834379engStaff.pdf

RFP #26140

Stafford County, Virginia

Request for Proposals Cover page for

Monitoring and Engineering Services for the Rappahannock Regional Solid Waste Management Board

PROPOSALS DUE:

11:00 AM, local prevailing time

August 21, 2026

Questions Due Date/Time:

Questions from Bidders must be received by Tuesday, July 31, 2026 at 10:00 AM. Questions must be emailed to the Contracts Officer listed below. The subject line must include RFP #26140 or your question(s) may not be received and answered in a timely manner. The County is not responsible for verbal clarification of information provided by parties other than staff of the Procurement Division.

REQUEST FOR PROPOSALS

Issue Date: June 17, 2026

Title: Monitoring and Engineering Services for the Rappahannock

Regional Solid Waste Management Board (R-Board)

Issuing Locality & Address: Stafford County Procurement Division 1300 Courthouse Road P.O. Box 339 Stafford, Virginia 22554

Location of Work: Stafford County Landfill, 489 Eskimo Hill Road, Stafford, VA

Period of Contract: One (1) year with three (3) optional one-year renewals

All inquiries for information should be directed to:

Stafford County Procurement Division Contracts Officer: Theresa Harris, Phone #: (540) 658-8610 Email: procurement@staffordcountyva.gov

Sealed proposals for furnishing the services described herein will be received until 11:00 AM local time on August 21, 2026. Proposals are to be submitted electronically, in the file format requested, via eVA. There is a 60MB size limit for each file. No late proposals will be accepted. For help in submitting your proposal in the eVA system, please call eVA Customer Care 1-866-289-7367 or visit https://eva.virginia.gov/get-help-customer-care-forms.html Electronic submission via the eVA system only. Proposals must be received on or before the deadline stated.

PRE-PROPOSAL CONFERENCE: A pre-proposal conference is not planned. Please refer to the Cover Page for the date and time for receipt of questions.

PRE-AWARD MEETINGS OR INQUIRIES: No meetings or inquiries between proposing firms and County departmental staff concerning this project will take place during this RFP process. All inquiries concerning this RFP shall go through the Procurement Division via email provided above, with the subject titled RFP#26140 for R-Board Monitoring and Engineering Services.

[Continued] mailto:asukeforth@staffordcountyva.gov https://eva.virginia.gov/get-help-customer-care-forms.html https://eva.virginia.gov/get-help-customer-care-forms.html

AFFIRMATION AND SIGNATURE

My signature below certifies that this proposal as submitted is in compliance with this Request For Proposals (RFP) #26140, which includes all addenda, provisions, attachments, and appendices attached and referenced therein. Further, the undersigned Offeror submits this proposal and agrees to furnish the services described in the RFP and to be bound by the terms and conditions set forth herein with the understanding that this proposal and the scope of services may be modified following ranking of qualified offerors and by mutual agreement in subsequent negotiations.

Name and Address of Offeror:

Date:

By:

Signature in Ink

Typed Name:

ZIP:

Title:

FEIN/SSN#

Phone No.

Email:

Table of Contents

I. COVER PAGE

II. PURPOSE AND INTENT 5

III. BACKGROUND 5

IV. SCOPE OF SERVICES 6

V. PROPOSAL REQUIREMENTS 9

VI. SOLICITATION REQUIREMENTS 11

VII. EVALUATION AND AWARD OF CONTRACT 12

VIII. ADDITIONAL TERMS 14

IX. ATTACHMENT A A&E STANDARD CONTRACT 17

X. ATTACHMENT B EXHIBIT C A&E TERMS AND CONDITIONS 28

XI. ATTACHMENT C CONFIDENTIAL/PROPRIETARY 63

XII. ATTACHMENT D STATE CORPORATION COMMISSION 64

XIII. ATTACHMENT E SWAM VENDOR DATA FORM 65

XIV. ATTACHMENT F REFERENCES 66

I. PURPOSE AND INTENT

1. The Stafford County Central Procurement Division on behalf of the Rappahannock Regional Solid Waste Management Board (the “R-Board”) seeks to solicit proposals from qualified professional environmental engineering and/or engineering firms to establish a term contract to provide professional engineering consulting services on an as-needed basis for the R-Board, as further described in Section III, Scope of Services. For this solicitation, any reference to the “County” should be interpreted to mean the R-Board, unless otherwise indicated.

2. The R-Board intends to contract with at least one, but not to exceed three (3) qualified engineering firms who will agree to be available to provide services as described in Section III, as a result of the RFP. The R-Board intends to contract for, in general, a variety of tasks that support landfill operations and facility compliance with applicable local, state, and federal regulations. The R- Board may elect to award all categories to a single firm or multiple awards by any combination of Category or Categories, as suits the needs of the R-Board. The contract(s) will be negotiated and awarded in accordance with the Stafford County Procurement Policy, the Virginia Public Procurement Act, and the terms and conditions of this RFP.

3. The sum of all projects performed in a contract term shall not exceed $10 million, and the fee for any single project shall not exceed $2.5 million.

4. This RFP does not commit the County to award a contract, to pay any costs incurred in preparation of a proposal for this request, or to procurement of a contract for services.

II. BACKGROUND

1. R-BOARD REQUIREMENT: The R-Board has on-going requirements for firms to provide complete solid waste management consulting and environmental monitoring services in accordance with Virginia’s Solid Waste Management Regulations (VSWMR).

2. ESKIMO HILL SANITARY LANDFILL LOCATION DESCRIPTION: The Eskimo Hill

Landfills, both active and closed, are located at 489 Eskimo Hill Road, Stafford, VA. The entire facility boundary encompasses approximately 110 acres.

3. ESKIMO HILL SANITARY LANDFILL OPERATIONS: The R-Board holds the permit, ownership and is responsible for all operations, reporting, permitting, and licensing of the Landfill. Daily tonnage is approximately nine hundred to twelve hundred (900-1200) tons.

Recycling collection and composting activities are also conducted on the site.

4. SOLID WASTE PERMIT (SWP) #74 FACILITY DESCRIPTION: SWP #74 has been closed.

The post closure care period began in 2002.

5. SOLID WASTE PERMIT (SWP) #589 FACILITY DESCRIPTION: The R-Board received

SWP

#589 for a separate lined disposal unit located northeast of the active SWP #74 in 1996.

6. EXISTING FACILITY RECORDS: The permitting, design, construction, operation, and environmental monitoring histories of the R-Board are documented in the R-Board Administration Office. The Contractor will be responsible for becoming familiar with the content of these documents, at their expense, to the extent required to perform the required services under the contract resulting from this RFP. The Contractor will be responsible for the cost of duplicating any such documentation outside the contract fee schedule.

7. DESIRED SERVICES: The professional services provided by the Contractor will vary from project to project but will fall within normal professional and/or engineering services The nature of the anticipated projects will include the following:

• Responding to existing recurring requirements for technical review of data collected through installed and operational environmental monitoring systems;

• Landfill engineering consulting, permitting, and environmental engineering services;

• Preparation of summary regulatory compliance reports and recommendations for action;

• Landfill gas monitoring and reporting;

• Groundwater sampling and reporting;

• Underdrain sampling and reporting;

• Permit amendments as required;

• The preparation of design and construction bid documents and construction oversight for multiple projects;

• Correspondence and communication, and training attending meetings as needed

III. SCOPE OF SERVICES

1. The R-Board is seeking proposals from qualified offerors to provide professional engineering services on a per-project basis under any of the categories listed below. All services shall be performed in accordance with Stafford County A&E Terms and Conditions (Contract Exhibit C). The work to be accomplished will be subject to the general control and approval of the R- Board Director or designee. The selected Offeror(s) shall furnish all expertise, labor and resources, in accordance with the requirements of this RFP. Services under the contract are divided into three Categories:

• Annual Operating Consulting Services,

• Environmental Monitoring Services, and

• Capital Construction Services.

Offerors shall submit a proposal for all categories in order to be considered for award. The selected Offerors shall furnish all expertise, labor and resources, in accordance with the requirements of each category.

2. The types of consulting services requiring professional engineering services include projects in the following categories:

A. Annual Operating Consulting Services. Annual operating services support the annual operational requirements as required by the facility’s plans, regulation, or any unforeseen support Landfill staff would require in operating a solid waste management facility. Annual operational services under this Contract will include, but not be limited to, the following:

1) Landfill General Engineering Consulting

• Consultation on an as-requested basis;

• Responding to letters and other correspondence from regulatory agencies, or entities regarding the facility;

• Attending meetings with landfill staff and/or regulatory agencies to discuss issues relating to the facility;

• Providing opinions of probable cost for construction and operational events at the facility

2) Landfill Operational Consulting

• Operational consultation on an as-requested basis;

• Site visits to assist with operational issues or operator training;

• Planning waste lifts, fill sequencing, working face layout, location and construction of cell access roads, and evaluation of potential non-soil and other alternative cover options;

• Improving run on/run off controls, and general surface and storm water management operations within the current waste footprint area;

• Recommending safety enhancements including, signage for reduced hazard exposure and programs providing passive encouragement/incentive (and enforcement if necessary) of personal protection equipment (PPE) requirements for all staff members and all facility visitors;

• Support in Maintaining the R-Board’s VPDES Permit;

• Provide a comprehensive site compliance evaluation and report;

• Annual SWPPP training;

• Compaction evaluations;

• Provide waste compaction values based on R-Board provided tonnage records and semi-annual evaluations of the remaining estimated life of the Landfill. Activities under this service include: contracting surveying services; coordination with the surveyor; developing waste compaction values from the elevations provided by the surveyor and the intake tonnages provided by the R-Board; providing the R-Board with a summary letter describing the compaction values and the remaining estimated life.

• Annual Update of Financial Assurance Requirements. The County and City of Fredericksburg are required to annually post financial assurance documents for closure and post-closure of the Eskimo Hill landfill with VDEQ. The County and City of Fredericksburg are also required to annually update the closure and post-closure for the R-Board based on the size of the area where waste is placed within the facility.

• Prepare the annual closure and post-closure update for the facility and submit to the R-Board for review and use in posting the financial assurance. The update will include a figure showing the extent of the areas to be closed and detailed current cost opinions for closure and post-closure activities.

3) Additional Services in response to site condition changes or regulatory changes. This work is intended to provide the necessary response to address work for changes in site conditions or regulatory requirements that may take place during the term of the contract. This work will be specified at the time of the issue being recognized with a detailed scope of work and approved cost estimate being prepared by the selected firm.

This work will only proceed after approval by the County.

B. Environmental Monitoring Services. Annual environmental services support the annual environmental requirements as required by VDEQ. Annual environmental services under this contract will include, but not be limited to the following:

1) General Environmental Consulting Services. This service includes time and expenses spent consulting with County personnel on items specific to Permit #74 and #589. These services will be provided on an as needed basis as directed by designated personnel.

Activities specific to this service may include, but are not limited to:

• Response to VDEQ comments regarding the reporting or other environmental issues beyond the routine scope of services outlined under this section;

• Landfill gas monitoring and reporting;

• Annual leachate sample collection, analysis, and reporting;

• Quarterly perimeter landfill gas migration monitoring;

• Sample bottle preparation, courier services, and associated laboratory analyses for surface water monitoring;

• Assisting the R-Board with corrective action measures pertaining to storm water monitoring under the VPDES Program;

• Resampling events as a result of new constituent detections or GPS exceedances;

• Resampling events as a result of exceeding VPDES permit limits;

• Resampling events in the event of landfill gas exceedance is confirmed and an increased monitoring frequency is implemented.

• Other work as required by operational conditions.

2) Groundwater Sampling and Analyses (Permits #74 and #589). This service includes collecting and analyzing groundwater samples from the compliance monitoring wells for Permits #74 and #589. The groundwater sampling and analyses will be performed quarterly and semi-annually. Activities specific to this service may include, but are not limited to the following:

• Perform a quality assurance review of all laboratory quality control data;

• Prepare a Table 3.1 Column B notification letter to the DEQ within 14 days of receipt of the analytical data for the first semi-annual event;

• Prepare a notification letter regarding Groundwater Protection Standards (GPS) within 44 days of the receipt of the analytical data package for both semi-annual events;

• Prepare a semi-annual groundwater monitoring report in accordance with Amendment 9 of the VSWMR (and using DEQ’s semi-annual report forms) for each semi-annual sampling event, updating the historical groundwater data table, reviewing the data, comparing the data to the GPS, and completing groundwater contour maps;

• Prepare the Annual Groundwater Report for the facility in accordance with Amendment 9 of the VSWMR. The report will include a discussion of the two groundwater monitoring events that occurred during the year and the analytical results; a groundwater contour map; a determination of the rate of migration of solid waste constituents in groundwater; an evaluation of the monitoring network; and a completed Form ARSC-01.

• Landfill Gas Monitoring and Reporting (Permits #74 and #589). As required by the

VSWMR, provide quarterly landfill gas in accordance with the facility’s approved Landfill Gas Management Plan. Complete gas monitoring logs and submit copies to facility personnel before leaving the site. Provide notification to VDEQ for methane LEL exceedances.

• Leachate Sampling and Monitoring (Permits #74 and #589) Perform annual sampling and analysis of leachate for Permits #74 and #589. The analyses are those required for disposal/treatment in a Publicly Owned Treatment Works (POTW).

3) Additional services in response to site condition changes or regulatory changes. This work intended to provide the necessary response to address work for changes in site conditions or regulatory requirements that may take place during the term of the contract.

This work will be specified at the time of the issue being recognized with a detailed scope of work and approved cost estimate being prepared by the selected firm. This work will only proceed after approval by the County.

C. Capital Construction Services. For these services, once the scope of services has been determined, the awarded firm will be asked to provide a task proposal for review. No compensation will be provided to the awarded firm for the preparation or delivery of the task proposal. Capital construction services may include, but are not limited to, the following

• Major and minor permit amendments;

• R-Board requirements including site plans, site plan revisions, or site plan amendments;

• Disposal cell and closure design;

• Landfill remediation;

• Landfill Gas beneficial use consulting;

• On-site leachate treatment consulting;

• Construction and bid document preparation;

• Engineering cost opinion;

• Pre-bid meeting and bid opening participation;

• Resident Engineer services and CQA testing;

• Project certification reporting.

• Prepare aerial and ground surveys;

• Calculate landfill’s remaining airspace;

• Calculation of annual closure/post closure estimates for VADEQ reporting.

IV. PROPOSAL REQUIREMENTS

A. Proposal Categories. Qualified Offerors shall submit a proposal that covers all categories.

Categories must be clearly defined and sectioned off in their proposal.

B. Proposal Requirements. Each Proposal shall include the completed RFP Affirmation and Signature signed by an authorized representative of the Offeror. By submitting a proposal, the Offeror certifies that all information provided in response to this RFP is true and accurate.

Failure to provide information required by this RFP will ultimately result in lower scoring of the proposal. Proposals shall be provided on the forms attached to this RFP, prepared simply and economically, providing a straightforward, concise description of the Offeror’s capabilities for satisfying the requirements of the RFP. Emphasis should be on completeness and clarity of content for each category.

C. Proposal Forms. Proposals shall be prepared simply and economically, providing a straightforward, concise description of the Offeror’s capabilities for satisfying the requirements of the RFP category. Emphasis should be on completeness and clarity of content within each category. Elaborate brochures and other representations beyond those sufficient for presenting a complete and effective proposal are neither required nor desired. Photographs of past projects or other elaborate material are not required in this RFP. Proposals which do not include the attached forms and/or do not include the requested information and data may be considered as nonresponsive to the RFP. Offerors selected for interviews may, at that time, present supplemental data to further clarify their qualification, skills, abilities, performance record, and approach to providing the services.

D. Confidential and Proprietary Information. All proceedings, records, contracts and other public records relating to procurement transactions shall be open to the inspection of any citizen, or any interested person, firm or corporation, in accordance with the Virginia Freedom of Information Act, Virginia Code § 2.2-3700 et seq., except as provided below:

• Cost estimates relating to a proposed procurement transaction prepared by or for a public body shall not be open to public inspection.

• Any competitive negotiation offeror, upon request, shall be afforded the opportunity to inspect proposal records within a reasonable time after the evaluation and negotiations of proposals are completed but prior to award, except in the event that the public body decides not to accept any of the proposals and to reopen the contract. Otherwise, proposal records shall be open to public inspection only after award of the contract.

• The County reserves the right to impose restrictions over the inspection of procurement transaction records to ensure the security and integrity of the records.

• Confidential or proprietary information submitted (completed Attachment D Form) by an offeror in connection with a procurement transaction shall not be subject to the Virginia Freedom of Information Act (§ 2.2-3700 et seq.) if the Offeror has (i) invoked the protections of this section prior to or upon submission of the data or other materials, (ii) identified the data or other materials to be protected, and (iii) stated the reasons why protection is necessary. An Offeror shall not designate as trade secrets or proprietary information (a) an entire proposal; (b) any portion of a proposal that does not contain trade secrets or proprietary information; or (c) line item prices or total proposal prices.

E. RFP Attachments. The following documents and forms are attached to this RFP:

Attachment A: Stafford County Term Contract for Professional Services Attachment B: A&E Terms and Conditions Attachment C: State Corporation Commission Form Attachment D: Confidential / Proprietary Information Form Attachment E: SWAM Vendor Data Form Attachment F: References

F. Proposal Checklist. The following documents and forms are attached to this RFP:

The Offeror must submit their proposal package with the following documents attached. Each document listed below shall be included in one indexed document and titled as indicated.

[Chart Follows]

(1)If Offeror invokes any proprietary and\or confidential information in accordance with paragraph D., Confidential and Proprietary Information, a redacted version of the Offeror’s proposal shall be uploaded and identified as “Redacted” and include Attachment D, along with the Offeror’s full proposal response.

G. Electronic Submission. Proposals are to be submitted electronically, in the file format requested, via Electronic Virginia (eVA) website. There is a 60MB size limit for each file. If you need assistance, please refer to the eVA site in advance of the submission deadline:

(https://dgs.virginia.gov/globalassets/business-units/dps/documents/buyers/sourcing-and-contracting-user-guide.pdf ) and/or call eVA Customer Care.

H. Exceptions. Attachment A, Term Contract for Professional Services, contains a number of terms marked with an asterisk(*) that the County considers mandatory by statute, regulation, ordinance, or standards. The Contract is provided for reference purposes only. The Offeror will have the opportunity to list any exceptions to proposed contractual terms and conditions after qualified offerors are ranked for negotiations.

I. Accommodation. If you are an individual with a disability and require a reasonable accommodation, please notify the Procurement Office at (540) 658-5310, three working days prior to need.

J. Proposal Period. Proposals will remain valid for two-hundred forty (240) calendar days after the date specified for receipt of proposals.

V. SOLICITATION REQUIREMENTS

A. Competition Intended. It is the County’s intent that this RFP permits competition. It shall be

Submission Requirement Notes RFP Section Completed Affirmation and Signature

Complete and return.

Cover Sheet – signed by an authorized person

Pages 1- 3

Understanding of Scope of Work Separated by Category

Scope of Work and Evaluation Criteria

Offeror Provided

DPOR License Full size copies of Commonwealth of Virginia DPOR registration certificate for the Key Personnel

Offeror Provided

Signed Addenda Acknowledgement

Each addendum (if any) posted on eVA should be a separate acknowledgement

Offeror Provided (if any)

State Corporation Commission

Complete and return Attachment C

Confidential and Proprietary Information Form(1)

Complete and return Attachment D

SWAM Vendor Data Form Complete and return Attachment E

References Complete and return Attachment F https://dgs.virginia.gov/globalassets/business-units/dps/documents/buyers/sourcing-and-contracting-user-guide.pdf https://dgs.virginia.gov/globalassets/business-units/dps/documents/buyers/sourcing-and-contracting-user-guide.pdf the Offeror’s responsibility to advise the Director of Procurement in writing if any language, requirements, specifications, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in the RFP to a single source. Such notification must be received by the Director of Procurement or appointed designee not later than ten (10) days prior to the proposal due date.

B. Owner’s Right to Issue RFP’s. The County reserves the right, at its sole discretion, to issue RFP’s for similar work, for other disciplines or types of work, and for other projects as the need may occur.

C. Addenda.

1. ALL questions and requests for interpretations regarding this RFP shall be made in writing addressed to the Stafford County Procurement Division. To be given consideration, all questions must be received in writing by the date and time indicated on the Cover Page.

Emailed requests are acceptable and preferred. Emails are to be sent to the Procurement team, at procurement@staffordcountyva.gov.

2. The County may issue an addendum to modify or add to the terms of the RFP, or to change the time or date for submission. Any such addendum will be issued by the County and available on eVA at:

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencynam e=Stafford%20County. Each Offeror is responsible to verify for itself if any addendum has been issued prior to submission of its proposal; the County is not responsible to notify Offerors of the issuance of an addendum. The requirements or clarifications contained in any addenda issued must be included in the Proposals received.

D. Rejection of Proposals. The County may reject any proposal not in compliance with the prescribed RFP procedures, requirements, rules, or laws, and the County may at its discretion reject any and all Proposals.

E. Participation of Disadvantaged Business Enterprises (DBE) and Small, Women-Owned, Minority-Owned, Military Family-Owned, Service Disabled Veteran-Owned Businesses and Employment Services Organizations (SWaM). The County strongly encourages increasing opportunity for use of these businesses in all aspects of procurement to the maximum extent feasible. Where it is practicable for any portion of the awarded contract to be subcontracted to other suppliers, the contractor is encouraged to offer such subcontracting opportunities to small, women, minority, serviced disabled veteran-owned businesses and employment service organizations.

VI. EVALUATION AND AWARD OF CONTRACT

A. Selection Evaluation Committee. A Selection Evaluation Committee (“Committee”) has been established to review and evaluate all proposals submitted in response to this RFP. The Committee shall conduct a preliminary evaluation of all proposals on the basis of the information provided with the proposal, and the evaluation criteria listed below.

B. Contact with Selection Committee. No Offeror, including any of their representatives, subcontractors, affiliates and interested parties, shall contact any member of the Committee or any person involved in the evaluation of the proposals, relative to this solicitation. Committee members will refer any and all calls related to this procurement to the Procurement Official mailto:procurement@staffordcountyva.gov https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=Stafford%20County https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=Stafford%20County named on the front of the RFP. Failure to comply with this directive, at the sole discretion of the County, may result in the disqualification of an offeror from the procurement process.

C. Proposed Scoring of Proposals.

The Committee will evaluate the proposals in response to this RFP using the following criteria and weighting for each Category proposed:

Evaluation Criteria Points Strength of Overall Proposal. Overall quality and professionalism of the proposal that specifically addresses the items in this RFP including the understanding of the R-Board’s objectives.

Ability and Method to Perform. The ability, capacity, and skill of the individual or firm to perform the work described herein in a manner consistent with R-Board goals and standards, methodology to be used (e.g. approach).

Experience and References. The quality and quantity of successfully completed jobs similar in nature to what is being requested in this RFP, the business management of the firm as determined from the proposal and subsequent interview (if held), and the comments/ reviews from references of other government agencies (preferred) or clients.

Staffing. The professionalism, skills, experience, and training of the specified persons, subcontractors, and consultants who will be performing the requested services.

TOTAL (out of 100 possible) 100

In addition, the Committee will consider the Offeror’s overall suitability to provide the services within various time, budget and operational constraints, and all information provided in the proposal. The committee will also consider the comments and/or recommendations of the Offeror’s previous clients, as well as other references.

D. Presentations and Negotiation.

1. After evaluation of the proposals received in response to the RFP, the County may engage in individual discussions and/or interviews with two or more Offerors, per categories provided in Section III, deemed fully qualified, responsible and suitable on the basis of initial responses, and with professional competence to provide the required services.

2. Repetitive informal interviews are permitted. Consideration may be given for length of interview time if multiple categories are being discussed.

3. Interviews may include a presentation by the Offeror and questions regarding the proposal and services to be provided.

4. Offerors are encouraged to elaborate on their qualifications, performance data, and staff expertise relevant to the proposed contract.

5. Offerors may also propose alternate concepts.

6. At the conclusion of the informal discussions and/or interviews and on the basis of evaluation factors set forth in Subsection C, immediately above, and the information provided and developed in the selection process to this point, the County shall rank, in the order of preference, the Offeror(s) whose professional qualifications and proposed services are deemed most meritorious for each Category(ies).

7. Negotiations shall then be conducted with the Offeror ranked first within each selected Category(ies). If a contract satisfactory and advantageous to the County can be negotiated at a fee considered fair and reasonable (documented in the Memorandum of Negotiations (MON)), then 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 a contract can be negotiated at a fair and reasonable fee. If other interviewed Offerors were also determined to be qualified, negotiations may be conducted in order to establish acceptable MONs with them as well in advance of awarding the other term contracts.

E. Award. Once negotiations have been conducted with each Offeror(s) so selected, the County shall select the Offeror(s) which, in its opinion, has made the best proposal and shall award the Contract(s) to that Offeror. The County may issue term contracts to the most qualified and best suited firms in which negotiations were conducted for RFP categories listed in Section III. Should the County determine in writing and in its sole discretion that only one Offeror is fully qualified for all categories, or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror.

VII. ADDITIONAL TERMS

A. Contract Term. Upon award of a contract, County and A/E will execute a Term Standard Contract for A/E Services (“Term Contract”). Any Term Contract issued under this RFP shall be for a period of one (1) year (“Contract Term”). The County may, at its sole discretion, renew the contract for three (3) additional one (1) year Contract Terms.

B. Contract Renewal. Upon a determination by the County to renew the contract for an additional term, written notification will be given to the firm. Price increases may be negotiated only at the time of renewal. If the County elects to exercise the option to renew the contract for an additional renewal term, the contract price(s) for the renewal term shall not exceed 3%.

C. Task Orders. A/E services will be ordered under the specified Term Contract as task orders and shall authorize the A/E to perform the services for a lump sum amount at the hourly rates agreed to and set forth in the MON (“Task Orders”). All Tasks Orders will incorporate the terms and conditions of the Term Contract, and include the A/E’s proposal, and A/E Fee Proposal Worksheet. Task Orders may be issued at any time during the Contract Term. No Task Order shall guarantee work beyond the scope stated in the Task Order; however, the County may reduce or increase the scope of services at any time. The County may, but is not required to, select the same A/E to perform all engineering services throughout an entire project. The A/E completing such preliminary work shall not be prohibited from participating in competitive negotiation procurement for such future services

D. Task Order Distribution.

1. The County reserves the right to issue Task Orders to other A/E's under Term Contracts at its sole discretion, based on its evaluation of each A/E's qualifications, expertise, current workload, capabilities, performance record, location or distance to the project, and other factors as may be pertinent to the particular project. It is understood that more than one Task Orders may, at the County’s sole discretion, be offered to the A/E during the Contract Term.

Although the potential exists for multiple Task Orders during the Contract Term, services are ordered based on need, therefore the County does not represent or guarantee that the A/E will receive any Task Orders.

2. When multiple awards are made in any one Category, during the Contract Term, the County will select a primary firm and secondary firm(s) by capability and then distribute Task Orders based on a combination of environmental continuity, construction rationale, availability, and overall Task Order price. The R-Board may, at its discretion, assign multiple Task Orders to a single firm or related Task Orders to multiple firms. Factors that will be used to determine a deviation from the task order distribution include, but are not limited to:

• current task orders already assigned

• past history of project execution with the County

• project size and scope

• expertise in the specific project scope

E. Contract Requirements.

1. Fees. The MON will document the negotiated acceptable labor rates for the various categories and shall attach to and be made part of the Contract Documents. These rates shall be used by the A/E in arriving at lump sum fees and any hourly rate for work proposed for each Task Order issued under the Term Contracts resulting from this solicitation. Any individual Task Order fee and the aggregate total of fees for all Task Orders issues during the Contract Term shall not exceed the limits specified in Virginia Code § 2.2-4303.1.

Additional provisions regarding fees are found in Exhibit C, A&E Terms and Conditions.

2. Subconsultants. The County reserves the right to provide input on the final selection of sub-consultants and has ultimate discretion on whether a sub-consultant may be included in the Offeror’s team on any Task Order. Notwithstanding the above, the County intends to give broad discretion to the A/E to assemble a design team that will result in the best possible execution of the Task Order.

3. Debarment Status. The Offeror shall certify that it is not currently debarred or enjoined by the Commonwealth of Virginia from submitting bids or proposals on contracts for the type of goods and/or services covered by the Contract, nor are they an agent of any person or entity that is currently so debarred or enjoined.

4. Use of Federal Funds. Federal funds are not anticipated for this project. However, in the event that any or all of the available funding is provided through a federal grant, ARPA funds, or other Federal agency the terms and conditions found on the County Procurement page shall apply in addition to any grant-specific terms.

F. Taxpayer Identification Number. The Offeror shall furnish to the County its Federal

Employer Identification Number (FEIN) if a corporation or a partnership or its Social Security Number (SSN) if a sole proprietor, at the time of Contract award.

https://cdn.staffordcountyva.gov/Procurement/Additional%20Terms%20and%20Conditions%20For%20Federally%20Funded%20Transactions%20-%202020.pdf

G. Ethics in Public Contracting.

1. The Offeror shall not offer or receive any kickbacks or inducements from any other offeror, supplier, manufacturer or subcontractor in connection with this project. The Offeror shall not confer on any public employee having official responsibility for this project any payment, loan, subscription, advance, deposit of money, services or anything of value, present or promised, unless consideration of substantially equal or greater value was exchanged.

2. Offeror’s proposal shall not be 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 Virginia Code § 18.2-498.1, et seq. Offeror understands that fraud and unlawful collusion are crimes under the Virginia Governmental Frauds Act, the Virginia Conspiracy to Rig Bids to Government laws, the Virginia Antitrust Act, and Federal Law, and can result in fines, prison sentences, and civil damage awards.

3. Offeror shall comply with applicable provisions of the State and Local Government Conflict of Interests Act (§ 2.2-3100, et. seq. of the Code of Virginia). Specifically, without limitation, no County employee or a member of the employee’s immediate family shall have a proscribed personal interest in contract.

4. Offeror shall comply with the applicable provisions of the Virginia Public Procurement Act, Art. 6 Ethics in Public Contracting (Virginia Code § 2.2-4367, et seq.), and any other applicable law as set forth therein.

H. Authorization to Conduct Business in the Commonwealth.

1. An Offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 of the Code of Virginia shall include in its proposal the identification number issued to it by the State Corporation Commission. Any offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law shall include in its proposal a statement describing why the Offeror is not required to be so authorized.

2. Any business entity other than a professional corporation, professional limited liability company or sole proprietorships that do not employ other individuals for which licensing is required must be registered in the Commonwealth of Virginia with the Department of Professional & Occupational Regulation http://www.dpor.virginia.gov/, Virginia Board for Architects, Professional Engineers, Land Surveyors and Landscape Architects (Board).

Board regulations require that all branch offices of professional corporations and business entities located in Virginia, which offer or render any professional services relating to the professions regulated by the Board shall be registered as separate branch office with the Board. All offices, including branches, which offer or render any professional service, must have at least one full-time resident professional in responsible charge who is licensed in the profession offered or rendered at that office.

3. All firms involved that are to provide professional services must meet these criteria prior to submitting a proposal to the County. Individual engineers shall meet the requirements of Chapter 4, Title 54.1 of the Code of Virginia.

END OF REQUEST FOR PROPOSAL

http://www.dpor.virginia.gov/

Attachment A – Stafford County Term Contract for Professional Services

TERM CONTRACT FOR PROFESSIONAL SERVICES

CONTRACT NO. 26140

This Stafford County Term Contract for Professional Services (“Term Contract”) is entered into this ______ day of ________, 2026, by and between Stafford County on the behalf of the Rappahannock Regional Solid Waste Management Board (the “R-Board), Virginia, or its authorized agents, and the A/E identified below for professional services identified herein, on the following terms and conditions.

This Term Contract is prepared in accordance with Chapter 20 of the Stafford County Code.

1. DEFINITIONS.

As used in this Term Contract, the term “County” shall mean the Board of Supervisors of Stafford County, Virginia, the R-Board, and their officers and employees. As used in this Standard Contract, the term “A/E” shall mean:

A/E Firm Name Contact Address City, State Zip Code

2. CONTRACT DOCUMENTS.

The Contract Documents consist of this Term Contract, together with exhibits and amendments issued or applicable thereto (collectively, “Contract Documents” or “Contract”). The following exhibit(s) shall be part of the Contract Documents:

EXHIBIT A: RFP #26140

EXHIBIT B: A/E’s Response to RFP # 26140 EXHIBIT C: A/E Terms and Conditions EXHIBIT D: Issued Task Orders EXHIBIT E: A/E Fee Proposal Worksheets

The Contract is not valid unless executed by a duly-authorized agent of the A/E and the County.

3. PROVISION OF PROFESSIONAL SERVICES.

The A/E shall provide A/E services in support of the Stafford County R-Board environmental and monitoring projects on an “on-call” basis (“A/E Services”) as described in Exhibits A and B, and in accordance with provisions below. Development of plans and specifications, if any, should be in conformance with the requirements of the Exhibit C and the Contract Documents. No aspect of the A/E Services shall be deemed complete until it is accepted by the using County department (“Department”).

4. CONTRACT TERM. The period of the Contract (“Contract Term”) shall be for one year from the date the Contract is executed by the County. The Contract may be renewed by the County for three additional one-year terms. All renewals are subject to the execution of a Stafford County Contract amendment.

5. FEES.

When the Department requests a project proposal, the A/E shall submit a cost proposal in accordance with this Contract. All hourly rates and fees shall be as set forth in Exhibit E.

6. PURCHASE ORDERS.*

County purchases are authorized only if a County purchase order is issued in advance of each project task ordered. The A/E shall not perform any work, or any portion thereof, that has not been authorized by a written purchase order (or change order) executed by the Procurement Office. The County will not be liable for payment for any purchases made by its employees without appropriate purchase authorization issued by the Director of Procurement or designee (“Contracts Officer”). If the A/E provides A/E Services without a signed County purchase order, it does so at its own risk and expense. The County reserves the right, at its discretion, to issue purchase orders to any architect, engineer, or construction manager based on its evaluation of the architect’s, engineer’s, or construction manager’s qualifications, expertise, capabilities, performance record, current workload, location or distance to the project, and other factors that may be pertinent to a particular project.

7. PURCHASE ORDER RESTRICTION AND MAXIMUM FEE LIMITATION.

No individual project exceeding $200,000 shall be valid unless approved by the R-Board. The sum of all projects during the remaining Contract term shall not exceed the sums set forth in Virginia Code § 2.2- 4303.1, as amended.

8. CHANGE ORDERS.

Change orders, authorized by the Contracts Officer, may be issued to add to, delete, or otherwise modify the scope of A/E Services as provided herein. No modification can be made which will increase the original purchase order price by more than twenty-five percent (25%) or $50,000, whichever is greater, unless said change order is approved by the Board of Supervisors.

9. RENEGOTIATION OF FEES.

The County reserves the right, at any time during the Contract Term, to renegotiate a reduction in the A/E’s fees. The County may initiate such negotiations whenever the County determines that it is in the County’s best fiscal interests to do so. The County may terminate the Contract, or any task order issued hereunder, immediately and without penalty if the County is unable to renegotiate the compensation with the A/E to an amount which the County determines to be appropriate.

10. NON-APPROPRIATION OF FUNDS.*

The obligations of the County to pay compensation due to the A/E pursuant to the Contract or any other payment obligations under any contract awarded pursuant to this Contract are subject to appropriations by the Stafford County Board of Supervisors to satisfy payment of such obligations. The County’s obligations to make payments during subsequent fiscal years are dependent upon the same action. If such appropriation is not made for any fiscal year, the Contract shall terminate effective at the end of the fiscal year for which funds were appropriated and the County will not be obligated to make any payments under the Contract beyond the amount appropriated for payment obligations under the Contract. The County will provide A/E with written notice of non-appropriation of funds 30 days after action is completed by the Board of Supervisors, but failure to give such notice shall be of no effect and the County shall not be obligated under the Contract beyond the date of non-appropriation.

11. PAYMENT TO SUBCONTRACTORS.*

11.1 In accordance with Virginia Code § 2.2- 4354, as amended, the A/E is obligated to take one of the two following actions within seven days after receipt of amounts paid to the A/E by the County for work performed by any subcontractor under this Contract:

a. Pay the subcontractor for the proportionate share of the total payment received from the County attributable to the work performed by the subcontractor under the Contract; or

b. Notify the County and the subcontractor, in writing, of the A/E’s intention to withhold all or a part of the subcontractor's payment with the reason for nonpayment.

11.2 The A/E is obligated to pay interest to the subcontractor on all amounts owed by the A/E to the subcontractor that remain unpaid after seven days following receipt by the A/E of payment from the County for work performed by the subcontractor under the Contract, except for amounts withheld as allowed in subparagraph (b), above. Unless otherwise provided under the terms of the Contract, interest shall accrue at the rate of one percent per month.

11.3 The A/E shall include in each of its subcontracts, if any are permitted, a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor. The A/E’s obligation to pay an interest charge to a subcontractor pursuant to this paragraph may not be construed to be an obligation of the County. A Contract modification may not be made for the purpose of providing reimbursement for such interest charge. A cost reimbursement claim may not include any amount for reimbursement for such interest charge.

11.4 All A/Es, if a proprietorships, partnerships, and/or corporations, shall provide the County with its federal employer identification number, or if an individual A/E, their social security number.

12. EXAMINATION OF RECORDS.

12.1 The A/E agrees that the County, or any duly authorized representative, shall, until the expiration of five (5) years after final payment hereunder, have access to and the right to examine and copy pertinent books, documents, papers, and records of the A/E involving transactions related to the Contract.

12.2 The A/E further agrees to include in any subcontract for more than $10,000 entered into as a result of the Contract, a provision to the effect that the subcontractor agrees that the County or any duly authorized representative shall, until the expiration of five (5) years after final payment under the subcontract, have access to and the right to examine and copy pertinent books, documents, papers and records of such subcontractor involved in transactions related to such subcontract, or the Contract. The term subcontract as used herein shall exclude subcontracts or purchase orders for public utility services at rates established for uniform applicability to the general public.

12.3 The period of access provided in subparagraphs 12.1 and 12.2 for records, books, documents and papers which may relate to any arbitration, litigation, or the settlement of claims arising out of the performance of the Contract or any subcontract shall continue until any appeals, arbitration, litigation, or claims shall have been finally disposed of.

13. CONFIDENTIALITY.

13.1 The A/E acknowledges and understands that its employees and subcontractors may have access to proprietary, business information, or other confidential information belonging to the County.

Therefore, except as required by law, the A/E will require that its employees and subcontractors will not:

a. Access or attempt to access data that is unrelated to their job duties or authorizations as related to this Contract;

b. Access or attempt to access information beyond their stated authorization; and

c. Disclose to any other person, or allow any other person access to, any information related to the County or any of its facilities or any other user of this Contract that is proprietary or confidential.