RFPQ #0630-26-EPS

ATTACHMENT A – SCOPE OF WORK & REQUIREMENTS

I. BACKGROUND & PURPOSE

City Hall serves as home base to more than fifteen departments including the Police, Sheriff’s Office, Dispatch, Court Services, IT, Public Works, Building Safety, Communications and City Manager’s Office which are identified as immediate response departments during emergencies. During power outages or inclement weather, the departments in City Hall lose the ability to provide critical services to the public.

Completion of this Project at City Hall would eliminate disruption to the essential services.

During power outages, City Hall (43,000 SF) is currently supported by an 180kW natural gas generator, and its critical systems are supported by an Uninterruptable Power Supply (UPS) that is overloaded. Approximately 12% of the building’s electrical infrastructure is backed up by the generator. The goal of this Project is set for two phases:

Phase 1: Rebalance critical electrical infrastructure loads on existing UPS systems, design and install approximately sized cooling units for Telecommunications room.

Phase 2: Move the entire existing buildings’ electrical infrastructure onto the natural gas generator so the building can remain operational during power outages.

The purpose of this RFPQ is to solicit Statements of Qualifications (SOQ) from licensed, qualified professional contractors for Design-Build (DB) Services for Emergency Power Systems Projects (Project).

The City will use DB procurement procedures for the Project to prevent disruption to the City’s essential services to the public. The Project shall include, but not be limited to:

complete turnkey, fully functional, code-compliant electrical and emergency power systems design, installation, upgrades, and/or replacement.

The DB Contractor will be responsible for providing necessary design and permit documents, public outreach, cost estimates, scheduling services, obtaining the necessary permits, and constructing the onsite structures.

II. CITY’S DESIGN-BUILD (DB) PROCUREMENT PROCESS

A. This RFPQ is being issued in accordance with Virginia Code 2.2, Chapter 43.1 and the City Falls Church’s Design-Build Procedures as adopted by Resolution 2025-07 from the City of Falls Church City Council effective March 1, 2025.

B. The City will use a two-phased process for the selection of a DB Contractor for the Project. This RFPQ represents the first phase in the selection process, during which Offerors will submit Statements of Qualifications (SOQs) for the project. Upon completion of this Step One, the City intends to short-list two (2) to five (5) Offerors.

Only the short-listed Offerors will receive the Request for Proposal (RFP) and be allowed to submit a proposal. In the event the SOQs of fewer than two (2) Offerors are determined to be responsive, then the City reserves the right to proceed to Step Two of the DB process with one Offeror based on the best interest of the City after the Selection Committee’s evaluation and determination, or not proceed to Step Two of the DB process.

C. Except as otherwise detailed in the Step Two RFP, the selection process will entail the submission of two (2) separately sealed parts: a Technical Proposal and a Cost Proposal from each short-listed Offeror. While the RFP will contain specific requirements for the separately sealed Technical and Sealed Cost Proposals, as well as specific selection criteria, the City anticipates that: (a) Technical Proposals will include, among other things, the Offeror’s design/conceptual plans and a Project schedule; and (b) Cost Proposals will include, among other things, the price to construct the design included in the Technical Proposal.

D. Based on the criteria specified in the RFP, Technical Proposals will be evaluated by an Evaluation Committee (Committee). The Committee shall identify any changes desired to be made to each Offeror’s Technical proposal, and through the Purchasing Agent allow each Offeror to adjust its Technical Proposal to fully comply with the requirements of the RFP or as necessary to incorporate project improvements and/or additional detailed information identified by the Committee during design development

E. The final fixed price for the project will be determined upon completion of the final design. The City further anticipates that upon completion of the evaluations of the sealed Technical and Cost Proposals, the City will consider all information available and recommend the top-ranked Offeror who has provided the best value for the project for award of a contract.

F. Offerors are on notice that the City may negotiate and award a DB contract to an Offeror if, upon a written determination, the City determines that such Offeror is the only Offeror fully qualified to perform the proposed DB contract, or that such Offeror is clearly more highly qualified than the others under consideration.

G. The management, design, and construction services will be performed as a single contract with one entity identified as the DB Team (Team). Services will include all necessary tasks/activities to manage, design, and construct the project, including but not limited to: project planning, public engagement, permits, fees, inspections, bonding, engineering, and construction services to deliver a complete, usable, and fully operational systems.

H. The RFPQ phase of the procurement process is intended to enable Offerors to demonstrate their qualifications to perform the Project, and to enable the City to evaluate those qualifications in arriving at a short-list. Offerors are advised that the SOQ should include specific information that will demonstrate the qualifications and experience required by this RFPQ. Offerors should note that it is not the intent of the City to receive project-specific design or engineering recommendations as part of this RFPQ. The SOQ shall include all information required under this Section. Offerors shall be aware that the City reserves the right to conduct an independent investigation of any information, including prior experience, identified in a SOQ by contacting project references, accessing public information, contacting independent parties, or any other means. The City also reserves the right to request additional information from an Offeror during the evaluation of that Offeror’s SOQ.

III. REQUIREMENT TO KEEP DB TEAM INTACT

The DB team proposed by Offeror, including but not limited to the Offeror’s organizational structure, Lead Contractor, Lead Designer, Key Personnel, Sub- Contractor and/or Sub- Consultant and other individuals identified pursuant to this RFPQ, shall remain on the Offeror’s DB team for the duration of the procurement process and, if the Offeror is awarded the DB Contract, the duration of the DB Contract.

The Offeror shall not change or substitute any Key Personnel except due to voluntary or involuntary termination of employment, retirement, death, disability, incapacity, or as otherwise approved by the City. Any proposed change of Key Personnel during the procurement process must be submitted in writing to the City’s Purchasing Agent, who will determine whether to authorize a change. Unauthorized changes to the Offeror’s DB team at any time during the procurement process may result in the elimination of the Offeror from further consideration. Job duties and responsibilities of Key Personnel shall not be delegated to others for the duration of the Contract unless reviewed and approved by the City’s Project Manager in advance.

IV. OFFEROR’S SCOPE OF WORK

The Scope of Work to be undertaken by the DB Contractor under the DB contract for this Project will be identified in the RFP (Step Two). This work includes, among other matters, all work required to support the design and construction of the Project.

I. ANTICIPATED SCHEDULE

The City currently anticipates conducting this procurement in accordance with the following list of milestones. This schedule is subject to revision and the City reserves the right to modify this schedule as it finds necessary.

Advertise RFPQ June 1 - 5, 2026 Pre RFPQ-Project Information Meeting June 15 – 19, 2026 Deadline to Submit RFPQ Questions June 29 – Jul 3, 2026 SOQ Submission Due Date July 6 - 10, 2026 Anticipated release of Short-List August 3-7, 2026 Anticipated RFP release date August 24-28, 2026 Technical & Sealed Cost Proposals Due Date September 21-25, 2026 Anticipated DB Contract Award Date October 19-23, 2026 Final Project Completion December 31, 2027

V. ANTICIPATED PROJECT SCOPE

Offeror will provide a full range of Emergency Power Systems services on an as-needed basis including, but not limited to:

Conduct preliminary walkthrough of facility to review electrical components to include electrical infrastructure, switchgears, transformers, transfer switches, electrical panels, wiring, raceways, junction boxes, rollup doors, meters, Uninterruptable Power Supplies (UPS), MEP equipment, lighting, disconnects, transfer switches, generators, pumps, fire alarm, access controls, cameras, etc.

Work with City Project Manager to identify critical systems such as dispatch, fire alarm, fire pump, emergency lighting, access controls, elevators, cameras, switches, servers, police holding areas, UPS, Police Department and Sheriff’s Office.

Conduct electrical study to gauge building electrical demand and energy usage.

Verify existing building electrical demand can be supported by existing natural gas generator and its infrastructure.

Provide planning, design and construction of electrical components to support relocation of existing electrical infrastructure onto natural gas generator.

Identify existing electrical loads currently supported by UPS and backup generator.

Provide installation, and/or replacement of fixed or portable gas, diesel engine-driven or natural gas generator sets and/or all their subsystem components such as the fuel system consisting of day tanks, pipes, fuel gauges, low/high fuel switches, overflow alarms, fuel tank/pipes pressure testing.

Provide installation and/or replacement of DC batteries, overcurrent protective devices, weather and sound protective enclosures, load centers, electrical devices and lighting, engine-generator digital control panel, relays, contactors, remote annunciator panels, emergency stop switches, building automation alarm interface, generator feeders, manual and automatic transfer switches, load banks and connections, control conductors, grounding, electrical inspections, functional performance testing, and agency training.

Provide installations and/or replacement of Uninterruptible Power Supply (UPS) systems and all its subsystem components such as Power Distribution Unit (PDU), input isolation transformers, static and external transfer switches, rectifier/charger, inverter, battery, UPS controllers, and external cable/wiring terminations.Confirm electrical loads are balanced on new or existing UPS systems.

Diagnosis existing UPS systems and infrastructure for overloading.

Provide planning, design and construction services for reconfiguration of critical electrical components onto UPS systems and backup generator.

Provide installation and/or replacement of quick connections, concrete platforms, exhaust systems, pump systems, alarm systems, connections to automatic reporting systems, fuel leak detection systems, structural shoring, excavations, trenching, and any other commercial or industrial Work or equipment that may be required to provide a complete functional emergency system.

Provide patching, waterproofing, repair, fireproofing on any penetrations required for work related to services provided.

Provide installation and/or replacement of HVAC equipment in server rooms and telecommunications rooms.

Provide temporary/back up power to support critical building operations (dispatch, server rooms, telecommunication rooms) during outages related to work on an as needed basis.

All equipment and materials shall be new (unless approved in writing by the City Project Manager or his/her representative) and bear the UL listed approval for its installed application.

At no additional cost to City, the Contractor shall submit, pay for, and obtain trade permits and building permits, and City/State permits and documentation, as required.

Complete and provide shop drawings and provide redlines/as-built in most recent version of AutoCAD and PDF.

Provide training as outlined in project issued Scope of Work.

Provide factory testing reports, field and startup testing, load testing, commissioning reports and other testing and testing documentation as required by City.

Confirm building electrical loads transfer to UPS systems and backup generators during power outages at conclusion of project.

All new emergency power system replacements will have plans and specifications provided by City before installation begins.

Provide turnkey design services by a licensed professional engineer.

Provide a project schedule in Microsoft Project or Primavera 6 to City Project

Manager.

Coordinate work hours (off hours and weekend work for power disruptions) and schedule with the City Project Manager to have minimal impacts on building operations and critical systems.