833152archColHgts.pdf

CITY OF COLONIAL HEIGHTS, VIRGINIA

INVITATION # SP26-081102-7161

PROFESSIONAL SERVICES – ARCHITECTURAL

AND ENGINEERING SERVICES

AUGUST 11, 2026, 2:00PM EDT

REQUEST FOR PROPOSAL

City of Colonial Heights VA

Finance / Purchasing Department 201 James Avenue – P. O. Box 3401

Colonial Heights VA 23834

Larry H. Melvin, Purchasing Agent

(804) 520-9333 Fax (804) 524-8723

Email: melvinL@colonialheightsva.gov

July 14 2026 Invitation #SP26-081102-7161

The City of Colonial Heights Virginia hereby solicits qualified and interested firms to submit proposals and statements of qualifications for Architectural and Engineering Services, on an as-required basis, for the City of Colonial Heights Virginia.

Sealed Proposals, subject to the specifications and conditions herein and attached hereto, will be received at the above office until, but not later than 2:00PM, Tuesday August 11, 2026

Your proposal to be considered must be submitted in the format requested herein. If for any reason you deviate from this Request for Proposal, indicate the reason in detail. Five (5) copies of your proposal must be submitted in a sealed envelope. All firms shall sign their proposal and return by the specified time. It shall be the full responsibility of the Contractor to allow adequate time for delivery of the proposal. Failure to comply with these requirements may be cause for rejection of proposal.

Any proposal received after the announced time and date of opening, whether by mail or otherwise, will not be considered and will be returned unopened. Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals.

The City of Colonial Heights encourages all businesses, including minority and women-owned businesses to respond to all Invitations to Bid and Request for Proposals. All responsible firms are encouraged to submit proposals.

The right is reserved to reject any or all proposals submitted and, to make award where it appears it will be to the best interest of the City.

The City may, if deemed necessary, ask for interviews with all or several of the firms submitting proposals.

Any proposal submitted MUST be signed by an individual authorized to bind the offeror. All proposals Submitted without such signature will be deemed non-responsive and will not be accepted.

Enclosed is a “Proposal Requirements and Non-Collusion Statement” that should be signed and returned with this proposal.

Mark outside of envelope with Subject #SP26-012202-7758, closing date and time for receipt of proposals.

No Costs for Services shall be submitted with this Proposal. All costs will be obtained as outlined in our Selection Procedure.

201 James Avenue – P. O. Box 3401 Larry H. Melvin, Purchasing Agent

July 14, 2026 Invitation #SP26-081102-7161

General Terms and Conditions

During the performance of any contract awarded pursuant to this Request for Proposal, the Contractor agrees as follows:

A. The contractor will not discriminate against any employee or applicant for employment because of race, religion, sex or national origin, or handicap, except where religion, sex or national origin is a bona fied occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting for the provisions of this nondiscrimination clause.

B. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

C. Notices, advertisements and solicitations placed in accordance with federal law, rules or regulations shall be deemed sufficient for the purpose of meeting the requirements of this section.

The contractor shall include the provision of the foregoing paragraph A, B, C and D, in every subcontract or purchase order over $10,000 so that the provisions will be binding upon each subcontractor or vendor.

Ethics

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

Immigration Reform and Control Act of 1986

By submitting their proposal, offerors certify that they do not and will not, during the performance of this contract, employ illegal alien workers or otherwise violate the provisions of the Federal Immigration Reform and Control Act of 1986.

Purchasing Department

201 James Avenue – P. O. Box 3401 Larry H. Melvin, Purchasing Agent

Insurance

The Contractor shall purchase and maintain in force, at his own expense, such insurance as will protect him and the City from claims which may arise out of, or result from, the Contractor’s execution of the work, whether such execution be by himself, his employees, agents, subcontractors, or by anyone for whose acts any of them may be liable. The insurance coverage shall be such as to fully protect the City, the contractor and the public from any and all claims for injury and damage resulting by any actions on the part of the contractor of his forces as enumerated above. The Contractor shall furnish a copy of an original Certificate of Insurance, naming the City of Colonial Heights as additionally insured. Should any of the policies be canceled before the expiration date, the issuing company will mail 30 days written notice to the certificate holder. The Contractor shall furnish insurance in satisfactory limits, and on forms and of companies which are acceptable to the City’s Attorney and/or Risk Management and shall require and show evidence of insurance coverage on behalf of any subcontractors (if applicable), before entering into any agreement to sublet any part of the work to be done under this contract.

Drug Free Workplace

During the performance of this contract, the contractor agrees to the following:

1. Provide a drug-free workplace for the contractor’s employees

2. Post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition.

3. State in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace.

4. Include the provisions of the foregoing clauses in every subcontract or purchase order over $10,000 so that the provisions will be binding upon each subcontractor or vendor.

For the purpose of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor in accordance with this chapter, the employees of who are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensations, possession or use of any controlled substance or marijuana during the performance of the contract.

201 James Avenue – P. O. Box 3401 Larry H. Melvin, Purchasing Agent

Faith-Based Organizations

The City of Colonial Heights does not discriminate against faith-based organizations in accordance with The Code of Virginia, Section 2.2-4343.1.

Debarment Status

By submitting their proposals, offerors certify that they are not currently debarred by the Commonwealth of Virginia from submitting proposals on contracts for the type of good and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

Choice of Laws and Venue

Any disputes under a resulting contract that cannot be resolved between the City of Colonial Heights and the offeror, must be resolved in the Circuit Court of Colonial Heights, Virginia. Any resulting contract shall be governed by the laws of the Commonwealth of Virginia.

Proprietary Information

Section 2.2-4342 of the Code of Virginia states: “Trade secrets or proprietary information submitted by a bidder, offeror, or contractor in connection with a procurement transactions shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the bidder, offeror, or contractor must invoke the protections of this section prior to or upon submission of the data or other materials, and must identify the data or other materials to be protected and state the reasons why protection is necessary.”

Termination

It shall be the sole right of the City, to terminate any contract upon thirty (30) days written notification to the Contractor.

Project Description

The City of Colonial Heights is seeking proposals from qualified firms to provide Professional Architectural and Engineering Services for the City of Colonial Heights, Virginia on an as required basis. Any City Department could request services of the successful vendor.

Offerors are to submit written proposals which present the offeror’s qualifications and understanding of the work to be performed. The offeror’s proposal should be prepared simply and economically and should provide all the

201 James Avenue – P. O. Box 3401 Larry H. Melvin, Purchasing Agent information which it considers pertinent to its qualifications for the project, and which respond to the Scope of Services and Evaluation Criteria listed herin. Emphasis should be placed on completeness of services offered and clarity of content.

To assist in the evaluation process, offerors should limit their response to a total of twenty-five pages front and back. (50 pages total). It is the intention of the City to award contracts to a multiple of qualified firms. Once under contract, these firms may be called on to perform engineering services throughout the contract period.

Scope of Services

A. Overview:

1. The Architect/Engineer will provide professional services, which may include: site and building planning, programming of space needs, space planning, building and landscape architecture, interior design, structural, mechanical, electrical, plumbing, fire protection, civil, design of roof repairs and/or replacements, life-cycle costing, energy modeling and any surveying or related services as may be requested in an individual proposal for a specific project scope or incidental thereto.

The Architect will comply with the regulations, laws, ordinances and requirements of all governmental impact applicable to any assigned project. Exact details of the basic services will be specified for each project assignment. The County reserves the right to request the A/E work with other City consultants in delivering any given project or assignment.

2. Services should include development of any or all levels of documents from programming and conceptual design through construction drawings, to include construction specifications, bid documents and construction administration as described in this RFP. Projects may include, but are not limited to, new construction, renovations of buildings or portions of buildings and/or building equipment systems, renovations and additions to existing County structures.

. The scope of services may include any or combination of the following phases:

Study and Preliminary Design Phase Design Phase Bidding Phase Construction Administration Phase Close out Phase

201 James Avenue – P. O. Box 3401 Larry H. Melvin, Purchasing Agent

B. Study and Preliminary Design Phase

Consult with the City to determine the program requirements of the assignment and to gain a detailed and comprehensive understanding of the needs of the project.

Review of available data in the City’s possession. In consultation with the City and based on all available information (which may include prior studies, designs, plans, demographic data/projections and trends analysis) assist with determing the scope of the project

In consultation with all relevant stakeholders, perform all necessary research, field investigation and coordination with all other design disciplines necessary to successfully complete each project scope. May include citizen engagement via meetings, town halls, forums (virtual and/or in person), questionnaires, etc.

Prepare preliminary design documents consisting of preliminary construction plans, specifications, cost estimates and reports as required.

Furnish all such documents, plans and design data as may be required and assist in the preparation of the required documents so that the City may obtain approvals of all such governmental agencies and authorities having jurisdiction over the project and assist in obtaining such approvals by participating in submissions to and negotiations with appropriate officials and authorities.

C. Design Phase

Upon completion and acceptance of the study and/or preliminary design by the City and all governmental agencies and authorities having jurisdiction over design criteria and impact applicable to the project, prepare and furnish the final project bid documents (plans, drawings specifications, etc) in conjunction with the City’s Purchasing Department and assist in the preparation of other related documents as necessary.

Assist in obtaining design approval by participating in submissions to officials and authorities having jurisdiction over design requirements and attending as many meetings as are necessary to obtain such approval.

Coordinate the design with all related existing or new building systems necessary for a successful, effective and efficient operation of the facility.

Furnish project cost by an independent cost estimator based on the final plans and specifications and other related documents as required by the city.

Prepare any necessary documents for alternate bids as requested by the city.

201 James Avenue – P. O. Box 3401 Larry H. Melvin, Purchasing Agent

D. Bidding Phase

Based on approved final designs, provide a detailed fee proposal for the scope of work required to provide bid phase services in conjunction with the City’s Purchasing Department and assistance with the execution of other related task, as necessary.

Attend pre-bid conference, if requested.

Answer bidder’s questions and prepare any necessary addendums for distribution by the Cit’s Purchasing

Department.

Attend bid openings and verify the accuracy of the bids submitted.

Consult with and advise the City as to the acceptability of the prime contractor, and proposed subcontractors and other persons and organizations proposed by the prime contractor.

Consult with and advise the City as to the acceptability of substitute materials and equipment proposed by a bidder.

Assist the City in evaluation bids, negotiating with bidders when applicable and recommending award of contract (s).

Prepare all documents necessary for the City and Contractor to enter into a contract for construction of the project and forward all such documents to the City’s Purchasing department for review and approval prior to forwarding them to the prime contract for execution.

E. Construction Phase

Conduct a pre-construction meeting and generate meeting minutes with the contractor for projects.

Consult with and advise the City and act as its Construction Administration representative as normally expected of professional A/E’s.

Make periodic visits to the site as necessary or as defined for individual project scope to observe the progress and quality of the executed work and provide assurance in writing that the completed project with conform to the contract

201 James Avenue – P. O. Box 3401 Larry H. Melvin, Purchasing Agent

(804) 520-9333 Fax (804) 520-9290

July 14, 2026 Invitation #SP 26-081102-7161

Review and approve shop drawings, the results of tests and inspections and other data the Contractor(s) is required to submit; determine the acceptability of substitute material and equipment proposed by the Contract in conjunction with the City’s Purchasing Department, Issue instructions to each Contractor and prepare all change orders as required by the City.

Conduct periodic progress meetings with the City

Architect/Engineer shall advocate for the interest of the City, guard the City against defects and deficiencies in the work of the contractor whenever possible, and notify the City of any observed defects and deficiencies in the work of the contractor.

Review and recommend approval of the contractor’s application for payment.

Prepare and issue punch lists and perform follow-up inspections to verify punch list items have been successfully addressed.

Conduct inspection to determine if the project is substantially complete, and a final inspection to determine if the project has been completed in accordance with the final plans, specifications and other contract documents.

F. Close out phase

Ensure that all manuals, warranties, training and all other documents required in the construction specifications have been conducted or provided to the City.

Individual Project Assignments

Selection of A/E – Individual work assignments will be negotiated for each specific project based on each individual scope on an as-needed basis. The City and the Architect will work together to determine the scope and negotiate the fee for the work on each individual project. Upon approval of all necessary parties, a purchase order will be issued to the Architect for each project assigned. It shall be the sole decision of the City regarding which A/E the assignment is awarded if contracts are awarded to multiple firms. The City reserves the right to perform work in-house or to award projects through a separate procurement action

201 James Avenue – P. O. Box 3401 Larry H. Melvin, Purchasing Agent

Compensation and Method of Payment – As full payment and compensation for the performance and completion of work acceptable to the County for each project, the City will pay the A/E in accordance with the sum determined for individual project assignments. All work shall be performed for each project and shall be done on a lumpsum or on a time and materials not-to-exceed basis. The hourly rates utilized to determine the cost of each assignment will not exceed the hourly rates established for this contract. Estimates for each project shall include the number of projected man-hours by personnel classification and the corresponding hourly rate. Total fee shall include all expenses for performing the necessary work, including professional fees and reimbursable expenses. Reimbursable expenses, which shall be the actual expenses incurred directly or indirectly in connection with the services performed and shall be estimated at the time of negotiation with actual expenses added to invoices. When assignments are negotiated on a lumpsum or not-to exceed time and material basis, the cost of attending meetings as required by the City, shall be included in the fee.

Performance Schedule – The A/E company/staff assigned to the project shall perform work in accordance with a performance schedule negotiated at the time of project assignment. The work shall be assigned to a team of skilled personnel led by a qualified Project Manager who shall oversee each project. The Project Manager shall work continuously on the project until final reports are accepted by the City.

Changes in Performance Schedule – The City may make changes to the work previously negotiated for an individual assignment. If any such change increases or decreases the time required to perform the work, the performance schedule will be negotiated and adjusted accordingly. The A/E will not be entitled to adjustments for changes in work that in the opinion of the City do not result in an increase in the cost of performing the work. Any changes in scope of work for project assignments and performance of any additional services shall proceed only with express written authorization of the City and that the authorization is in compliance with all City procurement requirements

Contract Term and Pricing

Contract shall be awarded to multiple vendors for a one (1) year period. Each contract shall have an option to extend the term of the existing contract to allow completion of any work undertaken but not completed during the original term of the contract. The City reserves the right to renew the contract for three (4) additional one (1) year terms.

201 James Avenue – P. O. Box 3401 Larry H. Melvin, Purchasing Agent

Submittal Format

To facilitate the analysis of responses to the Request for Proposal, offerors should prepare the proposal in accordance with the instructions outlined in this section and should structure the proposal so that it contains individual tabs/sections detailing proposed services.

Emphasis should be concentrated on accuracy, completement, and clarity of content. All information shall be presented in a non-technical format to ensure understanding. All responses should be tailored specifically for the City

Detailed Submittal Format

Introduction letter, signed cover sheet

Executive summary – Provide a narrative, prepare in non-technical terms, summarizing the offeror’s proposal. The executive summary should identify the primary contact details for the offeror, including name, address, telephone number and email address.

A detailed description of the services to be provided with addresses each of the topics listed in the Scope of Work/Specifications. Clearly state your ability to meet or exceed the requested services as well as your methodology/approach to completing project assignments incorporating factors of diligence, timeliness and bringing projects within budget.

Demonstration of qualifications and capacity of firm to provide services required. The offeror should include a description of the organizational and staff experience as it is related to meeting the City’s needs, including experience administering similar contracts for local government entities. The offeror should provide examples of their managerial capabilities, including the ability to manage multiple projects simultaneously and expeditiously. The response should address firm’s size, structure, and number of years in business.

The offeror should provide a list of key individuals to be assigned to the City’s contract, specify their role in administering the contract, and provide a current biography/resume for each individual.

References – All offerors shall include a minimum of five reference, for similar projects/ contracts who could attest to the firm’s knowledge, quality of work, timeliness, diligence, flexibility and ability to meet budget constraints. Include names and addresses, contact individuals phone numbers and e-mail addresses of all references.

City of Colonial Heights

201 James Avenue – P. O. Box 3401 Larry H. Melvin, Purchasing Agent

July 14, 2026 Invitation #SP 081102-7161

Evaluation Criteria

These criteria are to be utilized in the qualifications for development of the shortlist of those offerors to be considered for interviews and/or negotiations. Individual criteria have been assigned a weight to reflect relative importance.

Demonstrated overall ability – qualifications, experience of personnel (including sub-consultants) that will work with the City and provide all required architectural and engineering services (30 Points)

Ability of the offeror to provide the architectural/engineering services as outlined in this proposal (20 points)

Demonstrate firm’s capacity and availability to simultaneously manage a multitude of projects of different scopes and sizes in efficient and expeditious manner. (20 points)

Experience of working with other local governments, similar in size to the City of Colonial Heights Please identify any contracts you presently have with any local governments. (20 pints)

Demonstration of quality commitment of offer’s work (10 Pints)

Selection Procedure

The City shall engage in individual discussions with two or more offerors deemed fully qualified, responsible and suitable on the basis on initial responses and with emphasis on professional competence, to provide the required services. Repetitive informal interviews shall be permissible. The offerors shall be encouraged to elaborate on their qualifications and performance data or staff expertise pertinent to the proposed project, as well as alternative concepts. The Request for Proposal shall not, however, request that offerors furnish estimates of man-hours or cost for services. At the discussion stage, the City may discuss nonbonding estimates of total project costs, including, but not limited to, life-cycle costing, and where appropriate, nonbonding estimates of price for services.

At the conclusion of discussion, outlined in the paragraph above, on the basis of evaluation factors published in the Request for Proposal, and all information developed in the selection process to this point, the City shall select in the order of preference two or more offerors whose professional qualifications and proposed services are deemed most meritorious. Negotiations shall then be conducted, beginning with the offeror ranked first. If a contract satisfactory and advantageous to the public body can be negotiated at a price considered fair and reasonable, the award shall be made to that offeror. Otherwise, negotiations with the offeror ranked first shall be formally terminated and negotiations conducted with the offeror ranked second, and so on until such a contract can be negotiated at a fair and reasonable price. Should the City determine in writing and in its sole discretion that only

City of Colonial Heights

201 James Avenue – P. O. Box 3401 Larry H. Melvin, Purchasing Agent one offeror is fully qualified, or that one offeror is clearly more highly qualified and suitable that the others under consideration, a contract may be negotiated and awarded to the offeror.

Basis for Award

Information and/or factors gathered during interviews, negotiations and any reference checks, in addition to the evaluation criteria stated in the RFP, and any other information or factors deemed relevant by the City, shall be utilized in the final award.

Returning Your Proposal

Five (5) copies of your proposal should be sent to:

If Hand Delivered or sent by express mail:

City of Colonial Heights VA City Hall – c/o Finance / Purchasing Department Attn: Larry Melvin – Purchasing Agent 201 James Avenue -2nd Floor Colonial Heights VA 23834

Your proposal should be in a sealed envelope, and the following should be on the outside of the envelope:

Proposal # SP26-081102-7161 Professional Service: Architectural and Engineering Closing Date: August 11, 2026, 2:00 PM EDT

201 James Avenue – P. O. Box 3401

Colonial Heights VA 23834 Larry H. Melvin, Purchasing Agent

July 15, 2026 Invitation #SP26-081102-7161

Proposal Requirements and Non-Collusion Statement

My signature certifies that the proposal as submitted complies with all Terms and Conditions as set for in Request for Proposal # SP26-081102-7161

My signature certifies that the accompanying proposal is not the result of or affected by, any unlawful act of collusion with another person or company engaged in the same line of business or commerce, or any act of fraud punishable under Title 18.2, Chapter 12, Article 1.1 of the Code of Virginia, 1950 as amended. Furthermore, I understand that fraud and unlawful collusion are crimes under the Virginia Governmental Frauds Act, the Virginia Government Bid Rigging Act, and Virginia Antitrust Act and Federal Law and can result in fines, prison sentences and civil damage awards.

IF SIGNATURE IS OTHER THAN THE PRESIDENT, PLEASE FURNISH THIS OFFICE A LETTERO

OF EXPLANATION FOR AUTHORITY TO SIGH FOR THE PRESIDENT.

Attest: ________________ Name of Firm ___________________________________________________ Secretary Address ________________________________________________________

Signature _______________________________________________________

Name (Type or Print) _____________________________________________

Official Title ____________________________________________________

Date _______________________________

Telephone Number (_____)______________

Email Address ________________________

Subscribed and sworn to before me this __________________day _____________________, 20__________

_______________________________________Name ______________________________________Title

My Commission Expires ___________________________________________________________________