5-Part E - RFP Instructions to Bidders 7 7 2026.pdf

City of Alexandria Request for Proposals

Organizational Assessment and Integration Study

RFP 2030

Part E – Instructions to Offerors

1. Questions Offerors must submit any questions regarding sites, scope of work, and Contract requirements in writing to the Point of Contact by the date and time as specified.

2. Vendor Registration Offerors must complete the following registration to submit a Proposal electronically and to receive grant funding (if applicable).

2.1. If the Vendor is a Small-, Women-, or Minority-owned (SWaM) business and is registered with the Commonwealth of Virginia, provide the Vendor’s Virginia SWaM certification documentation with the registration on the City’s VSS. To register as a SWaM business with the Commonwealth of Virginia, go to the website for the Virginia Department of Small Business and Supplier Diversity, located at https://www.sbsd.virginia.gov/.

3. Proposal Submission Information and Instructions

3.1. All Proposals must be submitted electronically. Submit them through Euna

Sourcing & Contracting. Proposals/proposals sent by mail or by hand will not be accepted.

3.2. Offerors are required to complete, including signatures, and return all Attachments included in the Solicitation Documents. Proposals and Addenda that are not signed may be considered non-responsive and not accepted.

3.3. Offerors must review and comply with the requirements of the Proposal and ensure that all required information is provided and required forms are executed and returned with its Proposal response, including, but not limited to:

3.1.1. Attachments

3.2.1. Any applicable certifications and licenses.

A proposal submitted pursuant to this RFP shall include each of the following items in the order in which they appear below. Each item shall be clearly labeled, with pages numbered. A Proposer’s failure to include all listed items may result in the rejection of its Proposal by the City.

Proposers must demonstrate an understanding of each task as well as explain the approach to each task. Restatements of the tasks presented in the RFP are not acceptable and will not be considered responsive.

E-1 TITLE/COVER PAGE:

1. RFP Title and Number.

2. Name of Company/Proposer; and

3. Date Submitted.

https://www.sbsd.virginia.gov/ Wynndell Bishop Provide updated Euna Sourcing link.

E-2 TABLE OF CONTENTS

E-3 COMPANY INFORMATION:

1. Name of Firm.

2. Address of Firm.

3. Telephone, Fax Numbers, and Email Addresses; and

4. Primary Contact Telephone and Correspondence.

E-4 BRIEF HISTORY OF FIRM:

1. Size of Firm/Staff.

2. Years in Business; and

3. Organization Chart of Firm.

E-5 PROJECT TEAM BACKGROUND:

Key personnel’s professional qualifications and experience and availability for the proposed project; their reputation and professional integrity and competence; and their knowledge of Virginia regulations, policies, and procedures.

1. Resumes of Team Members

• Name, Function.

• Years of Service with Firm.

• Education.

• Professional Experience; and

• Pertinent Experience.

2. Organizational Structure of Project Team.

3. Consultant Qualifications. The consultant or consulting team should demonstrate substantial experience conducting organizational assessments, culture audits, or workforce assessments within public-sector or operational environments. Experience working with frontline workforces, unionized organizations, labor-intensive operations, and public works or solid waste environments is strongly preferred. The consultant should also demonstrate expertise in organizational development, employee engagement, labor-management relations, leadership assessment, and change management.

E-6 PROJECT EXPERIENCE:

Current workload and demonstrated ability to meet schedules or deadlines. Please include the following information for this section:

1. Month and Year Project Started and Completion Date.

2. Client Name, Location, and Contact Information.

3. Role of the Firm and the Responsibilities.

4. Budget.

5. Graphic Description of Project.

6. Total Cost and/or Fees Paid to Your Firm; and

E-7 PROJECT UNDERSTANDING AND APPROACH:

Offerors shall consider and comment on the basic Scope of Work as part of the response to this RFP. The Proposer shall describe the proposed approach for ensuring that this Project meets the needs of the City and addresses the following:

1. Describe your firm’s management approach for the project elements and the benefit each step has for the City.

2. Describe the roles of the Proposer and the City during each task of the Project. Offeror shall include information on quality control programs and methods for ensuring coordinated services.

3. Describe any unique aspects your firm may employ in the completion of the Project.

4. Detail on how firm would approach quality control for this Project; and

5. Describe the process you will use to get input from the various stakeholders.

E-8 PROJECT COST BREAKDOWN:

Itemize overall project cost to complete all tasks. Complete Project Cost table in Attachment B, Section H, Required Documents.

4. Acceptance Period The Offeror agrees that, if their Proposal is accepted within one hundred twenty (120) calendar days from the Proposal Due Date specified in Part A – Solicitation General Information, the Offeror will furnish all construction, goods, and services for which prices are submitted, in accordance with the requirements, terms and conditions of the Solicitation Documents and the Contract Documents.

5. Award The award will be made as provided in Part F – Evaluation and Method of Award.

6. Proposal or Proposal Submission and Presentation Costs The City must not be liable in any way for any costs incurred by any Offeror/Proposer in the preparation or submission of its Proposal/Proposal or its participation in any discussion, presentation, negotiation, or meeting regarding its Proposal/Proposal or the solicitation.

7. Late Proposals Proposals arriving after the specified time and date in will not be accepted. Please allow sufficient time for the preparation and delivery of your Proposal.

8. No Response Form Vendors not wishing to submit a Proposal are asked to complete and return the No Response Form located in Part G, Attachment G.

9. Opening of Proposals As specified in Part A – Solicitation General Information.

10. Mistakes in Proposals Except as expressly provided for in “Withdrawal of Proposal” due to a clerical mistake, correction of Proposals after opening is not permitted. A Offeror assumes full responsibility for the accuracy of its Proposal.

11. Withdrawal of Proposals

11.1. An Offeror may withdraw its Proposal from consideration at any time prior to the

Proposal opening by notifying the Contracting Officer in writing of such withdrawal.

11.2. Subsequent to the commencement of the Proposal opening procedure, a Offeror may withdraw its Proposal from consideration if the price Proposal was substantially lower than other Proposals due solely to a mistake therein, provided:

10.2.1 That the Proposal was submitted in good faith;

10.2.2 That the mistake was a clerical mistake as opposed to a mistake in judgment and was actually due to an unintentional arithmetic error or an

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unintentional omission of a quantity of work, labor, or material made directly in the compilation of the Proposal; and

10.2.3 That the unintentional nature of the arithmetic error or omission is clearly shown to the Contracting Officer’s satisfaction by objective evidence drawn from original work papers, documents, and materials used in the preparation of the Proposal sought to be withdrawn.

12. Offeror Qualifications

12.1. Offeror must be a responsible Offeror and must satisfactorily prove to the City that they have adequate experience, facilities, manpower, and financial capacity to perform the Work. Offeror must demonstrate and warrant to the satisfaction of the Contracting Officer that the Offeror and the Offeror’s Subcontractors have the technical expertise, relevant project experience, and the ability to complete all of the various elements of the Contract and Scope of Work.

12.2. References: Offeror must complete and submit with their Proposal the Reference Sheet located in Part G, Attachment E.