823626lightCpeake.pdf

REQUEST FOR PROPOSAL

26-181-4342

"DECK THE HALL" HOLIDAY LIGHTING AND DECOR

Release Project Date May 11, 2026

Submission of Question Deadline May 15, 2026, 2:00pm

Submission of Response Deadline June 1, 2026, 2:00pm

Evaluation of Proposals June 3, 2026

Contract Award June 12, 2026

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

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

Request For Proposal #26-181-4342 Title: "Deck the Hall" Holiday Lighting and Decor

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 Criteria

10. Oral Presentations

11. Negotiations and Award of Contract

12. Period of Performance

13. Pricing/ Fee Schedule

14. Vendor Required Information

15. Required General Terms and Conditions

16. Special Terms and Conditions

17. Attachments

Attachments:

F - Map

1. Purpose

The purpose of this Request for Proposal (RFP) is to obtain sealed proposals for establishing a contract to provide the professional installation of pre-selected winter holiday lighting and décor for the City of Chesapeake Parks, Recreation and Tourism. The installation will take place at City Hall municipal grounds and surrounding areas totaling approximately 1,601,261 square feet.

In addition to seasonal décor, the City has identified a significant need for permanent lighting infrastructure to support year-round illumination, safety, and visual presentation of the municipal grounds. As part of this contract, the contractor will be responsible for the installation, integration, and proper functioning of designated permanent lighting systems, which will remain in place beyond the holiday season and serve long-term operational objectives for the City.

The contractor will be responsible for installing all specified items, which may include rentals, permanent fixtures, permanent lighting components, and décor owned or supplied by the City. The contractor must furnish all necessary materials, personnel, and equipment required to fully execute both the seasonal lighting plan and the installation of permanent lighting elements intended for ongoing use.

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

"Deck the Hall" is a longstanding, family-oriented holiday tradition hosted annually at Chesapeake

City Hall (306 Cedar Road). Running from Thanksgiving through New Year’s (typically dusk–10 p.m.

nightly), the event features a festive drive-through light display, seasonal walking nights (called

‘Fa La La Land’), and attractions such as food trucks, live entertainment, costumed characters, carolers, and holiday animals. Admission and parking are offered free to attract diverse community members and highlight City Hall as a vibrant celebration venue.

3. Scope of Work

3.1. Scope of Services

The contractor will design, construct, and deliver a comprehensive holiday lighting and décor experience across approximately 1,601,261 square feet of the City of Chesapeake City Hall grounds.

The scope includes, but is not limited to, the following elements:

1. Building Lighting: Design, Rental, Installation, Breakdown, Storage, Upkeep, and

Maintenance

The Contractor must provide both permanent lighting systems and seasonal temporary lighting.

A. Permanent Building Lighting

The Contractor shall furnish and install a color-changing, permanently mounted exterior lighting system designed for year-round architectural illumination at City facilities.

To be installed along perimeter rooflines of (see Attachments F/G for Map):

• City Hall Main Building (including front and rear archways)

• Circuit Court

• Juvenile and Domestic Relations Court

• IT Building

• Planetarium

The system must be capable of operating independently from any seasonal lighting components and must meet the following minimum requirements:

A1. System Design & Construction

• The lighting system shall use aluminum track or track material that matches the building exterior, ensuring a low-visibility, architecturally integrated installation.

• Track, mounts, and fixtures must be rated for permanent outdoor installation and resistant to UV, moisture, corrosion, and temperature fluctuations.

• LED modules shall have a minimum 100,000-hour rated lifespan.

• Minimum LED output shall be 130 lumens (per foot or per fixture, depending on system architecture).

• Fixtures must be individually secured; no adhesives or temporary mounting methods are permitted for permanent installations.

A2. Performance & Capabilities

• System must provide full-color RGB or RGBW lighting, including static colors and dynamic effects.

• The lighting shall be app-controlled, enabling scheduling, color selection, dimming, scene creation, and event/holiday programming.

• Controls must allow remote access by authorized City staff and support multiple users/permission levels.

• System shall include surge protection and power conditioning appropriate for exterior, year-round use.

A3. Electrical & Installation Requirements

• Contractor shall provide all power supplies, transformers, connectors, wiring, fasteners, and specialty hardware necessary for a complete and operational system.

• All electrical work must comply with Virginia Uniform Statewide Building Code (USBC) and National

Electrical Code (NEC) requirements.

• Any required penetrations into the building façade must be sealed and weatherproofed to maintain the integrity of the structure.

• Contractor is responsible for all lifts, scaffolding, or specialized access equipment needed for safe installation.

A4. Weatherproofing & Durability

• Fixtures and wiring must have a minimum IP65 rating or higher for protection against dust and water intrusion.

• All exterior connectors must be sealed or lockable to prevent moisture damage and ensure long-term reliability.

• System must operate in ambient temperatures ranging from –20°F to 120°F.

A5. Integration with Seasonal Lighting

• Permanent lighting shall function independently from seasonal holiday lighting systems.

• Wiring, tracks, or permanent hardware may not interfere with seasonal lighting installations or create hazards during seasonal installation or removal.

• The Contractor shall identify any potential conflicts and propose solutions during installation planning.

A6. Testing, Training & Commissioning

• Contractor shall test system functionality upon completion, including:

• Full color spectrum cycling

• Dimming and brightness adjustments

• App-based control and connectivity

• Timer and scheduling features

• Contractor shall provide on-site training to City personnel, including system operation, scheduling, troubleshooting, and maintenance.

A7. Warranty Requirements

• Minimum 5-year manufacturer warranty on LED fixtures and track.

• Minimum 2-year warranty on controllers, power supplies, and app-based control components.

• Contractor must provide documentation of all warranties and system components at project close-out.

A8. Deliverables

The Contractor shall provide the following at project completion:

• As-built diagrams showing fixture placement, wiring paths, controller locations, and power sources

• Warranty certificates for all components

• Maintenance recommendations and troubleshooting guide

• Contact information for technical support and warranty claims

B. Seasonal Temporary Building Lighting

The Contractor shall provide temporary, seasonal building lighting services on an as-requested basis for various City facilities. Work under this section includes installation, maintenance, repair, and removal of temporary lighting systems intended for short-term seasonal display. Seasonal lighting shall be installed in a manner that does not interfere with, connect to, or damage any permanent building lighting systems.

B1. Seasonal Lighting Scope

The Contractor shall furnish all labor, equipment, materials, and tools necessary to complete the following services:

• Temporary perimeter roofline lighting for designated City buildings and structures

• Installation of all temporary lighting fixtures, clips, wiring, extension cords, and power distribution equipment

• Scheduled and emergency repair/maintenance of seasonal lighting during the display period

• Breakdown and removal of all temporary lighting at the end of the display season

• Safe storage recommendations (if applicable)

The City will provide the lighting dates, building list, and installation schedule annually.

B2. Installation Requirements

• Seasonal lighting must be mounted using non-penetrating, non-damaging methods (e.g., temporary clips, removable hardware).

• Installations shall be completed in a manner that prevents damage to fascia, gutters, roofing, or permanent lighting systems.

• All lighting products must be UL-listed for temporary outdoor use.

• Contractor shall verify load capacity, ensure safe and balanced power distribution, and avoid overloading circuits.

• All work must comply with applicable electrical and safety codes.

B3. Maintenance and Repair Services

During the active lighting season, the Contractor shall:

• Perform routine checks to identify outages

• Replace failed bulbs, strings, connectors, or clips

• Diagnose and correct power issues or sectional outages

• Respond to City requests for repairs within the agreed response time (typically 24–48 hours unless otherwise specified)

B4. Removal and Site Restoration

At the end of the seasonal period, the Contractor shall:

• Remove all temporary fixtures, clips, wiring, zip ties, and supports

• Restore the site to its pre-installation condition

• Ensure no damage or residue is left on roofs, gutters, trim, or architectural features

B5. Coordination with Permanent Building Lighting

• Temporary lighting installations shall not attach to, tap into, obstruct, or modify any components of the City’s permanent building lighting system.

• Contractor must report any conflicts between seasonal installation routes and permanent lighting tracks before installation begins.

• Seasonal lighting must be fully independent and removable without impacting permanent fixtures.

2. Design, Rental, Installation, and Removal of Grounds Lighting and Décor

A. Entry Lawns (Right and Left) – Approximately 67,000 ft² Includes installation of wrapped and illuminated trees and coordinating canopy décor across:

• Right Front Entry Lawn

• Left Front Entry Lawn

• Side Entry Lawns

B. Front Flower Beds and Adjacent Areas – Approximately 30,000 ft² Includes wrapped trees (trunks and lower branches) and lighting décor in the following areas:

• Front Flower Beds

• Veteran’s Memorial

• Proximal Building Lawns and Trees

• Bus Stop Area and Shelter

C. Hedge Line & Greenery Lighting – Approximately 5,000 ft²

• Continuous illuminated elements along the entire hedge/greenery line.

3. Minimum Specific Design Requirements

All proposals must include at minimum:

• 60–70 fully wrapped tree trunks

• 10–15 wrapped trees with lighted canopy décor

• 6 large canopy trees featuring snowfall tube lighting (30 tubes per tree)

• A cohesive holiday theme and unified design

• An interactive element for public engagement

4. Up-Lighting

• Temporary up-lighting on designated trees to the right and left of City Hall

• Temporary up-lighting on the first three floors of the City Hall building

5. Additional Seasonal Décor: Design, Rental, and Installation

• One large 6-foot wreath

• One minimum 25-foot multi-colored programmable Christmas tree

• One custom “Deck the Hall" road sign (28' x 8')

• The City anticipates to purchase a holiday tree no larger than 40' prior to 2026 holiday season.

It will initially be stored at 112 Mann Street, Chesapeake, VA 23322 until ready for 2026 holiday installation by the selected vendor. After that time, the tree would require storage by the vendor during off-season. (roughly January 5th - November 12th each year)

6. Additional Décor Add-Ons (as proposed)

Contractor may provide unit pricing for additional items, including but not limited to:

• Wrapped trees

• Lit tree canopies

• Linear footage of illuminated shrubbery

• Stagnant décor pieces

• Building décor components

• Miscellaneous items (with descriptions)

7. Product & Installation Requirements

• All lighting pieces must be constructed using 3/8" and 1/2" cold-rolled steel frames, acid-dipped and powder coated.

• Connectors must be 1" cold-rolled flat bars.

• All pieces must include welded connection points to secure mounting to concrete building surfaces. (Mounting anchors are not required under this contract.)

• All bulbs must be screw-in LED type.

• City Hall building lighting (rooflines, logo, archway, columns) must use closely spaced C-9 bulbs to ensure brightness and ground-level visibility.

• Ground-mounted elements may use C-7 or C-9 bulbs.

• Steel frames and connector bars must carry a minimum 10-season warranty.

• LED bulbs must carry a minimum 3-season burn-out warranty.

• All lighting pieces must break down into sections no larger than 8' x 6' for storage.

• A color photograph must be provided for each proposed lighting element.

• All shipping charges must be included in the proposal pricing.

• The City reserves the right to select any or all lighting pieces included in the proposal.

• A proof of the custom logo design must be approved by the City prior to fabrication.

8. Pricing Requirements

Vendors shall provide complete pricing for both the Permanent Building Lighting System (Section A) and the Seasonal Temporary Building Lighting Services (Section B). All pricing must be clear, itemized, and all-inclusive of materials, labor, equipment, installation, warranties, and associated costs.

A. Permanent Building Lighting – Required Pricing

Vendors shall provide a firm, fixed price for the complete turnkey installation of the permanent lighting system at each listed City facility.

Required pricing for each facility:

• City Hall – Main Building (including front and rear archways)

• Circuit Court

• Juvenile and Domestic Relations Court

• IT Building

• Planetarium

For each facility, the price shall include:

– All materials, LED fixtures, track, wiring, connectors, and hardware

– Controllers, power supplies, surge protection, and app-based control system

– Lifts, scaffolding, labor, and installation

– Testing, commissioning, and staff training

– Warranty requirements as specified

– As-built documentation and close-out deliverables

B. Seasonal Temporary Building Lighting – Required Pricing

Vendors shall provide pricing for temporary, seasonal lighting services based on the linear footage of roofline to be installed.

Required pricing:

A. Installation Rate (per linear foot): ________

B. Seasonal Maintenance/Repair (per linear foot or per-season flat rate): ________

C. Removal/Breakdown (per linear foot): ________

D. Storage & Installation of holiday tree (no larger than 40')

E. Additional Materials (if needed, unit costs): ________

F. Optional Hourly Rates for emergency or out-of-scope services: ________

Pricing must reflect a complete service including labor, equipment, temporary clips/hardware, and compliance with all safety and electrical requirements.

C. Additional Pricing Instructions

• All prices shall remain firm for the contract term.

• Any optional or value-added items shall be listed separately.

• Vendors shall identify any exclusions or assumptions.

• The City reserves the right to request clarification or breakdowns as needed.

This pricing model provides flexibility based on building size and allows the City to request lighting for additional buildings as needed.

9. Delivery & Installation Timeline

All lighting pieces must be delivered to the City and fully installed no later than on/or about November

12th and uninstalled on/or about January 5th each year.

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 15, 2026, 2:00pm

Submission of Response Deadline: June 1, 2026, 2:00pm

Evaluation of Proposals: June 3, 2026

Contract Award: June 12, 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 "Deck the Hall" Holiday Lighting and Decor should be directed to Terri

Mazarakis via the City's e-Procurement Portal. All questions and requests for clarification must be received by the Purchasing Division before 2:00 pm Friday, May 15, 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 submitted 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 the section labeled “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.

4. The proposal should be no longer than 30 pages excluding attachments.

https://procurement.opengov.com/portal/cityofchesapeakeva/projects/247668

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.

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.

J. Exceptions: Offeror shall detail any and all exceptions taken to the Scope of Work and Terms and Conditions sections of this RFP. For each exception, specify the RFP page number, section number, and the exception taken.

K. Late Proposals: To be considered for selection, proposals must be received in the City’s Purchasing by the designated date and hour via the City's e-Procurement Portal. Proposals received in the issuing office after the date and hour designated may be disqualified and may not be considered. It is the sole responsibility of the Offeror to ensure that its proposal reaches the Purchasing Division by the designated date and hour via the City's e-Procurement Portal. Receipt of proposals scheduled during a period of suspended City business operations will be rescheduled for processing at the same time on the next business day.

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

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: Qualifications and Specialized Experience of the Firm and Sub-Consultant Team

Proposers must provide a comprehensive description of the firm’s and sub-consultants’ qualifications and specialized experience relevant to the services required in this RFP. The proposal should clearly demonstrate the team’s capability to perform work of similar size, scope, and complexity.

To meet submission requirements, the proposal must include the following:

A. A detailed overview of the firm’s relevant experience, including examples of projects similar in size, complexity, and nature to the requested services.

B. Identification of each proposed sub-consultant, along with their specific roles and responsibilities within the project.

C. A summary of each sub-consultant’s specialized experience and qualifications that directly support their assigned tasks.

D. Documented evidence of successful outcomes or performance on comparable projects, such as project results, achievements, or performance metrics.

https://procurement.opengov.com/portal/cityofchesapeakeva/projects/247668

E. A clear explanation of how the combined capabilities of the firm and sub-consultant team align with the requirements of this RFP.

Tab 3: Specialized Experience, Expertise, Qualifications, and Depth of Key Project Team

Members

Proposers shall provide information demonstrating the qualifications and relevant experience of key personnel assigned to this project.

To meet submission requirements, the proposal must include the following:

A. Identify all key project staff and their proposed roles.

B. Provide resumes or brief biographies highlighting relevant education, certifications, and experience related to the required services.

C. Describe each individual’s prior work on similar projects and any specialized technical expertise.

D. Explain how each team member’s background aligns with their assigned role and responsibilities.

E. Include an organizational chart showing reporting structure and primary points of contact.

F. Confirm availability and percentage of time committed to the project.

Tab 4: Firm’s Performance History on Timely and Cost-Compliant Project Delivery

Proposers must provide detailed documentation demonstrating their past performance in delivering projects of similar size and scope on time and within budget. Information should clearly reflect the firm’s reliability, project management capabilities, and history of meeting schedule and cost commitments.

At a minimum, the proposal must include:

A. A summary of at least three comparable projects completed within the last five years, including scope, budget, and original vs. actual completion dates.

B. An explanation of any schedule delays or cost overruns on past projects, including causes and corrective actions taken.

C. Evidence of consistent, timely delivery of similar projects, supported by project outcomes or measurable performance indicators.

D. Contact information for client references who can verify the firm’s schedule performance, cost management, and overall reliability.

E. Any awards, recognition, or documented achievements related to timely or cost-efficient project delivery.

Tab 5: Quality of Work Previously Performed for the City or Comparable Government

Agencies

Proposers must provide documentation demonstrating the quality of work delivered on previous projects performed for the City or for other comparable government agencies. Information should clearly show the proposer’s ability to meet expectations, resolve issues, and deliver reliable results in a public-sector environment.

At minimum, the proposal must include:

A. Descriptions of past projects completed for the City or similar government clients, including scope, objectives, and outcomes.

B. Evidence of work quality, such as project results, performance metrics, or examples of successfully delivered deliverables.

C. Discussion of any challenges encountered on previous engagements and how they were addressed or resolved.

D. Contact information for government client references who can verify the proposer’s performance, quality of work, responsiveness, and overall satisfaction.

E. Any commendations, letters of appreciation, or documented performance evaluations from prior government clients.

Tab 6: Alignment of Proposal with the City’s Desired Services

Proposers must provide a clear, detailed explanation of how their proposed approach aligns with the

City’s required services, project goals, and expected outcomes. The proposal should demonstrate a strong understanding of the scope of work and show how the proposed methods, resources, and deliverables will effectively meet the City’s needs.

At minimum, the proposal must include:

A. A concise summary of the proposer’s understanding of the City’s objectives and the required scope of services.

B. A description of how the proposed approach directly satisfies each major requirement outlined in the RFP.

C. An explanation of the strategies, methodologies, or tools that will be used to achieve the expected outcomes.

D. Identification of any potential challenges in meeting the City’s needs and how the proposer plans to address or mitigate them.

E. A clear connection between the City’s desired results and the proposer’s recommended work plan, staffing, and resources.

Tab 7: 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 must 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 Criteria

Evaluation of proposals will be under the complete jurisdiction of the City of Chesapeake 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 the criteria listed in the Evaluation Criteria section of the RFP.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications and Specialized

Experience of the Firm and

Sub-Consultant Team (Tab 2)

Assesses the proposing firm’s and sub-consultants’ experience, qualifications, and demonstrated ability to perform work of similar size and complexity.

0-5 Points 25 (25% of Total)

2. Specialized Experience, Expertise, Qualifications, and Depth of Key Project

Team Members (Tab 3)

Evaluates the technical expertise, relevant experience, and overall strength of the key personnel proposed for the project, including how well their roles and backgrounds align with the required services.

0-5 Points 25 (25% of Total)

3. Firm’s Performance History on Timely and Cost-Compliant Project Delivery

(Tab 4)

Evaluates the proposer’s record of completing similar projects on schedule, within budget, and with satisfactory performance as verified through references or documented results.

0-5 Points 25 (25% of Total)

4. Quality of Work Previously Performed for the City or Comparable Government

Agencies (Tab 5)

Evaluates the proposer’s history of delivering high-quality work for the City or comparable government agencies, including reliability, consistency, and overall performance as demonstrated through references or documented results.

0-5 Points 15 (15% of Total)

5. Alignment of Proposal with the City's

Desired Services (Tab 6)

Evaluates how well the proposer’s submission aligns with the City’s desired services, including how effectively the proposal addresses required elements, demonstrates understanding of the scope, and reflects the City’s objectives and expected outcomes.

0-5 Points 5 (5% of Total)

6. Overall Completeness (Tab 7)

Evaluates the overall completeness, clarity, and organization of the proposer’s response, including whether all required components of the RFP are thoroughly and accurately addressed.

0-5 Points 5 (5% of Total)

10. Oral Presentations

Offerors who submit a proposal in response to this RFP may be required to give an oral presentation 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 an option and may or may not be conducted.

11. Negotiations and Award of Contract

A. Negotiations are conducted with at least two Offerors so selected unless a written determination is made as provided in Subpart C of Section 7.3.2. Negotiations allows modifications of proposals, including price, but the Procurement Administrator or designee shall not consider any modifications to terms and conditions stated in the RFP for which the

Offeror’s written proposal did not included any exceptions. Offers and counter-offers may be made as many times with each Offeror as is necessary to secure a reasonable contract. The

Procurement Administrator selects the Offeror which, in its opinion, has made the best proposal. In all instances, written confirmation shall be obtained from the Offeror of any modifications to the original proposal. Should the Procurement Administrator or designee determine in writing and in his or her sole discretion 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. Once an Intent to

Award notice is posted, no further negotiations shall be conducted.

B. When a provision for receiving best and final offers (BAFO) is included in the RFP, after negotiations, Offerors are given the opportunity to submit a best and final offer. The Offeror’s proposal, if already received and scored, may be rescored to combine and include the information contained in the BAFO with the technical evaluation score previously assigned, and the award decision made. The contract file shall be documented to show the basis for the award, and include the final rescoring of the proposals following negotiation and receipt of best and final offers.

C. 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 proposals 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 completed, but prior to award (Chesapeake City Code § 54-75 and Code of Virginia, § 2.2-4342(D)). Once negotiations have ben finalized, the Purchasing Division shall complete and 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. The City may cancel a RFP, or reject proposals at any time prior to making an award (City

Code Section 54-68).

E. The award documents shall incorporate, by reference, the terms and conditions of the RFP and the contractor’s proposal, together with all written modifications thereof.

Cancellation, Rejection of Bids or Proposals; Waiver of Informalities

A. An invitation to Bid (IFB), a Request for Proposal (RFP) 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. The reasons for such action shall be made a part of the contract file.

B. 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.

12. Period of Performance

The resulting contract shall be for a period of two (2) years from the date of execution with three (3) one-year renewal options upon written agreement between the parties.

13. Pricing/ Fee Schedule

Offeror shall provide a firm, hourly rate/fee structure with the proposal. Price/fee proposal shall cover all work detailed in this RFP and be a firm fixed price for the initial contract period. Price adjustments shall be in accordance with Renewal of Contract provisions of this RFP.

14. Vendor Required Information

1. Cost Proposal*

*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. Provide this document in Word format.*

*Response required

3. Do you take exception(s) 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"

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 https://procurement.opengov.com/portal/cityofchesapeakeva/projects/247668/document?section=2366131 https://procurement.opengov.com/portal/cityofchesapeakeva/projects/247668/document?section=undefined https://procurement.opengov.com/portal/cityofchesapeakeva/projects/247668/document?section=2366116 https://procurement.opengov.com/portal/cityofchesapeakeva/projects/247668/document?section=2366116 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=ASIA47RIURE4C2WUQ4I7%2F20260511%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260511T173310Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEFIaCXVzLXdlc3QtMiJGMEQCIBIOqx4PlS6GKbbTiucYyucCfsmJXnoFxviDZRxLFomCAiBx0th2x7ywr5jE174OgF%2FC1%2BVH7oPbUVCic6LlFQBo3SqMBQgbEAIaDDg5MjM2NDY4NzY3MiIMsKDwHl%2FSUyzhn00MKukEcxoVWx5DcRFnW9aCvqqkzQFLKx8CAmJWB49jQMDculbkJk6ywo%2BmT8pwPDqoCLBxg2K6x2YIpjLX3RnCaEST0UvLSsWxaRG2vNJqTglLvF27pnjF6Oi6j%2B%2FOUmNY93HB%2B3jqnuFvQ5hvKAtbCHfJ%2BibJ0H%2Fdnf%2FlU1qOfhJaUxdPbriH3cXoVZu5RuNm4GG1RoyR2RVWAAnMHT%2BvyB8Wrp5A8r3kLebqtJXOZO6hccP1RXTeOtv7szI3CNC3rCf%2BoAYGmNjOBj%2BQ%2FzS54bQdlelV80Qrr1pmUp4nYu%2FXmJ7wwg1hm205egH929Tl5IwhQpfaDtkbu3zyvNOUjl1Ni69z1Ng8EeKZKez3zAFWVNQ3QCaDQsfh0xDhaBWv6%2FnhBKixRQmj5WcyRobeSMiO9d5LidGS40KkTz1iQDaCHcUMveKFCe3MwBGiOqVOrbDhUv1BxPO%2FD4rMXU%2FqSNkRwKRwPFq8PJAwtB79eFOJrfr7XNjpSrPT67tnnyibwq9bjEoXOT4csOdoX7M6PH8DNhl7xwy92A1ICO6DxlOqiiqtJz0Q3Z2cbXIAC8n0k6lJvx%2BlXnQ9cFopCw9R2nUVyJ4xzyr24cyPeBC4zrkpv7CGdsJACjNE5O9U%2BrqHzKzaWyj4sB3r0VoOf9gLI%2BrGdfmIZcBBXqGwo5nKxBfGmefj6BWFOXAXhZQo3Av%2FlSX75XeIoogcKA3ivHSQH5ffo13toqU2qF1sYBTa6xaJN601xFdcFMF96dyMAse%2FHr8w8pFt8lhmRPr0it7fWXv3dvFx%2B8o5fX9uzOV55Ekt17ivPk%2FiKU%2BzVW8wg6OI0AY6mgEX1f%2FUoZbUdrk3JXcig3epYQD5p%2FvrIi8KY57Ty2dZgRfOE6tmSgvgBqxVp0UCEWm1kxD0K14CeSWwPxCA6YgbFw8i1LPMNsGyE6C88qz2Ix7%2FpxTqTv1HbEuuQvTczNlndABWGCNfA5nF8RqjQSiz7neLdAbIEyBj0SBhl7IQi7j5%2BPjlTSbQZZi41%2FnUD6MZ7u2DIYy4jA26&X-Amz-Signature=0d034e44b528462d6824f536e8f247ebde72f1c6ac583d579836c28f9dde88da&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22CERTIFICATION_OF_COMPLIANCE_WITH_IMMIGRATION_LAWS_AND_REGULATIONS.pdf%22&x-id=GetObject 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 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

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…