823367engRiv.pdf

RIVANNA WATER & SEWER AUTHORITY

RIVANNA SOLID WASTE AUTHORITY

Charlottesville, Virginia

REQUEST FOR PROPOSAL (RFP)

FOR

Term Contract for Professional Dam Engineering Consulting Services

RFP # 26-03

April 16, 2026

April 16, 2026 Page 2 of 20

Rivanna Water & Sewer Authority Rivanna Solid Waste Authority

REQUEST FOR PROPOSAL (RFP)

Issue Date: April 16, 2026 RFP# 26-03

Title: Term Contract for Professional Dam Engineering Consulting Services

Issuing Agency: Rivanna Water & Sewer Authority Rivanna Solid Waste Authority

Attn: Miranda Baird 695 Moores Creek Lane Charlottesville, VA 22902

Location Where Work Will Be Performed: Charlottesville, Virginia (Albemarle County)

Period of Contract: From August 1, 2026 Through July 31, 2027

Renewable: Three (3) successive one (1) year terms upon mutual agreement

Final Date to Submit Questions: May 7, 2026

Sealed Bids Will Be Received Until: Thursday, May 14, 2026, at 3:00 PM Local Prevailing Time

Direct All Inquiries for Information To:

TECHNICAL CONTACT PROCUREMENT CONTACT

Victoria Fort, P.E. Miranda Baird, VCA Senior Civil Engineer Procurement Coordinator 695 Moores Creek Lane 695 Moores Creek Lane Charlottesville, VA 22902 Charlottesville, VA 22902

(434) 977-2970, ext. 205 (434) 977-2970, ext. 137 Email: vfort@rivanna.org Email: mbaird@rivanna.org

IF PROPOSALS ARE MAILED, SEND DIRECTLY TO ISSUING AGENCY SHOWN ABOVE.

IF PROPOSALS ARE HAND DELIVERED, DELIVER TO:

Rivanna Water & Sewer Authority Administration Office Attn: Miranda Baird 695 Moores Creek Lane Charlottesville, VA 22902

(434) 977-2970, ext. 137

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

April 16, 2026 Page 3 of 20

REQUEST FOR PROPOSAL TITLE PAGE

RFP# 26-03 ISSUE DATE: 04/16/2026

TITLE: Term Contract for Professional Dam Engineering Consulting Services

In compliance with this Request for Proposal and to all the conditions imposed herein, by signing below, Offeror:

1. Offers and agrees to furnish the goods/services in accordance with the attached signed proposal;

2. Agrees that upon the Rivanna Water & Sewer Authority’s written acceptance of Offeror’s response to the Request for Proposal, a valid and binding contract for services exists between Offeror and the Authority.

3. Agrees that the Contract Documents will consist of, and only of, the Request for Proposal, Professional Engineering Services

Agreement, and the Offeror’s response to the Request for Proposal;

4. Certifies and warrants that the individual signing on Offeror’s behalf is authorized to bind the Offeror in any and all contractual matters relating to this Request for Proposal;

5. Certifies and warrants that neither Offeror, nor the individual signing on Offeror’s behalf, has any business or personal relationships with any other persons, including Rivanna Water & Sewer Authority and Rivanna Solid Waste Authority employees, or companies that are in conflict with the Commonwealth of Virginia’s Conflict of Interest Act; and

6. Certifies and warrants that the Offeror is properly licensed for providing the goods/services specified in the Request for Proposal and has the appropriate License or Certificate and classification(s) required to perform the work included in the scope of the proposal documents, prior to submitting the proposal, in accordance with Title 54.1, Chapter 11 of the Code of Virginia. If Offeror shall fail to obtain the required license prior to submission of his proposal, he shall be deemed to be in violation of § 54.1-1115 of the Code of Virginia (1950), as amended, and his proposal will not be considered.

Sign in ink and type or print requested information.

Legal Name and Address of Firm

Date:

By:

Signature

Name:

FEI/FIN/SSN:

Please Print

Fax Number: Title:

Email Address: Telephone Number:

Please provide the following if applicable to this IFB:

Virginia Contractor License#: SCC ID #:

Bidder shall ascertain prior to submitting a response that all Addenda issued have been received and shall acknowledge receipt and inclusion of all Addenda here:

Addendum #: Date Issued: Addendum #: Date Issued:

Addendum #: Date Issued: Addendum #: Date Issued:

Addendum #: Date Issued: Addendum #: Date Issued:

Information the Bidder deems Proprietary is included in this response in the separate section of the bid identified immediately below.

THIS TITLE PAGE MUST BE SUBMITTED AS PART OF YOUR PROPOSAL

RFP No. 25-03 – Term Contract for Professional Dam Engineering Consulting Services

April 16, 2026 Page 4 of 20

Table of Contents

I. PURPOSE

II. BACKGROUND

A. Rivanna Water & Sewer Authority B. Rivanna Solid Waste Authority

III. SCOPE OF SERVICES

IV. AVAILABLE DOCUMENTS

V. TIMELINE

VI. QUESTIONS & INQUIRIES

VII. INSTRUCTIONS TO PROPOSERS

A. Proposal Preparation B. Proposal Documents C. Proposal Submission D. Late Proposals E. Withdrawal of Proposal

VIII. EVALUATION AND AWARD OF CONTRACT

A. Acceptance or Rejection of Proposals B. Evaluation Criteria C. Award of Contract D. Fees E. Contract Term F. Price Indexing

IX. GENERAL PROVISIONS

A. Conformance With Virginia Public Procurement Act B. ADA Reasonable Accommodation Clause C. Ownership of Documents D. Submission of Proprietary Information E. Anti-Discrimination F. Anti-Discrimination of Faith-Based Organizations G. Ethics In Public Contracting H. Insurance Coverage

X. APPENDICES

A. Professional Engineering Services Agreement

April 16, 2026 Page 5 of 20

I. PURPOSE

The Rivanna Water & Sewer Authority and the Rivanna Solid Waste Authority (“Authority”) requests proposals from experienced, qualified, and interested firms to provide engineering consulting services related to the operation and maintenance of any of the dams or ancillary structures which are owned or operated by the Authority, pursuant to the terms and conditions hereinafter set forth in or referred to in this Request for Proposal (RFP).

The Authority intends to make an award to one or more Offerors (also referred to herein as “Firm”, “Proposer”) it deems fully qualified, professionally competent, responsible, and most closely satisfies the needs of the Authority.

There is no requirement for acceptance of the lowest cost of service offered, and specific requirements may be waived or amended at the discretion of the Authority.

II. BACKGROUND

A. Rivanna Water & Sewer Authority

The Rivanna Water and Sewer Authority (“RWSA”) is a regional non-profit corporation and political subdivision of the Commonwealth chartered in 1972 under the Virginia Water and Sewer Authorities Act (1950, as amended). The RWSA owns and operates multiple water and wastewater treatment facilities and provides finished water distribution and wastewater collection services to two wholesale customers: the City of Charlottesville Public Utilities Division (the “City”) and the Albemarle County Service Authority (the “ACSA”). The City and ACSA own and operate numerous smaller water and sewer mains and provide all retail services within the RWSA service area. The City subsequently provides wholesale service to the University of Virginia.

The RWSA operates under the terms of a Service Agreement (a.k.a. The Four-Party Agreement) executed June 12, 1973, by the City of Charlottesville, Albemarle County, the Albemarle County Service Authority and the RWSA. A seven-member Board of Directors governs RWSA. The RWSA Board appoints an Executive Director who manages the RWSA operations under its direction. Pertinent financial data may be found on the RWSA’s website: www.rivannawater.org.

RWSA operates several dams and small impounding structures for the purposes of water supply storage, flood storage, recreation, sediment storage, and other purposes. This includes four (4) high hazard dams, three (3) low hazard dams, and two (2) small impounding structures which are below regulatory size.

1. South Rivanna Dam: The South Rivanna Dam is a concrete gravity dam constructed in 1966. The dam is approximately 54 feet tall and the spillway 525 feet long. A hydroelectric facility was added in 1988 and decommissioned in 2024. The South Rivanna Reservoir serves as a water supply reservoir for the urban Charlottesville area. The South Rivanna dam is classified as a high hazard dam.

2. Sugar Hollow Dam: The Sugar Hollow Dam is a concrete gravity dam constructed in 1948 and rehabilitated in 1999. The dam is approximately 96 feet tall, and the spillway is 255 feet long. The Sugar Hollow Dam has an inflatable rubber crest gate that spans across the spillway, raising the elevation of the reservoir five (5) feet. The

April 16, 2026 Page 6 of 20

Sugar Hollow Reservoir serves as a water supply reservoir for the urban Charlottesville area. The Sugar Hollow Dam is classified as a high hazard dam.

3. Ragged Mountain Dam: The Ragged Mountain Dam is an earthen embankment dam constructed in 2014. The dam is approximately 125 feet tall and 800 feet long.

Construction is currently underway to raise the reservoir pool by 12 feet. The Ragged Mountain Reservoir serves as a water supply reservoir for the urban Charlottesville area. The Ragged Mountain Dam is classified as a high hazard dam.

4. Beaver Creek Dam: The Beaver Creek Dam is an earthen embankment dam constructed in 1963. The dam is approximately 60 feet tall and 530 feet long. The Beaver Creek Reservoir serves as the water supply reservoir for the Crozet, Virginia service area and has ancillary flood control and recreational functions. The Beaver Creek Dam was designed as a significant hazard dam but is now classified as a high hazard dam. Design work is currently underway to upgrade the spillway to meet state dam safety requirements for a high hazard dam.

5. Totier Creek Dam: The Totier Creek Dam is an earthen embankment dam constructed in 1971. The dam is approximately 35 feet tall and 277 feet long. The Totier Creek Reservoir serves as a water supply reservoir for the Town of Scottsville, Virginia. The Totier Creek Dam is classified as a low hazard dam.

6. Lickinghole Creek Dam: The Lickinghole Creek Dam is a concrete gravity dam that was constructed in 1995. The dam is approximately 32 feet tall. The Lickinghole Creek Reservoir serves as a sediment storage basin. The Lickinghole Creek Reservoir is classified as a low hazard dam.

7. Buck Mountain Property Dam: The Buck Mountain Property Dam is a small earthen embankment dam constructed in the early 1980’s. This dam was originally constructed by a private property owner for personal use and later taken into ownership by RWSA in 1985. The Buck Mountain Property Dam requires repair or removal to comply with state dam safety requirements and is likely slated for removal in five (5) or more years.

8. North Rivanna Dam and Mechums River Dam: The North Rivanna Dam and Mechums River Dam are classified as low head dams that fall below the minimum size requirements for regulated impounding structures. The North Rivanna Dam is slated for removal in three to five (3-5) years. The Mechums River Dam and adjacent pump station are currently out of service.

B. Rivanna Solid Waste Authority

The Rivanna Solid Waste Authority (“RSWA”) was formed in 1991 by the City of Charlottesville (City) and Albemarle County (County) under the authority of the Virginia Water and Waste Authorities Act to assume ownership and operation of the Ivy Sanitary Landfill (now closed), previously operated by the City and the County. RSWA is responsible for the post-closure care and corrective action, financed through a funding agreement with the City, the County, and the University of Virginia.

April 16, 2026 Page 7 of 20

Today, the Ivy Solid Waste & Recycling Center (ISWRC) occupies portions of the RSWA owned 300-acre property on which the closed Landfill is located. RSWA provides solid waste and recycling services to include a municipal solid waste (MSW) transfer station (the Ivy Transfer Station) and a recycling Convenience Center. RSWA is governed by a seven-member Board of Directors. The Board of Directors appoints an Executive Director who manages the RSWA operations under its direction. Pertinent financial data may be found on RSWA’s website:

www.rivannasolidwaste.org.

The RSWA operates and maintains three recycling convenience centers and one refuse transfer station.

RWSA shares administrative staff and office space with the RSWA but is a separate organization, both legally and financially.

1. ISWRC Irrigation Pond and Dam: Located in the southwest portion of the Ivy Solid Waste Recycling Center (ISWRC), is an irrigation pond and dam constructed in 1998 to provide an on-site source of irrigation and dust suppression water. In 2021, the dam was modified to fall below the state height and impoundment size requirements for regulated impounding structures. A dry hydrant was constructed in 2025 for fire suppression.

A summary of all dams operated by RWSA and RSWA is included in Table 1 below.

TABLE 1

Dam Name Dam Type

Hazard Classification

Height (ft.)

Year Built Notes

South Rivanna Dam Concrete High 54 1966 Sugar Hollow Dam Concrete High 96 1948 Upgraded in 1998 Ragged Mountain Dam Earth High 125 2014 Pool raise project underway Beaver Creek Dam Earth High 60 1963 Spillway upgrade in design to comply with Virginia Dam Safety Requirements

Totier Creek Dam Earth Low 35 1971 Lickinghole Creek Dam Concrete Low 32 1995 Buck Mountain Property Dam

Earth Low 33.5 1980 Slated from removal in 5+ years

North Rivanna Dam Low Head

Unregulated 9 1969 Slated for removal in 3-5 years

Mechums River Dam Low Head

Unregulated 6.5 1957 Dam and pump station are out of service

Ivy SWRC Dam Earth Unregulated 24 1998

III. SCOPE OF SERVICES

Offerors must be able to provide engineering and other professional services as needed. Specialties may include general civil engineering, geotechnical engineering, land surveying, hydrologic and hydraulic engineering, environmental engineering, cost estimation, and other specialties as needed.

The successful offeror must provide various dam engineering consulting services as needed for the operation and maintenance of the dams or ancillary structures which are owned or operated by RWSA and RSWA, and for capital improvement projects proposed by the Authority. The selected

April 16, 2026 Page 8 of 20 firms(s) may be required to interact with other agencies and attend and participate in meetings with neighborhood groups and other interested parties.

Services performed by the firm will be governed by the following procedures, requirements, and service parameters.

1. A work authorization will be issued by the Authority for each task prior to the start of work.

2. All individuals performing work under this contract must have the appropriate licenses, certifications, and credentials that prove competence in the tasks being performed.

3. The firm shall perform services in compliance with industry standards and all federal, state, and local laws, ordinances, and regulations, including Virginia Dam Safety, United States Department of Agriculture-Natural Resources Conservation Service (USDA-NRCS), Virginia Department of Health, Virginia Uniform State Building Code (VUSBC), Virginia Occupational Safety and Health (VOSH) regulations.

Engineering designs must be consistent with Virginia Regulated Impounding Structures (4VAC50-20) and USDA-NRCS standards and specifications.

4. The services provided under this contract include by are not limited to:

a) Evaluations and needs assessment reports, alternatives analyses, surveys, designs, permitting, preparation of documents (including drawings in the latest AutoCAD version or equivalent), specifications, field inspections and investigations, cost and time estimates, and As-Built records.

b) Perform tasks related to compliance with existing or future regulations including but not limited to, stability analyses, hydrologic and hydraulic studies, flood inundation mapping and modeling, condition assessments, and other tasks as needed by the Authority.

c) Coordinating with Authority staff and engineers, USDA-NRCS, VA Dam- Authority Engineer, other consultants, and contractors if necessary.

d) Investigation of problems and preparation of recommendations for corrective action on Authority owned dams.

e) Provide preliminary engineering, final engineering, permitting, bid phase services, and construction phase services for maintenance, upgrade, and repair projects.

f) Provide oversight of construction projects.

g) Provide operations and maintenance manual revisions.

h) Grant proposal production

i) Preparing any applications needed for Virginia Department of Conservation and Recreation (DCR) Dam Safety Alteration Permit and any other required project permits

j) Completion of other types of services of a nature consistent with the intent of this RFP as directed by the Authority

Miranda Baird Vicki, Do any of these apply? If not, we can delete.

Victoria Fort Yes

Miranda Baird If does not apply can delete

Victoria Fort It applies.

Miranda Baird Vicki if this does not apply, delete

Victoria Fort It applies.

April 16, 2026 Page 9 of 20

5. Provide additional services consistent with the intent of this RFP as required to operate, maintain and improve the Authority’s dams and related structures, to include but are not limited to dam abutments, stilling basins, foundation structures, water intake structures, water pumping stations, drain lines, electrical and SCADA support services, and primary and emergency spillways.

IV. AVAILABLE DOCUMENTS

Select record drawings of the associated dam infrastructure and facilities can be made available for review electronically upon request or at the Authority’s office by making an appointment. A summary of current and anticipated dam-related capital improvement projects is included in our latest update of the Capital Improvements Plan located on our website at https://rivannawater.org/who-we-are/.

V. TIMELINE

The timeline for this RFP is: (Dates are subject to change)

Date Action April 16, 2026 RFP issued May 7, 2026 Last day to submit questions regarding RFP May 14, 2026 Proposal submission deadline May 18, 2026 – May 22, 2026 Proposal review and evaluation May 25, 2026 – May 28, 2026 Interviews conducted June 23, 2026 Notice of Award issued August 1, 2026 Start of term contract

VI. QUESTIONS & INQUIRIES

Offerors may submit any questions or requests for additional information regarding this RFP in written format by the “Final Date to Submit Questions” indicated on Page 1 “Request for Proposal (RFP).” All questions shall be directed to the Technical or Procurement Contact listed on Page 1 “Request for Proposal (RFP).” A formal clarification will be sent out in writing no later than five

(5) working days prior to the date and time set for receipt of bids. Formal clarification will be published on the Commonwealth of Virginia’s e-Procurement website eVA (https://eva.virginia.gov).

VII. INSTRUCTIONS TO PROPOSERS

The instructions for submitting proposals are set forth below:

A. Proposal Preparation

1. Proposals shall be signed by an authorized representative of the offeror. By submitting a proposal, the offeror certifies that all information provided in response to this RFP is true and accurate. Failure to provide information required by this RFP will result in rejection of the proposal.

https://rivannawater.org/who-we-are/ https://eva.virginia.gov/ Miranda Baird Vicki, modify dates if needed. I guessed at the dates.

Victoria Fort Schedule looks good. Do we issue an NOA for an engineering contract?

April 16, 2026 Page 10 of 20

2. Proposals should provide a straightforward, concise description of the offeror’s capabilities for satisfying the requirements of this RFP. Emphasis should be on completeness and clarity of content. Elaborate brochures and other representations beyond those sufficient for presenting a complete and effective proposal are neither required nor desired.

3. All information provided should be verifiable by documentation requested by the Authority. Failure to provide all information, inaccuracy or misstatement may be sufficient cause for rejection of the proposal or rescission of an award.

4. Proposals should be prepared simply and economically, providing straightforward, concise, detailed description of capabilities to satisfy the requirements of the RFP.

5. All expenses for making proposals to the Authority shall be incurred by the offeror.

6. Offeror must be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity as required by the State Corporation Commission, if such is required by law. Such status shall be maintained during the term of the contract. A contract entered into by a business in violation of the requirements is voidable at the option of the public body.

7. Offerors are reminded that changes to the RFP, in the form of addenda, are often issued between the issue date and within 5 days of the due date of the solicitation. All addenda must be acknowledged on the Request for Proposal Title Page. Notice of addenda will be posted on eVA (https://eva.virginia.gov). It is the offeror’s responsibility to monitor eVA for the most current addenda.

B. Proposal Documents

1. Request for Proposal Title Page: this page must be signed by an authorized representative of the firm. It is the offerors' responsibility to acknowledge all issued addenda on this page.

2. Authority General Terms and Conditions: signed by an authorized representative of the firm. The General Terms and Conditions are available in Appendix A

3. A copy of any applicable Federal, State, or Local license required to legally perform the services specified in this RFP shall be attached to the proposal.

4. A certificate of insurance for all required coverages endorsing the Rivanna Water & Sewer Authority and Rivanna Solid Waste Authority to the insurance policy as an additional insured.

5. Proposal Content:

a) Biographical sketch of firm members who will perform work on the project.

Maximum of one page for each resume.

April 16, 2026 Page 11 of 20

b) Names and brief description of qualifications of any secondary consultants who would perform services with your firm. Include subconsultant contact information. Maximum of one page for each secondary consultant

c) General methodology to undertake the work including tasks of secondary consultants. Maximum of two pages

d) Description of similar projects completed by the firm. Maximum of five pages

e) Description of similar projects that are currently underway or that have been completed in the past five (5) years, where a significant portion of the work was performed by team members that would be assigned to perform the majority of the work on this project, to include size of project, fee, and client references with contact information. Maximum of five pages

f) Description of any past dam related engineering work completed by the firm for the Authority, the County of Albemarle, or the University of Virginia (UVA). Maximum of three pages

g) Proposed method of determining fees for services, including an explanation of all multipliers for overhead and profit, subconsultants and other direct costs. Maximum of three pages

h) Explanation of how the firm will provide engineering services with respect to the efficient utilization of personnel, time, meetings, reports, etc. Maximum of two pages

i) Explanation of firm’s office location in relation to the Authority service area.

Describe the firm’s ability to respond immediately to emergency situations which may occur. Maximum of one page

Note: Page counts are single-sided

C. Proposal Submission

The offeror’s proposal shall include completed forms (refer to item B above in this section). These documents and the offeror’s proposal must be submitted and received by the Authority (hard copy delivered by hand/courier or electronically through eVA) no later than the closing date and time stated on Page 1 “Request for Proposal (RFP).”

1. If submitting electronically through eVA, one (1) electronic document in searchable PDF format of the entire proposal as one document, INCLUDING ALL ATTACHMENTS must be uploaded through the eVA online submission portal.

a) Contact eVA Customer Care for instructions and/or assistance in registering to become a vendor, login, and/or how to upload documents. eVA Customer Care: Hours, 8:00 AM to 4:45 PM, Monday through Friday, Phone Toll Free 866-289-7367, email eVACustomerCare@DGS.virginia.gov.

b) eVA will not allow an offeror to upload documents after the deadline set for receipt of proposals. Any submission partially uploaded at the date and time mailto:eVACustomerCare@DGS.virginia.gov

April 16, 2026 Page 12 of 20 set for receipt of proposals will be considered incomplete and will not be accepted.

c) The Authority is not responsible for any loss or delay with respect to the submission of proposals.

d) Should the proposal contain proprietary information, provide one (1) redacted electronic copy of the proposal and attachments with proprietary portions removed or blacked out. This redacted copy should follow the same upload procedures as described above in this section. This redacted copy should be clearly marked “Redacted Copy” within the name of the document. The classification of an entire proposal document as proprietary or trade secrets is not acceptable. The Authority shall not be responsible for the offeror’s failure to exclude proprietary information from this redacted copy.

2. If submitting a paper proposal, the offeror shall submit all required proposal documents referenced in section VII.B. “Proposal Documents”. All required documents shall be placed in an opaque envelope and sealed. Any notation or notations on the exterior of the envelope, purporting to alter, amend, modify, or revise the proposal contained within the envelope shall be of no effect and shall be disregarded.

a) The RFP number and closing date must be clearly marked on the outside of the envelope. Each sealed envelope containing a proposal must be plainly marked on the outside as follows:

(1) RFP Title

(2) RFP#

(3) Name of the offeror

(4) Address of the offeror

(5) Due Date and Time

Should any proposal be received which is not so identified, the offeror assumes the risk that the submission will be opened prior to the proposal opening.

b) Sealed proposals shall be delivered to the Authority by one of the delivery methods below. Proposals received by the Authority after the due date and time set for proposals will not be considered.

Mail to: (US Mail) or Hand Deliver to: (FEDEX, UPS, etc.)

Rivanna Water & Sewer Authority Rivanna Water & Sewer Authority Attn: Miranda Baird Attn: Miranda Baird 695 Moores Creek Lane Administration Office Charlottesville, VA 22902 695 Moores Creek Lane

(434) 977-2970 Charlottesville, VA 22902

(434) 977-2970

April 16, 2026 Page 13 of 20

D. Late Proposals

It is the responsibility of the firm to ensure the Authority receives its proposal by the date and time specified for receipt of proposals. No proposal or modifications to submitted proposals will be accepted if received after the proposal due date and time. Late proposals will be unopened, rejected, stored for 60 days by the Authority, and then disposed of or returned at the offeror’s expense.

E. Withdrawal of Proposal

Proposals may be withdrawn by written notice received prior to the date and time specified for receipt of proposals.

VIII. EVALUATION AND AWARD OF CONTRACT

A. Acceptance or Rejection of Proposals

The Authority reserves the right to waive informalities in proposals, to reject any and all proposals after all have been examined or to accept the proposal(s) which it deems most favorable to the interests of the Authority in accordance with the VPPA.

B. Evaluation Criteria

It is the intent of the Authority to make a selection considered to best serve the interests and needs of the Authority. Proposals will be reviewed and evaluated by Authority Engineering Staff (herein known as the “Selection Committee”), and firm(s) will be selected for the short listing using the following:

1. Qualifications of the firms and their proposed project team

2. Responsiveness to the Scope of Services

3. Professional competence as evidenced by the firm’s submitted proposal

4. Qualifications and depth of key personnel

5. Firm’s experience with similar size/type projects

6. Firms record of accomplishing similar work within the estimated time and cost estimates

7. Geographic location of personnel working on project

8. Quality of previous work performed for the Authority and/or other clients

9. Reasonableness and equity of fee structure

10. Reference inquiries

11. The firm’s ability to quickly and efficiently respond to emergency conditions and other factors.

12. Qualifications of any secondary consultants who would perform services with your firm

April 16, 2026 Page 14 of 20

The Authority reserves the right to make a selection based solely on proposal responses, or to short-list and schedule interviews with several firms to assist in the selection process.

C. Award of Contract

The selection committee shall engage in individual discussions and interviews with two or more firms deemed fully qualified, professionally competent, responsible, and suitable on the basis of initial responses. Repetitive informal interviews are permitted. Firms are encouraged to elaborate on their relevant qualifications, performance data, and staff expertise. Proprietary information from competing firms (including data on estimated billable-hours or rates and the plan for accomplishing the scope of work) will not be disclosed to the public or to competitors provided such information is duly marked as “Proprietary Information” by the firm and the designation is justified as required by § 2.2-4342, Code of Virginia, as amended. At the conclusion of the interviews, on the basis of evaluation criteria outlined in the RFP and all information developed in the selection process to this point, the Authority shall rank, in the order of preference, the interviewed firms whose professional qualifications and proposed services are deemed most meritorious.

Negotiations shall then be conducted with the firm ranked first to establish an acceptable Term Contract, including hourly rates considered fair and reasonable and which compare favorably with the typical labor rates for the various engineering classifications/disciplines/skill levels required for the work. A contract will be awarded to the selected firm. The Authority may then issue work authorizations. If other firms interviewed were also determined to be qualified, negotiations may be conducted in order to also establish acceptable Term Contracts with them in advance of awarding the Term Contracts.

The Authority may issue Term Contracts to no more than three of the fully qualified and best suited firms. When multiple awards are made, the issuing work authorizations among the selected firms during the contract term shall be at the sole discretion of the Authority.

A Notice of Award will be posted on the Authority’s website and on eVA.

The Authority retains the right to reject all proposals and to re-advertise the RFP.

D. Fees

The Contract Award prepared by the Authority will document the negotiated labor rates for the various engineering/classifications/disciplines/skill levels. These rates will be used by the Authority in arriving at lump-sum fees and any hourly rate work that is authorized by the Authority for work authorizations issued under the Term Contracts resulting from this solicitation.

1. If a work authorization is to be performed on a lump-sum basis, the Authority shall determine a lump sum based on the Scope of Services required, the estimated billable-hours required for each classification/discipline/skill level, and the labor rates agreed upon during the contract negotiations.

The sum of all projects performed in a contract term shall not exceed the monetary thresholds as defined by § 2.2-4303.1 of the Code of Virginia, as amended.

April 16, 2026 Page 15 of 20

E. Contract Term

The selected firm(s) will be required to sign an Authority standard contract. A copy of the Professional Engineering Services Agreement template is included in Appendix B. Below are several items that must be included in any contract with a successful offeror. This list is not intended to be inclusive, but only to make explicit some special requirements.

1. A statement of affirmative action and non-discrimination

2. If, for any reason, the firm fails to fulfill in a timely and proper manner its obligations under this contract, the Authority shall have the right to terminate this contract by written notice no less than 30 days before a stated termination date. Either party may terminate this contract for any reason with written notice no less than 90 days before a stated termination date. In either event, work commenced before termination of this contract shall be completed by the firm, at the option of the Authority.

3. The Authority reserves the right to negotiate for additional services that may be required during the contract term.

4. The contract shall be for one year from the date of award (“Initial Contract Term”) with the option to renew the contract for an additional three (3) one-year renewals, for a total contract length not to exceed four (4) years. Renewals shall be automatic unless either party notifies the other party in writing 30 days prior to the renewal effective date.

F. Price Indexing

Pricing shall be fixed for the initial contract term ending 12 months after award. Each renewal term will be subject to a price adjustment, not to exceed a 2% increase or decrease based on the April CPI-U as published on the U.S. Department of Labor, Bureau of Labor Statistics. The Authority shall receive the benefits of any price decreases. Firms may request a price adjustment for billable rates no more than once per renewal term. The adjusted price will be effective on the first day of the new contract renewal term. Requests for price adjustments must be submitted to the Authority 60 days prior to the end of the current contract term. Price adjustment requests are to be submitted electronically to mbaird@rivanna.org.

Example Formula for Adjustment(s) †:

Index April 2024 April 2025

CPI-U 313.548 320.795

% of Change 2.31%

† Numbers above are for example purposes only. The actual CPI-U values must be researched and inserted at time of price adjustment request.

mailto:mbaird@rivanna.org Victoria Fort Why June? Is this assuming an August 1 start of contract or is that standard across all Term Contracts?

Lonnie Wood CPIU comes out later, usually 2 month lag. Working should probably be April or May

April 16, 2026 Page 16 of 20

IX. GENERAL PROVISIONS

A. Conformance With Virginia Public Procurement Act

Competitive negotiations shall be used for the procurement of “Professional Services” as defined by the Virginia Public Procurement Act (VPPA) and authorized by the Authority Board of Directors.

B. ADA Reasonable Accommodation Clause

If you require reasonable accommodation for any type of disability to participate in this procurement, please contact the Authority at (434) 977-2970 to plan arrangements.

C. Ownership of Documents

All documents developed solely for and paid for by the Authority, including but not limited to tracings, as-built drawings, estimates, digital information, computer model and data, specifications, investigations and studies completed or partially completed, inspection logs, and photographs, shall be the property of the Authority upon completion of the work or termination of the contract, and upon the Authority making full payment for work.

D. Submission of Proprietary Information

All information submitted to the Authority in response to this solicitation will constitute public information and will be available to the public for inspection upon request pursuant to the Virginia Freedom of Information Act (FOIA).

Pursuant to Code of Virginia § 2.2-4342, a offeror may request an exception to disclosure for trade secrets or proprietary information as such is defined under Code of Virginia § 59.1-336, part of the Uniform Trade Secrets Act.

In order to claim this exemption, the offeror shall perform ALL of the following: (i) include a written request indicating offeror’s desire to invoke the protections of Code of Virginia § 2.2-4342 with submitted proposal materials/data; (ii) specifically identify the data or other materials to be protected by clearly labeling each page containing applicable data as PROPRIETARY; and (iii) to the Authority’s satisfaction, articulate the rationale for why protection for the particular data or materials is necessary. The classification of the entire proposal document as proprietary or trade secrets is not acceptable.

Without waiving sovereign immunity or any other available defenses, the Authority asserts that failure to meet all of these requirements will result in the data or materials being open for inspection in response to a valid inquiry under FOIA and will serve to waive any right of the offeror to assert a claim against the Authority for disclosure of trade secrets or proprietary information.

Offeror shall be responsible for intervening and defending, at its own expense, any demands made upon the Authority by third parties for production of any such items.

E. Anti-Discrimination

By submitting their proposal, offeror certify to the Authority that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With

April 16, 2026 Page 17 of 20

Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient’s religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).

In every contract over $10,000 the provisions in 1. and 2. below apply:

1. During the performance of the contract, the contractor agrees as follows:

a) The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, status as military family, 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 contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b) The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal 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.

d) The requirements of these provisions 1. and 2. are a material part of the contract. If the contractor violates one of these provisions, the Authority may terminate the affected part of this contract for breach, or at its option, the whole contract. Violation of one of these provisions may also result in debarment from Authority contracting regardless of whether the specific contract is terminated.

2. The contractor will include in the provisions of No. 1 above in every subcontract or purchase order over $10,000, so that the provision will be binding upon each subcontractor or vendor.

F. Anti-Discrimination of Faith-Based Organizations

The Authority does not discriminate against faith-based organizations.

G. Ethics In Public Contracting

By submitting their proposal the offeror certifies that their proposal is made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other

April 16, 2026 Page 18 of 20 offeror, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction, any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged. (Code of Virginia § 2.2-4367).

H. Insurance Coverage

By signing and submitting a proposal under this solicitation, the offeror certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers’ compensation insurance in accordance with §§ 2.2-4332 and 65.2-800 et seq. of the Code of Virginia. The offeror further certifies that the contractor and any subcontractors will maintain these insurance coverages during the entire term of the contract and that all coverage will be provided by companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

MINIMUM INSURANCE COVERAGES AND LIMITS:

THIRD PARTY LIABILITY INSURANCE

Third-Party Liability and Workers’ Compensation Insurance will be placed with an insurance carriers authorized to conduct business within the Commonwealth of Virginia and have an A.M.

Best Rating of at least “A” during the entire term of this lease agreement via a Commercial General Liability, Business Auto Policy, a Workers’ Compensation insurance policy and an Excess Third Party Liability insurance policy as approved for use by the Commonwealth of Virginia’ Bureau of Insurance or a self-insured casualty program with an insurance organization acceptable to the Authority during the entire term of this contract.

Certificates of Insurance are to be provided to the Authority no later than thirty-days (30) prior to the start of any work by Contractor. A thirty-days (30) notice of cancellation, reduction in coverage, changes in any terms, conditions, limits, deductibles, retentions, etc. applicable to the Contractor’s insurance program will be provided to the Authority as they may occur during the term of this lease agreement.

All work and operations by either the Contractor or Authority or any subcontractor that is usual and incidental to the work being performed will be included in all insurance contracts provided by the Contractor.

For any insurance coverage proffered or provided on behalf of the Contractor, the Authority shall require a waiver of subrogation. The Contractor agrees and understands that the Authority will not waive subrogation.

The Authority will be included as an Additional Insureds on a Primary and noncontributory basis.

The minimum limits will be as follows:

Commercial General Liability General Aggregate Limit $2,000,000 Products-Completed Operations Aggregate $2,000,000

April 16, 2026 Page 19 of 20

Personal and Advertising Injury $1,000,000 Each Occurrence Limit $1,000,000 Fire Damage Limit (Any One Fire) $ 100,000 Medical Expense Limit (Any One Person) $ 5,000 Business Automobile Combined Single Limits $1,000,000 Uninsured Motorist $1,000,000 Hired, Rented and Leased Autos $1,000,000 Non-Owned Autos $1,000,000 Workers’ Compensation and Employers Liability Workers’ Compensation Statutory Benefits Employers Liability $500/$500/$500,000 or Amount Necessary for Excess Liability Underwriters Excess Third-Party Liability General Aggregate $1,000,000 (or higher) Products-Completed Operations $1,000,000 Each Incident Limit $1,000,000 Over and Above these Primary Placements:

Commercial General Liability Business Auto Liability Including Hired and Non-Owned Auto Liability Employers Liability

Real and Personal Property of Contractor 100% of the value of the real or personal property being used to complete the contract.

Plans, Charts, and Other Personal Property of the Contractor All plans, charts, and other personal property for the construction work of the Contractor will be provided to the Authority in either a hard paper copy or via a computer disc or fob at the Authority’s request. In either case, the documents will be insured for Valuable Papers and Records reproduction and the Electronic Data Processing reproduction protection so they can be reprinted by the Authority if necessary. A $100,000 Valuable Paper and Records minimum limit is suggested along with the same limits for EDP data reproduction coverages while in the care, custody, or control of the Contractor.

The Contractor will retain the records in their computer via the Cloud or at an off-site location for their protection during the term of this agreement and for at least 2 years after the work has been accepted by the Authority.

The Contractor’s personal property will be insured by the Contractor as per the Contractor’s direction to the Contractor’s insurance agent or insurance company.

The Contractor will be responsible for all the Contractor’s personal property used in the performance of this contract and while the personal property is in transit, at the job site, and then removed after the work has been completed.

April 16, 2026 Page 20 of 20

All personal property used by the Contractor will remain the property of the Contractor during and after the life of this agreement and will be insured as per the Contractor’s options for limits, coverages, deductibles, terms, and conditions.

The Authority, their officials, officers, agents, and employees will be held harmless for any damages or loss to either the plans or the personal/real property of the Contractor and all Subcontractors.

X. APPENDICES

A. Professional Engineering Services Agreement

See Appendix A

JAW 12/6/17 SAS 8/13/25

SAS 5/24/22 VMF 3/29/26

SAS 9/13/22

SAS 4/20/23

ENGINEERING SERVICES AGREEMENT

BY AND BETWEEN

RIVANNA WATER AND SEWER AUTHORITY

695 MOORES CREEK LANE

CHARLOTTESVILLE, VA 22902

AND

(NAME AND ADDRESS OF CONSULTING FIRM)

ENGINEERING SERVICES AGREEMENT

THIS AGREEMENT, is entered into as of _____________, 2026 by and between the Rivanna Water and Sewer Authority in a joint effort with the Rivanna Solid Waste Authority, both Authorities duly organized and existing under the laws of the Commonwealth of Virginia, both having an office and place of business at 695 Moores Creek Lane, Charlottesville, Virginia, 22902 hereinafter referred to as the “Authority”, and _________________, a _____________ duly organized and existing under the laws of the State of ______________, having an office and place of business at ___________________________, hereinafter referred to as the "Engineer.”

WITNESSETH:

WHEREAS, the Authority selected and retained the Engineer on the basis of a lawfully conducted procurement process and awarded based upon its Request for Proposal for TERM

CONTRACT FOR PROFESSIONAL DAM ENGINEERING CONSULTING SERVICES

undertaken in _____________ 2026 (RFP #26-03);

WHEREAS, as a result of this award, the Authority may, at its sole discretion, authorize the Engineer to perform dam engineering consulting services and other such tasks and services as requested by the Authority from time to time;

WHEREAS, the Engineer represents that it is duly licensed in Virginia, where necessary, qualified, and authorized to provide such engineering consulting services and that such services will be performed by highly experienced, highly qualified and duly licensed personnel; and

WHEREAS, the parties now desire to set forth the terms and conditions under which such services shall be performed for a period beginning and expiring with the dates as defined in Article 3 below.

NOW THEREFORE:

APPENDIX A

In consideration of the promises and mutual covenants herein contained, the parties hereto agree as follows:

ARTICLE 1 - STATEMENT OF WORK

a. The Engineer shall provide various dam engineering services as needed by the Authority for the continued operation of existing and future dams and related structures. Projects may include studies, evaluations, operation and maintenance projects, or upgrades to any of the dams or ancillary structures which are owned or operated by the Authority, and other such tasks and services as requested by the Authority from time to time. All arrangements for such Services shall be made only by written Work Authorization duly executed on behalf of the Authority and the Engineer.

b. The specific Services to be provided shall be described in executed Work Authorizations, which may incorporate by reference detail from other documents. Such Services to be provided are described in detail in Exhibit A - Definitions. Such Work Authorizations may be amended or supplemented from time to time during the term of this Agreement, as further described in Article 7 - Changes. Each Work Authorization shall specify this Agreement, shall contain a unique reference date, shall contain a reference to the project number and shall contain appropriate requirements and information for the control and monitoring of Work. Such requirements and information shall include, but are not necessarily limited to, the following:

• Statement of Services to be furnished;

• Anticipated Start and completion dates, and other task milestones as defined under Exhibit A;

• Deadlines and composition of reporting on the progress toward completion of

Services;

• Ceiling or Fixed price (all labor rates shall be pursuant to Exhibit B);

• Work Authorization type (i.e., Fixed Price or Time and Materials);

• The Authority’s Project Manager; and

• The…