Construction Engineering Inspection Services for Evergreen Mills Road, Watson Road, and Reservoir Road Intersection Improvements

RFP RFQ 698018

Loudoun County, Virginia

REQUEST FOR PROPOSAL

CONSTRUCTION ENGINEERING INSPECTION SERVICES

FOR EVERGREEN MILLS ROAD, WATSON ROAD, AND RESERVOIR ROAD

INTERSECTION IMPROVEMENTS

ACCEPTNCE DATE: Prior to 4:00 p.m., August 6, 2026 “Local Time”

IFB NUMBER: RFQ 698018

ACCEPTANCE PLACE: Loudoun County Government Offices 1 Harrison Street, S.E., 1st Floor Drop Box: Procurement Bids and Proposals Leesburg, Virginia 20175

IMPORTANT NOTES

A. Documents: All documents related to this solicitation can be downloaded from the County’s website: www.loudoun.gov/procurement.

B. An optional Pre-Proposal Conference will be held virtually using Microsoft Teams on July 9, 2026, at 10 a.m., with the purpose of discussing this Project as well as providing a high-level overview of the supplier registration process and online submissions of proposals through iSupplier. To participate, connect using the link provided below and follow the prompts as designated.

Microsoft Teams Meeting Join https://teams.microsoft.com/meet/227510181886269?p=NtkFmBIyRBa0KWQfUj Meeting ID: 227 510 181 886 269 Passcode: NB6uT2LK Dial in by phone +1 757-600-4923 conference ID: 591 678 168#

Requests for information related to this Proposal should be directed to:

Nebila Kurtu, NIGP, CPP, CPPB, VCCO, FMP Contracting Officer Phone: (571) 627-7455 Email: Nebila.Kurtu@loudoun.gov

Issue Date: June 29, 2026

IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN

ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS

SOON AS POSSIBLE.

http://www.loudoun.gov/procurement https://teams.microsoft.com/meet/227510181886269?p=NtkFmBIyRBa0KWQfUj mailto:Nebila.Kurtu@loudoun.gov

Construction Engineering Inspection Services for Evergreen Mills Road, Watson Road, and Reservoir Road Intersection Improvements

REQUEST FOR PROPOSAL

CONSTRUCTION ENGINEERING INSPECTION SERVICES

FOR EVERGREEN MILLS ROAD, WATSON ROAD, AND RESERVOIR ROAD

INTERSECTION IMPROVEMENTS

SECTION/TITLE PAGE

1.0 PURPOSE

2.0 COMPETITION INTENDED

3.0 BACKGROUND INFORMATION

4.0 OFFEROR'S MINIMUM QUALIFICATIONS

5.0 SCOPE OF SERVICES

6.0 EVALUATION OF PROPOSALS & SELECTION PROCEDURES

7.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS

8.0 TERMS AND CONDITIONS

9.0 PROPOSAL SUBMISSION FORM

Prepared By: s/Nebila Kurtu Date: June 29, 2026

Contracting Officer

Construction Engineering Inspection Services for Evergreen Mills Road, Watson Road, and Reservoir Road Intersection Improvements

CONSTRUCTION ENGINEERING INSPECTION SERVICES

FOR EVERGREEN MILLS ROAD, WATSON ROAD, AND RESERVOIR ROAD,

INTERSECTION IMPROVEMENTS

1.0 PURPOSE

The intent of this Request for Proposal (“RFP”) is for the County of Loudoun, Virginia (County) to obtain proposals from a qualified Consultant to perform comprehensive Construction Engineering Inspection (CEI) Services during the construction of the Evergreen Mills Road, Watson Road, and Reservoir Road Intersection Improvements (“Project”).

2.0 COMPETITION INTENDED

It is the County's intent that this RFP permits competition. It shall be the offeror's responsibility to advise the Purchasing Agent in writing if any language, requirement, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification must be received by the Purchasing Agent not later than fifteen (15) days prior to the date set for acceptance of proposals.

3.0 BACKGROUND INFORMATION

3.1 The services to be performed by the successful offeror will consist of CEI services to facilitate management and administration of the Project for the Loudoun County Department of Transportation and Capital Infrastructure (DTCI). The estimated duration of the Project, to include final completion and acceptance, administrative “close out”, and Virginia Department of Transportation (VDOT) Audit and Street Acceptance is approximately Twenty-four (24) months. The resulting Contract from this solicitation will be a unit price Contract.

3.2 The purpose of this Northern Virginia Transportation Authority (NVTA) funded intersection improvement Project includes the realignment of Watson Road and Reservoir Road to form a new four-legged, signalized intersection with Evergreen Mills Road, as well as the widening of Evergreen Mills Road in accordance with the Loudoun County Comprehensive Plan. This Project is subject to reservoir protection requirements, as it lies within the Lower Goose Creek Watershed and the Goose Creek Reservoir Protection Area.

The Project includes the reconstruction of approximately 1,200 linear feet of Watson Road on a new alignment, along with associated modifications to Reservoir Road at the intersection. An existing 20-foot wooden bridge spanning a tributary of Goose Creek, located approximately 500 feet west of Evergreen Mills Road, will be replaced with a new box culvert at the crossing. In addition, Evergreen Mills Road will be widened along approximately 1,500 linear feet to provide turn lanes and support to the ultimate corridor configuration.

Constraints within the Project limits include the existing bridge over Goose Creek immediately north of Watson Road on Evergreen Mills Road, existing Northern Virginia Electric Cooperative (NOVEC) overhead utilities, an existing Columbia gas

Construction Engineering Inspection Services for Evergreen Mills Road, Watson Road, and Reservoir Road Intersection Improvements line at the southern end of the Project limits, the existing floodplain, rocky soils, and adjacent properties along each road. The Project scope includes, but is not limited to:

• Excavation and substantial grading of existing side slopes, including rock blasting

• Drainage improvements, including installation of a new box culvert

• Erosion and sediment control measures

• Installation of concrete elements such as curb, gutter, and curb ramps

• Demolition of existing concrete and pavement

• Asphalt paving and pavement markings

• Temporary traffic control

• Installation of a new traffic signal, roadway signage, and guardrail

3.3 CEI services will include, but not be limited to, full time on-site quality assurance and control, administrative services, material testing, construction engineering and inspection services, and assistance with VDOT Project acceptance, administrative “close out”, and VDOT audit. A more detailed description of the CEI Services required can be found in Section 5.0 Scope of Services of this RFP.

3.4 The County requests that proposals address and fulfill the general criteria, tasks, and services described in this RFP. Additional responsibilities may be added during the development of the Project and as provided in the Project Contract Documents.

The Project shall be constructed in accordance to the approved Plans and Specifications, Special Provisions, VDOT Specifications and Standards, VDOT testing guidelines, and all other applicable procedures and guidelines for the administration of a VDOT and County Project.

4.0 OFFEROR’S MINIMUM QUALIFICATIONS

All proposals must be made on the basis of, and either meet or exceed, the requirements contained herein. All work shall be in accordance with VDOT 2020/Latest edition of Road and Bridge Specifications, 2016/Latest edition Road and Bridge Standards, 2026 Edition of the Virginia Work Area Protection Manual and 2026 Edition of the Virginia Manual on Uniform Traffic Control Devices Offerors must demonstrate that they have the resources and capability to provide the materials and services as described herein.

In order to be eligible for this Contract, Offerors shall meet the following criteria:

4.1 Offerors shall have successful experience providing construction management, inspection and engineering services as described in Section 5.0 “Scope of Services” of this RFP.

5.0 SCOPE OF SERVICES

All proposals must be made on the basis of, and either meet or exceed, the requirements contained herein. All work shall be in accordance with

• VDOT 2020/Latest Edition of Road and Bridge Specifications,

• 2016/Latest Edition Road and Bridge Standards, Construction Engineering Inspection Services for Evergreen Mills Road, Watson Road, and Reservoir Road Intersection Improvements

• 2026/Latest Edition of the Virginia Work Area Protection Manual and

• 2026/Latest Edition of the Virginia Manual on Uniform Traffic Control Devices

All requirements for inspection, materials testing, engineering, and construction management shall follow criteria as set forth in the VDOT Materials Division Manual of Instructions and the Test Methods Manual.

Acceptance procedures shall meet VDOT Standards and 23 Code of Federal Regulations (CFR) 637.

Inspection procedures requirements, and documentation shall comply with the VDOT Inspection Manual, March 2018.

The estimated duration of CEI Services is twenty-four (24) months.

5.1 Consultant Responsibilities:

A. Full-time on-site inspection, Project administration when needed, and engineering duties when needed and related work, to include overtime rates greater than forty (40) hours per week. The County will provide a County Construction Manager to oversee all related construction engineering, administration, and coordination with the County, the Consultant, VDOT, the Engineer, the Construction Contractor, and all other agencies or concerned citizens. In addition, the County may provide a part-time field technician to monitor CEI inspection staff, the Construction Contractor’s daily activities, and to prepare daily reports based on observations while on site.

B. The Consultant's project staffing is expected to include, at a minimum, the following personnel:

• Construction Manager

• Office Engineer

• Senior Inspector

• Full-time, on-site Construction Inspector(s)

• Additional staff as required to provide administrative and clerical support

C. In addition to the construction administration and quality assurance/control of all construction related activities, the Consultant shall perform and record all on-site materials testing, to include compressive stress tests for concrete field cylinders and other laboratory required testing. If a separate sub-consultant is used for materials testing, the Consultant shall provide all necessary coordination, scheduling, and all other support as necessary to ensure the correct frequency, locations, documentation, and type of testing required for all aspects of the project. All materials testing shall be administered by a qualified technician that is VDOT approved and certified.

D. A project field office/trailer will be provided by the Construction Contractor in accordance with the specifications and contract. Computers with internet service, transportation, applicable computer software, cellular phone, and all other necessary equipment and supplies shall be provided by the Consultant.

Construction Engineering Inspection Services for Evergreen Mills Road, Watson Road, and Reservoir Road Intersection Improvements

5.2 Requirements of the Consultant. It shall be the responsibility of the Consultant staff to:

• Monitor and inspect the work of the Construction Contractor such that the Project is constructed in conformity with the plans, specifications, and special provisions for the Construction Contract.

• Observe the Construction Contractor’s work to determine the progress and quality of work.

• Identify discrepancies and report discrepancies to the County and the Construction Contractor so that the Construction Contractor can correct such observed discrepancies.

• Assigned inspectors are to inform the County Construction Manager of any omissions, substitutions, defects, and deficiencies noted in the work of the Contractor.

• Provide Daily Reports (DWRs) and take pictures of the project, before, during the project with daily progress pictures, and after the project is completed. All project reports and pictures shall be uploaded into Trimble.

5.3 On-site Inspection. The Consultant shall:

• Monitor the Construction Contractor's on-site construction activities and inspect materials to be used in the work in accordance with the plans, specifications, and special provisions for the Construction Contract to determine that the Project is constructed in conformity with such documents.

• Maintain detailed accurate records of the Construction Contractor’s daily operations and of significant events that affect the work.

• Monitor and inspect Contractor’s Work Zone Traffic Control Plan and review modifications to the Work Zone Traffic Control Plan, including Alternate Work Zone Traffic Control Plan, in accordance with the County’s and VDOT’s procedures. Construction Contractor employees performing such services shall be qualified in accordance with County and VDOT procedures including VDOT Lane Closure Advisory Management. The Consultant shall inspect and verify these qualifications.

• Monitor and inspect Project for environmental compliance and oversight to include but not limited to, Erosion and Sediment (E&S) controls and Stormwater Prevention Plan (SWPP) Virginia Erosion and Stormwater Management Program (VESMP) regulations. Consultant shall coordinate regularly with County environmental staff.

5.4 Materials Sampling and Testing. The Consultant shall perform and record all on-site materials testing and shall provide all material testing equipment as required.

This equipment will remain the property of the Consultant and shall be removed at completion of the work. All materials testing shall be administered by a qualified technician that is VDOT approved and certified. The Consultant will be responsible for obtaining proper licenses for equipment and personnel operating equipment when licenses are required. The Consultant shall make the license and supporting documentation available to the County for verification, upon request. The Consultant's handling of nuclear gauges shall be in compliance with their license.

Construction Engineering Inspection Services for Evergreen Mills Road, Watson Road, and Reservoir Road Intersection Improvements

All licenses and certifications shall be entered into Trimble for filing purpose and access.

The material testing equipment shall include but not be limited to: soil/aggregate compaction kit, including speedy moisture kit, one-point proctor mold, hammer, gas stove, pans and spoons, scales, ten-foot (10’) straight edge, sand cone device;

slump cone; air meters, non-contact thermometer and four-foot (4’) level. Any testing device that will be used for acceptance/rejection of materials will need evidence of calibration as recommended by the manufacturer. All hand tools necessary for inspection services shall also be supplied by the Consultant.

5.5 Performance of the Consultant. During the term of the Contract, the County will review the Consultant’s operations to determine compliance with the Agreement.

The Consultant shall cooperate with and assist County representatives in conducting these reviews. If deficiencies are indicated, remedial action shall be implemented immediately by the Consultant. County recommendations and Consultant responses/actions are to be properly documented by the Consultant. No additional compensation shall be allowed for remedial action taken by the Consultant to correct deficiencies identified by the County. Remedial actions and required response times may include but are not necessarily limited to the following:

A. Further subdivide assigned inspection responsibilities, reassign inspection personnel, or assign additional inspection personnel.

B. Immediately replace personnel whose performance has been determined by the Consultant and/or the County to be inadequate.

C. Immediately increase the frequency of monitoring and inspection activities in phases of work that are the Consultant’s responsibility.

D. Increase the scope and frequency of training of the Consultant personnel.

5.6 Consultant Staff Functions, Features of Work and Knowledge Skills and Abilities.

A. Construction Manager Function: To manage the assigned elements within the Scope of the Project to assure that the General Contractor is within compliance with the plans and Contract documents, manage Project personnel staffing, Project inspection, and Contract administration under the direction of the County Project Manager.

Construction Manager Features of the Work:

• Manages assigned Project elements which may involve structures, roadways, and other transportation facilities. Duties include analyzing and interpreting Project plans and specifications to ensure Project constructability; identifies design errors for the County; determines impact for both the County and Construction Contractor; interprets unclear contract language; work order time impact analysis and maintains and reports Construction Contractor’s daily production rates.

• Provides Critical Path Method and Construction schedule reviews with analysis, evaluation, and recommendations. May include, but not be limited to, the review of the Baseline Schedule for acceptance by the

Construction Engineering Inspection Services for Evergreen Mills Road, Watson Road, and Reservoir Road Intersection Improvements

County; any changes in the Critical Path due to sequencing changes in the Activities, Network Revisions, Logic, Missed Starts and Finishes, or Time Performance Ratios; and acceptance recommendations of the monthly updates.

• Prepares budget estimates, independent detailed construction estimates, and additional cost estimating services as directed; makes recommendations for partial and final Contractor payments, monitors Project budgets and recommends any needed adjustments to the County Construction Manager.

• Reviews Construction Contract claims and evaluates with recommendations for resolution. Preparation of periodic and final reports of status of Contracts, Contractor claims, and recommended resolution of claims.

• Supervises and manages inspection personnel and makes recommendations on Project staffing. Attends the pre-construction conference organized and scheduled by the County Construction Manager, conducts utility coordination meetings, construction progress meetings, and other types of conferences.

• Writes Project management correspondence and approves or rejects recommendations made by Project inspectors. Recommends resolution of field construction problems; recommends design changes; performs analysis and prepares work orders; seeks input from the Project controls group regarding the schedule/cost impact and works with the Project design group, materials, environmental, traffic engineering right of way, the public, and all other parties necessary to meet Contract schedules and requirements.

Construction Manager Knowledge Skills and Abilities. Construction Manager shall meet the minimum qualification requirements listed under Section 4.0 of the RFP and shall have considerable knowledge of roadway, structure, traffic engineering, construction methods, procedures, practices, plans, specifications, and contracts; materials used and performance, environmental, legal, and safety responsibilities related to construction of transportation facilities; working knowledge of the VDOT Road and Bridge Specifications, Road and Bridge Standards, Locally Administered Projects Manual, Construction Manual, and Inspection Manual; and knowledge in the use of electronic data processing equipment and contract management software. Skill in the use of survey, nuclear density, and materials testing equipment. Ability to supervise and manage employee work groups. Ability to interpret roadway plans, specifications, and contracts. Ability to prepare technical, financial, administrative, and explanatory correspondence.

B. Construction Senior Inspector Functions: The Senior Inspector monitors and performs all types of inspection work on complex and routine highway projects or acts as a specialist and advisor to other inspectors on certain phases of work requiring specialized talent and experience. Assignments are of an independent nature and include responsibility for inspecting and

Construction Engineering Inspection Services for Evergreen Mills Road, Watson Road, and Reservoir Road Intersection Improvements monitoring the inspection work of any type and size of projects. The Senior Inspector is responsible for assigning and assisting inspectors in a manner that all phases of work will be given adequate inspection. Supervision is received from the Construction Manager or County Construction Manager by periodic visits and review of records and reports. The Inspector’s authority is limited in that changes to the plans and specifications requested or recommended must be reviewed and approved by the design engineer to whom the authority has been delegated.

Construction Senior Inspector Features of Work:

• Inspects all phases of work on a project and advises the Contractor superintendent or other representatives of necessary action to ensure conformance with plans, specifications, and the Contract.

• Inspects grading Projects, paving Projects, demolitions Projects, special design bridge Projects, signal Projects, signing Projects, coating Projects, utility Projects, and other special Projects as assigned.

• Reviews the performance of assistant inspectors daily advising of necessary corrective actions to ensure teamwork, partnering, and Project success. Answers questions from assistant inspectors and the Contractor concerning Contract requirements and application. Reviews and/or prepares daily reports for preparation of entries to the Project diary, as-built plans, materials books, and workbooks. Prepares and checks construction Project reports and monthly Project estimates. Make necessary corrections and forward them to the Construction Contractor and County Construction Manager.

• Perform occasionally any and all duties of an assistant inspector when required by volume of work. Is proficient in the use of routine survey equipment and is able to check grades, verify stakeouts (grading and bridge stakeouts). Is able to read and interpret highway construction plans and specifications.

• Enter daily reports and photographs of the Project on a daily basis into Trimble.

• Reviews and verify sketches and provide drawings of quantities on a daily basis that confirm the General Contractor’s quantities and pay items on a daily basis.

• Performs detailed constructability review of any change orders.

In addition to the duties noted for Construction Inspector, the Construction Senior Inspector monitors Construction Contractor’s operations to ensure compliance with contract terms and specifications. Independently coordinates and directs all phases of construction inspection of projects, which are typically complicated by extensive traffic control, sensitive to the public or environmentally challenging, or require significant project coordination with property owners, utility companies, or local/federal government representatives. Verifies lines, grades dimensions, and elevations using survey and field engineering equipment. Coordinates and schedules various phases of construction with the Construction Contractor

Construction Engineering Inspection Services for Evergreen Mills Road, Watson Road, and Reservoir Road Intersection Improvements and County personnel; reviews and monitors Construction Contractor’s plan of operation; and advises Construction Contractor and the County Construction Manager of violations and recommends adjustments to operations. Recommends changes to construction plans to meet field condition; makes field measurements of pay items and conducts materials testing; checks equipment; maintains and reviews comprehensive project records including daily diaries, materials notebooks, as-built plans, pay quantity records, progress schedules, work orders and monthly estimates;

and is aware of Civil Rights requirements. The Construction Senior Inspector aids in the development of work orders, investigations, and analysis of Notices of Intent. Proven ability to work at heights and within confined spaces with the required training for these activities.

This position requires frequent contact with engineers and agency personnel to discuss and resolve field construction issues and to obtain technical guidance in specialty areas of engineering and inspections. These positions also require frequent external contact with Construction Contractor personnel to schedule and coordinate Project inspection and resolve problems; with local government and law enforcement agencies to explain work under construction and coordinate traffic control; with suppliers to monitor receipt of materials; with utility companies to coordinate relocation and installation;

and with the public to provide information and resolve issues.

Construction Senior Inspector Knowledge, Skills, and Abilities Senior Inspector shall have knowledge of roadway, structure, and bridge construction methods, materials, standards, and specifications. Working knowledge of state and federal safety, environment, and Equal Employment Opportunity/Disadvantaged Business Enterprise guidelines and regulations;

and of mathematics including algebra, geometry, and trigonometry. Working skill in operating computer equipment, software programs (including but not limited to working in a Microsoft Windows environment, Microsoft Office, and Trimble, or other currently utilized project management software) and read and interpret roadway, bridge, and structure plans and Contract specifications; apply mathematical formulas and engineering principles to determine field adjustments; maintain detailed reports; perform required materials testing; and communicate effectively with agency and Contractor’s personnel and the general public.

C. Construction Inspector Functions: The Construction Inspector inspects all phases of construction under the supervision of senior inspectors, construction Project managers, or other supervisory personnel. The inspector shall have the ability to independently inspect routine highway construction phases for maintenance, bridge, and roadway construction projects. Assignments are of an independent or support nature depending on the scope or complexity of the Project and are made by the Construction Project Manager or County Construction Manager on a case-by-case basis.

The work is distinguished from the trainee level by the requirement to act and make decisions independently for routine project issues and to foster

Construction Engineering Inspection Services for Evergreen Mills Road, Watson Road, and Reservoir Road Intersection Improvements partnering relationships with Contractors, the general public, or other project stakeholders.

The Construction Inspector will monitor the work of the General Contractor to ensure quality control and compliance of moderate complexity.

Considerable freedom of action is allowed, and specific instructions are required only as result of the changes of the plans and specifications, non-performance by the General Contractor or questions raised by the inspector.

Construction Inspector Features of Work:

• Inspects assigned phases of work on a project to make official contact with Construction Contractor superintendent and other representatives to ensure conformance to plans, specifications, and other contract documents.

• Frequently checks lines, grades, dimensions of roadways and structures with an engineer’s level and other survey equipment and advises the Construction Contractor of any discrepancies.

• Checks methods of construction where specific methods are stated and requires action to correct any variances and methods employed.

• Ensure that highways work zones and traffic control setups are in accordance with current VDOT standards and provide daily inspections.

Reports deficiencies and provides Maintenance of Traffic (MOT) compliance documentation.

• Prepares and reviews daily inspector reports for preparation of entries into project diaries as a working knowledge of Trimble and is able to properly document materials in the Materials Notebook as well as other test reports for materials.

• Enter daily reports and photographs of project on a daily basis in Trimble.

• Reviews and verifies sketches and provides drawings of quantities on a daily basis that confirm the General Contractor’s quantities and pay items on a daily basis.

• Records or monitors recording material received showing quantities estimated to be required in quantities received used and tested.

• Checks materials and material documents to make sure that they have been tested or performs routine physical test and analyzes sample material on the job, sends additional samples to the testing laboratories for verification of results.

• Monitors project budget.

• Assist in Contractor’s monthly evaluations.

Construction Inspector Knowledge, Skills, and Abilities: Inspectors shall have a working knowledge of roadway, structure and bridge construction methods, materials, standards, construction symbols and terminology; state and federal environmental, safety, and Equal Employment Opportunity guidelines and regulations; and of mathematics including algebra, geometry, and trigonometry. Inspectors shall be skilled in operating computer equipment, software programs and field inspection equipment. Ability to

Construction Engineering Inspection Services for Evergreen Mills Road, Watson Road, and Reservoir Road Intersection Improvements read and interpret roadway, structure, and bridge plans and specifications;

apply mathematical formulas and engineering principles to determine minor adjustments to construction plans; maintain detailed records; perform required materials testing; and communicate with the agency and Contractor personnel and the general public.

5.7 Schedule

All work to be performed under this Contract will align with the construction schedule as presented by the Construction Contractor at the construction kickoff meeting.

The construction schedule is estimated to take twenty-four (24) months. The schedule for this Contract is subject to change based upon any changes in the construction schedule. Tentatively, the anticipated schedule is as follows:

Notice to Proceed: Anticipated November 1, 2026 Expected Completion: Anticipated November 30, 2028

5.8 The County will require the Consultant to use Trimble for the administration of the

Project. The County will provide the Consultant licenses for their use and provide training for the Consultant. Basic training will be required and provided by the County at no cost to the Consultant. This level of training is at the recommendation of Trimble and should provide proficiency. If the Consultant does not demonstrate proficiency with the software following this training, additional training required for complete proficiency would be at the Consultant’s cost. Additional licenses may also be purchased at the Consultant’s cost. Contact Trimble for further information at https://assetlifecycle.trimble.com/en/learn/support or 1-888-288-5717.

5.9 Fee/Rate Schedule

The County of Loudoun confirms that the type of agreement which will result from this RFP will be a unit price Contract. Under this method, the Consultant performs the services stated in the Agreement for Service for agreed hourly rates.

Hourly rates established under the Contract include:

A. Administrative items such as voice, data, and video services, mailing services, printing services, courier services, and materials required in the preparation of presentations, cost of reports, submittals and other expenses deemed typical in the conduct of business.

B. Transportation to and from job sites, vehicles, fuel, vehicle maintenance, cell phones, personal computers, Wi-Fi “Hot Spot, printers, cameras, video equipment, software, general office supplies, home office and administrative support, and all overhead and incidental costs including personal protective equipment.

6.0 EVALUATION OF PROPOSALS & SELECTION PROCEDURES

The Instructions for Submitting Proposals set forth certain criteria which will be used in the evaluation of proposals and selection of the successful offeror. In addition, the criteria set forth below will be considered.

6.1 Proposal Analysis Group

https://assetlifecycle.trimble.com/en/learn/support

Construction Engineering Inspection Services for Evergreen Mills Road, Watson Road, and Reservoir Road Intersection Improvements

The Proposal Analysis Group (PAG) will include representatives from the Department of Transportation and Capital Infrastructure.

6.2 RFP Schedule

The following schedule is tentative. The number of proposals received will determine actual schedule.

Proposals Due August 6, 2026 Shortlist Announcement August 28, 2026 Interviews September 24, 2026 Final Ranking Announcement September 30, 2026

6.3 Evaluation Process and Proposal Content

Failure to provide the following items with your proposal may be cause for proposal to be considered non-responsible and/or outright rejected.

The PAG will review and evaluate each proposal, and selection will be made on the basis of the criteria listed below. Offerors are to make written proposals that present the offerors qualifications and understanding of the work to be performed.

Proposal content shall be arranged in the same order as presented herein and divided by tabs. Use doubled side print.

Tab A. Signature Page Tab B. Include required documents:

• Proof of Authority to Transact Business Form

• Completed and signed W-9

• Insurance certificate

• Signed Addenda, if any

Tab C. Table of Contents Tab D. Transmittal letter

Transmittals should be on the offeror’s letterhead and identify:

• The name of the offeror’s firm submitting the proposal, main office address and brief history.

• Do not include cost information in your proposal. This information will be requested from the top ranked offeror.

• Do not use Federal Government forms such as Standard Form 330;

Architect – Engineer Qualifications in your proposal response.

• Do not include proposed modifications to the terms and conditions in your proposal.

• Proposals are subject to the Virginia of Freedom of Information Act §§ 2.2-3700, et seq. once the decision to award has been made. The submission of trade secrets or proprietary information with a proposal is strongly discouraged.

https://law.lis.virginia.gov/vacode/title2.2/chapter37/ https://law.lis.virginia.gov/vacode/title2.2/chapter37/

Construction Engineering Inspection Services for Evergreen Mills Road, Watson Road, and Reservoir Road Intersection Improvements

• Include an overall statement on the offerors’ experience providing CEI Services similar to the requirement of this RFP.

Tab E. Project Management and Technical Expertise Include as a minimum:

1. Provide a list of three (3) comparable Projects that have been successfully completed in the last five (5) years providing construction management, inspection and engineering services similar to the requirements defined in this RFP for VDOT and/or local governments that serve the Northern Virginia VDOT district office. All offerors must demonstrate extensive experience working with VDOT.

For each Project, provide:

• one (1) page maximum Project description and

• one (1) additional page of graphics and pictures (one (1) page includes both sides of the page).

Information provided shall include:

• the names and contact information of Owner, designer, and general

Contractor;

• List of Offeror’s key team members and role on the Project;

• Project start and completion dates (Month and Year) for both the construction Project and construction support services provided;

• Final construction cost of the Project; and

• Offeror’s final Contract amount for construction support services. If pre-construction or design work, etc. was included in the Offeror’s Contract, that amount can be shown in addition, however the cost of the construction support services should be shown separately.

Discuss in detail the construction engineering inspection services provided by the Offeror including:

• How these services assisted the Owner in achieving the Projects objectives

• How the services helped to keep the Projects on time and within budget.

• How the Offeror interacted with the Construction Contractor and Owner to resolve design issues identified during construction.

2. References: all offerors shall include with their proposals a minimum of three (3) current references. This list shall include company name, person to contact, address, telephone number, e-mail address, and the nature of the work performed. Failure to include references may be cause for rejection of the proposal as non-responsible. Offeror hereby releases listed references from all claims and liability for damages that may result from the information provided by the reference.

3. List of previous Contracts that demonstrate depth of experience providing

Construction Engineering Inspection Services for Evergreen Mills Road, Watson Road, and Reservoir Road Intersection Improvements construction management, inspection and engineering services similar to the requirements defined in this RFP. Include description, scope, project cost, and owner’s contact information.

4. Awards and letters of commendation received.

5. Copies of VDOT Certifications shall be provided in Tab I.

Tab F. Credentials of Project Team Credentials of the Project team, including construction manager, senior inspector, inspectors, and major Sub-Consultant’s portfolio of related projects.

The entire project team will be evaluated. Clearly identify the people who will be involved, what they will do, and their specific experience in that role. Be precise about the division of responsibility among member firms.

Include as a minimum:

1. Provide an organizational chart or staffing plan showing the “chain of command” of the proposed Project team, including individuals responsible for pertinent disciplines, proposed on the offeror’s team.

Identify major functions to be performed and their reporting relationships in managing the project. Identify all sub-consultants on the organization chart.

2. Resumes and Project portfolio of the following critical positions:

• Construction Manager (CM) must have a minimum of ten (10) years of VDOT road construction experience, at least five (5) years of experience as a CM, and preferably hold a Bachelor of Science degree in Civil Engineering, Construction Management, or a related field. If the CM does not possess a bachelor’s degree, they must have twelve (12) years of VDOT road construction experience and eight (8) years of experience as a CM. Additionally, recognition as a Certified Construction Manager through the Construction Management Association of America (CMAA) or a similar Construction Manager certification is preferred.

• Senior Inspector: must have six (6) years of experience in quality assurance for road construction projects, while Inspectors must have three (3) years of experience in quality assurance for road construction projects. Their experience must demonstrate proficiency in documenting road construction inspection and analysis.

• Erosion and Sediment Control Inspector: Offerors must provide a Virginia Department of Conservation and Recreation Certified Erosion and Sediment Control Inspector with a minimum of four (4) years of inspection experience and must include copies of these certifications in their proposals for the staff proposed for this work.

3. Resumes of additional key team members and subcontractor member resumes that include recent relevant experience with the subject matter

Construction Engineering Inspection Services for Evergreen Mills Road, Watson Road, and Reservoir Road Intersection Improvements of the disciplines selected by the offeror, role in project, education and licenses and certifications.

4. Identify proposed project team’s previous experience working together as a team to include a list of previous projects with proposed sub-consultants.

5. Provide a chart identifying the primary work location (City/town and State) of all team members identified in the proposal.

Tab G. Quality Assurance/Quality Controle (QA/QC) The offeror must present a description of their strategy and methodology in implementing and maintaining a Quality Assurance and Quality Control plan. This description should include detailed information concerning how data, plans, correspondence, and other submittals are checked for accuracy and what measures the offeror has in place to continuously maintain a high level of QA/QC throughout a project and throughout the length of this contract.

Tab H. Understanding of Contract as Depicted in the Proposal

1. Provide a statement of key issues and challenges in managing projects of similar scope and describe your understanding of the processes depicted in this RFP and the Consultant’s responsibilities.

2. Provide a task description to include a proposed staffing plan based on the project description contained in this RFP that identifies positions, identifies experience requirements for each position and identifies administrative requirements.

3. Demonstrate experience providing CEI services for locally administered VDOT projects.

4. Provide a statement of the consultant’s workload with all clients that may influence project schedules and could impact the Consultant’s ability to complete the work within the County’s established schedule.

Tab I. Appendices Copies of certifications (including VDOT) and licenses are to be included in that tab.

6.4 Evaluation Process

The PAG will review and evaluate each proposal, and selection will be made for on the basis of the criteria listed below and as more particularly described in Section 6.3 above.

A. Project Management and technical expertise. (25 points) B. Credentials of Project team. (30 points) C. Quality Assurance/Quality Control. (15 Points) D. Understanding of Contract as depicted in the proposal. (25 Points) E. Overall quality and completeness of proposal. (5 points)

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Once the PAG has read and evaluated each proposal, a composite preliminary rating will be developed which indicates the group’s collective ranking of the highest rated proposals in a descending order. The preliminary rating will be used to select the offerors for further consideration—the short-list. Thereafter, the PAG will conduct interviews and have discussions with only the top-ranked offerors.

6.5 Negotiations with the Top Ranked Offeror

A. After the interviews and discussions are completed, the PAG will finalize the rankings and select the top ranked firm. A detailed scope of services will be provided only to the top ranked firm.

B. Final negotiations for a binding estimate of cost will begin after the top ranked firm has reviewed the Project plans and specifications and terms and conditions acceptable to the County have been negotiated.

The Agreement for Service (“Contract” or “Agreement”) with the successful offeror will contain the Terms and Conditions from Section 8.0 of the RFP. If the Top Ranked Offeror intends to take exception to these Terms and Conditions or propose additional or alternative language, they must:

(1) Identify with specificity the Terms and Conditions to which they take exception to or seek to amend or replace and provide their additional or alternate terms and conditions to the County within five (5) business days after being the notified of being the Top Ranked Offeror, the Notice of Final Ranking.

(2) Failure to both identify with specificity those Terms and Conditions the Top Ranked Offeror takes exception to or seeks to amend or replace as well as to provide Offeror’s additional or alternate terms and conditions may result in termination of negotiations.

(3) While the County may accept additional or different language if so provided during negotiations, the Terms and Conditions marked with an asterisk (*) in Section 8.0 of this RFP, are mandatory and non-negotiable.

C. If a contract containing both terms and conditions acceptable to the County and rates considered fair and reasonable by the County cannot be negotiated, negotiations shall be terminated and negotiations will be conducted with the next-ranked offeror, and so on. The PAG will conduct all subsequent negotiations and will make a recommendation to the County Board of Supervisors for the resulting contract award. The rankings shall remain confidential until after the contract award.

7.0 INSTRUCTIONS TO OFFERORS

7.1 Preparation and Submission of Proposals

A. Before submitting a proposal, read the ENTIRE solicitation including the Terms and Conditions. Failure to read any part of this solicitation will not relieve an offeror of the Contractual obligations.

Construction Engineering Inspection Services for Evergreen Mills Road, Watson Road, and Reservoir Road Intersection Improvements

B. Include other information, as requested or required.

C. All proposals must be submitted to the Division of Procurement in a sealed container. The face of the sealed container shall indicate the RFP number, time and date of opening and the title of the RFP.

D. All proposals shall be signed in ink by the individual or authorized principals of the firm.

E. All attachments to the RFP requiring execution by the offeror are to be returned with the proposal.

F. Instructions for Submitting a Physical (Hard Copy) Proposals

1. All physical (hard copy) proposals must be submitted to the Division of

Procurement in a sealed container. The face of the sealed container shall indicate the RFP number, time and date of opening, the title of the RFP, the name of the firm, and the firm’s complete return address.

2. Physical (Hard Copy) Proposals may be submitted via one of the following options:

US Mail to:

County of Loudoun, Virginia Division of Procurement PO Box 7000 Leesburg, Virginia 20177-7000

OR

Hand delivered to:

County of Loudoun, Virginia Division of Procurement 1 Harrison Street, S.E., 1st Floor Procurement Bids and Proposals Drop Box Leesburg, Virginia 20175

OR

Private carrier (UPS/FedEx) to:

Loudoun County Procurement 1 Harrison Street, S.E., ATTN: PROCUREMENT BIDS & PROPOSALS

Leesburg, Virginia 20175 Please note: Offerors choosing to submit proposals via US Mail or UPS/FedEx should allow at least an additional twenty-four (24) hours in the delivery process to ensure proposals are received on time.

Overnight delivery does not guarantee that the proposal will be delivered to the appropriate location prior to the Acceptance Date and Time.

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3. Failure by an offeror to address and label their submission in accordance with the requirements of this section may result in submission being delivered to an incorrect location which will ultimately result in rejection for late submission.

4. Each firm shall submit one (1) original and one (1) electronic copy (in PDF format) on a USB flash drive their proposal to the County's Division of Procurement as indicated on the cover sheet of this RFP.

G. Instructions for Submitting Online Electronic Bids/Proposals

1. Electronic submissions may be submitted through the County’s iSupplier system. Offerors can access iSupplier by clicking here:

https://ebsprdext.loudoun.gov/OA_HTML/AppsLocalLogin.jsp.

Faxed and/or e-mailed proposals will not be accepted.

2. Registration and access to iSupplier is free. iSupplier registration is MANDATORY to submit an online electronic response. To learn more and register, please visit https://www.loudoun.gov/926/BiddersSuppliers-Registration.

iSupplier account set-up, approval, and/or updates may take up to five

(5) business days. Offerors should confirm their ability to access and use iSupplier well in advance of the solicitation Acceptance Date and Time to allow sufficient time to request technical support, if needed.

3. Offerors must acknowledge and accept the County’s Online Submission Terms and Conditions prior to submitting an online response.

6. Guides for registration and submitting an online electronic bid/proposal using iSupplier are available on the County’s website at https://www.loudoun.gov/926/BiddersSuppliers-Registration . These guides provide detailed instructions for online electronic proposal submission.

a. iSupplier Registration: Loudoun iSupplier Guide

b. Instructions for submitting online electronic bids/proposals:

iSupplier Guide for Suppliers – Sourcing (Solicitations/Bid Opportunities)

c. Frequently Asked Questions

7. The file(s) attached to the online electronic bid/proposal must be in

PDF format unless otherwise stated. Encrypted or password protected files are prohibited. Offerors assume all risks and are solely responsible for ensuring the County is able to access, open, and download file(s) attached to their bid/proposal. Electronic links to proposals are prohibited. If the County is unable to access or open any file(s) associated with the online electronic submission, the County will consider those file(s) as not submitted. Offerors are cautioned to ensure that the files attached to proposal are complete.

https://ebsprdext.loudoun.gov/OA_HTML/AppsLocalLogin.jsp https://www.loudoun.gov/926/BiddersSuppliers-Registration https://www.loudoun.gov/926/BiddersSuppliers-Registration

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Proposal submission forms must be completed legibly and in their entirety; and all required supplemental information, including addenda, must be furnished and presented in an organized, comprehensive, and easy to follow manner.

8. An online electronic proposal is not considered successfully submitted unless all necessary files have been uploaded and the online electronic bid/proposal response status is “Active”. An iSupplier system generated e-mail confirmation receipt with a unique confirmation number will be provided once submission is complete.

Offerors are responsible for the consequences of any failure to plan ahead in the submission of its bid/proposal.