virginia Transportation Commission

August 28, 2026

Request for Proposal: 26-02

NORTHERN VIRGINIA TRANSPORTATION COMMISSION

REQUEST FOR PROPOSALS

PROJECT TITLE: Five-Year Strategic Plan Development

(FY 2029–2034)

REQUEST FOR PROPOSAL ID: RFP 26-02

CONTACT: Meg Johnston, Grants and Procurement Manager Northern Virginia Transportation Commission 2300 Wilson Blvd., Suite 230 Arlington, VA 22201 megjohnston@novatransit.org

ISSUE DATE: August 28, 2026

DESCRIPTION OF WORK:

The Northern Virginia Transportation Commission (NVTC) is requesting proposals from qualified firms to develop a comprehensive Five-Year Strategic Plan (FY 2029–2034) to guide NVTC’s evolving work and anticipate regional transit needs.

QUESTIONS:

All questions must be submitted in writing to megjohnston@novatransit.org by September 11th, 2026 by 5pm EST. Material questions will be answered and posted on September 23rd, 2026 on NVTC’s website https://novatransit.org/procurement/ .

TYPE OF CONTRACT: Fixed Price. The final price of the contract will be determined following a review of proposals and contract negotiations.

NOTICE OF AWARD: Notice of contract award(s) made as a result of this solicitation is expected to be on or about December 14th, 2026, with project completion on or about Spring 2028.

Section

Table of Contents

Title

Page #

Section A

Instructions to Offerors

Section B Procurement Schedule 15

Section C Scope of Work 16

Section D Contractor Deliverables and Payments 24

Section E Contractor Terms and Conditions 27

Section F Required Attachments to Proposal 39

Section G DRPT Master Agreement for Use of Commonwealth Transportation Funds

Section A

Instructions to Offerors

1. PURPOSE OF RFP/SCOPE OF WORK:

The purpose of this RFP is to procure services to conduct a comprehensive 5-year strategic plan. A detailed scope of work follows in Section C.

2. COMPETITIVE NEOGTIATION FOR NON-PROFESSIONAL SERVICES:

This solicitation is a competitive negotiation for non-professional services and defined by the Virginia Public Procurement Act. The content of the proposals is not public record until a Notice of Intent to Award has been issued. The opening of Proposals is therefore not public.

3. PROPOSAL AND CONTRACT REQUIREMENTS:

NVTC follows Virginia procurement laws. Accordingly, all applicable State requirements will apply. Offerors are expected to become familiar with these requirements and shall not submit Proposals if unable to execute a Contract containing such provisions.

Funds for this project are provided in part by the Virginia Department of Rail and Public Transportation (DRPT). Accordingly, all applicable DRPT and Commonwealth of Virginia requirements will apply, including regulations, policies, procedures and directives. The Master Agreement with DRPT is provided in Section G.

4. OBLIGATION OF CONTRACTOR:

Before submitting a Proposal, the Offeror shall be responsible for reading and examining the solicitation documents including these Instructions to Offers. Submission of a Proposal shall be deemed verification of such reading and examination by Offer.

When submitting a Proposal, the Offeror shall explicitly state in writing any exceptions to any liability provision or Terms and Condition contained in the Request for Proposal. If no exceptions are taken to the solicitation, the Offeror shall make a statement of “no exceptions.”

By submitting a Proposal, the Offeror agrees that it has satisfied itself from a personal investigation of the conditions to be met, that the obligations herein are fully understood, and no claim may be made, nor will there be any right to cancellation or relief from the Contract because of any misunderstanding or lack of information.

5. POINT OF CONTACT:

All inquiries or correspondence regarding this RFP shall be directed to the NVTC Grants and

Procurement Manager whose name and contact information appear on the first page of this solicitation.

Communications relating to this RFP to anyone other than the NVTC Grants and Procurement Manager are prohibited during the RFP response period. Do not contact NVTC Project Manager(s), consultants or any NVTC personnel other than the NVTC Grants and Procurement Manager regarding this solicitation.

6. SUBMISSION OF WRITTEN QUESTIONS:

All questions and requests for clarification regarding the meaning or interpretation of this RFP and other solicitation documents, or any ambiguities, discrepancies, inconsistencies, or conflicts in or between any of the technical, pricing, or contractual provisions, must be submitted no later than the date and time specified in Section B of this RFP. Questions and clarifications requested after such time will not be answered unless NVTC elects, at its sole discretion, to do so. Material questions and answers will be posted by the date specified in Section B of this RFP to NVTC’s website https://novatransit.org/procurement/ .

It shall be the obligation of the Offeror to exercise due diligence to discover and to bring to the attention of NVTC, at the earliest possible time, any ambiguities, inconsistencies, or conflicts in or between any of the technical or contractual provisions in the RFP.

Any change made by NVTC will be in the form of an amendment to the RFP and will be posted on NVTC’s website https://novatransit.org/procurement/.

7. WRITTEN COMMUNICATIONS:

NVTC will assume no responsibility for any understanding or representations concerning conditions made by any of its officers or agents prior to the execution of the contract, unless included in this RFP, the contract, the specifications or related documents or amendments thereto.

8. PROPOSAL PREPARATION COSTS:

This RFP does not commit NVTC to an award, or to pay any costs associated with the preparation and/or submission of any proposal. NVTC will not reimburse any costs incurred by Offerors in responding to this RFP or in competing for contract award.

9. SUBMISSION OF PROPOSAL AND PROTECTION OF PROPRIETARY INFORMATION:

The proposal shall be submitted electronically in PDF format by the date and time specified in Section B through NVTC’s procurement portal https://tinyurl.com/novatransitRFP. NVTC reserves the right to reject any and all proposals received after that time. NVTC also reserves the right to waive informalities. Separate technical and price proposals must be submitted.

Consistent with state statutes, NVTC will provide all reasonable precautions to ensure that proprietary information remains within the review process. The Offeror shall attach to any proprietary information the following legend and identify the specific reason(s) for this designation as permitted in the Code of Virginia:

Specific data as indicated are furnished pursuant to RFP #26-02 and shall not be disclosed outside of NVTC, be duplicated, or used, in whole or in part, for any purpose other than to evaluate the proposal. The reasons for protecting these data are defined in the Code of Virginia. This restriction does not limit NVTC’s right to use information contained in these data if it is or has been obtained by NVTC from another source.

Except for the foregoing limitation, NVTC may duplicate, use and disclose in any manner and for any purpose whatsoever and have others do so, all data furnished in response to this RFP.

10. PROPOSAL ACCEPTANCE PERIOD:

The proposal shall be binding upon the Offeror for 120 calendar days following the proposal submission date. Any proposal on which the Offeror shortens the acceptance period may be rejected, unless extended by mutual agreement between NVTC and the Offeror.

11. INTERVIEWS (OPTIONAL):

NVTC reserves the right to conduct interviews with short-listed firms, based on the results of the Technical Evaluation Team’s (TET) evaluation, prior to making a selection. The date for interviews is specified in Section B.

The interviews will provide an opportunity for Offerors to clarify their Proposal in response to questions from the TET. This is a fact-finding and explanation session only and does not include negotiations. As interviews are optional for NVTC, Offerors must treat their Proposals as a final product.

Upon selection of the most technically qualified Offeror(s), NVTC shall commence negotiations.

12. AWARD OF THE CONTRACT:

A. GENERAL

NVTC may cancel this RFP or reject Proposals at any time prior to an award and is not required to furnish a statement of the reason why a particular Proposal was not deemed to be the most advantageous (Code of Virginia, § 2.2-4359D).

B. AWARD SELECTION

A Technical Evaluation Team (TET) will review the Proposals using written score sheets. Offerors will be ranked in order according to the scores of the TET. NVTC shall engage in individual discussions with two (2) or more Offerors deemed fully qualified, responsible and suitable among those submitting Proposals, on the basis of the factors specified in the evaluation criteria. Final selection shall be made of one (1) Offeror deemed to be the best for the project on the basis of the evaluation factors.

C. NEGOTIATIONS

i. Negotiations shall commence with each of the selected Offerors to achieve a binding price and agreement on Contract terms. Price shall be considered, but need not be the sole or primary determining factor.

ii. Following the negotiations, NVTC will request each of the selected Offerors to submit a Best and Final Offer (BAFO)

D. AWARD DOCUMENTS

The award document will be a Contract incorporating by reference the Request for Proposals, Terms and Conditions, Contract Provisions, Scope of Work/Services and/or Technical Specifications, and the Contractor’s Proposal as negotiated.

E. NOTICE OF INTENT TO AWARD

NVTC will post the “Notice of Intent to Award” on its website at https://novatransit.org/procurement/ for a minimum of ten (10) calendar days. The “Notice of Intent to Award” shall not be construed as a “Notice-To-Proceed (NTP).”

F. NOTICE OF AWARD

A “Notice of Award” will be posted on NVTC’s website at https://novatransit.org/procurement/. The successful Offeror will be notified in writing by

NVTC.

13. DELAYS IN AWARD:

Delays in award of a contract, beyond the anticipated starting date, may result in a change in the contract period indicated in the solicitation. If this situation occurs, NVTC reserves the right to award a contract covering the period equal to or less than the initial term indicated in the solicitation.

14. REJECTION OF PROPOSALS:

NVTC expressly reserves the right to reject any or all proposals or any part of a proposal, and resolicit the services in question, if such action is deemed to be in the best interest of NVTC.

15. SINGLE PROPOSAL:

If a single conforming proposal is received, a price and/or cost analysis of the Proposal shall be made by NVTC.

• It should be recognized that a price analysis through comparison to other similar contracts shall be based on an established or competitive price of the elements used in the comparison.

• The comparison shall be made to the cost of similar projects and involve similar specifications.

16. PROTEST OF AWARD:

An Offeror wishing to protest a decision to award a contract must submit the protest, in writing, to the NVTC Grants Manager no later than ten (10) calendar days after either the decision to award or the award, whichever occurs first. The protest must include the basis for the protest and the relief sought. Within ten (10) calendar days after receipt of the protest, the Executive Director of NVTC will issue a written decision stating the decision on the protest and the reasons for the action taken. This decision is final. Further action, if desired by an Offeror, must be taken by instituting action as provided by the Code of Virginia. (see Code of Virginia, § 2.2-4360)

17. CONTRACT AWARD AND BOND REQUIREMENTS:

The Offeror whose proposal is accepted shall, within the time established in this RFP, enter into a written contract with NVTC. There will be no bond requirements for this project. In lieu of the usual performance and payment bonds, NVTC will retain 5% of the payments until completion of the project.

18. REQUIREMENTS OF THE SEPARATE TECHNICAL AND PRICE PROPOSALS:

The technical proposal shall include:

A. Title Page - show the name of the Offeror’s firm, local address, telephone number, name of contact person and date.

B. Table of Contents.

C. Letter of Transmittal summarizing the proposal (1 page maximum).

D. Technical Approach and Work Plan (25 pages maximum, not including résumés):

This section should describe the recommended approach and work plan regarding the assistance to be provided. The proposal must address in depth the Offeror’s plans to meet the requirements of each of the tasks and activities outlined in the Scope of Work of this RFP. The work plan must include a task-by-task/sub-task-by-sub-task schedule of the time required to complete the project. In the cost proposal the work plan steps should be supported by the proposed hours the Offeror agrees to commit to the task. This schedule must identify the major milestones, project deliverables, and estimated total time to complete each task for the entire project. The schedule shall include progress reporting and project meetings with adequate time for NVTC to review and approve contractor deliverables.

Each Offeror shall cover all of the requirements of the work as given in Section B of this RFP, in the Contract Terms and Conditions, and any other contract documents described in Sections C and D, and provide sufficient specific information to effectively demonstrate the Offeror’s technical capability to perform all work required under these specifications. The Offeror shall submit information to enable NVTC to ascertain how the proposal will meet the specifications contained herein and in accordance with the Evaluation Criteria.

E. Proposed Quality Assurance Program (2 pages maximum). The quality assurance program should clearly describe how the Offerors will manage and control all proposed activities. Offerors should explain how the management and administrative processes will ensure that appropriate levels of attention are given so that work is properly performed as proposed. This section shall include a work plan and schedule and a project management plan that will detail the lines of authority and communication and will support all of the project requirements and logically lead to the deliverables required in the RFP.

F. Project Staffing (Qualifications and Experience)

This section must include the qualifications of the key personnel that will be assigned to this project. At a minimum, the proposal should designate a project manager, and include the organization, functional discipline, and responsibilities of project team members.

Resumes of no more than one page each should be provided for all key personnel proposed.

The Offeror should clearly state if it is proposing to subcontract any of the work herein. The names of subcontractors are to be provided and by proposing such firm(s) or individuals, the Offeror assumes full liability for the subcontractor’s performance.

G. Firm(s) Experience and Capabilities

The purpose of this section is to provide NVTC with an overview description of the Offeror’s company plus the Offeror’s commitment to performing the services set forth in the RFP. The Offeror must also specify, in a similar manner, the qualifications of any subcontractors to be used in this proposed project.

Offerors shall identify a minimum of three projects performed over the last five years, similar or equivalent in size and scope to the work described in the solicitation. Project descriptions, limited to one page each, should describe relevant work previously performed by the Offeror and proposed subcontractors.

In addition to a concise description of the technical work performed under the contract, project descriptions should include the name of the client, contact person, title, address, phone and fax numbers, and direct email address. Project descriptions should also provide the contract number and contract value and the time period of performance.

H. A list of names, titles, telephone numbers and email addresses of persons authorized to conduct negotiations.

I. Acknowledgment of receipt of all NVTC amendments to this RFP in the Technical proposal.

J. Exceptions to the Solicitation

State whether the General Provisions are accepted as presented in this solicitation or if exceptions are taken; identify exceptions taken to the solicitation;

provide rationale in support of the exception and fully explain its impact, if any, on the performance, schedule, price and specific requirement s of the solicitation;

and relate each exception specifically to each section/paragraph and/or specific part of the solicitation to which the exception is taken. If no exceptions are taken to the solicitation, the offeror shall make a statement of “no exceptions”.

K. Attachments

Attachment A: NVTC Insurance Coverage Required Attachment B: RFP Submission Form Attachment C: Certifications

Attachment D: Small, Women, Minority and Service Disabled Veterans Owned Business Participation Statement

Attachment E: Schedule of Small, Women, Minority and Service Disabled Veterans Owned Business Participation

The separate price proposal shall include:

a) Title page – name of the firm, local address, telephone number, email, name of contact person and date.

Exhibit showing a non-binding estimate of the hours to be worked by named individuals, their firms, and their hourly rates broken down by task and sub-task and the associated total costs including all estimated out- of-pocket costs and fees. Costs must include all items such as professional time, travel, data processing, forms, printing, and other expenses included in the proposed cost.

EVALUATION CRITERIA:

GENERAL

Proposals will be evaluated based on the evaluation criteria as stated below. A l000-point scale will be used to create the final evaluation recommendation. When assessing points, a 1- 10 scale will be utilized and multiplied by the weight assigned.

A. SCORING METHODOLOGY

The Technical Evaluation Team (TET) will review and evaluate the Proposals using the following scale:

Points

Guidance

9 - 10 Outstanding: Meets all of the requirements / exceeds expectations / excellent probability of success in achieving all objectives / very innovative.

6 - 8 Above Average: Exceeds minimum requirement / sound response / very good probability of success.

4 - 5 Average: Meets minimum requirement / has a reasonable probability of success.

2 - 3 Fair: Partially responsive / falls short of meeting basic expectations / has a low probability of success.

1 Poor: Inadequate / fails to meet the requirement.

Failure: No response / the information is missing altogether.

EVALUATION CRITERIA

B. The following criteria and weighting scheme will be utilized to evaluate Proposals:

Evaluation Criteria Maximum

Points Weight

Maximum

Score

A.

Project approach and management plan including a clear understanding of the project scope and technical requirements.

10 20 200

B.

Demonstrated experience conducting interviews, focus groups and engagement with stakeholders as part of a strategic planning effort. How will the firm’s prior experience inform an engagement plan for NVTC.

10 30 300

C.

Extensive knowledge and experience with Virginia transit systems and governance structures.

10 30 300

D.

Knowledge and qualifications of the proposed Project Manager and project team including experience managing strategic planning efforts.

10 20 200

TOTAL POINTS

19. QUALIFICATIONS OF OFFERORS:

NVTC may make such reasonable investigations as deemed proper and necessary to determine the ability of the Offeror to furnish the item(s) and the Offeror shall provide NVTC all such information and data for this purpose as may be requested. NVTC reserves the right to reject any proposal if the evidence submitted by, or investigation of, such Offeror fails to satisfy NVTC that such Offeror is properly qualified to carry out the obligations of the contract and to provide the services and/or goods contemplated therein.

20. REVISIONS PRIOR TO DATE SET FOR RECEIPT OF PROPOSALS:

NVTC reserves the right to revise or amend this RFP prior to the date set for receipt of proposals. Such revisions and amendments, if any, will be announced by an amendment or amendments to this RFP. Such amendments as may be issued will be posted on NVTC’s website. If the revisions and amendments require material changes, the date set for receipt of proposals may be postponed by such number of days that, in the opinion of NVTC, will enable Offerors to revise their proposals. In such cases, the amendment will include an announcement of the new date for receipt of proposals.

21. ACKNOWLEDGEMENT OF AMENDMENTS:

Offerors are required to acknowledge receipt of all amendments to this RFP in the Technical proposal. Failure to acknowledge all amendments may cause the proposal to be considered not responsive to this RFP.

22. KEY PERSONNEL:

Certain skilled, experienced, professional and/or technical personnel are essential for successful accomplishment of the work to be performed under the contract. These are defined as “Key Personnel” and are those persons whose resumes were submitted as part of the technical proposal for evaluation. Key personnel are expected to work on the contract for its duration, so long as they continue to be employed by the contractor, unless removed from work on the contract with the consent of, or at the request of, NVTC.

23. ADDITIONAL INFORMATION:

NVTC reserves the right to ask any Offeror to clarify its offer.

24. CONFLICT OF INTEREST:

The successful Offeror and their officers and employees shall comply with the provisions of the Virginia Conflict of Interest Act (2.2-3100 et. seq., VA Code Ann.), the terms of which are incorporated herein by reference.

NVTC is intent on avoiding conflicts of interest associated with the award of the contract(s).

To this end, Offerors must identify existing and prospective contractual relations they have (or could have) which could present sources of conflict as part of the proposal submission.

25. SMALL, WOMEN, MINORITY AND SERVICE DISABLED VETERANS OWNED BUSINESS:

NVTC believes it is imperative to maximize the participation of small businesses, including those owned by women, minorities, and service disabled veterans, in all of our contracting opportunities. To that end, where it is practicable for any portion of the awarded contract to be subcontracted, the Offeror is encouraged to offer such business to small, women-owned, minority, and/or service disabled veteran-owned businesses.

26. INSURANCE CHECKLIST:

A checklist of required insurance coverage is included as Attachment A and identified as “NVTC Insurance Coverage Required”. Items marked “X” are required to be provided. A certificate of insurance indicating these coverages should accompany the Offeror’s response to the RFP. If insurance is incomplete, the Offeror should provide a letter from its insurance agent stating that the Offeror is eligible to obtain insurance to the prescribed limits, should a contractual offer be extended. Technical proposals must note any desired exceptions to the insurance coverage. Offerors may submit proposed alternatives.

27. PROJECT MANAGER AND PROJECT OFFICER:

For this project, the following individuals will serve as managers and officer:

Project Manager Project Officer Genoveva Cutrell Katherine A. Mattice Assistant to the Executive Director Executive Director

NVTC NVTC

28. NOTICE OF AWARD:

The successful Offeror will be notified in writing by mail or otherwise that its proposal has been accepted and that it is to be awarded the contract. The notice of award should not be construed as a “Notice to Proceed.”

29. EXECUTION OF CONTRACT:

The successful Offeror shall execute the contract and furnish the Insurance Certificates and Form W-9 Request for Taxpayer Identification Number and Certification to NVTC within ten

(10) calendar days after the Notice of Award has been issued. The contract will be in writing and shall be executed in the number of copies required by NVTC. One fully executed original shall be delivered to the Contractor. A Notice to Proceed will not be issued until the contract has been executed and all supporting materials are received by NVTC. Contract performance shall begin on the date set forth in the written Notice to Proceed.

30. FAILURE TO EXECUTE CONTRACT:

Should the successful offeror fail to execute the Contract within ten (10) calendar days after receipt and submit the required Insurance Certificates, NVTC may, at its option, determine that the Offeror has abandoned the Contract, and, thereupon, the Proposal and acceptance shall be null and void. NVTC may also seek all available remedies at law and equity.

31. NOTICE-TO-PROCEED (NTP):

A “Notice-To-Proceed” (NTP) will be issued upon execution of the Contract. Contract performance shall begin on the date set forth in the written NTP. The NTP shall start the time for which the Contractor is responsible for completion.

Section B

Procurement Schedule

Date Activity August 28, 2026 Issue RFP

September 8, 2026 Open Information Session (Optional)

September 11, 2026, 5 pm EST Submission of Written Questions

September 23, 2026 Answers to Material Questions Posted

October 9, 2026, 5 pm EST Proposal Due Date

November 3-5, 2026 In-Person Interviews (if needed)

December 4, 2026 NVTC posts intent to award contract

December 14, 2026 Notice of Award

December 2026 Contract Signed and Notice to Proceed

Spring 2028 Project Completion

Section C

Scope of Work

REQUEST FOR PROPOSALS (RFP 26-02)

Five-Year Strategic Plan Development (FY 2029–2034)

Northern Virginia Transportation Commission (NVTC)

1. Introduction

The Northern Virginia Transportation Commission (NVTC) invites qualified consulting teams with expertise on local and regional government entities and working knowledge of public transit in Northern Virginia to submit proposals to develop a comprehensive Five-Year Strategic Plan (FY 2029–2034).

NVTC was established by the Virginia General Assembly to serve as a regional body focused on public transit coordination, funding, oversight and policy leadership in Northern Virginia.

NVTC’s mission is to bring the region together to plan, coordinate and secure funding for high-performing and financially sustainable transit systems. The Commission’s work includes oversight of the Washington Metropolitan Area Transit Authority (WMATA) and co-ownership of the Virginia Railway Express (VRE), as well as regional funding and policy initiatives.

NVTC has programs and research initiatives that support the implementation of the Commission’s mission and vision. These programs and research efforts provide technical assistance, enable data collection and analysis, facilitate regional engagement and jurisdictional coordination, as well as manage a groundbreaking funding program. It is important to note that these programs and research activities interact with and support each other on a regular basis, enabling NVTC to provide comprehensive support to member jurisdictions, partner agencies and the Commission. In addition, these programs and research efforts provide the best representation for our jurisdictions and ensure NVTC’s work adds value to Northern Virginia, the greater DC region and the Commonwealth of Virginia.

NVTC last conducted a strategic planning retreat following the enactment of the WMATA dedicated capital funding legislation in 2018; an effort that reexamined NVTC's organizational structure, committee responsibilities, as well as engagement with WMATA and the Commonwealth Transportation Board on new legislated responsibilities. That effort reaffirmed a more extensive effort conducted in 2014 to establish NVTC’s current vision, mission and strategic goals.

In the past decade, NVTC has experienced substantial growth, leadership and organizational changes and has emerged as a leading authority on transit in the Commonwealth. NVTC is a sought-after and trusted organization which provides insight into the unique funding structures and political nuances of public transit in Northern Virginia. Furthermore, research and project efforts such as the Value of Transit study and the innovative Commuter Choice program and Envision Route 7 Bus Rapid Transit project shine as examples of NVTC's important contributions to advancing public transit in the region. And, as it has throughout its history, NVTC continues to be a regional voice for our jurisdictional partners and plays a vital role in supporting WMATA, VRE, Arlington Transit, Fairfax Connector, Fairfax City CUE, Alexandria DASH, Loudoun County Transit and our regional partner, the Potomac and Rappahannock Transportation Commission (PRTC)/OmniRide.

NVTC continues to be a forum for our jurisdictional partners to learn, research and advocate for public transit and while our vision has remained steadfast, changing conditions to commuting patterns and legislative headwinds provide a timely opportunity to reexamine a strategic plan to help guide NVTC into the future.

This project will produce a forward-looking roadmap that reflects NVTC’s evolving role and regional transit needs.

2. Project Background

As noted above, NVTC last conducted a comprehensive strategic planning effort in 2014 followed by a 2018 strategic retreat reaffirming vision and mission while establishing a new governance structure for NVTC committees. The approved document, NVTC Strategic Framework, is as follows.

NVTC Vision

Northern Virginia businesses and residents are served by a high capacity, high quality network of transit systems that allows our diverse region to thrive economically.

NVTC Mission

As the premier transit organization in Northern Virginia, NVTC brings the region together to plan, coordinate, and secure funding for transit systems that are financially sustainable and high performing.

NVTC Goals & Objectives

1. Increase the capacity of the regional transit network by expanding and improving the quality, coverage, and frequency of new and existing systems, including Metro, VRE and new transit services. NVTC will achieve this through:

o Access to sustainable, reliable, dedicated funding sources for WMATA, including Metro 2025;

o A regional strategy to fund the VRE System Plan;

o Continued and increased funding for regional transit infrastructure;

o Efficient use of existing rail and roadway infrastructure.

2. Improve access and mobility throughout Northern Virginia by connecting the regional and local transit systems. NVTC will achieve this through:

• Regional technology improvements that provide customers with better access to information and convenient travel within and among transit systems;

• Regional and state plans that align local and regional transit services and advance dedicated transit corridors.

3. Promote safe, reliable and financially sound performance and management of regional transit systems. NVTC will achieve this through:

• Governance and oversight of VRE commuter rail performance and management as co-owners with the Potomac and Rappahannock Transportation Commission;

• Governance of and active engagement with WMATA through the appointment and support of WMATA Board members that hold the agency accountable for peak performance and sound management;

• Financial management expertise and support for NVTC member jurisdictions.

Since the last comprehensive review in 2014, NVTC has been given additional legislative and administrative authorities expanding its legal powers. In addition, the region has continued to build out its public transit network, completing the Silver Line, launching Bus Rapid Transit segments, and introducing more integrated technologies and operational opportunities. Below are the notable NVTC programmatic and governance milestones since 2014 affecting its mission and functions:

• In 2016, NVTC launched the new Commuter Choice program, a regional, competitive toll-funded effort to support transportation projects to move people along the I-66 and I-395/95 Express Lane corridors.

• In 2018, NVTC assumed greater oversight of WMATA with the introduction of reporting requirements and modification of the role of NVTC’s appointees to the WMATA board.

• In 2018, NVTC held a strategic retreat in response to the new mandates for WMATA and modified its governance structure to create three new Committees to support NVTC’s growing work:

o WMATA Committee o Program Advisory Committee o Legislative and Policy Committee

• In several instances since 2014, the General Assembly and the Virginia Department of Public Transportation (DRPT) modified the allocation methodology and approach for state aid to NVTC district transit systems, including the removal of WMATA and VRE from statewide transit formula allocation, and the creation of several new state funding programs for public transit.

• In 2022, the final extension of Metro Rail in Virginia, the Silver Line to Ashburn in Loudoun County, opened, formally expanding WMATA’s reach to all NVTC localities.

• In 2024, NVTC received a Congressional earmark to support planning and development of the Envision Route 7 BRT, a regional high-capacity bus route that would enhance the Metro Bus F20 route from Tysons to Alexandria.

• In 2025, NVTC, WMATA, and the Metropolitan Washington Council of Governments (MWCOG) completed work on the SJ 28 Joint Subcommittee on the Growing Needs of Public Transit in Northern Virginia and the DMVMoves efforts that:

1. Recommended major funding reforms to support long term sustainable transit funding for WMATA, VRE, and NVTC’s local bus systems.

2. Identified near and long-term opportunities to improve regional coordination of public transit systems and operations.

In addition to the expansion of legal authorities and funding responsibilities, NVTC has also expanded its technical assistance and policy analysis efforts to support our regional transit providers and policy making on efforts that include:

- Economic value of transit - Fare technologies

- Microtransit

- Climate impacts of transit

- Fare free transit

- Zero emission bus implementation

- Bike/pedestrian access to transit

- Bus congestion on roadways

- Bus stop amenities

- Bus priority

- Emergency response coordination

- Regional transit marketing

- State funding allocation analysis

- Transit ridership and performance trends

In NVTC’s FY 2026–2027 Work Plan, the Commission approved staff to conduct a strategic planning effort that would include:

• Reviewing and, if necessary, revisiting mission, vision and goals.

• Conducting long-term governance and organizational planning.

• Addressing NVTC’s existing and potential role in current and emerging regional priorities regarding public transit.

Funding for this effort will be supported by a fiscal year 2027 grant from the Virginia Department of Rail and Public Transportation with local match from NVTC’s general and administrative budget.

3. Project Objectives

NVTC seeks a strategic plan that integrates the priorities identified in its 2026-2027 Work Plan and includes robust stakeholder engagement, including focus groups, to inform future strategy and organizational structure.

The selected consultant will:

• Update or reaffirm NVTC’s vision and mission.

• Develop strategic priorities, goals and measurable objectives.

• Evaluate NVTC’s current organizational structure, governance and staffing models to assess ability to effectively meet strategic priorities, goals and objectives.

• Engage stakeholders across the region to ensure alignment and support.

• Deliver an actionable implementation roadmap with performance metrics.

4. Scope of Work The consultant shall complete the following tasks. All final deliverables must comply with Title II of the Americans with Disabilities Act (ADA).

Task 1: Project Initiation & Management The NVTC project manager will work closely with the consultant team project manager to monitor the project scope, schedule and budget.

The consultant team will:

• Conduct an in-person kickoff meeting with NVTC senior staff (within 10 business days of notice to proceed).

• Finalize project plan, schedule and coordination approach.

• Develop a stakeholder engagement strategy aligned with NVTC committees and partners.

• Conduct bi-weekly meetings with the NVTC project manager to discuss topics including but not limited to status of project and deliverables, invoicing, areas of concern, opportunities for efficiency, project budget and other project and/or administrative tasks.

Deliverables:

• Final Project Management Plan

• Stakeholder Engagement Plan

• Monthly invoices with progress reports

Task 2: Organizational Assessment & Environmental Scan The purpose of this task is to review NVTC’s current governance, strategy, organizational documents and frameworks. The consultant team will then assess external trends that could impact NVTC’s portfolio and complete a benchmarking assessment to see NVTC’s opportunities and gaps in relation to other regional entities. This will result in a draft Strengths, Weaknesses, Opportunities and Threats (SWOT) analysis that will be used to inform the engagement process described in Task 3.

• Review NVTC governing documents, including the Virginia state code, Memoranda of Agreement, Bylaws, Strategic Framework, Work Plans and organizational charts.

• Analyze current programs, including:

o Financial management and grant administration o Program Administration o Crosscutting Technical Assistance o Communications and Engagement o Legislative and Policy Efforts o Committee and Commission Management o NVTC Support of the Virginia Railway Express o Regional Coordination and Collaboration o Internal Operations

• Assess external trends (funding, policy, technology, mobility innovation).

• Conduct peer benchmarking to identify gaps and opportunities (MWCOG, TPB, NVTA, NVRC, etc.)

• Draft SWOT Analysis to include findings from:

o Organizational Assessment o Regional Trends and Needs Assessment

Note: NVTC expects to review and provide edits to this draft, but it will not be finalized until Task 3.

Task 3: Stakeholder Engagement & Focus Groups A core component of this project is a robust engagement process with NVTC’s stakeholders. The purpose of this task is to engage in a series of conversations with stakeholders to:

• Collect information on and prioritize how NVTC can provide added value to the region.

• Assess NVTC’s strengths and gaps in supporting these priorities.

• Evaluate coordination and partnership effectiveness.

• Identify future organizational structure and staffing needs.

• Gather input on strategic priorities and emerging challenges.

The consultant team shall interview a variety of stakeholders to provide additional context for findings from Task 2. Stakeholders include:

• Commissioners and Committee Chairs (note that Virginia law requires any meeting with more than two Commissioners to be a public meeting)

• NVTC staff members

• NVTC member jurisdictions (Arlington County, Fairfax County, Loudoun County, City of

Alexandria, City of Fairfax and City of Falls Church)

• Regional/state partners and peer organizations

With support from the NVTC project manager, the consultant team will then identify relevant stakeholders to participate in cross-cutting focus groups. The consultant shall design, facilitate and document 5-8 focus groups, including:

• NVTC staff (cross-functional)

• NVTC jurisdictional staff (MAC participants and/or jurisdictional leadership)

• Transit operators (WMATA, VRE, local systems)

• State and regional agencies

• Business/community stakeholders

• Draft and final interview script(s)

• Stakeholder Engagement Report o Focus Group Summary and Thematic Analysis

• Updated Draft and Final SWOT Analysis

• Presentation to 1) NVTC senior staff, then 2) NVTC Executive Committee highlighting findings to date

Task 4: Strategic Framework & Organizational Design The purpose of this task is to identify any potential changes to NVTC’s strategic framework or governance. Using takeaways from Tasks 2 and 3, the consultant team will:

• Facilitate a half-day, in-person strategic planning workshop with NVTC leadership and the Commission. Note that NVTC staff will handle event logistics such as venue selection and coordination, including food. The consultant team is expected to facilitate the workshop and provide any materials. As noted above, this will be a public meeting.

• Validate existing or develop any proposed changes to:

o Vision, mission and values o Strategic priorities and goal areas o Bylaws (governance and committee alignment) o Organizational structure (commissioners and staff) o Resources

• Update 2014 Strategic Framework (as necessary)

• Bylaws and Organizational Structure Options Report

• Workshop Summary Memo

Task 5: Strategic Plan Development The purpose of this task is to develop a draft strategic plan and implementation roadmap. The consultant will:

• Develop detailed strategic initiatives aligned with NVTC’s key roles:

o Financial stewardship o Regional coordination o Technical expertise and research o Governance and oversight o Any new areas identified in Tasks 2- 4

• Develop a phased implementation roadmap for the five-year period.

• Draft Five-Year Strategic Plan

• Draft Implementation Roadmap

• Presentation to 1) NVTC senior staff, then 2) NVTC Executive Committee highlighting findings to date

Task 6: Final Plan & Adoption Support

• Be available for questions during the presentation of the draft Strategic Plan to NVTC Commission and committees.

• Incorporate feedback

• Prepare final plan and supporting materials

• Draft Final Strategic Plan (Word document only)

5. Project Schedule and Estimated Level of Effort The anticipated project duration is approximately 18 months.

Phase Timeline

Initiation Month 1

Assessment Months 2-4

Engagement Months 4-10

Strategy Development Months 10-14

Final Plan Month 15-18

Task Approximate Level of Effort

Task 1: Project Initiation & Management 10%

Task 2: Organizational Assessment & Environmental Scan 10%

Task 3: Stakeholder Engagement & Focus Groups 40%

Task 4: Strategic Framework & Organizational Design 20%

Task 5: Strategic Plan Development 10%

Task 6: Final Plan & Adoption Support 10%

Scoring: Need a well-rounded team that incorporates expertise on local and regional government entities as well as working knowledge of public transit in Northern Virginia.

Section D

Contractor Deliverables and Payments

1. PAYMENT TERMS:

Monthly progress payments will be made to the firm receiving the contract award (hereinafter known as “Contractor”) by NVTC for work performed satisfactorily according to project milestones. The contractor should submit monthly progress reports simultaneously with its invoices. Payment for amounts withheld shall be made within 45 calendar days of receipt and acceptance of all products at the conclusion of the project by NVTC.

2. INVOICES:

Invoices for services delivered and accepted shall be submitted by the contractor directly to the payment addresses shown below:

Attn: Genoveva Cutrell 2300 Wilson Boulevard, Suite 230 Arlington, Virginia 22201 genovevacutrell@novatransit.org

With a copy to:

Northern Virginia Transportation Commission Attn: Accounts Payable 2300 Wilson Boulevard, Suite 230 Arlington, Virginia 22201 colethiaquarles@novatransit.org

Invoices at a minimum shall contain the following information:

a. Name, Address, Email, and Telephone Number of Contractor

b. NVTC Contract Number

c. Invoice Number

d. Date of Invoice

e. Period and Description of Services Rendered

f. Hours by Employee Keyed to Specific Tasks in the Scope of Work, with

Associated Costs and Fees, Plus Documented Expenses.

g. Total Invoice Amount

h. Total Cumulative Amount of Invoices

3. PROGRESS PAYMENTS:

Payment will only be made for work that has been delivered and for which NVTC has taken title or otherwise accepted, if applicable. NVTC will withhold 5% of each progress payment until contractor completes and submits final work product for each of the phases.

4. LIQUIDATED DAMAGES:

No specific amount of liquidated damages will apply although NVTC reserves the right to seek appropriate compensation for delays beyond the contractual schedule or failure to perform that are attributable to contractor performance.

5. AVAILABILITY OF FUNDS:

It is understood and agreed between the parties herein that NVTC shall be bound thereunder only to the extent of the funds appropriated for the purpose of this contract.

6. PAYMENT TO SUBCONTRACTOR:

A contractor is hereby obligated:

a. To pay the subcontractor within seven (7) calendar days of the contractor’s receipt of payment from NVTC for the proportionate share of the payment received for work performed by the subcontractor under the contract; or

b. To notify NVTC and the subcontractor, in writing, of the contractor’s intention to withhold payment and the reason.

The contractor is obligated to pay the subcontractor interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) calendar days following receipt of payment from NVTC, except for amounts withheld as stated in Section (b) above. The date of mailing of any payment by U.S. mail is deemed to be payment to the addressee. These provisions apply to each sub-tier contractor performing under the primary contract. Contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of NVTC.

Contractor agrees to return any retainage payments to each subcontractor within 30 calendar days after the subcontractor’s work is satisfactorily completed. Any delay or postponement of payment may occur only for good cause following written approval of NVTC. This clause applies to both DBE and non-DBE subcontractors. Work may be credited toward DBE goals only when payments are actually made to DBEs.

7. AUTHORIZED FUNDING:

If at any time contractor has reason to believe that the costs to NVTC that will accrue in the performance of the contract/task order(s) in the next succeeding 30 calendar days, when added to all other payments previously accrued, will exceed 75% of the then current total authorized funding, contractor shall notify NVTC to that effect in writing, advising of the estimate of additional funds required for completion of the contract/task order. NVTC shall not be obligated to reimburse contractor for any work performed, if in the performance thereof the total funding then allotted to the contract/task order will be exceeded.

NVTC shall not be obligated to pay the contractor any amount in excess of the ceiling price reflected in the contract and/or task order until the NVTC Executive Director shall have notified the contractor in writing that the price has been increased and shall have specified in the notice a revised price that shall constitute the price for performance under this contract/task order.

Section E

Contractor Terms and Conditions

1. CONTRACT REQUIREMENTS:

Commonwealth of Virginia funds originating with DRPT will be used for this contract.

NVTC also follows Virginia procurement laws. Accordingly, all applicable federal and state requirements will apply. Contractors are expected to become familiar with these requirements. NVTC will provide a contract containing these provisions for execution by the contractor. Contractors should not expect to use their own standard contracts for this engagement. Commonwealth of Virginia requirements are subject to change; the contractor is responsible for complying with the most current regulations.

The final contract will contain the provisions set forth below unless otherwise agreed upon.

2. APPLICABLE LAW AND COURTS:

Any contract resulting from this solicitation shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The contractor shall comply with applicable federal, state, and local laws, rules and regulations.

3. PRECEDENCE OF TERMS:

In the event of an inconsistency between the Request for Proposal, the Contract Terms and Conditions, other included documents, or state procurement law, the inconsistency shall be resolved by the following order of precedence:

a) Virginia’s Public Procurement Act, as amended

b) Contract Terms and Conditions

c) Request for Proposal (RFP)

d) Contractor’s Accepted Proposal

The preceding provisions include, in part, certain Standard Terms and Conditions required by the Commonwealth of Virginia, whether or not expressly set forth in these contract provisions. All contractual provisions required by the Commonwealth, are hereby incorporated by reference. Anything to the contrary herein notwithstanding, all Commonwealth of Virginia mandated terms shall be deemed to control in the event of a conflict with other provisions contained in this Agreement. The contractor shall not perform any act, fail to perform any act, or refuse to comply with any NVTC requests which would cause NVTC to be in violation of the terms and conditions.

4. OBLIGATION OF CONTRACTOR:

By accepting the award, the contractor agrees that it has satisfied itself from a personal investigation of the conditions to be met, that the obligations herein are fully understood, and no claim may be made nor will there be any right to cancellation or relief from the contract because of any misunderstanding or lack of information.

5. ASSIGNMENT OF CONTRACT AND SUBCONTRACTING:

Contract/task order(s) shall not be assignable by the contractor in whole or in part without the written consent of NVTC. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish to NVTC the names, qualifications and experience of the proposed subcontractors. The contractor shall, however, remain fully liable and responsible for the work to be done by his subcontractor(s) and shall assure compliance with all requirements of the contract.

6. CONTRACTOR RESPONSIBILITIES:

Contractor shall be responsible for completely performing, supervising and directing the work under this contract and all subcontractors that it may utilize, using the skill and attention ordinarily used by members of the same profession practicing in the…