832810ceiLoud.pdf

Construction Engineering and Inspection Services for Farmwell Road Intersection Improvements

RFP RFQ 708023

Loudoun County, Virginia

REQUEST FOR PROPOSAL

CONSTRUCTION ENGINEERING AND INSPECTION SERVICES

FOR FARMWELL ROAD INTERSECTION IMPROVEMENTS

ACCEPTANCE DATE: Prior to 4:00 p.m., August 21, 2026 “Local Atomic” Time

RFP NUMBER: RFQ 708023

ACCEPTANCE PLACE: Loudoun County Government Offices

1 Harrison Street, S.E.

1st Floor, Procurement Bids and Proposals Drop Box Leesburg, Virginia 20175

IMPORTANT NOTES

A. Documents related to this solicitation may be downloaded from the County’s website at https://www.loudoun.gov/bids.aspx.

B. Pre-Proposal Conference: An optional Pre-Proposal Conference will be held virtually using

Microsoft Teams on July 22, 2026, at 11:00 a.m. to provide an overview of the project and the expectations outlined in this solicitation. To participate, connect using the link provided below and follow the prompts as designated.

Join on your computer, mobile app or room device Join the meeting now Meeting ID: 214 263 100 040 99 Passcode: o9sr2Ux6 Download Teams | Join on the web

Or call in (audio only) +1 757-600-4923,,442680286# United States, Norfolk Find a local number Phone conference ID: 442 680 286#

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

Beth A. Cioni Contracting Officer Phone: (571) 627-7414 Email: Beth.Cioni@loudoun.gov

Issue Date: July 9, 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.

https://www.loudoun.gov/bids.aspx https://teams.microsoft.com/meet/21426310004099?p=WK9V9LHaECBETurJxl https://teams.microsoft.com/meet/21426310004099?p=WK9V9LHaECBETurJxl https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+17576004923,,442680286 https://dialin.teams.microsoft.com/913f662e-9d28-4165-95f5-3a6b9f35ec17?id=807347891 mailto:Beth.Cioni@loudoun.gov

REQUEST FOR PROPOSAL

CONSTRUCTION ENGINEERING AND INSPECTION SERVICES

FOR FARMWELL ROAD INTERSECTION IMPROVEMENTS

SECTION/TITLE PAGE

1.0 PURPOSE AND GENERAL INFORMATION

2.0 COMPETITION INTENDED

3.0 BACKGROUND INFORMATION

4.0 SCOPE OF SERVICES

5.0 EVALUATION OF PROPOSALS & SELECTION PROCEDURES

6.0 INSTRUCTIONS TO OFFERORS

7.0 TERMS AND CONDITIONS

8.0 PROPOSAL SUBMISSION FORM

Prepared By: /s/Beth A. Cioni Date: 07/09/2026

Contracting Officer

CONSTRUCTION ENGINEERING AND INSPECTION SERVICES

FOR FARMWELL 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 qualified Construction Engineering and Inspection (CEI) Services firms (each, a “Consultant”) to provide comprehensive support for the construction of the Farmwell Road (Route 625) Intersection, Pedestrian, and Bicycle Improvements Project from 0.036 miles west of Ashburn Road (Route 641) to 0.241 miles east of Waxpool Road (Route 640) (“Project”).

The Consultant selected through this competitive procurement process will provide full-time on-site inspection, construction administration, materials sampling and testing, documentation management, and related engineering and compliance support necessary to ensure that all construction activities conform to the approved plans, specifications, Virginia Department of Transportation (VDOT) standards, and the Construction Contract requirements.

2.0 COMPETITION INTENDED

It is the County's intent that this RFP permits competition. It shall be the Offeror's (i.e. any entity submitting a proposal in response to this RFP) 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 support the 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 VDOT audit and Street Acceptance, is approximately thirty-six (36) months. The resulting contract from this solicitation will be a unit price contract.

3.2 The Project is a VDOT Locally Administered Project (LAP) and consists of geometric design improvements along Farmwell Road (Route 625) and a portion of Waxpool Road (Route 625). Improvements will address operations at the major intersections of Farmwell Road at Ashburn Road, Ashburn Village Boulevard, and Smith Switch Road to maximize through and turning traffic movements. A separate westbound right-turn lane will be constructed at the intersection of Farmwell Road and Hemingway Drive/Dodge Terrace.

In addition to intersection improvements, the Project will enhance pedestrian and bicycling mobility by constructing a continuous ten (10)-foot-wide multi-use trail and five (5)-foot-wide sidewalk between Ashburn Road and Smith Switch Road.

Due to special constraints in this urbanized corridor, on-site water quality facilities are not proposed; stormwater quality requirements for this Project will be satisfied through the purchase of off-site nutrient credits.

Roadway drainage, stormwater management, and erosion and sediment control design will adhere to current County and VDOT requirements. The Project will also include, but not be limited to:

• Gravity Retaining Walls

• Roadway Resurfacing

• Crosswalk Improvements

• Storm Sewer and Drainage Improvements

• Waterline Utility Plans

• Sidewalk, Curb Ramp, Crosswalk, and Intersection Improvements

• Signalized Intersections Improvements

• Pipe Rehabilitation

• Multi-Phased Traffic Management Plan

3.3 CEI services will include, but not be limited to, full-time on-site quality assurance and quality control, construction engineering and inspection services, material testing, administrative support, 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 4.0 Scope of Services of this RFP.

3.4 Offerors shall demonstrate their ability to meet or exceed the requirements of this RFP and the tasks described herein. Additional responsibilities may be assigned as the Project advances or as provided in the Project Contract Documents. The Project shall be administered in accordance with the approved construction plans, special provisions, all applicable VDOT standards and specifications, VDOT Materials Division guidelines, and all other applicable procedures governing VDOT-administered or County-administered transportation projects.

3.4 Additional Project details will be refined during the joint scoping process, which will be conducted with the Top‑Ranked Offeror prior to final contract execution.

4.0 SCOPE OF SERVICES

All proposals must be made on the basis of, and either meet or exceed, the requirements contained herein.

4.1 The Consultant shall provide comprehensive Construction Engineering and

Inspection (CEI) services necessary to support the County in administering, monitoring, and documenting all construction activities for the Project. All CEI activities shall comply with the current versions of the following, as applicable:

• 23 Code of Federal Regulations 637

• Virginia Department of Transportation (VDOT) Road and Bridge Specifications

• VDOT Road and Bridge Standards

• VDOT Inspection Manual

• VDOT Materials Division Manual of Instructions

• VDOT Virginia Test Methods

• VDOT Virginia Manual on Uniform Traffic Control Devices for Streets and

Highways

• VDOT Virginia Work Area Protection Manual

4.2 Consultant Responsibilities

A. The Consultant shall provide full-time, on-site inspection; construction administration support; materials sampling and testing; engineering assistance; and complete project documentation. These services include performing administrative and engineering duties as needed and providing staff capable of working overtime in excess of forty (40) hours per week, when required by the Project.

B. The Consultant shall ensure that the Construction Contractor’s work complies with all plans, specifications, special provisions, and Construction Contract requirements; identify and report deficiencies; support timely resolution of issues; maintain accurate and complete Project records; and maintain professional, timely communication and coordination with the County, VDOT, utilities, the Engineer, the Construction Contractor, third-party partners, and all other Project stakeholders throughout the duration of the Project.

C. 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, observe the Construction Contractor’s daily activities, and prepare daily reports based on on-site observations.

D. The Construction Contractor will furnish the Project field office/trailer in accordance with the Construction Contract and specifications. The Consultant shall provide all equipment and supplies necessary to perform the CEI services described herein, consistent with industry standards and the requirements of this Scope. This includes, but is not limited to, the tools, technology, and materials typically required for inspection, documentation, communication, and field operations.

4.3 Minimum Staffing

A. The Consultant shall furnish, at a minimum, the following personnel:

• Construction Manager

• Senior Inspector

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

• Office Engineer

• Additional staff as needed to provide administrative and clerical support B. 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 any other laboratory-required tests. If a separate sub-consultant is used for materials testing, the Consultant shall provide all coordination, scheduling, and support necessary to ensure the required testing frequency, locations, curing methods, documentation, and testing procedures are properly implemented. All materials testing shall be performed by a qualified technician that is VDOT-approved and certified in the applicable disciplines.

4.4 Requirements of the Consultant

It shall be the responsibility of the Consultant staff to:

• Monitor and inspect the work of the Construction Contractor to ensure 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 progress and quality of work.

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

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

• Attend all Project-related meetings as required by the County, prepare and upload meeting minutes into the County’s construction project management platform, Trimble Unity Construct (Trimble), formerly e-Builder, and ensure timely distribution to all stakeholders. Review and track all schedules, submittals, RFIs, and related documents and provide timely, accurate information and recommendations to the County Construction Manager.

• Take photographs of the Project before, during, daily throughout construction, and after completion. All photographs shall be uploaded into the County’s Trimble.

4.5 On-site Inspection

The Consultant shall:

• Monitor the Construction Contractor's on-site construction activities and inspect materials, equipment, and manpower. The Consultant shall maintain Inspector’s Daily Reports documenting, at a minimum: daily quantities of work performed by pay item; weather conditions, including temperature, cloud cover, and precipitation; contractor and subcontractor workforce and equipment on site; materials delivered and tested;

instructions given to the Contractor; any nonconforming work, rejected materials, or stop-work situations; and any Contractor complaints, notices of potential claim, or disputes. All entries shall be factual, contemporaneous, and sufficient to reconstruct the day’s activities in detail.

The Consultant shall verify that all work is performed in accordance with the Construction Contract Documents, including the plans, specifications, and special provisions.

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

4.6 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 all required licenses for testing equipment and for personnel operating such equipment. The Consultant shall make these licenses and supporting documentation available to the County for verification upon request. The Consultant's handling of nuclear gauges shall comply with the requirements of their license. 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, the following:

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 or rejection of materials shall include evidence of calibration as recommended by the manufacturer. All hand tools necessary for inspection services shall also be supplied by the Consultant.

4.7 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 identified, the Consultant shall implement remedial action immediately. County recommendations and the Consultant’s responses and actions shall be properly documented by the Consultant. No additional compensation shall be provided 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, reassigning inspection personnel, or assigning additional inspection personnel.

B. Immediately replacing 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. Increasing the scope and frequency of training of the Consultant personnel.

4.8 Key Personnel Requirements

The Consultant shall furnish personnel for each of the following positions who meet or exceed the qualifications and are capable of performing the duties described herein.

A. Construction Manager

1. Position Summary: The Construction Manager shall manage the assigned elements of the Project to ensure the Construction Contractor’s work complies with the plans and contract documents.

Responsibilities include managing CEI staffing, inspection activities, and contract administration under the direction of the County Construction Manager.

2. General Responsibilities:

• Manage assigned Project elements, including structures, roadways, utilities, other transportation facilities, and site-related work. Duties include analyzing and interpreting Project plans and specifications to ensure constructability; identifying design errors and evaluating impacts; interpreting unclear contract language; performing time-impact analyses; and tracking Construction Contractor’s daily production rates.

• Prepare independent construction estimates; make recommendations for partial and final Construction Contractor payments, monitor Project budgets and recommend any needed adjustments to the County Construction Manager.

• Supervise and manage inspection personnel and make recommendations on Project staffing. Attend the pre-construction conference organized and scheduled by the County Construction Manager, and conduct utility coordination meetings, construction progress meetings, and other types of conferences.

• Prepare and review Project correspondence; approve or reject recommendations made by Project inspectors;

recommend resolution of field construction issues;

recommend design changes; prepare work orders; seek input from the Project controls group regarding schedule and cost impacts.

• Coordinate with internal Project disciplines (design, materials, environmental, traffic, right-of-way, and utilities), external stakeholders, and the public as necessary to maintain contract schedules and meet Project requirements.

3. Knowledge, Skills, and Abilities: The Construction Manager shall have:

• Substantial knowledge of roadway, structure, and traffic engineering construction methods, procedures, practices, plans, specifications, and contracts.

• Knowledge of materials used in transportation facility construction, including performance characteristics, environmental considerations, legal responsibilities, and safety requirements.

• Working knowledge of the VDOT Road and Bridge Specifications, Road and Bridge Standards, Locally Administered Projects Manual, Construction Manual, and Inspection Manual.

• Knowledge 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 staff; interpret roadway plans, specifications, and contracts; prepare technical, financial, and administrative correspondence; and communicate effectively.

4. Minimum Education, Experience, and Certifications:

Education: High school diploma or General Education Development (GED) certificate required. Bachelor’s degree in civil engineering, construction management, or related field preferred.

Experience: Minimum of eight (8) years of progressive experience in roadway, bridge, or transportation construction, including at least four (4) years in a supervisory or construction management role.

Experience on VDOT or VDOT Locally Administered Projects (LAP) of similar type and complexity strongly preferred. A Professional Engineer (P.E.) license may be considered in lieu of a portion of the experience requirement.

Certifications: VDOT Intermediate or Advanced Work Zone Traffic Control certification required; VDOT Erosion and Sediment Control Contractor Certification or Erosion and Sediment Control Inspector certification required, or must be obtained within six (6) months of assignment; completion of VDOT LAP construction/ contract administration training required, or must be obtained within six (6) months of assignment; Occupational Safety and Health Administration (OSHA) 30-hour Construction Safety training required. Additional VDOT materials, documentation, or construction management-related certifications are preferred.

B. Senior Inspector

1. Position Summary: The Senior Inspector shall monitor and perform all types of inspection work on complex and routine highway projects or act as a specialist and advisor to other inspectors on phases of work requiring specialized expertise. Assignments are of an independent nature and include responsibility for inspecting and monitoring inspection work for projects of any type and size. The Senior Inspector is responsible for assigning and assisting inspectors to ensure all phases of work receive adequate inspection.

Supervision is received from the Construction Manager or County Construction Manager through periodic visits and review of records and reports. The Senior Inspector’s authority is limited in that any recommended changes to plans or specifications must be reviewed and approved by the design engineer with appropriate delegated authority.

2. General Responsibilities:

• Inspect all phases of work on the Project and advise the Construction Contractor’s Superintendent or representatives of actions necessary to ensure compliance with plans, specifications, and Construction Contract requirements.

• Inspect grading, paving, demolition, special-design structures, signals, signing, coatings, utilities, and other assigned construction elements.

• Review performance of assistant inspectors daily, provide corrective direction, ensure teamwork, and support partnering and Project success. Answer questions from assistant inspectors and the Construction Contractor concerning Construction Contract requirements and their interpretation.

• Review and/or prepare daily reports for preparation of entries to the Project diary, as-built plans, materials books, and workbooks. Prepare and check construction Project reports and monthly Project estimates, make necessary corrections, and forward documentation to the Construction Contractor and County Construction Manager.

• Perform duties of an assistant inspector when required by workload.

• Use routine survey equipment to check grades and verify stakeouts (grading and structures).

• Read and interpret highway construction plans and specifications.

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

• Review sketches and prepare daily drawings of quantities to verify the Construction Contractor’s quantities and pay items.

• Perform detailed constructability reviews for change orders.

• Monitor the Construction Contractor’s operations to ensure compliance with contract terms and specifications.

• Independently coordinate and direct all phases of construction inspection on for the Projects with complex traffic control, public sensitivity, environmental constraints, or significant coordination with utilities, property owners, or local/federal government representatives.

• Verify lines, grades, dimensions, and elevations using survey and field engineering equipment.

• Coordinate and schedule phases of work with the Construction Contractor and County personnel; and monitor the Construction Contractor’s plan of operation; advise Construction Contractor and the County Construction Manager of violations; and recommend adjustments to operations.

• Recommend changes to construction plans to address field conditions; perform field measurements of pay items;

conduct materials testing; check equipment; and maintain and review comprehensive Project documentation including daily diaries, materials notebooks, as-built plans, pay quantity records, progress schedules, work orders, and monthly estimates.

• Maintain awareness of applicable of Civil Rights requirements applicable to the Project.

• Assist in the development of work orders, investigations, and the analysis of Notices of Intent.

• 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 issues and obtain technical guidance in specialty areas of engineering and inspections.

• Construction Contractor personnel to schedule, coordinate, and resolve inspection-related issues.

• Local government and law enforcement agencies to coordinate traffic control and explain ongoing work.

• Suppliers to verify receipt of materials.

• Utility companies to coordinate relocation and installations.

• The public to provide information and resolve concerns.

3. Knowledge, Skills, and Abilities: The Senior Inspector shall possess knowledge of roadway, structure, and bridge construction methods, materials, standards, and specifications; state and federal safety and environment requirements; and Equal Employment Opportunity guidelines and regulations. The Senior Inspector shall have a working knowledge algebra, geometry, and trigonometry; proficiency with computer equipment and project management software (including Microsoft Office and Trimble/e-Builder); and the ability to interpret plans and specifications, apply mathematical formulas and engineering principles to determine field adjustments, maintain detailed reports, perform required materials testing, and communicate effectively with agency personnel, contractors, and the public.

4. Minimum Education, Experience, and Certifications:

Education: High school diploma or GED certificate required.

Associate’s degree in civil engineering technology, construction management, or related field preferred.

Experience: Minimum of six (6) years of roadway, bridge, and/or transportation construction inspection experience, with demonstrated responsibility for complex projects, traffic control, and coordination with multiple stakeholders. Experience with VDOT or VDOT LAP projects preferred. A bachelor’s degree in civil engineering or construction management may be substituted for up to two (2) years of experience.

Certifications: VDOT Intermediate Work Zone Traffic Control certification required; VDOT Erosion and Sediment Control Contractor Certification or Erosion and Sediment Control Inspector certification required or obtainable within six (6) months of assignment; applicable VDOT materials testing and inspection certifications for the work being inspected preferred; VDOT LAP construction/inspection-related training required (or ability to obtain within six (6) months of assignment); OSHA 10-hour Construction Safety required (OSHA 30-hour preferred).

C. Construction Inspector

1. Position Summary: The Construction Inspector shall inspect all phases of construction under the supervision of Senior Inspectors, Construction Project Managers, or other supervisory personnel. The Construction Inspector shall have the ability to independently inspect routine highway construction phases for maintenance, bridge, and roadway construction projects. Assignments may be independent or supportive in 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 position is distinguished from the trainee level by the requirement to act and make decisions independently for routine construction issues and to foster partnering relationships with the Construction Contractor, the public, and other Project stakeholders.

The Construction Inspector monitors the Construction Contractor’s work to ensure quality control and compliance of moderate complexity. Considerable freedom of action is allowed, with specific instructions provided only when plans and specifications change, when the Construction Contractor does not perform as required, or when the inspector requires clarification.

2. General Responsibilities:

• Inspect assigned phases of work and maintain official contact with the Construction Contractor’s superintendent and other representatives to ensure conformance with plans, specifications, and contract documents.

• Frequently check lines, grades, and dimensions of roadways and structures using survey equipment, and advise the Construction Contractor of any discrepancies.

• Check methods of construction where specific methods are required and direct correction of variances.

• Ensure work zones and traffic control setups comply with current standards.

• Prepare and review daily inspector reports for entry into Project diaries; properly document materials in the Materials Notebook and related test reports using Trimble.

• Enter daily reports and Project photographs into Trimble.

• Review sketches and prepare quantity drawings that verify the Construction Contractor’s quantities and pay items.

• Record or monitor the recording of material received, including quantities required, received, used, and tested.

• Check materials and documentation to confirm required testing has been performed, or perform routine physical tests and analyze samples; send samples to the testing laboratories for verification of results as needed.

• Monitor the Project budget.

• Assist in Construction Contractor’s monthly evaluations.

3. Knowledge, Skills, and Abilities: Construction Inspectors shall meet all minimum qualification requirements listed under this Section and shall have working knowledge of roadway, structure, and bridge construction methods, materials, standards, and construction symbols and terminology; relevant state and federal environmental, safety, and Equal Employment Opportunity requirements; and mathematics including algebra, geometry, and trigonometry.

Construction Inspectors shall be skilled in operating computer equipment, software programs, and field inspection equipment; able to 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 effectively with the agency personnel, Construction Contractor personnel, and the public.

4. Minimum Education, Experience, and Certifications:

Education: High school diploma or GED certificate required.

Coursework or training in civil engineering technology, construction management, or related field preferred.

Experience: Minimum three (3) years of roadway, bridge, or transportation construction inspection or closely related construction field experience. Experience with VDOT or VDOT LAP projects and associated documentation procedures preferred.

Certifications: VDOT Intermediate Work Zone Traffic Control certification (or ability to obtain within six (6) months of assignment) required; VDOT Erosion and Sediment Control Contractor Certification or Erosion and Sediment Control Inspector certification preferred; applicable VDOT materials testing/inspection certifications preferred; OSHA 10-hour Construction Safety training required.

D. Office Engineer

1. Position Summary: The Office Engineer provides technical and administrative support to the Construction Manager and inspection staff in areas of contract administration, documentation, and records management. The Office Engineer ensures that Project documentation, correspondence, pay quantities, and materials/testing records are accurate, complete, and in compliance with County, VDOT, and applicable federal requirements. Work is performed under the direction of the Construction Manager or County Construction Manager and supports project controls, document control, and reporting functions.

2. General Responsibilities:

• Support contract administration activities, including tracking milestones, time extensions, work orders, change orders, and claims, and ensuring proper documentation and filing.

• Maintain comprehensive Project records, including correspondence, RFIs, submittals, shop drawings, material certifications, test reports, daily inspection reports, photographs, pay-quantity backup, schedules, meeting minutes, and as-built documentation.

• Review daily inspection reports and field documentation for completeness and accuracy and coordinate with inspectors to resolve discrepancies.

• Assist in preparing and processing monthly pay estimates, including verification of quantities, backup documentation, and conformance with contract and VDOT LAP requirements.

• Assist in the preparation and processing of change orders, supplemental agreements, and work orders, including calculations, cost estimates, and supporting documentation.

• Maintain and update project management systems (e.g., Trimble/e-Builder) with current information on RFIs, submittals, change orders, pay items, materials, testing, and Project status.

• Coordinate the receipt, distribution, and tracking of Construction Contractor submittals, shop drawings, and mix designs, and ensure timely review and response.

• Assist with materials documentation to verify appropriate approvals, certifications, and test reports in accordance with VDOT LAP requirements.

• Prepare draft technical and administrative correspondence and assist in preparing required Project reports, including progress and closeout reports.

• Support development and maintenance of as-built records and documentation of permits, traffic control approvals, and environmental commitments.

• Participate in pre-construction and progress meetings as directed and assist with preparation of agendas and minutes.

• Support audits and reviews by organizing and providing requested documentation related to contract compliance and Project records.

3. Knowledge, Skills, and Abilities: The Office Engineer shall meet the minimum qualification requirements listed under this Section. The Office Engineer shall have knowledge of roadway, structure, and bridge construction methods, materials, standards, and specifications; working knowledge of VDOT Road and Bridge Specifications, Standards, LAP Manual, Construction Manual, and Inspection Manual; knowledge of contract administration principles, including pay estimates, change orders, RFIs, and submittals;

working knowledge of relevant safety, environmental, and Equal Employment Opportunity guidelines and regulations; and working knowledge of mathematics including algebra, geometry, and trigonometry. The Office Engineer shall be proficient in the use of computer equipment, Microsoft Office, and project management/document control software (such as Trimble/e- Builder); able to read and interpret plans, specifications, and contract documents; organize and maintain detailed Project records; apply mathematical formulas and basic engineering principles to verify quantities; and communicate effectively with County, VDOT, Contractor personnel, and the public.

4. Minimum Education, Experience, and Certifications: Education:

High school diploma or GED certificate required. Associate’s degree in civil engineering, construction management, engineering technology, or related field preferred.

Experience: Minimum of four (4) years of progressive experience in construction engineering, construction inspection, contract administration, or related highway/bridge construction work, including at least two (2) years on transportation projects similar in type and complexity to VDOT LAP projects. Experience with VDOT or VDOT LAP documentation and procedures preferred. A bachelor’s degree in civil engineering or construction management may be substituted for up to two (2) years of experience.

Certifications: VDOT Intermediate Work Zone Traffic Control certification (or VDOT-approved equivalent) required; VDOT Erosion and Sediment Control Contractor Certification or Erosion and Sediment Control Inspector certification preferred; completion of VDOT LAP training relevant to construction/contract administration (or ability to obtain within six (6) months of assignment) required;

OSHA 10-hour Construction Safety training required (OSHA 30-hour preferred).

4.9 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 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: November 2026

• Expected Completion: NTP + Thirty-six (36) Months

4.10 Project Administration

The County will require the Consultant to use Trimble Unity Construct (Trimble), formerly e-Builder, 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 1-888-288-5716.

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

4.11 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.

5.0 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.

5.1 Proposal Analysis Group

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

5.2 Schedule

• Proposals Due 08/21/2026

• Shortlist Announcement 09/25/2026

• Interviews Week of 10/12/2026

• Final Ranking Announcement 10/16/2026

Note: These dates are tentative and are subject to change.

5.3 Evaluation Process

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 clearly demonstrate their qualifications and understanding of the work to be performed.

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 RFP (25 Points) E. Overall Quality and Completeness of Proposal (5 points)

5.4 Proposal Content

Offerors shall prepare written proposals that clearly demonstrate their qualifications and their understanding of the work to be performed. Proposals should be organized using the tabbed structure described below, presented in the order listed. Failure to include any of the requested information may result in the loss of points or the proposal will be deemed incomplete and rejected.

• 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 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.

• Proposals should be tabbed and, if submitting hardcopy, printed double-sided.

Tab A. PROPOSAL SUBMISSION FORM Complete and include the required Proposal Submission Form.

TAB B - REQUIRED DOCUMENTS

Include all of the following:

1. Proof of Authority to Transact Business Form

2. Completed and signed W-9

3. Insurance certificate

4. Signed Addenda

TAB C - TRANSMITTAL LETTER

Provide a transmittal letter printed on the Offeror’s official letterhead. The letter should include:

1. The legal name of the firm submitting the proposal, its main office address, and a brief history of the firm, including years in operation and primary service areas.

2. A summary statement describing the firm's overall experience providing CEI services comparable to those outlined in this RFP, specifically construction management, inspection, and engineering support for roadway and intersection projects. Highlight relevant expertise, project types, and the firm's familiarity with VDOT processes and locally administered projects.

TAB D - PROJECT MANAGEMENT AND TECHNICAL EXPERTISE

1. Comparable Project Experience

Provide descriptions of three (3) comparable projects successfully completed within the last eight (8) years that involved construction https://law.lis.virginia.gov/vacode/title2.2/chapter37/ management, inspection, and engineering services similar to those described in Section 4.0, Scope of Services. All three (3) projects must have been performed for VDOT and/or a local government served by the Northern Virginia VDOT District Office. All Offerors must demonstrate extensive experience working with VDOT.

For each project, submit:

• One (1) page maximum of written project description (one page = both sides); and

• One (1) additional page of graphics, photographs, or exhibits.

Each project description shall include:

• Project name, location, and a brief scope overview

• Owner name and contact information; designer(s) name and contact;

general contractor name and contact

• Key team members from your firm and their roles on the project

• Project start and completion dates (Month/Year) for both the overall construction project and for your firm's construction support services

• Final construction cost of the project

• Your firm's final contract amount for CEI/construction support services (if pre-construction, design, or other services were included in your contract, identify those costs separately)

In the project description, address the following:

• The specific CEI services your firm provided and how those services helped the Owner achieve the project's objectives

• How your team's involvement contributed to keeping the project on schedule and within budget

• How your firm coordinated with the construction contractor and the Owner to identify and resolve design issues that arose during construction

2. References All Offerors shall include with their proposals a minimum of three (3) current references. This list shall include the 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. Relevant Contract History Provide a list of previous contracts demonstrating your firm's depth of experience providing construction management, inspection, and engineering services similar to those required by this RFP. For each contract, include:

• Project/contract name and brief description

• Scope of services performed

• Total project construction cost

• Owner’s name and contact information

4. Awards and Recognition

List any awards, letters of commendation, or formal recognition received by your firm relevant to the services described in this RFP. Include the issuing organization, date, and a brief description.

TAB E - CREDENTIALS OF THE PROJECT TEAM

Include as a minimum:

1. Team Overview

Identify all individuals proposed for this project, their roles, and their directly relevant experience in those roles. Clearly describe the division of responsibility among all firms, including sub‑consultants.

2. Organizational Chart/Staffing Plan Provide an organizational chart or staffing plan that illustrates the chain of command for the proposed Project team. The chart shall:

• Identify all proposed personnel and their assigned roles

• Show reporting relationships among all team members and sub-consultants

• Identify all sub-consultant firms and their scope of involvement

• Indicate which individuals are responsible for key functions (e.g., construction management, inspection, materials testing, traffic control oversight, documentation)

3. Construction Manager Provide the following for the proposed Construction Manager:

A. Resume: Include education, licenses, certifications (including VDOT certifications), and a summary of relevant professional experience.

The resume shall clearly demonstrate that the individual meets the minimum qualifications described in Section 4.0.

B. Project Portfolio: Provide a written list of up to five (5) projects completed within the past ten (10) years in which the Construction Manager served in a comparable role. The portfolio is separate from the resume and shall demonstrate the individual's experience managing projects similar to the RFP scope. For each project, include:

• Project name and location

• Construction cost

• The proposed Construction Manager’s role and responsibilities

• Owner or client

4. Inspection Staff Provide resumes for all construction inspectors proposed for this Project.

Resumes shall clearly demonstrate that each inspector meets the minimum qualifications specified in this RFP, including VDOT certifications applicable to their assigned inspection duties.

5. Additional Key Personnel and Sub-consultants Provide resumes for other key team members and sub-consultant staff, including:

• Proposed role on this Project

• Relevant and recent experience in that discipline

• Education, licenses, and professional certifications

6. Prior Teaming Experience Identify any previous projects on which the prime firm and the proposed sub-consultants have worked together. Include project names and a brief description of each firm’s/team member's role and responsibilities.

7. Work Location Chart Provide a chart showing the primary work location (city/town and state) for all individuals included in the proposal.

TAB F - QUALITY ASSURANCE/QUALITY CONTROL (QA/QC)

1. QA/QC Strategy and Methodology: Describe your overall approach to implementing and maintaining quality assurance and quality control throughout the duration of this Contract, from mobilization through project closeout.

2. Document and Submittal Review: Explain how plans, correspondence, inspection reports, daily logs, materials documentation, and other submittals are reviewed for accuracy and completeness. Include a description of internal review procedures, verification steps, and any tools, checklists, or software used to ensure correctness before submission to the Owner.

3. Sustained QA/QC: Describe specific measures in place to maintain consistent quality throughout the life of the Project, including how your team will identify and address quality issues as they arise and how QA/QC performance will be monitored and reported.

TAB G - UNDERSTANDING OF THE CONTRACT AS DEPICTED IN THE RFP

1. Key Issues and Understanding of Scope

Provide a statement identifying key issues and challenges you anticipate in managing a project of this type and scale. Describe your understanding of the

CEI responsibilities outlined in this RFP, including your approach to managing the specific complexities of the Project.

2. Task Description and Staffing Plan Provide a task-by-task breakdown of how your team will fulfill the Scope of Services described in Section 4.0. For each major task, identify:

• The proposed staff member(s) responsible

• Their relevant experience for that task

• Any specific qualifications or certifications required Also describe how you will meet administrative requirements, including documentation, reporting, and coordination with the County and VDOT.

3. Experience with Locally Administered VDOT Projects Demonstrate your firm’s specific experience providing CEI services for locally administered VDOT projects. Describe your familiarity with VDOT's locally administered project processes, including LAP requirements, documentation standards, and coordination between the locality and VDOT's Northern Virginia District Office.

4. Current Workload Statement Provide a statement of your firm’s current workload across all active contracts. Identify any commitments that may affect the availability of proposed key personnel and describe how you will ensure the County’s project schedule will not be compromised.

TAB H - OVERALL QUALITY AND COMPLETENESS OF PROPOSAL (AND

INTERVIEW, IF SHORT LISTED)

Proposals will be evaluated based on their overall quality, completeness, and attention to detail. Specific criteria for assessment include:

• Completeness – Ensures all required elements are included and fully addressed.

• Attention to Detail – Assesses accuracy, consistency, and thoroughness.

• Clarity and Organization – Evaluates logical structure and ease of understanding.

• Appearance – Considers professional formatting and presentation.

For all short-listed Offerors, the interview process will also be evaluated based on the clarity and effectiveness of responses, as well as the ability to demonstrate understanding of the project scope and requirements.

5.5 Development of the Shortlist

Once the PAG has read and evaluated each proposal, a composite preliminary ranking will be developed which indicates the group’s collective…