27-0013 Courtland Drive Corridor Study Amendment 1.pdf

City of Fredericksburg

715 Princess Anne Street, Fredericksburg, VA 22401 PROFESSIONAL SERVICES REQUEST FOR PROPOSAL (RFP) 27-0013 COURTLAND DRIVE CONNECTOR STUDY

Issue Date: August 3, 2026 • Due Date/Time: September 8, 2026 – 2:00 PM Procurement Manager: Josh McCormack| E-mail Address: ljmccormack@fredericksburgva.gov

Procurement Specialist: Rachel Jones | E-mail Address: rmjones@fredericksburgva.gov

PROPOSAL SUBMISSION: Offeror shall submit an electronic copy of their firm’s Proposal. The Proposal shall be submitted to the Procurement Manager, Mr. Josh McCormack at ljmccormack@fredericksburgva.gov. All proposal submissions are due no later than 02:00pm ET on September 8, 2026.

Optional Pre-Proposal Meeting: August 17, 2026 at 3:00 pm on Microsoft Teams.

CLARIFICATION OF TERMS: If any prospective Offeror has questions about the specifications or other solicitation documents, then it is the Offeror’s responsibility to contact the Purchasing Manager whose name appears on the face of this solicitation, in writing, no later than, 4:00 pm, August 19, 2026. Oral requests for information will not be accepted. No further written inquiries will be accepted after 4:00 P.M. local time on August 19, 2026. Any revisions to the solicitation will be made only by an addendum issued by the Purchasing Managers named above. Any addenda, notifications, extensions, cancellations or changes will be posted on the City’s website at www.fredericksburgva.gov and the Commonwealth of Virginia’s e-procurement website, www.eva.virginia.gov. No other notification is required. It is the responsibility of the prospective Offeror to obtain all current information from either the City website or the eVA website.

PERIOD OF CONTRACT: One (1) year from the date of award

The undersigned hereby offers and agrees to furnish all goods and/or services in accordance with the attached signed proposal and the mandatory requirements outlined herein, or as mutually agreed upon through subsequent negotiation.

Company Name: _______________________________

Address: ______________________________________

City/State/ZIP: ________________________________

Signature: ____________________________________

Printed Name: ________________________________

Title: _______________________________

Date: _______________________________

Email: __________________________________________

Telephone: ____________________________________

Fax: _________________________________________

Cell: _________________________________________

UEI Number: ________________________________ eVA Vendor ID: _________________________________

Vendor SCC ID: __________________________________

NOTE: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, §2.2-4343.1 or against an Offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

mailto:ljmccormack@fredericksburgva.gov mailto:rmjones@fredericksburgva.gov http://www.fredericksburgva.gov/ file:///C:/Users/crjohnston/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/TCUC5Y06/www.eva.virginia.gov

SECTION I – STATEMENT OF WORK

I. PURPOSE

The City of Fredericksburg, Virginia (the “City”) seeks to solicit proposals from qualified professional engineering firms to provide transportation engineering services to assist the City of Fredericksburg in the performance of a Courtland Drive Connector Study. This study will involve the assessment, impacts, and development of planning-level concepts and cost estimates for a new multi-modal east-west connection linking Courtland Drive and Learning Lane.

The primary purpose of this connector is to provide a safer and enhanced access to what is known as the City’s "Learning Campus" which includes Lafayette Elementary School and Gladys West Elementary School (which opened in the fall of 2025), and to improve local mobility for all users in the southern portion of the City. The completed study and its deliverables will be used by the City to pursue funding for final engineering and construction, with a specific emphasis on the Safe Routes to School (SRTS) program.

II. BACKGROUND

The City is a thriving, growing, and prosperous community, home to nearly 30,000 residents. The study area is located within Planning Area 10 of the City's 2025 Comprehensive Plan, FXBG Forward! (Attachment F). This connector project directly implements recommendations from the small area 10 plan, specifically addressing the plan's call to 'design and pursue funding for a new multi-modal east-west route connecting Courtland Drive and Learning Lane. This project also advances a City Council Priority, which focuses on multimodal transportation connectivity.

This area consists of established residential neighborhoods and the City's "Learning Campus".

Further, this study is also identified in the City's Transportation Projects Database for several planned projects (see project ids S7, I14, I18, SUP22). This study would represent the next step in developing a planning-level concept and cost estimate to make this critical connection a reality, with a key goal of seeking Safe Routes to School (SRTS) funding.

Currently, this area suffers from limited mobility due to a constrained street network and a significant lack of sidewalks and safe pedestrian infrastructure. The nearby neighborhoods and commercial areas lack safe, efficient transportation connections, forcing most trips, including school-related traffic, onto major arterials such as Lafayette Boulevard and US Route 1. This existing traffic pattern creates challenges for school buses and provides no safe routes for students walking or biking to school. Nearby residents must currently access the schools via Learning Lane off US Route 1 or through Pender Street in Spotsylvania County.

III. SCOPE OF WORK

The City is seeking qualified Offerors who are able to provide exceptional work in transportation engineering, traffic calming, and multi-modal "complete streets" design to assist in developing a suitable transportation management plan. The plan shall include, but not be limited to:

• A new multi-modal connection between Courtland Drive and Learning Lane.

• "Complete streets" concepts for the new and existing roadways.

• Pedestrian and bicycle facilities (including a shared-use path) to create safe routes to schools.

• Conceptual designs for key intersection improvements.

The following intersections, at a minimum, are to be evaluated as part of this study:

a. Lafayette Boulevard at Courtland Drive / Hillcrest Drive

b. U.S. Route 1 at Learning Lane

c. The proposed new connector’s intersections with existing streets.

A. Primary Required Tasks

The City anticipates the following tasks as a part of this effort. The Offeror is encouraged to propose alternative specific tasks to provide the best solution, as deemed necessary:

1. Task 1: Complete Streets Conversion, Traffic Calming, and Traffic Signal & Parking

Analysis

a. Background Data Collection

i. The Offeror shall collect traffic turning movement data, including pedestrian and bicyclist counts, at the intersections identified above. Data should be collected during typical weekday AM and PM peak hours, as well as school-specific peak (drop-off and pick-up) times.

ii. The Offeror shall collect speed, average daily traffic, and vehicle classification data at mid-block locations along Courtland Drive, Hillcrest Drive, and Learning Lane

iii. The Offeror shall evaluate existing school-related transportation, including school bus routes, bell times, parent drop-off/pick-up patterns, and existing walking/biking routes (if any).

iv. The Offeror shall complete an evaluation of the existing conditions, including right-of-way, utilities, topography, and environmental constraints.

v. The Offeror shall develop an accident history analysis for the study area.

b. Analysis.

i. The Offeror shall perform a capacity analysis using a suitable software program (e.g., Synchro, PTV Vissim, or equivalent) for the project based on existing conditions, future conditions (e.g., 2026 year + 20 years), considering background traffic growth and potential traffic pattern changes resulting from proposed improvements.

ii. The Offeror shall evaluate and provide recommendations for traffic signal timing modifications and optimization at all signalized intersections within the study area (specifically Lafayette Blvd at Courtland/Hillcrest and U.S. Route 1 at Learning Lane).

This evaluation must specifically address methods to enhance pedestrian safety and comfort, including the feasibility and recommendation for implementing Lead Pedestrian Intervals (LPIs) where appropriate to give pedestrians a head start on crossing.

iii. The Offeror shall analyze existing pedestrian and bicyclist accommodations and identify key safety and accessibility gaps, especially for routes to the Learning Campus.

iv. The Offeror shall be responsible for also providing a cost analysis for the conversion of any associated traffic control devices, to include, but not limited to: pavement markings, signage, and traffic calming features.

v. Specific considerations shall be included and discussed in the recommendations to address:

vi. Operational and geometric needs for Emergency Service Vehicles, school buses, FXBGO! Regional Transit and delivery vehicles

vii. Assessment and analysis of the impact on loading/unloading of deliveries for businesses at the intersection of Lafayette Blvd. and Courtland Drive

viii. Sight distance at intersections

ix. An evaluation of pedestrian safety due to the traffic pattern changes

x. Provide guidance on pedestrian crossing accommodations near major pedestrian generators/attractors.

xi. Analysis of existing signal phases, cycle lengths, and pedestrian clearance times to ensure compliance with ADA and complete streets safety objectives, recommending updates to signal equipment or configuration as needed.

c. Documentation

i. The Offeror shall provide a detailed technical study that will present the assumptions, parameters, and results of the analysis for review and consideration by staff and City Council. The study shall review the proposed change from the existing condition to

“complete streets.” The Offeror shall provide a draft report for City review before finalizing.

2. Task 2: Alternatives Analysis and Conceptual Design

a. Alternatives Development:

i. Based on the findings in Task 1, the Offeror shall develop and evaluate a minimum of two (2) feasible alignment alternatives for the new Courtland Drive to Learning Lane connection.

ii. The alternatives must incorporate a "complete streets" concept, including provisions for vehicles, school buses, pedestrians, and bicyclists (e.g., a shared-use path).

b. Conceptual Design:

i. The Offeror shall develop conceptual plans (e.g., 15% design level) for the preferred alignment and associated intersection improvements. The Offeror should reference the conceptual typical section shown in the Area 10 Small Area Plan (page 2(10)-14) as a starting point for design alternatives, including the 10-foot shared-use path. This conceptual plan shall align with Area 10 Plan performance goals including:

1. The realignment of Courtland Drive with Hillcrest Drive and the intersection design at Lafayette Boulevard.

2. Improvements at the US Route 1 and Learning Lane intersection.

3. Recommendations for "school-related traffic control devices".

4. Typical sections for the new and improved roadways.

5. Street features that prioritize local traffic and pedestrian safety using local road standards.

6. Proposed traffic signal timing improvements, including Lead Pedestrian

Interval (LPI) phasing, to support safe pedestrian movements at the corridor termini.

7. Emphasis on pedestrian facilities to provide dedicated safe routes to school.

8. Minimizing right-of-way impacts on adjacent properties and environmental impacts.

9. Permitting future residential infill/redevelopment that fronts onto

Courtland Drive.

10. The design shall demonstrate how the connector integrates with the broader Area 10 multi-modal network, including connections to:

a. Existing sidewalk network

b. Lafayette Boulevard Shared Use Path (planned)

c. Route 1 Shared Use Path (planned)

d. VCR Trail (existing and planned)

c. Analysis:

i. The Offeror shall perform a capacity and safety analysis (using suitable software such as Synchro) for the project based on existing conditions, future conditions (e.g., 2030) without the connection, and future conditions (2030) with the new connection.

ii. The Offeror shall analyze and document anticipated changes in traffic travel patterns resulting from the new connection. Specific considerations shall be included in the recommendations to address:

iii. Operational and geometric needs for emergency service vehicles and school buses.

iv. Sight distance at intersections.

v. Impacts to on-street parking (if any).

vi. An evaluation of pedestrian and bicyclist safety.

vii. Guidance on pedestrian crossing accommodations.

d. Documentation

i. The Offeror shall prepare a concept documenting the analysis, preferred alternative, and any recommendations.

3. Task 3: Public Outreach and Stakeholder Coordination

a. The Offeror shall propose a public outreach strategy to engage residents, property owners, and other stakeholders.

b. The Offeror shall prepare appropriate materials for and attend at least one (1) public community meeting to present findings and gather input.

c. The Offeror must include a specific plan for stakeholder coordination with Fredericksburg City Public Schools (FCPS) to ensure the proposed concept aligns with their operational and safety needs.

d. The Offeror shall include stakeholder coordination with Spotsylvania County’s Planning & Transportation departments to ensure the proposed concept aligns with their transportation projects and long-term planning, given the project’s adjacency to the City/County line.

4. Task 4: Final Report, Cost Estimates, and Funding Application Support

a. The Offeror shall provide a detailed technical study that presents the assumptions, parameters, and results of the analyses from Tasks 1, 2, and 3 for review by City staff.

b. The Offeror shall develop planning-level construction cost estimates associated with the conceptual plan.

c. The Offeror shall prepare all necessary exhibits, supporting data, narratives, and cost-benefit information required for the City to submit a comprehensive and competitive grant application for the Safe Routes to School (SRTS) program. Deliverables should be tailored to meet the specific requirements of the SRTS grant application.

d. The Offeror shall provide a draft report for City review before finalizing.

5. Task 5: Meetings and Coordination

a. The Offeror shall attend a kick-off meeting with staff, a meeting to review the technical analysis and documentation before work on the conceptual plans, meetings with the City and jurisdictional representatives, and a final meeting with the City to review the Conceptual Plan. Task efforts include the Offeror’s preparation of meeting exhibits and coordination of work with sub-consultants (if applicable).

B. Deliverable Schedule Estimate – Offeror to provide a draft schedule as part of their proposal:

Task 1 – “Complete Streets” Conversion, Traffic Calming, and Parking Analysis

60 days after Notice to Proceed

Task 2 – Alternatives Analysis and Conceptual Design

120 days after Notice to Proceed

Task 3 – Public Outreach and Community Meeting After completion of Task 2

Task 4 – Draft and Final Report, Cost Estimates & SRTS Grant Materials

30 days after completion of Task 3

Task 5 – Meeting and Coordination Initial Meeting NLT 30 Days after NTP;

Otherwise, as agreed to throughout the process

SECTION II – TERMS AND CONDITIONS

1. General Terms and Conditions

These are mandatory and non-negotiable terms applicable to any contract awarded under this procurement.

A. Assignment. Contractor will not assign or otherwise transfer any of its rights, obligations, or interests in this contract without the written permission of the City.

B. Audit. Contractor will retain all records related to this contract for 5 years after final payment or until audited by the City, whichever comes first. The City may inspect these records upon reasonable notice to Contractor.

C. Authorization to do Business in Virginia. Contractor is authorized to do business in Virginia as a domestic or foreign business entity under Title 13.1 or Title 50 of the Virginia Code. Contractor will not allow its existence to lapse or its certificate of authority or registration to do business in Virginia to be revoked or cancelled during the term of this contract.

D. Child Labor. Contractor agrees that there shall be no forced or indentured child labor in the performance of this contract, and that this prohibition be included on every subcontract or purchase order over $10,000 in value, so that this prohibition will be binding upon each subcontractor or vendor.

For the purpose of this contract provision, “forced or indentured child labor” means all work or service (i) exacted from any person younger than 18 years of age under the menace of any penalty for the nonperformance of such work or service and for which such person does not offer himself or herself voluntarily or (ii) performed by any person younger than 18 years of age pursuant to a contract the enforcement of which can be accomplished by process or penalties.

E. Choice of Law, Venue. This contract is governed by Virginia law. The Circuit Court of the City of Fredericksburg, Virginia, is the exclusive venue for any litigation regarding this contract.

F. Claims. Contractor must notify the City in writing of its intention to file a claim at the time of the occurrence or beginning of the work upon which the claim is based. All claims must be submitted less than 60 days after the final contract payment.

G. Default. The City is in default 1) if it fails to pay any undisputed amount due to Contractor; or 2) upon any other material failure to comply with the terms of the contract. Contractor is in default upon any material failure to comply with the terms of the contract.

A party alleging that the other party is in default must provide the allegedly defaulting party with written notice specifying the alleged default and allow 30 days for the default to be cured.

a. Remedies for Default. If the City does not cure a default after receiving notice, Contractor may a) terminate this contract, and b) exercise all remedies available at law.

b. If the Contractor does not cure a default after receiving notice, the City may a) terminate the contract, b) exercise all remedies available at law, and c) collect liquidated damages if available under Special Contract Terms. If the default is a failure to provide required goods or services, the City may, upon written notice to Contractor, procure those goods or services from other sources and hold Contractor responsible for any resulting additional purchase and administrative costs.

H. Dispute Resolution. The parties will first endeavor to resolve any disputes, claims, or other matters in question between them through direct negotiations, and if direct negotiations fail, by non-binding mediation, with the exclusive venue of the mediation being the City of Fredericksburg. Should the dispute remain unresolved either (i) following negotiation and mediation, or (ii) more than 90 days after a party has requested mediation, either party may institute a lawsuit or chancery action, as appropriate, in Fredericksburg Circuit Court, and may pursue all available appeals in Virginia state courts, to the extent they have jurisdiction. Any agreement reached in mediation must be reduced to writing and executed by the parties; upon execution, the agreement will be enforceable as a settlement agreement.

I. Drug-Free Workplace. Contractor agrees to (i) provide a drug-free workplace for the contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in Contractor’s workplace and specifying the actions that will be taken against employees for violating that prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of Contractor that Contractor maintains a drug-free workplace; and (iv) include the terms of this section in every subcontract or purchase order of over $10,000, so that the terms will be binding upon each subcontractor and vendor.

J. Ethics in Public Contracting. Contractor certifies that its offer is made without collusion or fraud and that it has not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer, or subcontractor and that it has not conferred on any public employee having official responsibility for this purchase any payment, loan, subscription, advance, deposit of money, services, or anything of more than nominal value, present or promised unless consideration of substantially equal or greater value was exchanged.

K. Force Majeure. No party to this Agreement shall be liable or responsible to the other party for any failure, interruption, or delay in fulfilling any of its obligations under this agreement, due to events beyond the affected party’s control, including natural disaster, act of God, war, armed conflict, pandemic, epidemic, public health crisis, or state of emergency, provided that the affected party gives the other party prompt written notice of the occurrence of the event, stating the period of time the occurrence is expected to continue. The affected party shall use diligent efforts to end the failure, interruption, or delay and ensure the effects of the Force Majeure Event are minimized.

L. Freedom of Information Act. All records pertaining to this contract are open to inspection by the public under the Virginia Freedom of Information Act (Virginia Code § 2.2-3700 et. seq) unless specifically exempted under the Act (including records properly exempted under Code of Virginia § 2.2-4342).

M. Immigration. Contractor does not, and will not during the performance of this contract, knowingly employ an unauthorized alien as defined in federal Immigration Reform and Control Act of 1986.

Contractor will register for and participate in the federal E-Verify Program if required to do so under Code of Virginia § 2.2-4308.2. Contractor will provide the City with a copy of their E-Verify “Maintain Company” page to the City upon request. Failure to comply with E-Verify requirements subjects Contractor to automatic disbarment from City procurement until the requirements are met.

N. Indemnification. Contractor will save, hold harmless, and indemnify the City, and all of its elected and appointed officials, officers, employees, agents, departments, agencies, boards, and commissions from and against any and all claims, losses, damages, injuries, fines, penalties, costs (including court costs and attorney's fees), charges, liability, or exposure, however caused, resulting from, arising out of, or in any way connected with Contractor's negligent acts, errors or omissions, recklessness or intentionally wrongful conduct of the Contractor in performance or nonperformance of its work under the contract.

This indemnification survives the termination of the contract.

O. Insurance. Contractor and any subcontractors will maintain the following insurance coverage, provided by insurance companies authorized by the Virginia SCC to offer insurance in Virginia, during the entire term of the contract. Contractor will provide copies of its Certificates of Insurance to the City, and will name the City as an additional named insured for the purpose of the work.

a. Workers’ Compensation—as required by law.

b. Employer’s Liability--$100,000.

c. Commercial General Liability--$1,000,000 per occurrence and $2,000,000 in the aggregate.

The City must be named as an additional insured on this policy.

d. Automobile Liability -- $1,000,000 combined single limit, if any motor vehicle not owned by the City is to be used in performance of the contract.

e. Professional Liability (i.e. Errors and Omissions)--$1,000,000 per wrongful act, $2,000,000 annual policy claims aggregate, if the contract is for accounting, architecture, asbestos contracting, healthcare, insurance/risk management, legal services, engineering, or surveying.

P. Licensing. Contractor will maintain all licenses and certifications required by applicable federal, state, and local governmental entities for provision of the goods and services to be provided under this contract.

Q. Modifications. Only the City Manager or City Procurement Manager may modify this contract on behalf of the City. Only the original signatory of the contract on behalf of Contractor, or another individual authorized in writing by Contractor to modify the contract, may modify the contract on behalf of Contractor. Modifications to this contract can only be authorized in accordance with Code of Virginia § 2.2-4309. Modifications can only be authorized by the following methods:

City and Contractor may agree in writing to modify the terms of the contract. Any additional goods or services to be provided must be of a sort that is ancillary to, or within the same broad product or services categories as, those provided for in the original contract.

The City may issue written change orders for changes such as services to be performed, methods of packing or shipping, and place of delivery or installation. If Contractor determines that the change order will not necessitate a change in compensation or schedule, Contractor will comply with the change order upon receipt. If Contractor determines that the change order will necessitate a change in compensation or schedule, Contractor will notify the City of that determination, and only proceed to comply with the change order upon the City’s written approval.

The contract may be renewed by agreement if provided for in the description of the contract term.

Contractor shall not require any employee or agent of the City other than the City Manager or Procurement Manager to execute any additional contract, license, or other agreement pertaining to this contract.

R. Non-appropriation. All funds for payments after June 30 of the current fiscal year are subject to appropriation by the City Council. If Council does not appropriate the required funds, the City will terminate this contract on June 30 of the then-current fiscal year.

S. Non-Discrimination. Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or 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 contractor. Contractor will post in conspicuous places, available to employees and applicants for employment, notices stating the terms of this section.

Contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that the contractor is an equal opportunity employer.

Notices, advertisements, and solicitations placed in accordance with federal law, rule, or regulation are sufficient for the purposes of this section.

Contractor will include the terms of this section in every subcontract or purchase order of over $10,000, so that the terms will be binding upon each subcontractor and vendor.

Contractor will conform to the Federal Civil Rights Act of 1964, the Virginia Fair Employment Contracting Act of 1975, the Virginians with Disabilities Act, and § 2.2-4343.1E of the Virginia Public Procurement Act.

T. Notices. Any notices pertaining to this contract must be sent by first-class mail to:

a. To the City:

Fredericksburg City Manager 715 Princess Anne Street Fredericksburg, Virginia 22401

b. To the Contractor:

The address listed on Contractor’s Proposal or Bid. Contractor may change its address for notices by notifying the City in writing of the change.

U. Payments. Contractor must provide its federal employer identification number and VA W-9 to the City before requesting payment.

Contractor will submit itemized invoices, with appropriate documentation, to the City, at the payment address shown on the purchase order or contract. All invoices must show the City contract or purchase order number and Contractor’s federal employer identification number. No invoice may include any cost other than those listed in the contract or in an individual purchase order referencing the contract.

The City will pay invoices within 30 days of receipt. Any invoice not paid within 30 days will accrue 1% interest per month. When payment is made by mail, the date of the postmark will be considered the date of payment. If offset proceedings have been instituted under the Virginia Debt Collection Act, the date of offset will be considered the date of payment.

Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time an order is placed. In these cases, payments are contingent on the City’s determination that all invoiced charges are reasonable. The City will notify Contractor within 30 days of invoice of any charges it determines to be unreasonable. Payment for those charges will be suspended until a settlement is reached. Contractor will not take legal action concerning the charges unless a settlement is not reached within 30 days of notification.

V. Payments to Subcontractor. Within 7 days after receipt of payment by the City for work performed by a subcontractor, Contractor shall a) pay the subcontractor for the proportionate share of the total payment received from the City attributable to the subcontractor’s work, or b) notify the City and the subcontractor, in writing, of Contractor’s intention to withhold payment and the reason for withholding the payment.

Contractor will pay interest of 1% per month to subcontractors on all amounts owed to the subcontractors which has not been paid or withheld under the terms of the preceding paragraph.

Contractor must require individual subcontractors to provide their social security numbers, and proprietorship, partnership, and corporate subcontractors to provide their federal employee identification numbers. Contractor will provide this information to the City upon request.

Contractor must require subcontractors to include the terms of this section in all contracts with other subcontractors.

W. Prime Contractor and Subcontractors. Contractor has prime responsibility for all services and goods to be provided under this contract, specifically including adequate supervision of work to be performed. This contract is only between Contractor and the City, and Contractor accepts full responsibility for the work performed and goods provided by, and the acts and omissions of, its subcontractors.

Subcontractor will not subcontract for any part of this contract without the advance written permission of the City Purchasing Agent. Contractor will provide the names, qualifications, and experience of any proposed subcontractors to the City Purchasing Agent.

X. Relation to City. Contractor is an independent contractor of the City. This contract does not create an employment relationship between the City and Contractor or any of its employees.

Y. Severability. If any provision of this agreement is determined to be invalid, illegal or unenforceable, the remaining provisions of the agreement remain in full force, if the essential terms and conditions of the agreement for each party remain valid, binding, and enforceable.

Z. Strict Performance. The failure of a party to insist upon the other party’s strict performance of the terms of the contract is not a waiver of the right to insist upon strict performance of those terms at a later time.

AA. Termination. The City may terminate this contract for any reason upon 30 days’ notice to Contractor.

The City will promptly pay all amounts already earned by Contractor, up to the effective date of the termination. Receipt of the notice does not affect Contractor’s obligations under the contract, including fulfillment of outstanding orders, up to the effective date of termination.

The parties can agree to terminate this contract at any time.

2. Special Terms and Conditions

1. Confidentiality. Contractor will hold confidential any non-public or exempt information provided by the City under this contract. Contractor will not disclose this information to any third party, during or after the term of this contract, unless required to do so by valid court order or subpoena.

3. Project Manager. Contractor shall designate an employee as project manager for this contract. The City considers the project manager essential for the work being performed under this contract.

Contractor shall not assign any duties to the project manager that would conflict with the manager’s responsibilities under this contract. Before removing or replacing the project manager, the Contractor shall notify the City, in writing, before the change becomes effective. The Contractor shall submit sufficient information to support the proposed action and to enable the City to evaluate the potential impact of the change on this contract. The Contractor will only designate a different project manager with the City’s written approval, which will not be unreasonably withheld.

The project manager is responsible for coordination of all of Contractor’s work under the contract, such as overall control over Contractor’s work, communication with the City’s point-of-contact, securing required approvals and permissions (work orders, etc.) from the City, attending meetings with the City, and consulting with the City as requested.

4. No Other Costs. Contractor warrants that the City will incur no costs either on a one-time or continuing basis, other than those specified in this contract.

5. Personnel. All of Contractor’s personnel providing goods and services under the contract shall be adequately qualified to provide those goods and services. Contractor shall remove from the project and replace any of Contractor’s personnel that the City deems unsuitable for the project.

6. Assessment Reviews. Contractor and the City shall meet as determined in the Scope of Work sections

A.5.a. and B at the City or via phone conference, to review the planning and progress of the project.

Contractor’s project manager shall attend all of these meetings. Contractor shall respond promptly to any concerns raised by the City at the meetings.

7. Ownership of Documents. All information supplied by the City under this contract remains the sole property of the City. All materials (such as methods, formulae, processes, improvements, strategies, data, and original works of authorship) prepared by Contractor specifically in performance of this contract become property of the City. Upon completion of the task orders or termination of the contract, the Contractor shall promptly return to the City all data supplied by the City still in Contractor’s possession, and Contractor shall turn over to the City originals of all materials prepared specifically in performance of this contract, in hard copy, electronic format, or both, as desired by the City. Contractor assigns to City the copyrights to all work prepared, developed, or created under this contract, including the right to: 1) reproduce the work; 2) prepare derivative works; 3) distribute copies to the public; and 4) display the work publicly.

8. Advertising. Contractor will not make any news or advertising releases pertaining to this contract for any purpose, specifically including use for marketing references, without advance written permission from the City.

9. Participation of Disadvantaged Business Enterprises (DBE) and Small, Women-Owned, Minority-

Owned, and Service Disabled Veteran-Owned Businesses (SWaM). It is the policy of the Virginia Department of Transportation and the City that Disadvantaged Business Enterprises (DBE), as defined in 49 CFR Part 26, shall have the maximum opportunity to participate in the performance of federally funded consultant contracts. A list of Virginia Department of Small Business and Supplier Diversity (DSBSD) certified DBE firms is maintained on its website (http://www.dmbe.virginia.gov/) under the DBE Vendor Directory of Virginia Unified Certification Program. Consultants are encouraged to take all necessary and reasonable steps to ensure that DBE firms have the maximum opportunity to compete for and perform services on the contract, including participation in any subsequent supplemental contracts. If the consultant intends to subcontract a portion of the services on the project, the consultant is encouraged to seek out and consider DBE firms as potential subconsultants. The consultant is encouraged to contact DBE firms to solicit their interest, capability, and qualifications.

Any agreement between a consultant and a DBE firm whereby the DBE firm promises not to provide services to other consultants is prohibited. The DBE contract goal for this procurement is 12%. The selected Offeror will be required to submit Attachment E – Form C-49 PSC DBE Good Faith Efforts Documentation.

SECTION III - PROPOSAL INSTRUCTIONS – SUBMISSION AND PREPARATION (Removed at time of award)

1. Proposal Submission

A. Proposal Submission Requirements

Offeror shall submit either an electronic copy or a hard copy and electronic copy of their firm’s proposal.

An electronic copy of your proposal must be submitted via e-mail. All proposal submissions are due no later than 2:00PM ET on Monday September 8, 2026.

If the proposal contains proprietary information, submit an additional electronic copy that DOES NOT contain the proprietary information, and mark it as a REDACTED copy, consistent with further requirements of Section 2.B below.

Hard copies can be mailed to: City of Fredericksburg, Procurement Office, Attn: Josh McCormack, 715 Princess Anne Street, Fredericksburg, VA 22401

An electronic copy must be submitted to Mr. Josh McCormack at ljmccormack@fredericksburgva.gov and Mrs. Rachel Jones at rmjones@fredericksburgva.gov before the proposal deadline.

Any proposals received after the deadline will not be considered, and any hard copies shall be returned unopened. It is the Offeror’s responsibility to ensure that proposal packages are received by the time and date indicated.

To be considered for selection, Offerors MUST submit a complete response to this RFP.

B. Preproposal Conference

An optional pre-proposal conference will be conducted as stated on the cover page of this solicitation on Microsoft Teams via the information below on August 17, 2026 at 3:00 pm. The purpose of this conference is to allow potential Offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation. A department representative will be on hand to discuss the RFP. Potential Offerors are encouraged to submit any questions pertaining to this RFP in writing prior to the date and time of the pre-proposal conference. All questions should be submitted to Josh McCormack via email at ljmccormack@fredericksburgva.gov and Rachel Jones via email at rmjones@fredericksburgva.gov.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/281908335036559?p=bKshkbR5fdbkSWBSPv Meeting ID: 281 908 335 036 559 Passcode: PR68UY9w

Need help? | System reference Dial in by phone +1 872-216-7945,,949404331# United States, Chicago Find a local number Phone conference ID: 949 404 331#

C. Clarification of Terms/Questions mailto:ljmccormack@fredericksburgva.gov mailto:rmjones@fredericksburgva.gov mailto:mrmcgovern@fredericksburgva.gov mailto:rmjones@fredericksburgva.gov https://teams.microsoft.com/meet/281908335036559?p=bKshkbR5fdbkSWBSPv https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDg4NjkxODctNzA1MC00YTQ0LThkYjUtODdiNjhjZmM1N2Yw%40thread.v2/0?context=%7b%22Tid%22%3a%222ac7aaab-489d-469f-9d62-fce58f0bbc47%22%2c%22Oid%22%3a%2286b57777-fe36-4f5c-97b2-ae2c020c459b%22%7d tel:+18722167945,,949404331 https://dialin.teams.cloud.microsoft/b0bc9b20-342e-4ff3-8bdd-b994914be13b?id=949404331

If any prospective Offeror has questions about the specifications or other solicitation documents, then it is the Offeror’s responsibility to contact the Procurement Manager in writing, no later than Thursday, August 19, 2026 at 4:00 p.m. Questions asked via telephone or voicemail will not be accepted and will not be addressed in any amendments to the RFP.

No further written inquiries will be accepted after this time.

All questions regarding this RFP shall be submitted in writing to the Procurement Manager, Mr. Josh McCormack at ljmccormack@fredericksburgva.gov and to the Procurement Specialist, Mrs. Rachel Jones at rmjones@fredericksburgva.gov.

It is recommended that the Offeror ensures that questions are written to enable a clear understanding as the Offeror’s issues or concerns with the referenced area of the solicitation.

Answers to questions will be provided to all prospective Offeror, giving due regard to the proper protection of proprietary information. In order to receive responses to questions, Offerors shall cite, at a minimum, the section, paragraph, and page number in the format shown below.

Statements expressing opinions, sentiments, or conjectures are not considered valid inquiries or comments for this purpose and will not receive a response from the City. Further, Offerors are reminded that the City will not address hypothetical questions aimed toward receiving a potential “evaluation decision” from the City.

When submitting questions and comments, please refer to the specific text of the RFP in the following format. Email “subject line” shall read: RFP No.: 27-0013 Questions Submitted (Vendor Name)

The table below may be included in the email or as a separate attachment but SHALL be in the format below.

Any revisions to the solicitation will be made only by an addendum issued by the Procurement Manager made available to all Offerors. The City will not attribute any question(s) asked to the submitting vendor(s). Any addenda, notifications, extensions, cancellations or changes will be posted on the City’s website at www.fredericksburgva.gov and the Commonwealth of Virginia’s e-procurement website, www.eva.virginia.gov. No other notification will be provided. It is the responsibility of the prospective Offeror to obtain all current information from either the City website or the eVA website.

2. Proposal Content

A. Proposal Preparation

An authorized representative of the Offeror must sign any submitted proposal. All required information should be submitted. If an Offeror fails to submit all information requested, the purchasing agency may require prompt submission of missing information after receiving the proposal. Failure to submit all required information may result in a lowered evaluation score of the proposal. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

# RFP Section Paragraph No. Page No.

Question mailto:ljmccormack@fredericksburgva.gov mailto:rmjones@fredericksburgva.gov file:///C:/Users/jtjackson/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/AppData/Local/Microsoft/Windows/INetCache/jtjackson/AppData/Local/Microsoft/Windows/INetCache/crjohnston/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/TCUC5Y06/www.eva.virginia.gov

Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. The Offeror is responsible for all costs of proposal preparation. The City is not liable for any costs incurred in preparing a response to the RFP. Emphasis should be placed on completeness and clarity of content.

Proposals should be organized in the order in which the requirements are presented in the RFP. The proposal should contain a table of contents which cross-references the RFP requirements.

Other proposal format requirements include:

a. The entire proposal response shall be signed and filled out as required. The signature page must be included.

b. No font smaller than 12 point.

c. 8½ x 11-inch page size (larger pages are allowed for figures or tables, but they should be folded into the overall proposal and used sparingly.)

d. The entire proposal response shall not exceed fifty (50) typed pages. The entire RFP, with signature page, must be included. The RFP, with signature page, do not count against the 50-page limit.

e. All pages should be numbered.

If submitting a hard copy each copy of the proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume.

Unsealed proposals may be hand delivered to the designated location in the office issuing the solicitation, please check office hours and for Holiday closures. An electronic copy is still required.

No other correspondence or other proposals should be placed in the envelope, box, or other sealable package.

Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the agency. This provides an opportunity for the offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. The issuing agency will schedule the time and location of these presentations. Oral presentations are an option of the purchasing agency and may or may not be conducted.

B. Proprietary Information

All records pertaining to this procurement are open to inspection by the public under the Virginia Freedom of Information Act unless specifically exempted under Virginia Code § 2.2-4342. If you want portions of your proposal to be confidential, you must comply with § 2.2-4342(F), which requires that you

(i) specifically invoke the protections of § 2.2-4342(F) before or upon submission of the data, (ii) identify the specific data to be protected, and (iii) state the reasons why protection is necessary. You cannot mark pricing information as confidential. If the City cannot tell which specific parts of the proposal are marked as confidential, if the entire proposal is marked as confidential, or if you do not completely comply with § 2.2-4342(F), the entire proposal is public information and the City will release it in response to a valid records request, in accordance with the timelines specified in § 2.2-4342(D).

The classification of the entire proposal document and/or pricing information as proprietary or trade secrets is not acceptable.

C. Specific Proposal Submission Instructions

Proposals should be as thorough and detailed as possible so that the Proposal Evaluation Team can properly evaluate the Offeror’s capabilities to provide the required services. Offerors are strongly advised to provide a model for the City’s evaluation purposes that represents their solution to all requirements depicted in the RFP, and which is complete, comprehensive, simple and easy to understand. Offerors are required to submit the following items, separated by tabs within the proposal and in sequential order corresponding to the related sections of this RFP:

TAB 1: Cover Letter and Proposal Requirements

• The executed first page of the RFP, plus attachments signed and filled out as required. Also, include an original signed copy of any future addenda to this RFP that may be issued.

• A cover letter that provides an overview of the firm and how the firm can meet the City’s needs as outlined in the Request for Proposal document.

TAB 2: Methodology

The offeror shall demonstrate their knowledge, understanding, and capabilities of meeting the requirements in the Statement of Work. Moreover, the Offeror shall provide an efficient methodology for accomplishing the tasks enumerated. At a minimum, an Offeror should address in separate and distinct sections, each of the following topics to describe their firm’s approach for providing the services for the requirements.

1. Description of your firm’s proposed methods and techniques for meeting requirements and tasks and how they apply to the contract requirements outlined in the Statement of Work stated below:

• Complete Streets Conversion, Traffic Calming, and Traffic Signal & Parking Analysis

• Alternatives Analysis and Conceptual Design

• Public Outreach and Stakeholder Coordination

• Final Report, Cost Estimates, and Funding Application Support

• Meetings and Coordination

2. Discussion of any anticipated difficulties and problem areas, along with potential recommended approaches for resolution and mitigation.

TAB 3: Qualifications and Experience

Describe your firm’s background, experience, and qualifications related to these types of services as outlined in the Scope of Work that should include, but not be limited to, the following:

• Professional competence of the firm and key personnel

• Resumes of key personnel

• General and specific examples of relevant work

• Describe experience working on projects with local governments in the Commonwealth of Virginia

TAB 4: References

The Offeror shall identify up to three (3) projects ongoing or completed projects performed by the Offeror or subcontractors that demonstrate recent and relevant experience. Recent is defined as within the last five (5) years as of the closing date of this solicitation. Relevant is defined as work similar in scope, size and complexity to the services identified in the Statement of Needs. The Offeror shall NOT submit more than four references. If the Offeror submits more than three references, only the first three references will be evaluated.