823624forestcpeake.pdf

REQUEST FOR PROPOSAL

26-176-4342-1

URBAN FORESTRY MASTER PLAN

Release Project Date May 11, 2026

Submission of Question Deadline May 27, 2026, 2:00pm

Submission of Response Deadline June 17, 2026, 2:00pm

Evaluation of Proposals June 24, 2026

Contract Award July 22, 2026

Submissions are accepted electronically at City’s e-Procurement Portal:

https://procurement.opengov.com/portal/cityofchesapeakeva

Request For Proposal #26-176-4342-1 Title: Urban Forestry Master Plan

Table Of Contents

1. Purpose

2. Background

3. Scope of Work

4. Schedule of Events

5. Conflicts and Questions

6. Proposal Preparation and Submission Instructions

7. Specific Proposal Instructions

8. Disclosure of Proposal Contents

9. Evaluation and Award Criteria

10. Oral Presentations

11. Award of Contract

12. Period of Performance

13. Pricing/ Fee Schedule

14. Vendor Required Information

15. Required General Terms and Conditions for Professional Services

16. Special Terms and Conditions for Professional Services

17. Attachments

1. Purpose

The City of Chesapeake and its Parks, Recreation and Tourism Department are seeking qualified firms to develop and produce the City’s first Urban Forestry Master Plan (UFMP). The UFMP will guide the long-term management, health, and sustainability of the City’s urban tree canopy. The selected firm will collaborate with City staff and stakeholders to create a data-driven, actionable plan.

Proposers are encouraged to recommend additional elements, methodologies, or adjustments that could improve or clarify the project scope.

The City of Chesapeake does not discriminate against faith-based organizations in accordance with

Code of Virginia Section 2.2-4343.1 or against any contractor, bid, 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.

2. Background

The City of Chesapeake is situated in southeastern Virginia and is one of ten independent localities, along with six counties and one town which make up the Hampton Roads region. With a population of over 250,000 people, Chesapeake is the second-most populous independent city in Virginia, tenth largest in the Mid-Atlantic, and the 90th most populous city in the United States.

The City of Chesapeake was formed in 1963 through the consolidation of the City of South Norfolk and Norfolk County. The consolidation resulted in a unique variety of landscapes within the city, with

Chesapeake developing three distinct built environments: a densely populated urban core, a primarily residential suburban ring, and a large rural landscape where much of the land is still in active agriculture. Interwoven within its rich neighborhoods and commercials districts, Chesapeake has more than 3,200 acres of parkland. The city is 353 square miles and houses a portion of the Great

Dismal Swamp National Wildlife Refuge as well as portions of the Atlantic Intracoastal Waterway. The

City has held a Tree City USA designation for the past 39 years.

3. Scope of Work

3.1. SCOPE OF SERVICES

The City of Chesapeake seeks a comprehensive Urban Forestry Master Plan (UFMP) that aligns with the City’s vision to protect, enhance, and sustain its urban and community forests. The Plan should support a healthy, diverse, and resilient tree canopy that benefits current residents, future generations, and Chesapeake’s environmental, social, and economic well-being.

Primary goals include improving canopy quality and coverage, expanding wildlife habitat, mitigating heat islands, increasing equity in canopy distribution, and maximizing long-term environmental benefits.

The Consultant Will Address the Following Key Elements:

• Integrate existing canopy assessment data from Tree Plotter or approved equivalent.

• Quantify current and future ecosystem service benefits.

• Establish realistic canopy goals and an implementation timeline.

• Develop a public inventory of trees on City-owned property, including species, size, GPS location, condition rating, hazards, and distribution metrics. Data must be exportable for use in

City mapping systems.

• Create a public-facing interactive map similar to the interactive map serving the City of Virginia

Beach.

• Develop management and maintenance recommendations in collaboration with City staff.

• Identify vacant planting sites throughout the city, including street medians and City-owned parcels.

• Recommend strategies to improve efficiencies, lower costs, and reduce liabilities, while enhancing interdepartmental coordination and communication.

• Propose incentives for tree planting and maintenance.

• Draft tree preservation ordinance language and evaluate applicable policy tools.

• Identify strategies to improve urban forest resilience, particularly against invasive species, pests, and catastrophic events.

• Outline approaches for climate adaptation, heat-island mitigation, and improved air and water quality.

• Recommend strategies to improve community health and well-being through urban forestry.

• Promote community stewardship and support involvement of nonprofit partners.

• Recommend policies to protect champion and heritage trees.

3.2. PROJECT DELIVERABLES

Deliverables Include:

• Draft plan outline by chapter for City approval.

• 50% completion of draft for City review and feedback.

• 80% completion of draft for City review and feedback.

• Final 100% UFMP within 30 days of receiving final City comments.

• One presentation to City Council on the UFMP process, findings, and recommendations (potentially including a proposed tree ordinance).

• Two community engagement events during plan development.

3.3. MINIMUM QUALIFICATIONS

Proposers Must Meet the Following Minimum Qualifications to be Considered for Award:

• Demonstrated experience developing Urban Forestry Master Plans or similar long-range urban forest, natural resource, or environmental management plans for municipalities of comparable size and complexity.

• Proven expertise in urban forestry, arboriculture, landscape architecture, urban planning, environmental science, or related fields, with key project staff holding relevant certifications such as ISA Certified Arborist, ISA Municipal Specialist, or ASCA Registered Consulting

Arborist.

• Documented experience performing comprehensive tree inventories, canopy assessments, and GIS-based analyses, including use of platforms such as Tree Plotter or equivalent systems.

• Ability to produce high-quality public-facing digital tools, including interactive GIS-based maps or dashboards.

• Experience collaborating with local governments, including coordination across departments and facilitation of community meetings, workshops, or stakeholder engagement activities.

• Demonstrated capability to analyze and draft policy or ordinance language related to tree preservation, land development, or natural resource management.

• Sufficient staffing capacity and project management experience to complete the UFMP within the required schedule, including the development of draft and final deliverables.

• All project staff listed in the organizational chart must include their current certifications and licenses, including applicable International Society of Arboriculture (ISA) credentials.

• The organizational chart must identify all personnel contributing to the development of the plan and clearly designate the primary point of contact.

• Demonstrated knowledge of all relevant federal, state, and local regulations and standards.

• Documented experience performing similar projects.

• Demonstrated knowledge of ISA Best Management Practices (BMPs) and professional standards.

To Be Considered, The Proposal Must Include:

• A general description of the firm, including credentials and background of the principal and key team members assigned to the project.

• A documented summary of past and current experience, including at least two examples of

Urban Forestry Master Plans and Tree Inventory services completed for municipal or public agencies.

• A statement demonstrating the proposer’s understanding of the project and its goals.

• A detailed description of the proposer’s project management approach, addressing all tasks listed in the Scope of Work, plus any additional steps or tasks that would improve project quality and support the City's mission. The thoroughness and quality of this section will be used as an evaluation criterion.

• A project schedule/timeline by task, including sequencing.

• Consultant concerns or recommended alternative approaches.

• A statement agreeing to the City’s standard Consultant Services contract and insurance requirements.

• A Statement of Qualifications.

• A list of subcontractors (if applicable) and their qualifications.

• A minimum of three related business references, including names, addresses, phone numbers, and a description of work performed.

4. Schedule of Events

The City will make every effort to adhere to the following schedule leading to the award of a contract;

however, this schedule is subject to change. Offerors will be notified of significant schedule changes.

Release Project Date: May 11, 2026

Submission of Question Deadline: May 27, 2026, 2:00pm

Submission of Response Deadline: June 17, 2026, 2:00pm

Evaluation of Proposals: June 24, 2026

Contract Award: July 22, 2026

5. Conflicts and Questions

Should there be conflicts with the RFP and a proposal, the RFP takes precedence unless otherwise agreed to in writing.

Questions regarding this Urban Forestry Master Plan should be directed to Terri Mazarakisvia the

City's e-Procurement Portal. All questions and requests for clarification must be received by the

Purchasing Division before 2:00 pm Wednesday, May 27, 2026.

Conflict of Interest: The Offeror represents to the City that it is entering into this agreement with the

City does not entail any violation of the Virginia Conflict of Interest Act.

6. Proposal Preparation and Submission Instructions

A. Proposals shall be signed by an authorized representative of the offeror. This includes the Letter of Transmittal and acknowledgement of all Addendums. All information requested must be submitted. Failure to submit all information requested may result in the Purchasing Division requiring prompt submission of missing information, giving a lowered evaluation of the proposal, or finding the proposal non-responsive. Mandatory requirements are those required by law or such that they are determined in the sole discretion of the Procurement Administrator to be formalities that cannot be waived and are not subject to negotiation.

B. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content. Elaborate brochures and excessive promotional materials are not required or desired.

C. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph should reference the paragraph number of the corresponding section of the RFP. Offeror shall adhere to the instructions outlined in Section 7 (“SPECIFIC PROPOSAL INSTRUCTIONS”) for submitting a completed proposal. The proposal should contain a table of contents which cross references the RFP requirements. Information which the Offeror desires to present that does not fall within an area of the requirement of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized as outlined risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed. The following information must be contained in the proposal. Proposals submitted are to conform to the following:

1. The minimum font size shall be 10-point.

2. Page size shall be limited to 8.5 by 11-inch paper.

3. Proposals shall be submitted as one (1) electronic PDF document and be as thorough and detailed as possible so that the Selection Committee may properly evaluate the offeror’s capabilities to provide required services.

D. As used in this RFP, the terms "must" and "shall" identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. The terms "should" or “may” are highly desirable, and would be useful, but their absence will not have a large impact and they are not absolutely necessary. The inability of an Offeror to satisfy a "must" or "shall" requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offerors’ proposal. As used in this RFP, the terms “successful offeror” and “consultant team” both refer to an offeror which is awarded a contract pursuant to this RFP, and are used interchangeably.

https://procurement.opengov.com/portal/cityofchesapeakeva/projects/247226

E. Ownership of all data, materials, and documentation originated and prepared for the City pursuant to the RFP shall belong exclusively to the City and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the offeror must invoke the protections of § 2.2-4342(F) of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document or prequalification application, line-item prices, and total proposal prices as proprietary or trade secrets is invalid and such documents will be disclosed in full upon request by the public, as required by law.

F. Any and all costs or expenses incurred or associated with the preparation of responses to this Request for Proposals, including site visits, oral presentations and any other costs shall be entirely the responsibility of the offeror and shall not be reimbursable in any manner by the City.

G. The City reserves the right to reject any or all proposals, to waive any technicalities in proposals received, and to negotiate and to accept the proposal which shall be in the City’s best interest.

H. The City may cancel this Request for Proposals at any time prior to an award and is not required to furnish a reason why a particular proposal was not deemed the most advantageous.

I. The right is reserved, as the interests of the City may require, to revise and amend the specifications prior to the date set for acceptance of proposals; the acceptance date may be postponed if deemed necessary by the Procurement Administrator. Such revisions and amendments, if any, will be announced by an addendum to this solicitation and posted on the City's e-Procurement Portal.

7. Specific Proposal Instructions

Format and Content of Proposal: Offerors should organize their proposals using the following

TABBED-SECTION format. Proposals should be as thorough and detailed as possible so that the

City may properly evaluate your capabilities to provide the required services. The proposal should address the items included in the Scope of Services and in the Criteria for Proposal Evaluation.

Proposals should provide straightforward and concise responses to requests for information and descriptions of qualifications and capabilities. One full copy of the proposal should be uploaded and submitted via the City’s OpenGov website with all documentation in a single volume. Failure to do so will result in a lowered evaluation. Incomplete proposals may be determined nonresponsive.

In order to be considered for selection, Offerors must submit a complete response to this solicitation via the City's e-Procurement Portal. The Offeror shall provide the following tabbed sections accordingly:

Tab 1: Letter of Transmittal

A. A brief executive summary of the Offeror’s understanding of the services sought through this

RFP, and description of the underlying philosophy of the Offeror in providing the services.

B. The name, position, address, telephone number, and email address of the individual(s) who are authorized to make representations on behalf of the Offeror.

C. A statement that the signatory on the transmittal letter and the RFP Offer is authorized to bind the Offeror to contract with the City of Chesapeake.

Tab 2: Experience and Qualifications

A. Provide a clear and comprehensive summary of the firm’s specialized experience and professional qualifications, along with those of any proposed sub-consultants. Include detailed information demonstrating expertise in urban forestry, tree inventory work, policy development, and related technical disciplines.

B. Highlight the firm’s proven success on comparable municipal projects, emphasizing relevant credentials, certifications, and the capability of the proposed team to deliver high-quality results for the City of Chesapeake. Provide examples that illustrate technical depth, project experience, and the strength of the team’s collective qualifications.

Tab 3: Specialized Experience and Qualifications of Key Project Team Members

A. Provide detailed information demonstrating the expertise and qualifications of the key personnel proposed for this contract. This tab should include each team member’s specialized experience, professional credentials, technical competencies, and evidence of successful performance on comparable urban forestry or municipal planning projects.

B. Also, describe how the combined strengths of the proposed project team support the effective delivery of all required services.

Tab 4: Record of Timely and Cost-Effective Performance

A. Provide evidence of the firm’s proven ability to complete projects on time and within budget.

Include examples of similar work that demonstrate reliable project management, adherence to established schedules, and effective control of consultant costs.

B. Highlight specific projects where the firm successfully met required timeframes, managed resources efficiently, and delivered high-quality results for municipal or comparable clients.

Provide any relevant performance metrics, client references, or outcome summaries that illustrate consistent, cost-effective performance.

Tab 5: Quality of Previous Work

A. Demonstrate the firm’s history of delivering high-quality, accurate, and reliable work for the City of Chesapeake or for comparable governmental agencies. Provide examples that illustrate the firm’s ability to produce well-executed project deliverables, maintain strong communication, and uphold professional standards throughout the duration of past contracts.

B. Include summaries of previous projects, descriptions of work products, client feedback (when available), and evidence of meeting or exceeding project expectations. Emphasis should be placed on consistency, attention to detail, and overall effectiveness of the firm’s past performance.

Tab 6: Meeting the City’s Service Needs

A. Demonstrate how the proposed approach fully meets the City’s desired services and responds to all components of the Scope of Work. Clearly describe how the firm’s methodology, resources, and project understanding align with the City’s goals for the Urban Forestry Master

Plan.

B. Provide a comprehensive explanation of how the proposed services address the City’s technical, operational, and strategic needs; ensure that all tasks, deliverables, and expectations outlined in the RFP are directly and thoroughly addressed. Highlight any added value, efficiencies, or innovative approaches that support successful project outcomes and strengthen alignment with the City’s objectives.

Tab 7: Overall Proposal Quality and Completeness

A. Present the proposal in a clear, organized, and comprehensive manner, demonstrating the firm’s full understanding of the City of Chesapeake’s needs for the Urban Forestry Master

Plan. Provide information showing that the proposal is coherent, well-structured, and responsive to all RFP requirements.

B. Content in this tab should highlight the clarity of the proposed approach, the quality of writing, and the internal consistency between all proposal sections. Include any summary elements, cross-references, or supporting explanations that help convey the firm’s methodology, capabilities, and the overall value offered to the City.

C. Proposals that are thorough, professionally assembled, and easy for evaluators to review will receive higher consideration under this tab.

Tab 8: Additional or Miscellaneous Information

A. Resumes and other specific items or data requested in the RFP that is not included under a specific Tab.

B. Offeror shall provide a copy of appropriate license(s) and Certificate of Insurance indicating compliance with the insurance requirements as outlined in the General Terms and

Conditions.

8. Disclosure of Proposal Contents

Offerors should be aware that the terms of the contract are public information and can be accessed by the public, except as provided herein as to trade secrets and proprietary information. The City or third parties may use any ideas presented in any proposal. Selection or rejection of the proposal does not affect this provision.

9. Evaluation and Award Criteria

Evaluation of proposals will be under the complete jurisdiction of the City and shall be in accordance with the City of Chesapeake’s Purchasing Policies and Procedures Manual and Chesapeake Code

Section 54-67(4). A Selection Committee to be wholly or primarily composed of representatives from the City will evaluate each proposal received and submit a recommendation to the Procurement

Administrator. The Selection Committee will evaluate each proposal pursuant to its standard procurement procedures consistent with the procurement of services through competitive negotiation. Selection will be made on the basis of responsive/responsible determination, qualifications and experience, references, resources and cost of services. All factors will be scored based solely on the Selection Committee’s evaluation.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience and Qualifications (Tab 2)

Evaluates the firm’s and any sub-consultants’ depth of experience, technical expertise, and professional qualifications specific to urban forestry, tree inventory work, policy development, and related disciplines. This includes demonstrated success on comparable municipal projects, relevant certifications, and the capability of the proposed team to deliver high-quality results for the City.

Points Based 25 (25% of Total)

2. Specialized Experience and

Qualifications of Key Project Team

Members (Tab 3)

Evaluates the depth, relevance, and expertise of the key project personnel proposed for this contract. This includes each team member’s specialized experience, professional credentials, technical competencies, and demonstrated success on comparable urban forestry or municipal planning projects. Consideration will also be given to the overall strength of the project team and their ability to effectively deliver the required services.

Points Based 25 (25% of Total)

3. Record of Timely and Cost-Effective

Performance (Tab 4)

Evaluates the firm’s demonstrated history of completing similar projects within the required timeframes and adhering to estimated consultant costs. This includes evidence of reliable project management, budget control, and successful delivery of comparable work for other clients.

Points Based 15 (15% of Total)

4. Quality of Previous Work (Tab 5)

Evaluates the quality, reliability, and effectiveness of work the firm has previously performed for the City of

Chesapeake or for comparable governmental agencies. Consideration will be given to the firm’s demonstrated ability to deliver accurate, well-executed, and high-quality products, as well as its track record in communication, professionalism, and meeting project expectations.

Points Based 15 (15% of Total)

5. Meeting the City's Service Needs (Tab 6)

This criterion evaluates if the proposal meets the needs of the desired services the City is seeking, including responsiveness to all components of the

Scope of Work and alignment with the

City’s goals for the Urban Forestry Master

Plan.

Points Based 10 (10% of Total)

6. Overall Proposal Quality and

Completeness (Tab 7)

This criterion evaluates the overall quality, clarity, and completeness of the proposal as a whole. Consideration will be given to how well the proposal is organized, how clearly it presents information, and the degree to which it demonstrates a full understanding of the City’s needs for the

Urban Forestry Master Plan.

This includes the coherence of the proposed approach, quality of writing, responsiveness to all RFP requirements, internal consistency among sections, and the firm’s ability to communicate its methodology, capabilities, and value to the

City. Proposals that are thorough, well-structured, and easy to evaluate will receive higher scores.

Points Based 10 (10% of Total)

10. Oral Presentations

Offerors who submit a proposal in response to this RFP may be required to give an oral presentation and engage in discussion of their proposal. This will provide an opportunity for the offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and will not include negotiation. The City will schedule the time and location of these presentations. Oral presentations are typically conducted with at least the two offerors deemed most qualified, responsible, and suitable on the basis of the written proposals (but see next). If oral presentations are conducted of a short list of Offerors ranked most highly by the Selection Committee based on written proposals, the evaluation criteria will be same as that for the written proposal.

Should the Procurement Administrator determine in writing and in his sole discretion upon recommendation by the Selection Committee that only one Offeror is fully qualified, or that one

Offeror is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that Offeror without an interview or discussion stage. In the case multiple awards are recommended, the foregoing provision may apply to multiple Offerors with whom negotiation is recommended.

11. Award of Contract

A. Procurement of professional services. The Procurement Administrator or designee shall engage in individual discussions with two or more offerors deemed fully qualified, responsible, and suitable on the basis of initial responses and with emphasis on professional competence to provide the required services. Repetitive informal interviews shall be permissible. The offerors shall be encouraged to elaborate on their qualifications and performance data or staff expertise pertinent to the proposed project, as well as alternative concepts. In addition, offerors shall be informed of any ranking criteria that will be used to evaluate professional competence of the offeror. At the discussion stage, the Procurement Administrator or designee may discuss nonbinding estimates of total project costs, including but not limited to life-cycle costing, and, where appropriate, nonbinding estimates of price for services. Proprietary information from competing offerors shall not be disclosed to the public or to competitors. At the conclusion of discussion, the Procurement Administrator or designee shall select, on the basis of evaluating factors published in the request for proposal and all the information developed in the selection process to this point, in order of preference two or more offerors whose professional qualifications and proposed services are deemed most meritorious. Negotiations shall then be conducted, beginning with the offeror ranked first. If a contract satisfactory and advantageous to the city can be negotiated at a price considered fair and reasonable, the award shall be made to that offeror. Otherwise, negotiations with the offeror ranked first shall be formally terminated and negotiations conducted with the offeror ranked second, and so on until such a contract can be negotiated at a fair and reasonable price. Notwithstanding the foregoing, if the terms and conditions for multiple awards are included in the request for proposal, a contract may be awarded to more than one offeror. For architectural or engineering services relating to multiple construction projects, if an award is made to more than one offeror, the issuing department or request for proposal must have a procedure for distributing multiple projects among the selected contractors during the contract term that is not based solely on price.

Should the Procurement Administrator or designee determine in writing and in his or her sole discretion upon recommendation by the Selection Committee that only one offeror is fully qualified or that one offeror is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that offeror.

B. Award to Multiple Offerors: The City of Chesapeake reserves the right to make multiple awards as a result of this solicitation. The award(s) will be made to the highest ranked offerors who meet the requirements of the solicitation. In the event that this contract is awarded to multiple contractors, task orders will be distributed based on factors other than solely price, such as availability, expertise, and experience. Work under these contracts for specific projects will be managed by task orders executed between the City and selected contractors.

C. Negotiations: following the oral presentations (if any), negotiations shall be conducted as follows:

1. Negotiations shall be conducted by the Chairperson, or designee(s), with the offerors ranked first and second (and possibly additional offerors based on potential multiple awards as determined in the best interest of the City). If a contract satisfactory and advantageous to the City can be negotiated at a price considered fair and reasonable, and which defines precisely the scope of services to be provided, conditions of the professional agreement, work plan and schedule, personnel and method of payment, the award of the contract shall be made to those offerors, otherwise, negotiations with the offeror ranked first and/or second shall be formally terminated as set forth below, and negotiation conducted with the next most highly ranked offeror, and so on until such a contract (or multiple contracts, if in the City’s best interest) can be negotiated at a fair and reasonable price.

2. If negotiations with the offeror ranked first are to be terminated, the Chairperson of the

Selection Committee shall forward a notice of intent to terminate negotiations to the City

Manager, with an explanation of the points which cannot be agreed upon, requesting the

City Manager’s concurrence in this action. Upon receipt of the City Manager’s concurrence, the Chairperson of the Selection committee shall promptly notify the offeror in writing and then begin negotiations with the offeror chosen second. If the City and any offeror cannot reach agreement, their negotiations shall be terminated in writing.

3. For competitively negotiated procurements, once evaluation and negotiations have been completed with selected Offeror(s), the Purchasing Division may prepare a written narrative summarizing the rationale for the criteria that are developed for each proposal negotiated. The summary shall address the merits of the proposal relative to the evaluation criteria. The City is not however, required to furnish a statement of the reason why a particular proposal was not deemed to be the most advantageous (Code of Virginia, § 2.2-

4359D). Only offerors may inspect the proposal records after evaluation and negotiations are complete, but prior to award (Chesapeake City Code § 54-75 and Code of Virginia, §

2.2-4342(D)). Once negotiations have been finalized, the Purchasing Division staff shall complete an evaluation summary and place in the procurement file. This worksheet for each Offeror negotiated with should be a compilation of the evaluation committee’s ratings.

D. A Request for Proposals or other solicitation may be cancelled, or any or all bids or proposals may be rejected, in whole or in part, when the Procurement Administrator or designee determines that it is in the best interest of the City to do so (City Code § 54-68). The reasons for such action shall be made part of the contract file.

E. The City may waive informalities in bids. "Informality" means a minor defect or variation of a bid or proposal from the exact requirements of the Invitation to Bid, or the Request for

Proposal, which does not affect the price, quality, quantity or delivery schedule for the goods, services or construction being procured.

F. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated.

12. Period of Performance

The resulting contract shall be for a period of two (2) years from the date of execution with no renewal options.

13. Pricing/ Fee Schedule

At the Negotiation Stage of the Evaluation Process, Offerors shall submit a Pricing/Fee

Schedule consistent with the requirements and terms outlined in this RFP. OFFERORS SHALL

NOT SUBMIT PRICING WITH THEIR PROPOSAL.

Hourly Rates and Cost Inclusions All hourly rates proposed under this Contract shall be fully burdened and must include all costs associated with performing the work. Offerors shall provide a price/fee proposal that includes:

• A breakdown of pricing by task, including the total cost for each task.

• Hourly rates for all proposed project positions and the estimated number of hours for each role.

• A detailed listing of all additional expenses, including but not limited to personnel, labor, materials, equipment, supplies, taxes, insurance, travel, accommodations, and overhead.

• Identification of any unbundled costs, which must be listed separately from task totals.

• A total “not-to-exceed” amount for the entire project.

No additional expenses will be allowed unless they are explicitly identified in the proposal and approved by the City.

Administrative and Overhead Items The following administrative items shall be considered included in the Offeror’s rates and fees: fax transmissions, long-distance telephone calls, mailing and courier services, materials used to prepare presentations, and typical business expenses related to producing reports, submittals, or similar documentation.

Unless expressly approved in the Fee Proposal and subject to applicable Federal Acquisition

Regulation (FAR) rules for federalized projects, the following costs are also deemed included in the

Offeror’s pricing: transportation to and from job sites, vehicles and fuel, vehicle maintenance, cell phones, computers and peripherals, software, cameras and video equipment, general office supplies, home or office administrative support, materials testing equipment, and all other overhead or incidental costs.

14. Vendor Required Information

1. Proposal Response (without Cost)*

*Response required

2. Are There Any Supplemental Agreements?*

Supplementary agreements, such as Master Service Agreements (MSAs), Service Level Agreements

(SLAs), Non-Disclosure Agreements (NDAs), or other relevant documents that you would like considered for the final contract, must be submitted along with your response.

☐ Yes

☐ No

*Response required

When equals "Yes"

2.1. If you answered “Yes” to question 3, please upload your supplemental agreements here and submit with your proposal response. *

*Response required

3. Do you take exceptions to the RFP?*

This information could be from the Scope of Work, Required General Terms and Conditions, Special

Terms and Conditions, or any other part of this Request for Proposal.

☐ Yes

☐ No

*Response required

When equals "Yes" https://procurement.opengov.com/portal/cityofchesapeakeva/projects/247226/document?section=undefined https://procurement.opengov.com/portal/cityofchesapeakeva/projects/247226/document?section=undefined https://procurement.opengov.com/portal/cityofchesapeakeva/projects/247226/document?section=undefined https://procurement.opengov.com/portal/cityofchesapeakeva/projects/247226/document?section=undefined

3.1. Offerors must provide details of any terms and conditions to which they take exception. For each exception, offerors must include the section, the number, and any other identifying information of the term and condition, and provide the full term and condition itself. Offerors must then explain the reason and propose alternative language for the term or condition to be amended.*

*Response required

4. Certification of Compliance with Immigration Laws and Regulations*

Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• CERTIFICATION_OF_COMPLIANCE...

*Response required

5. Virginia State Corporation Commission (SCC) Registration

Information*

AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: A contractor organized as a stock or non-stock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the

Commonwealth as a domestic or foreign business entity if so, required by Title 13.1 or Title 50 of the

Code of Virginia or as otherwise required by law. Any business entity described LISTED that enters into a contract with a public body pursuant to the Virginia Public Procurement Act shall not allow its existence to lapse or its certificate of authority or registration to transact business in the

Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission

(SCC). Any bidder or offeror that is not required to be authorized to transact business in the

Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law must indicate by selecting one of the following reasons why the bidder or offeror is not required to be so authorized:

☐ is a corporation or other business entity with the SCC identification number

☐ is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust

☐ is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia

(not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the bidder https://government-project.s3.us-west-2.amazonaws.com/85579/a11e714b-3088-41c4-a861-02a5206c4e37_CERTIFICATION_OF_COMPLIANCE_WITH_IMMIGRATION_LAWS_AND_REGULATIONS.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4BENJ7SCY%2F20260511%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260511T162320Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEFAaCXVzLXdlc3QtMiJIMEYCIQCURgawMs5P7nsD9cbwoTDz%2FBfD%2FcztIXzYLTop5PqDWQIhAIiKn4frdEj7RR2dpyEXblZKkhTrRCNgZbRK9oIkhUyrKowFCBkQAhoMODkyMzY0Njg3NjcyIgxf4%2BvczU9k0K%2FgU2wq6QSjlIl7VNmCxH64i6rqo1VxLKy4wAOmytLNLqpFvISepHmclD0OCn5bUK902wRuxSln7Sx0vo2hlyhXOA%2FT7MIBYzCWj%2FwRAkT17nLepI0C3jzy9%2FIYYSAQfZ6HBZoKNfijcddVU5IcuqNyyV6scQxgUX%2BTpm%2B%2B1IFKO9NOKBMg676NwSW5trJ1%2BsGEW1SlW3%2FUI1WHX0j%2FHgZWLtjwF0TpDPXFKCwULnfjsvAqhuVVq%2F7eGqzFeixoo%2FK5zownIkvPotmEYmOwNPsm9gTbIvzOmkeNAXnaOp5eK7hdhW6FGuH4HbGQrPcsnZ0q01RJKXhRj3CUTpDRhgwdkxO8SY2sJrK%2FpWAn1eDwdJt7B%2BFDKObpbbaGdhpT3YEEFgHxw5wOq1del52B85rtJT2ABNe2p%2BnroZqW6dkDbf%2BCKXUbKSyiLP3qS%2B38LSbVf1UOWwZO3%2BN3WoqLNcOBAqMNIxVqPUHGTACzBMTqUybQgSEvmoC9o20Y9tYKmv5rjvBU6gaatLDEgP0fXAr3%2BeXZ%2Bob7sZFT1qOkKtCSgo14ysZLB0M7r%2FGWFfL0RuY8rPIGbcAIiZOsVItytFq1%2Fyt2Cmvj1oyfn7aX8LZCyaxP%2BZYxYWApYoaCko7gvOTb2p6Qs8awCw4WLn3YYdnPJxrVVG0QuCdbPjy3QaoGfkb8%2BcgLSyEOEWMZLdbZB21NVHQIS1G9aDWdUVTFDx5ux3I8SEOZ%2BDkOiALnzqt6mGKpTkpgAzO%2BqfNBq3c2QtbKCdsyW1jojD32vHMcnOF20We5Fta37oKJMGes%2FOJSp7Vl9Uz6Bcqv28A%2BovV75jC66ofQBjqYAWJCxlOEaGzGnsUE9OZcANNnqDhF6uE4X12RjpEbJYvd9WB2hnYyKnCrSdOw0%2FUyT9vIwLZ7tQGb2iwvSnjydUIeTT49AEQZ%2BtkwzXUQwbcglRSUyNdI4o8pJopCoM3UAgV9YmMBiVS4Nzi2qGgTJFYW63tPEexEoAqj1bWttB1nnwZq%2BB7JCQKWHwCiZYcJZH9trsJtglIQ&X-Amz-Signature=12200f9099c7bd8c1e23d5b7d2196e4babce6e6b6d47b19466897e18768eab88&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22CERTIFICATION_OF_COMPLIANCE_WITH_IMMIGRATION_LAWS_AND_REGULATIONS.pdf%22&x-id=GetObject in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from bidder’s out-of-state location)

☐ is an out-of-state business entity that is including with this bid an opinion of legal counsel which accurately and completely discloses the undersigned bidder’s current contacts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia.

☐ If the business entity has not completed any of the foregoing options but currently have pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for bids (The City of Chesapeake reserves the right to determine in its sole discretion whether to allow such waiver).

*Response required

6. Litigation Disclosure Form

Respond to each of the questions below by checking the appropriate box. Failure to fully and truthfully disclose the information required by this Litigation Disclosure Form may result in the disqualification of your bid or proposal from consideration or termination of the contract, once awarded. For purposes of this disclosure form, “you” means the individual or entity in whose name the bid or proposal is submitted.

6.1. Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant to this solicitation, been convicted of a felony, or a misdemeanor involving moral turpitude, during the last ten (10) years? *

☐ Yes

☐ No

*Response required

6.2. Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant to this solicitation, been terminated from any work being performed for the City of Chesapeake or any other governmental entity in the Commonwealth of

Virginia during the last ten (10) years?*

☐ Yes

☐ No

*Response required

6.3. Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant to this solicitation, been involved in any claim or litigation with the City of

Chesapeake or any other governmental entity in the Commonwealth of

Virginia during the last seven (7) years? *

☐ Yes

☐ No

*Response required

6.4. Has any parent company or wholly owned subsidiary of your company been involved in any claim or litigation with the City of Chesapeake or any other governmental entity in the Commonwealth of Virginia during the last seven (7) years? *

☐ Yes

☐ No

*Response required

6.5. If you answered “Yes” to any of the above questions, please state the name(s) of the person(s), the nature, and the status and/or outcome of the conviction, termination, claim or litigation, as applicable. Any such information should be provided on a separate page, attached to this form and submitted with your bid or proposal.

6.6. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER*

Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC).

Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include a statement describing why the bidder or offeror is not required to be so authorized.

*Response required

7. Small, Women-Owned, Minority-Owned (SWaM) and Service

Disabled Veteran-Owned Business

A certified SWaM Business is one that holds a current certification from the Virginia Department of

Small Business and Supplier Diversity (SBSD), the U.S. Small Business Association (SBA), the

Women’s Business Enterprise National Council (WBENC), National Minority Supplier Development

Council (NMSDC) or from other U.S. State and some Local Government Supplier Diversity Programs.

7.1. Is your company a certified Small, Woman or Minority Owned (SWaM)

Business or Disadvantaged Business Enterprise?*

☐ Yes

☐ No

*Response required

7.2. Certification Type

If applicable, what is your company’s certification type?

Select all that apply

☐ Small Business

☐ Woman-owned Business

☐ Minority-owned Business

☐ Service Disabled Veteran (SDV)

☐ Disadvantaged Business Enterprise (DBE)

7.3. SWaM Certificate/Supporting Documentation

If applicable, attach any supporting documentation, including certificates, in regards to your company's SWaM status.

15. Required General Terms and Conditions for Professional Services

15.1. CLARIFICATION OF TERMS

If any bidder/offeror has questions about the specifications or other solicitation documents, the bidder/offeror should contact the buyer whose name appears on the face of the solicitation no later than 5 working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the City.

15.2. MANDATORY USE OF CITY FORM

Failure to submit a bid on the official City form provided for that purpose shall be a cause for rejection of the proposal. Modification of or additions to any portion of the proposal may be cause for rejection of the proposal; however, the City reserves the right to decide on a case by case basis, in its sole discretion, whether to reject such a proposal as nonresponsive. As a precondition to its acceptance, the City may, in its sole discretion, request that the offeror withdraw or modify nonresponsive portions of a proposal which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.

15.3. ANTITRUST

By entering into a contract, the Consultant conveys, sells, assigns, and transfers to the City of

Chesapeake all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular services acquired by the City of Chesapeake under said contract.

15.4. DEBARMENT STATUS

By submitting their bids/proposals, bidders/offerors certify that they are not currently debarred by the

Commonwealth of Virginia or any political subdivision or agency of the Commonwealth from submitting bids/proposals on contracts for the type of services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

15.5. IMMIGRATION REFORM AND CONTROL ACT OF 1986

By submitting their (bids/proposals), (bidders/offerors) certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986.

15.6. ETHICS IN PUBLIC CONTRACTING

By submitting their bids/proposals, bidders/offerors certify that their bids/proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other bidders/offerors, supplier, manufacturer or subcontractor in connection with their bids/proposals, 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.

15.7. ANTI-DISCRIMINATION

By submitting their proposals, offerors certify to the City 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 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 or national origin and shall be subject to the same rules as other organizations that contract with…