26500029 RFP Traffic and Transportation Engineering On-Call Services .pdf

TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services

RFP No. 26500029 | Traffic & Transportation Engineering On-Call Services Page 1

TOWN OF CHRISTIANSBURG, VIRGINIA

Engineering Department

REQUEST FOR PROPOSALS

Traffic & Transportation Engineering On-Call Services

RFP Number: 26500029

Issue Date: July 6, 2026

Proposal Due Date: August 12, 2026, at 3:00 PM Local Time

Proposal Submission: Town of Christiansburg, Town Hall 100 East Main Street, Christiansburg, VA 24073

Project Contact: Joshua Middleton, Assistant Town Engineer Phone: (540) 382-6120 EXT 1166 Email: Jmiddleton@christiansburg.org

Contract Type: Term Contract – Up to One (1) Year, Renewable for Three (3) Additional One-Year Terms

Estimated Budget: Not to Exceed $2,500,000 per Contract Term; $500,000 per Individual Project

Issued pursuant to the Virginia Public Procurement Act (Va. Code § 2.2-4300 et seq.) and the Town of Christiansburg Procurement and Surplus Property Manual, approved November 15, 2022.

TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services

RFP No. 26500029 | Traffic & Transportation Engineering On-Call Services Page 2

SECTION 1 INTRODUCTION AND BACKGROUND

1.1 Purpose

The Town of Christiansburg, Virginia (the "Town") is soliciting proposals from qualified professional engineering firms to provide On-Call Traffic & Transportation Engineering Services on a term contract basis. The selected firm(s) will provide a broad range of transportation planning and engineering services as needed by the Town of Christiansburg.

This Request for Proposals (RFP) is issued pursuant to the competitive negotiation procedures for professional services set forth in Article III, Section 3.2.1 of the Town of Christiansburg Procurement and Surplus Property Manual and the Virginia Public Procurement Act (VPPA), Virginia Code § 2.2-4300 et seq.

1.2 Background

The Town of Christiansburg is a municipality located in Montgomery County, Virginia. The Town's transportation infrastructure includes local streets, intersections, sidewalks, bicycle facilities, bridges, and traffic control systems. The Town regularly undertakes transportation planning studies, design projects, and capital improvement projects to maintain and enhance this infrastructure.

To ensure efficient and responsive engineering support, the Town seeks to establish on-call term contracts with one or more qualified professional engineering firms. These contracts will allow the Town to issue task orders for specific project assignments as needs arise throughout the contract term, in accordance with Section 3.6 (Task Orders) of the Procurement Manual.

1.3 Term Contract Authority

This procurement is authorized under Virginia Code § 2.2-4303.1 and Section 3.5 of the Town's Procurement and Surplus Property Manual. The contract shall be limited to a one-year term, renewable for up to three (3) additional one-year terms at the option of the Town. The sum of all projects performed in a one-year contract term shall not exceed $2,500,000. Individual project fees shall not exceed $500,000. Unused contract amounts may not be carried forward to any additional term.

SECTION 2 SCOPE OF SERVICES

2.1 General

The selected firm(s) shall provide professional transportation engineering services on an as-needed, task order basis. The scope of services listed below represents the anticipated range of work; however, the Town reserves the right to issue task orders for additional transportation-

TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services

RFP No. 26500029 | Traffic & Transportation Engineering On-Call Services Page 3 related professional services consistent with the contract. There is no guarantee that any projects, contracts, or task orders will be identified for this RFP.

All work shall be performed by a licensed professional engineer registered in the Commonwealth of Virginia. Services that require architectural, land surveying, or other licensed professional services shall be provided by appropriately licensed individuals.

2.2 Anticipated Services

A. Transportation Planning and Studies

• Traffic impact analyses and traffic engineering studies

• Transportation demand and corridor studies

• Intersection control and safety evaluations

• Pedestrian and bicycle facility planning

• Transportation network connectivity analyses

• Americans with Disabilities Act (ADA) transition planning support

• Comprehensive plan transportation element support

B. Roadway Design and Engineering

• Roadway alignment, grading, and drainage design

• Intersection improvements and turn lane design

• Sidewalk, shared-use path, and ADA ramp design

• Pavement evaluation, rehabilitation, and overlay design

• Traffic signing, pavement marking, and channelization plans

• Street lighting design

• Roundabout feasibility and design

• Parking lot design

• Plan review for transportation elements for private land development projects

C. Traffic Engineering

• Traffic signal structural analysis, inspection, design, timing, and optimization

• Signal system design and interconnect studies

• Traffic control plans for construction and special events

• Speed management and traffic calming design

• Work zone traffic control plan preparation

D. Bridge and Structures

• Bridge inspection support and load rating studies

• Culvert assessment and hydraulic analysis

• Minor bridge rehabilitation design

• Drainage structure design and analysis

TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services

RFP No. 26500029 | Traffic & Transportation Engineering On-Call Services Page 4

E. Survey, Mapping, and Right-of-Way

• Topographic surveys, right-of-way plats, easement exhibits, and other survey support necessary for transportation projects

• Right-of-way mapping and documentation

• Construction staking and survey support associated with transportation improvements

• Utility coordination and conflict identification

F. Environmental and Permitting

• NEPA documentation and categorical exclusion support

• VDOT coordination and permit application support

• Section 404/401 permit support associated with transportation improvements

• Floodplain analysis and FEMA coordination necessary to advance transportation projects

G. Project and Construction Support

• Preparation of construction plans, specifications, and estimates

• Bid document preparation and assistance

• Construction administration and inspection support

• Response to requests for information (RFIs) and change order review

• As-built drawing review

H. Grant and Funding Support

• VDOT Smart Scale and Revenue Sharing application support

• Federal Transportation Alternatives Program application support

• HSIP safety improvement project documentation

• Cost-benefit analysis and project prioritization

• Other grant application support as necessary

2.3 Task Order Procedure

Work will be authorized through individual Task Orders issued against the master contract.

Each Task Order shall include a defined scope of work, schedule, and budget. Task Orders shall be issued in accordance with Section 3.6 of the Town's Procurement and Surplus Property Manual:

• Task Orders less than $25,000 may be authorized at the Department level by the Department Head or designee.

• Task Orders of $25,000 or more shall be authorized by the Town Manager.

• Task Orders exceeding $100,000 shall require approval by Town Council.

TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services

RFP No. 26500029 | Traffic & Transportation Engineering On-Call Services Page 5

The Contractor shall submit a scope of work with sufficient detail to outline what work is being performed and the basis of compensation (lump sum, hourly not-to-exceed, etc.) for each Task Order. The Town shall negotiate each task order scope and fee prior to authorization.

SECTION 3 PROCUREMENT PROCESS

3.1 Procurement Method

This procurement is conducted through competitive negotiation for professional services in accordance with Article III, Section 3.2.1 of the Town of Christiansburg Procurement and Surplus Property Manual and Virginia Code § 2.2-4302.1. Firms will be evaluated on qualifications, experience, and technical approach. Price is not the sole determining factor;

however, fair and reasonable fees will be negotiated with the top-ranked firm(s) prior to contract award.

3.2 Schedule

Milestone Anticipated Date

RFP Issued July 6 2026

Deadline for Questions July 24, 2026, at 5:00 PM

Addendum Issued (if needed) July 31, 2026

Proposal Due Date August 12, at 3:00 PM

Proposal Evaluation and Shortlisting August 17, 2026, to August 21, 2026

Interviews (if conducted) August 31, 2026, to September 9, 2026

Notice of Intent to Award September 22, 2026

Anticipated Contract Execution September 23, 2026

All dates are subject to change. Any changes will be communicated via written addendum posted in accordance with Section 6.1 of the Town's Procurement Manual.

3.3 Inquiries and Questions

All questions regarding this RFP must be submitted in writing by the deadline identified in Section 3.2. Questions shall be directed to the Project Contact identified on the cover page. Oral questions will not be accepted. Responses to all written questions will be issued as a formal addendum and posted on the Town's website and the eVA procurement portal.

Firms are prohibited from contacting any Town employee, officer, or Council member regarding this procurement, other than the designated Project Contact identified on the cover page after the issue date of this RFP. Violation of this restriction may result in disqualification of the offending firm's proposal.

TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services

RFP No. 26500029 | Traffic & Transportation Engineering On-Call Services Page 6

3.4 Addenda

Any changes to the requirements of this solicitation will be made by written addendum in accordance with Section 3.1.1(E) of the Town's Procurement Manual. Firms are responsible for monitoring the Town's website and the eVA portal for any addenda. Receipt of all addenda must be acknowledged in the submitted proposal.

3.5 Cancellation

The Town reserves the right to cancel this RFP, or to reject any or all proposals, in whole or in part, at any time prior to contract award, in accordance with Section 3.1.1(F) of the Procurement Manual. The Town shall not be liable for any costs incurred by firms in the preparation of proposals. Town of Christiansburg reserves the right to accept or reject any or all RFPs received, to negotiate with any qualified Offeror or to modify or cancel in part or in its entirety this RFP and does not commit to provide any payment for costs associated with the preparation of RFPs submitted in response to this request. The Offeror’s proposal must meet all requirements established in this RFP. Failure to meet an RFP requirement may render a proposal non-responsive as solely determined by Town of Christiansburg. Proposal submittals are to be received no later than August 7, 2026, by 3pm EST. Responses received after this date and time will not be considered. An Offeror shall not submit more than one proposal in response to this RFP, otherwise the Offeror shall be disqualified.

Town of Christiansburg reserves the right to alter the project delivery method at any time during the contract period. Town of Christiansburg will notify the consultant of such decision, revise the scope of services and respective man-hours. The change will be implemented utilizing an additional task order or supplemental agreement based on the contract type.

SECTION 4 PROPOSAL SUBMISSION REQUIREMENTS

4.1 General Instructions

Proposals must be submitted by the date and time specified in Section 3.2. Late proposals will not be considered and will be returned unopened. Firms bear full responsibility for timely delivery. The Town assumes no responsibility for delays caused by mail, courier, or any other delivery service.

Proposal Requirements Electronic or mailed hardcopy proposal submittals are accepted for this proposal, with the entire submittal in a single cohesive PDF file. Submittals shall be prepared simply and economically, providing a straightforward, concise description of the firm’s capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content.

Elaborate brochures and other representations beyond that sufficient to present a complete and effective proposal are neither required nor desired. All text in the PDF file shall be searchable using Adobe Acrobat software except within illustrations and scanned registration documents.

To submit a hardcopy proposal through courier service/mail, envelopes should be addressed to Town Hall (100 East Main Street, Christiansburg, VA 24073). Mailed or hand delivered proposals should be submitted in an envelope clearly marked “RFP 26500029 – Traffic &

TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services

RFP No. 26500029 | Traffic & Transportation Engineering On-Call Services Page 7

Transportation Engineering On-Call Services ” on the outside of the envelope and should be marked to the attention of Tara Vance, Procurement Officer. Offeror’s name should also be clearly marked on the outside of the envelope.

Proposals shall be sealed in an envelope or package clearly marked on the outside:

Attention: Tara Vance - Procurement Officer Town Hall

100 East Main Street, Christiansburg, VA 24073 SEALED PROPOSAL for RFP No. 26500029

Traffic & Transportation Engineering On-Call Services

Offer’s Name

Do Not Open Until August 12, 2026, at 3:00 PM

To submit an electronic proposal through eVA, refer to the online bidding instructions available at the following link https://www.youtube.com/watch?v=KSxcAkOekW0. In order to submit an online bid through eVA the Bidder should be a registered vendor in eVA. The Town is not responsible for establishing vendors in eVA. Bidders are advised that the process of becoming an established vendor in eVA may take several days. If the Bidder encounters any issues submitting an online bid through eVA, the Bidder should contact eVA Customer Care for assistance.

**Note: The eVA submittal system cannot accept file sizes larger than 60MB**

4.2 Proposal Organization and Content

Proposals shall be organized in tabbed sections as follows:

Tab 1 — Cover Letter and Firm Overview Provide a signed cover letter (maximum two pages) on company letterhead that includes:

• Firm's legal name, principal office address, and primary point of contact

• A brief statement of the firm's interest and qualifications

• Acknowledgment of all addenda received

• Signature of a principal or officer authorized to bind the firm contractually

• Certification that the firm is authorized to transact business in the Commonwealth of

Virginia in accordance with Title 13.1 or Title 50 of the Virginia Code

Tab 2 — Firm Qualifications and Experience Provide a description of the firm's qualifications, including:

• Overview of the firm's organization, size, and relevant transportation engineering capabilities https://www.youtube.com/watch?v=KSxcAkOekW0

TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services

RFP No. 26500029 | Traffic & Transportation Engineering On-Call Services Page 8

• Description of the firm's experience providing on-call transportation engineering services to Virginia localities within the last seven (7) years

• A minimum of five (5) project references demonstrating relevant experience, including:

project name and description, client contact information, contract value, and services provided

• List of all subconsultants or teaming partners proposed, including their roles and qualifications

Tab 3 — Key Personnel Provide resumes and information for all key personnel proposed for this contract, including:

• Name, title, and professional license number(s)

• Years of experience and relevant transportation engineering background

• Role on proposed projects and percentage of time dedicated to this contract

• Identification of the proposed Project Manager who will serve as the primary point of contact for the Town

Note: The RFP shall not request that offerors furnish estimates of man-hours or cost for services at this stage, in accordance with Section 3.2.1(B)(2) of the Town's Procurement Manual. Fees will be negotiated subsequent to the ranking of qualified firms.

Tab 4 — Technical Approach and Understanding Provide a narrative (maximum four pages) describing:

• The firm's understanding of the Town's transportation engineering needs and priorities

• The firm's approach to managing on-call task orders, including communication protocols and quality control procedures

• Experience and approach to coordinating with VDOT for state-funded or state-reviewed projects

• Approach to managing subconsultants, if applicable

• Any innovative approaches or value-added services the firm can provide

Tab 5 — Capacity and Availability Provide a statement addressing:

• Current workload and the firm's ability to respond to Town task orders promptly

• Ability to mobilize staff within five (5) business days of task order authorization for routine assignments

• Office location(s) and proximity to the Town of Christiansburg

• Any anticipated limitations on availability during the proposed contract term

Tab 6 — Required Certifications and Attachments

• Completed and signed Offeror Certification Form (Attachment A)

• Current Certificate of Good Standing or authorization to transact business in Virginia

TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services

RFP No. 26500029 | Traffic & Transportation Engineering On-Call Services Page 9

• Proof of professional licensing in the Commonwealth of Virginia

• List of any litigation, claims, or debarment actions within the last five (5) years

• Statement of non-collusion

• Small business status certification, if applicable

SECTION 5 EVALUATION CRITERIA AND SELECTION PROCESS

5.1 Evaluation Process

Proposals will be evaluated by an evaluation panel appointed by the Procurement Officer in accordance with Section 3.2.1(C) of the Town's Procurement Manual. The evaluation panel will assess each proposal against the criteria set forth below. Following evaluation, the panel will conduct discussions with two or more of the most qualified firms. At the conclusion of discussions, the panel will select, in order of preference, two or more offerors whose qualifications and proposed services are deemed most meritorious.

5.2 Evaluation Criteria and Point Values

Proposals will be evaluated and ranked using the following numerical scoring system:

Evaluation Criterion Points Description

Firm Qualifications & Experience 30

Demonstrated experience providing on-call transportation engineering services to Virginia localities; breadth of service capabilities; relevant project references; quality and relevance of completed work.

Key Personnel Qualifications

Credentials, licensure, and relevant experience of proposed project manager and key staff; clarity of roles and responsibilities; continuity and stability of proposed team.

Technical Approach & Understanding 20

Demonstrated understanding of the Town's needs;

soundness of task order management approach; quality control processes; approach to VDOT coordination.

Capacity & Availability

Firm's ability to respond promptly; current workload and capacity; proximity of office to Christiansburg; proposed mobilization capability.

Past Performance 10 Client references; history of on-time and on-budget delivery;

prior work with Virginia localities or VDOT.

TOTAL 100

5.3 Interviews

At the discretion of the Procurement Officer and evaluation panel, interviews may be conducted with two or more of the highest-ranked firms. If interviews are conducted, the evaluation panel may adjust proposal scores based on information obtained during the interviews. Firms selected for interviews will be notified in writing and provided with an interview agenda and format.

TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services

RFP No. 26500029 | Traffic & Transportation Engineering On-Call Services Page 10

5.4 Negotiations and Award

Following the evaluation and ranking of firms, negotiations shall be conducted in accordance with Section 3.2.1(I) of the Town's Procurement Manual, beginning with the offeror ranked first.

The Town shall negotiate fair and reasonable compensation, including hourly billing rates and other pricing terms necessary for the administration of future task orders issued under the resulting contract.

If a contract satisfactory and advantageous to the Town can be negotiated at a price considered fair and reasonable, the award shall be made to that offeror. If negotiations with the first-ranked firm are unsuccessful, they will be formally terminated, and negotiations will proceed with the next-ranked firm.

Where provided in this RFP, awards may be made to more than one offeror. The Town may elect to award contracts to multiple firms to ensure adequate on-call capacity and service coverage. Task orders shall be distributed in accordance with Section 3.5.1 of the Town of Christiansburg Procurement and Surplus Property Manual. Factors considered may include expertise relevant to the assignment, past performance on similar projects, order of ranking from the initial selection process, availability, current workload, and other project-specific considerations. No contractor shall be required to compete for individual projects based on price.

Contract award is subject to the following approval thresholds per Section 5.1 of the Town's Procurement Manual:

• Contracts up to $100,000: Approved and signed by the Town Manager

• Contracts of $100,000 or more: Approved by Town Council and signed by the Town Manager following Council approval Approval of the master term contract shall not constitute authorization of individual task orders requiring separate approval pursuant to Section 3.6 of the Town of Christiansburg Procurement and Surplus Property Manual.

SECTION 6 CONTRACT TERMS AND CONDITIONS

6.1 Contract Form

The Town will use a standard Town contract for this procurement. Contractor's standard contract forms will not be accepted. If it is not feasible to execute a contract without using a contractor-provided form, that form must be reviewed and approved by the Town Attorney prior to execution, in accordance with Section 5.0 of the Procurement Manual.

6.2 Contract Period

The initial contract term shall be one (1) year from the date of execution. The contract may be renewed for up to three (3) additional one-year terms at the sole option of the Town, subject to satisfactory performance and the availability and appropriation of funds, in accordance with Sections 3.5 and 5.10 of the Procurement Manual.

TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services

RFP No. 26500029 | Traffic & Transportation Engineering On-Call Services Page 11

6.3 Mandatory Contract Provisions

All contracts shall include the following mandatory provisions as required by the Virginia Public Procurement Act and the Town's Procurement Manual (Section 5.9):

• Compliance with Federal Immigration Laws (Va. Code § 2.2-4311.1)

• Compliance with State Law Regarding Transacting Business in the Commonwealth (Va.

Code § 2.2-4311.2)

• Drug-Free Workplace (Va. Code § 2.2-4312)

• Nondiscrimination in Employment (Va. Code § 2.2-4311)

• Prompt Payment to Subconsultants (Va. Code § 2.2-4354)

• Contract Claims procedure

6.4 Insurance Requirements

Prior to commencing services, the selected contractor shall obtain and maintain the following insurance coverage at minimum limits, in accordance with Section 5.8 of the Procurement Manual:

• Commercial General Liability: $1,000,000 per occurrence / $2,000,000 aggregate

• Professional Liability / Errors and Omissions: $1,000,000 per claim / $2,000,000 aggregate

• Automobile Liability: $1,000,000 combined single limit

• Workers' Compensation: Statutory limits per Virginia Code

• Employer's Liability:

Each Accident: $100,000 Disease, Each Employee: $100,000

Disease, Policy Limit: $500,000

• Umbrella Liability: $2,000,000 per occurrence

The Town of Christiansburg shall be named as an additional insured on the Commercial General Liability policy. Certificates of insurance must be furnished to the Town prior to commencement of any work.

6.5 Contractor License Requirements

By submission of a proposal, the offeror certifies that the firm and any subconsultants are properly licensed for providing the professional services specified herein, and that all persons performing work under the contract hold all required professional licenses, certifications, and registrations in the Commonwealth of Virginia, as required by Section 5.7 of the Procurement Manual.

6.6 Ethics and Conflicts of Interest

All offerors, their principals, and proposed key personnel are required to comply with the ethics and conflict of interest provisions of Article X of the Town's Procurement Manual and the

TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services

RFP No. 26500029 | Traffic & Transportation Engineering On-Call Services Page 12

Virginia State and Local Government Conflict of Interests Act (Va. Code § 2.2-3100 et seq.). No public employee having official responsibility for this procurement transaction shall participate in the transaction when a conflict of interest exists, as described in Section 10.3 of the Procurement Manual.

6.7 Authority to Transact Business

Prior to contract award, the selected contractor must demonstrate that it is authorized to transact business in the Commonwealth of Virginia with the Virginia State Corporation Commission, as required by Section 5.4 of the Procurement Manual. This authorization must be maintained throughout the contract term.

6.8 Governing Law

This contract shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia, including the Virginia Public Procurement Act (Va. Code § 2.2-4300 et seq.). Any disputes arising under the contract shall be resolved in accordance with Section 5.9(F) of the Town's Procurement Manual.

SECTION 7 GENERAL PROVISIONS

7.1 Right of the Town

The Town reserves the following rights:

• To accept or reject any or all proposals, in whole or in part

• To waive any informality or irregularity in any proposal

• To award contracts to more than one offeror

• To cancel this RFP at any time prior to contract award

• To request additional information or clarification from any offeror

• To conduct reference checks and investigate the background of any offeror

7.2 Cost of Proposal Preparation

The Town will not reimburse any offeror for the cost of preparing or submitting a proposal. All costs associated with proposal preparation are the sole responsibility of the offeror.

7.3 Public Records

All proposals and procurement records shall be subject to public inspection in accordance with Article VI, Section 6.2 of the Town's Procurement Manual and the Virginia Freedom of Information Act (Va. Code § 2.2-3700 et seq.). Proposal records will be open to public inspection after award of the contract. Proprietary information submitted by an offeror will not be subject to public disclosure if the offeror: (i) invokes the protections prior to or upon submission;

(ii) identifies the specific data to be protected; and (iii) states the reasons why protection is necessary.

7.4 Proposal Validity

TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services

RFP No. 26500029 | Traffic & Transportation Engineering On-Call Services Page 13

Proposals shall remain valid and binding for a period of ninety (90) calendar days following the proposal due date, unless extended by mutual written agreement.

7.5 Award Notice

Following contract award, the Town will post a public award notice in accordance with Section 6.1(D) of the Procurement Manual. The notice will be posted on the Town's website and the eVA procurement portal for ten (10) calendar days immediately following the award. All offerors submitting proposals will be notified of the award decision.

7.6 Protest Procedures

Any offeror who desires to protest the award or proposed award of a contract shall submit such protest in writing to the Procurement Officer in accordance with Article VIII of the Town's Procurement Manual and the applicable provisions of the Virginia Public Procurement Act.

7.7 Small, Women-, Minority-, and Service Disabled Veteran-Owned Businesses The Town encourages participation by small, women-, minority-, and service disabled veteran-owned businesses, consistent with Article IX of the Town's Procurement Manual. The Town grants no formal preferences or set-asides but shall cooperate with state and federal agencies to facilitate participation of such businesses. The Procurement Officer shall assist any such business in completing or understanding the proposal requirements.

7.8 Non-Collusion

By submission of a proposal, the offeror certifies that the proposal is made without prior understanding, agreement, or connection with any other firm submitting a proposal for the same services, and is in all respects fair and without collusion or fraud, consistent with Section 3.1.9 of the Town's Procurement Manual.

7.9 Americans with Disabilities Act

The Town of Christiansburg does not discriminate on the basis of disability. Offerors requiring assistance or accommodations to participate in this procurement process should contact the Project Contact identified on the cover page.

SECTION 8 ATTACHMENTS

The following attachments are incorporated into and made a part of this RFP:

• Attachment A — Offeror Certification Form

• Attachment B — Sample Task Order Authorization Form

• Attachment C — Sample Contract / Agreement for Professional Services

• Attachment D — Sample General Terms and Conditions

• Attachment E — Town of Christiansburg Procurement and Surplus Property Manual

(incorporated by reference)

TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services

RFP No. 26500029 | Traffic & Transportation Engineering On-Call Services Page 14

Offerors are responsible for obtaining and reviewing all attachments prior to proposal submission. Failure to include all required certifications and completed attachments may result in proposal rejection.

TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services

RFP No. 26500029 | Traffic & Transportation Engineering On-Call Services Page 15

ATTACHMENT A

OFFEROR CERTIFICATION FORM

RFP No. 26500029 | Traffic & Transportation Engineering On-Call Services Town of Christiansburg, Virginia

The undersigned, being duly authorized to act on behalf of the offeror identified below, hereby certifies and agrees to the following:

1. The offeror has read, understands, and agrees to comply with all terms, conditions, and requirements of RFP No. 26500029.

2. The offeror is authorized to transact business in the Commonwealth of Virginia and will maintain such authorization throughout any resulting contract term.

3. The offeror, and any proposed subconsultants, are properly licensed to provide the professional services specified in this RFP.

4. This proposal is submitted without collusion, fraud, or prior agreement with any other offeror, consistent with Section 3.1.9 of the Town's Procurement Manual.

5. The offeror has disclosed all known conflicts of interest, and no employee or officer of the Town having official responsibility for this procurement has a personal interest in this proposal or any resulting contract, in accordance with Article X of the Town's Procurement Manual.

6. The offeror acknowledges receipt of all addenda to this RFP (list addendum numbers received, or state "None"): ___________________________

7. The information provided in this proposal is true, accurate, and complete. The offeror understands that material misrepresentations may result in disqualification, contract termination, and other legal consequences.

8. The offeror complies with the Drug-Free Workplace requirements of Virginia Code § 2.2- 4312.

9. The offeror does not and shall not, during the performance of any resulting contract, knowingly employs unauthorized aliens as defined in the Federal Immigration Reform and Control Act of 1986 (Virginia Code § 2.2-4311.1).

OFFEROR INFORMATION:

Legal Name of Firm:

DBA (if applicable):

Principal Business Address:

City, State, ZIP:

TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services

RFP No. 26500029 | Traffic & Transportation Engineering On-Call Services Page 16

Telephone:

Email:

Federal Tax ID (EIN):

VA SCC Registration Number:

Professional Engineering License No.:

Business Type (check one): ☐ Corporation ☐ LLC ☐ Partnership ☐ Sole Proprietor ☐ Other: __________

Is firm certified as a SWAM business?

☐ Yes ☐ No If yes, type: __________

AUTHORIZED SIGNATURE:

Signature of Authorized Representative

Date

Printed Name

Title

Note: Submission of a proposal constitutes acceptance of all terms and conditions of this RFP.

Any exceptions must be submitted in writing as part of the proposal.

TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services

RFP No. 26500029 | Traffic & Transportation Engineering On-Call Services Page 17

ATTACHMENT B

Sample Task Order Authorization Form

TASK ORDER AUTHORIZATION

Term Services Contract Name:

Number:

Effective Date:

Task Order Number:

Task Order Name:

Task Order Budget Not To Exceed:

Task Order Budget Code (ORG-OBJ):

Engineer:

This Task Order by and between the Town of Christiansburg “Town” and Engineer, pertains to the Term Services Contract referenced above.

The Task Order is generally described as follows:

The Engineer shall perform the services on the task described above and provided herein and in the Agreement.

Upon execution, this Task Order shall supplement the Contract as it pertains to the project described above.

The Scope of Work and Fee for this Task Order is as described in the attached Exhibit.

The Task Order shall be in accordance with and incorporates by reference the Term Services Contract.

This Task Order is executed this day of

ENGINEER:

By:

TOWN OF CHRISTIANSBURG:

By:

Title: *Title: Town Manager

Date: Date:

* Task orders less than $25,000 may be approved by the Department Head/designee. Task orders over $25,000 must be approved by the Town Manager. Council approval is required with totals over $100,000.

TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services

RFP No. 26500029 | Traffic & Transportation Engineering On-Call Services Page 18

ATTACHMENT C

Sample Contract / Agreement for Professional Services

TOWN OF CHRISTIANSBURG

SAMPLE CONTRACT

This Fixed Term Contract (“Contract”) is made this _____ day of ___________, 2022, by and between the TOWN OF CHRISTIANSBURG, VIRGINIA, 100 East Main Street, Christiansburg, VA 24073 (hereinafter referred to as “Town”), and _______________, (hereinafter referred to as "Engineer").

RECITALS

For and in consideration of the agreements and covenants set forth herein, the parties agree as follows:

PROJECT COORDINATOR

The Town Project Coordinator is _______________, and the Engineer Project Coordinator is ____________. The Project Coordinators can be contacted at the addresses and phone numbers listed below.

NOTICES

Town Project Coordinator:

Name Town of Christiansburg 100 East Main Street Christiansburg, VA 24073

(540) 382-6120

Engineer Project Coordinator:

Name Address Phone

SECTION 1: DESCRIPTION OF SERVICES

The Scope of Services for this Contract shall be as set forth in Engineer’s Scope of Services & Fee Proposal, dated _________, included and incorporated herein as Exhibit __. The services required under this Contract may be referred to as the “Services” or the “Work.” Task Orders will be issued and indicate project specific work.

SECTION 2: TIME OF PERFORMANCE

The Contract period shall commence on _________ and terminate on __________ for an initial contract period of one (1) year. Upon expiration of the initial term, the contract may be renewed for three (3) additional one (1) year terms. In the event that all work required for a Project awarded to the Engineer has not been completed, Engineer agrees to provide work as authorized by the Town Project Coordinator until all work has been completed.

SECTION 3: COMPENSATION

TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services

RFP No. 26500029 | Traffic & Transportation Engineering On-Call Services Page 19

The total amount to be paid by the Town to the Engineer is based upon the services authorized and performed in accordance with each new Project, issued by the Town via Task Order. The amount of the Engineer’s fee will be based on the estimated amount of hours and equipment necessary for each project at the approved rates in the pre-award audit. Approved rates will allow escalation annually on the anniversary of the executed contract. The allowable escalation will be based on VDOT Escalation Rate that is in effect as of the contract anniversary date.

Invoices for services shall be submitted by the 10th of the month, and payments shall be made net thirty (30) days. Payments shall be made provided the submitted invoice is accompanied by adequate supporting documentation and is approved by the Town Project Coordinator.

All work compensated for under this Contract, including partial payments, shall become the property of the Town without restrictions or limitations. Work under this Contract shall include, but not be limited to, sketches, tracings, drawings, computations, details, design calculations, plans, electronic files, and other related documents. The Engineer shall not be held liable for any reuse of the work and shall not be held liable for any modifications made to the work by others.

All invoices relative to this Contract must contain the Contract and Task Order number with project specific invoices including the Town of Christiansburg’s project number and/or UPC number, as needed, and are to be emailed to acctspayable@christiansburg.org at the attention of Katie Miano, Director of Finance/Treasurer, Town of Christiansburg.

Engineer agrees that no payment, final or otherwise, received from the Town shall be an acceptance of any services not in accordance with the Contract, nor shall the same relieve the Engineer of any responsibility for any negligent errors or omissions in connection with the services contemplated under this Contract or operate to release the Engineer from any obligation under the Contract.

Engineer agrees to pay its subcontractor(s) within seven (7) days of Engineer’s receipt of payment from the Town for the proportionate share of the payment received for work performed by the subcontractor(s) under this Contract; or notify the Town and the subcontractor(s), in writing, of the Engineer’s intention to withhold payment and the reason. Engineer will pay subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the Engineer’s contract with subcontractor) on all amounts owed by Engineer that remain unpaid seven (7) days following receipt of payment from the Town, except for amounts withheld as stated 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 work for Engineer under this Contract. Engineer’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the Town. Any such contract awarded shall further require Engineer to include in each of its subcontracts a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor.

SECTION 4: CONFORMANCE WITH RFP AND PROPOSAL

It is understood that the materials and/or work required herein shall be performed in accordance with the Request for Proposal (RFP) titled _____________________ dated __________________, (Exhibit _) including all addenda, appendices, and forms, including the Town’s General Terms and Conditions (Exhibit _), the Engineer’s response to RFP (Exhibit _), TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services

RFP No. 26500029 | Traffic & Transportation Engineering On-Call Services Page 20 the Engineer’s Proposal (Exhibit _), and the Engineer’s Certificate of Liability Insurance (Exhibit _). All documents attached as Exhibits hereto are incorporated in the Contract by reference.

SECTION 5: ASSIGNMENT

Engineer shall not delegate, sublet, or subcontract any part of the services required under this Contract or assign any monies due it hereunder without first obtaining the written permission of the Town.

Engineer shall not furnish any services under this Contract by obtaining such services outside the Engineer's organization unless the Engineer shall first make written request to the Town and obtain Town’s written approval of the proposed contract between the person(s) or firm and the Engineer which shall outline the services to be performed and the charges for the same. Such contracts shall be subject to approval by the Town. Two copies of the executed contract shall be submitted to the Town for approval prior to the services being performed. The Engineer shall be solely responsible for all costs and expenses in connection with any such contracts.

SECTION 6: TERMINATION

A. If Engineer refuses or fails to prosecute the Work with such diligence as will insure its completion within the time specified in this Contract, or as modified in writing by the parties, or otherwise fails to fulfill any of its contractual obligations to the Town, where such failure constitutes a material breach of this Agreement, the Town by written notice to Engineer, may terminate Engineer’s rights to proceed and may take over the services and arrange to provide the same to completion by contract or otherwise. In such case, the Engineer shall be liable to the Town for any damages allowed by law, and upon demand of Town shall promptly pay the same to Town. Town shall undertake all commercially reasonable efforts to mitigate any and all damages.

B. The Town may terminate this Contract with or without cause by giving Engineer a 60 calendar day notice in writing of the Town’s intent to terminate this Contract. Upon delivery of said notice and expiration of the 60 day calendar period, Engineer shall discontinue all services in connection with this Contract and proceed to cancel promptly all related existing third party contracts. In the event of termination, the Engineer will be paid for all services and allowable expenses rendered to the date of termination. Town shall not be liable to the Engineer for services performed, lost profit, overhead, or any other losses or costs of any type after the date of such termination notice.

SECTION 7: APPROPRIATION APPROVAL

Engineer acknowledges that the Town’s performance and obligation to pay under this contract is contingent upon appropriation of the funds by the Town Council. Engineer agrees that in the event such appropriation is not forthcoming, this Contract may be terminated by the Town and that no charges or penalties or other costs shall be assessed.

SECTION 8: CHANGES TO THE CONTRACT

The Town reserves the right to order work changes in the nature of additions, deletions, or modifications without invalidating the Contract, and agrees to make corresponding adjustments in the Contract price and time for completion. All changes will be authorized by a written change order signed by the Town Manager or his designee representing the Town. Work shall

TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services

RFP No. 26500029 | Traffic & Transportation Engineering On-Call Services Page 21 be changed and the contract price and completion time shall be modified only as set out in the written change order. Any adjustments in the contract price resulting in a credit or charge to the Town shall be determined by mutual agreement of the parties.

Changes can be made to the contract in any of the following ways:

A. The parties by mutual agreement in writing, to modify the terms, conditions or scope of the contract subject to item B below. Any additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service categories as were included in the contract award. Any increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

B. A public contract may include provisions for modification of the contract during performance, but no fixed-price contract may be increased by more than twenty-five percent (25%) of the amount of the contract or $50,000, whichever is greater, without the advance written approval of the Town Council. In no event may the amount of any contract, without adequate consideration, be increased for any purpose, including, but not limited to, relieving the Engineer from the consequences of an error in its Proposal.

C. The Town may order changes within the general scope of this Contract at any time by written notice to Engineer. Changes within the scope of the Contract include, but are not limited to, things such as services to be performed or reimbursement of expenses. Engineer shall comply with the notice upon receipt unless Engineer intends to claim an adjustment to compensation, schedule, or other contractual impact that would be caused by complying with such notice, in which case Engineer shall, in writing, promptly notify the Town of the adjustment to be sought, and before proceeding to comply with the notice, shall await the Town's written decision affirming, modifying, or revoking the prior written notice. If the Town decides to issue a notice that requires an adjustment to compensation, Engineer shall be compensated for any additional costs incurred as the result of such order and shall give the Town a credit for any savings. Said compensation shall be determined by one of the following methods:

1) By mutual agreement between the parties in writing; or

2) By agreeing upon a unit price or using a unit price set forth in the Contract, if the work to be done can be expressed in units, and the Engineer accounts for the number of units of work performed, subject to the Town’s right to audit the Engineer’s records and/or to determine the correct number of units independently; or

3) By ordering Engineer to proceed with the work and keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided herein. The same markup shall be used for determining a decrease in price as the result of savings realized.

Engineer shall present the Town with all vouchers and records of expenses incurred and savings realized. The Town shall have the right to audit the records of Engineer as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to the Town within thirty (30) days from the date of receipt of the written order from the Town. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures set forth in Virginia Code §

TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services

RFP No. 26500029 | Traffic & Transportation Engineering On-Call Services Page 22

2.2-4363. Neither the existence of a claim nor a dispute resolution process, litigation, or any other provision of this Contract shall excuse Engineer from promptly complying with the changes ordered by the Town or with the performance of the Contract generally.

SECTION 9: CONTRACTUAL DISPUTES

Contractual claim procedures shall be those set forth in Virginia Code § 2.2-4363.

SECTION 10: ADDITIONAL REQUIREMENTS

A. Antidiscrimination: Engineer shall comply with the provisions of the Federal Civil Rights Act of 1964, as amended, the Virginia Fair Employment Contracting Act of 1975, as amended, the Virginians with Disabilities Act, the Americans with Disabilities Act, and section 2.2-4311 of the Virginia Public Procurement Act.

1) During the performance of this Contract, Engineer agrees as follows:

a. Engineer will not discriminate against any subcontractor, employee, or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by State law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the Engineer. The Engineer agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. Engineer, in all solicitations or advertisements for employees placed by or on behalf of the Engineer, will state that such Engineer is an equal employment opportunity employer.

c. Notices, advertisements, and solicitations placed in accordance with federal law, rule, or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

2) Engineer will include the provisions of 1) above in every subcontract or purchase order…