840244schoolRps.pdf

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Richmond Public Schools

26-7159-05

DESIGN SERVICES FOR BUILDING NEW CAREER AND TECHNICAL

EDUCATION CENTER (CTE)

RELEASE DATE: August 18, 2026

RESPONSE DEADLINE: September 18, 2026, 2:00 pm

Please refer to the project timeline in this document for all important deadlines.

Title: Design Services for Building New Career and Technical Education Center (CTE)

Table Of Contents

1. Purpose

2. Scope of Services

3. Preparation and Submission of Proposals

4. Evaluation, Selection, and Award Process

5. Evaluation Criteria

6. Pre-Proposal Conference

7. General Terms and Conditions

8. Special Terms and Conditions

9. Invoicing

10. Vendor Questionnaire

11. Pricing Schedule (Professional Services)

12. Attachments

Attachments:

A - Sample Standard Contract

B - AE_Data_Forms (1)

C - RPS Maury Street Feasibility Study_20260105

1. Purpose

The purpose of this Request for Proposals (RFP) is to establish a contract through competitive negotiation with an architectural or engineering firm (A/E) to provide comprehensive professional design services and construction administration for the new Career and Technical Education Center (CTE) for Richmond Public

Schools.

The CTE and P4L programs are a critical component of Richmond Public Schools' educational mission, providing students with hands-on career and technical training across a range of industry pathways. The new facility shall be purpose-built to support these programs in a modern, sustainable, and community-centered environment. The proposed CTE Center is anticipated to serve students in grades 9–12 and will include specialized instructional spaces aligned with the findings and recommendations of the Maury Street CTE

Feasibility Study completed prior to this solicitation (included herein as Attachment C).

The School Board intends to pursue all available federal and state grant opportunities, as well as considering public-private partnership arrangements or historic tax credits, to support funding for the construction of this project.

1.1. Background

Richmond Public Schools is engaged in high school redesign - Passion4Learning (P4L) - with the goal of rethinking how students experience school. Under this new model, schools will be anchored in rigorous, theme-based programming that prioritizes peer collaboration, hands-on learning, and intentional preparation for enrollment in higher education, employment in a high earning career path, or enlistment in national service. At the center of P4L will be the RPS CTE Center. This new campus will serve as both the site for Career and Technical Education teaching and learning, as well as the hub for P4L classrooms for students attending each of the five comprehensive high schools across the city.

The Center will be designed to support robust, future-ready programming aligned with current employment trends, while accommodating the expansion of existing offerings and the introduction of new ones as industry demands evolve. The program will include a diverse mix of instructional environments with varying levels of infrastructure intensity, accommodating programs that require specialized equipment and building systems as well as labs and shops with lighter technical needs. The plan also incorporates flexible classrooms and learning studios that can be dedicated to specific Career Clusters or adapted for interdisciplinary use.

1.2. Timeline

Release Project Date: August 18, 2026

Pre-Proposal Meeting (Non-Mandatory): August 28, 2026, 10:00am

Pre-Proposal Meeting: Design Services for Building New Career and Technical Education Center (CTE), RFP 26-7159-05 Friday, August 28 · 10:00 – 10:30am Time zone: America/New_York Google Meet joining info Video call link:

https://meet.google.com/nmb-mzcb-kud Or dial: 6165-436-(US) +1 530 PIN: 904 624

994# More phone numbers:

https://tel.meet/nmb-mzcb-kud?pin=3236654976433

Question Submission Deadline: September 8, 2026, 5:00pm

Question Response Deadline: September 11, 2026, 5:00pm

Response Submission Deadline: September 18, 2026, 2:00pm

Presentations, if held: Estimated to be held in early October

1.3. Procurement Contact

Mary Beth Reed

Construction Procurement Manager

Richmond, VA 23224

Email: mreed3@rvaschools.net

Phone: (804) 239-3943 https://meet.google.com/nmb-mzcb-kud https://tel.meet/nmb-mzcb-kud?pin=3236654976433 https://tel.meet/nmb-mzcb-kud?pin=3236654976433

2. Scope of Services

2.1. Design Committee

RPS requires the services of one qualified professional firm to provide comprehensive design and construction administration services to Richmond Public Schools. RPS will establish a Design Committee to assist the selected A/E firm during design and programming phases. The A/E firm shall work with the Design Committee to attain consensus on the design requirements and solutions. The Design Committee will include RPS administrative staff, CTE and Academic Program Staff, students, community stakeholders, and RPS Facilities and Construction staff.

The A/E firm shall meet with the Committee on a regular cadence established at the Notice to Proceed, and will be responsible for preparing materials, facilitating working sessions, documenting decisions and open items, and demonstrating how committee input has been reflected in successive iterations.

2.2. Statement of Needs for Design Services

A. The services to be provided by the A/E firm may include but are not limited to: design, engineering, studies, investigations, specification development, construction and bid documents preparation, bid response review and recommendation, and construction administration as required for the construction of a complete and fully operational Career and Technical Education Center (CTE) Center.

Work may also include, as necessary, modification and/or customization as defined in the Offeror’s proposal and site adaptation as needed.

B. The A/E firm should incorporate and build upon the findings, recommendations, and programmatic requirements established in the Maury Street CTE Feasibility Study (Attachment D), which should serve as the foundational planning document for this project. The selected A/E firm shall review the

Feasibility Study in its entirety. Design mockups offered in the feasibility study are examples only and are not required to be followed. RPS will choose the design that best fits the current and future needs of the CTE program.

Design should be inclusive of the existing CTE programmatic areas provided at the current Richmond

Technical Center (RTC). For the 2026-2027 school year, these include:

1. Veterinary Science, Small Animal Care

2. Entrepreneurship

3. Carpentry

4. Graphic Imaging Technology

5. Electricity

6. Emergency Medical Technician

7. Hospitality (Culinary Arts)

8. Cosmetology

9. Barbering

10. Health Science

11. Nurse Aide

12. Pharmacy

13. Sports Medicine

14. Motorsports Technology

15. Automotive Technology

16. Collision Repair Technology

17. Welding

18. Unmanned Aircraft (Drones)

Design should also consider the following CTE programmatic areas that may be introduced in the future as part of the Passion4Learning program: (these courses are not a guarantee, and may not include all potential future offerings)

1. Communication Arts

2. Dental (Assisting/lab technician)

3. Radiology

4. Aviation

5. Mechatronics

6. Advanced Manufacturing

7. Firefighter

8. TV & Media Production

9. HVAC

10. Plumbing

C. Schedule Milestones shall be established at time of contract award in coordination with RPS. The A/E firm shall propose a detailed project schedule as part of its proposal response. Key milestone categories shall include:

1. Review of available federal and state grant programs and assistance in application development to support project funding

2. Programming and design development

3. Plan review, bidding, and construction

4. School opening for students

D. The A/E firm shall provide design disciplines that include the following: architectural, civil, landscaping, structural, plumbing, mechanical, electrical, land surveying and geotechnical, transportation/traffic engineering, hazardous materials consulting, information technology, and interior design to include furniture layout, design, and selection.

E. Design services shall include an overall project phasing plan and schedule

F. The selected design must accommodate the student enrollment capacity established in the CTE

Feasibility Study and shall allow for customization based on stakeholder and citizen input that will allow the school to complement and fit into the character of the community. The design should consider incorporating shared spaces, to include accommodating community use outside of regular school hours.

G. RPS intends to actively pursue federal and state grant funding opportunities, as well as public-private partnerships, to support the financing of this project. The A/E firm shall assist RPS in identifying, preparing applications for, and complying with the requirements of applicable grant programs and partnership arrangements as they are identified throughout the design process.

H. Where applicable, the A/E firm shall utilize integrated design techniques and concepts to optimize human and visual comfort, energy usage and maintainability in the CTE facility design.

I. Unless otherwise directed, the selected A/E firm shall maintain a design focus on energy efficiency and environmentally friendly processes and materials consistent with current best practices and applicable building energy codes.

J. The A/E firm shall perform all tasks in accordance with generally acceptable professional standards.

The A/E firm represents that the advice and consultation provided are within its authority and capacity as a professional.

K. The A/E firm shall assist RPS with the preparation and submission of all documents, plans, specifications, and design data that would normally be required for RPS to obtain required code-related approvals from governmental agencies and authorities (including utility and environmental) having jurisdiction over this type of project at each stage of development. The A/E firm shall participate in meetings, hearings, presentations, negotiations, etc. that may be necessary to obtain such approvals.

L. The A/E firm shall comply with the regulations, policies, laws, ordinances, and requirements related to the environmental impact applicable to any task.

M. Qualifications: The person or persons having overall responsibility for the project management, coordination of disciplines under the Contract, design and specification review and approval, and all personnel, including subconsultants, performing architectural or professional engineering services/tasks, must be an Architect or Professional Engineer licensed by the Virginia Department of

Professional and Occupational Regulation in accordance with requirements of the Code of Virginia.

2.3. Comprehensive Traffic Study

The A/E firm shall engage a qualified licensed traffic engineer or transportation planning subconsultant to conduct a comprehensive traffic study for the proposed CTE Center site. The traffic study shall be prepared in accordance with the standards and requirements of the City of Richmond Department of Public Works, the

Virginia Department of Transportation (VDOT), and all applicable local ordinances. The study shall address, at a minimum, the following components:

A. Existing Conditions Analysis

1. Inventory and analysis of existing roadway network, lane configurations, traffic control devices, and pedestrian/bicycle infrastructure within the study area

2. Collection of turning movement counts and 24-hour traffic volume data at all key study intersections and site access points during peak AM, midday, PM, and school dismissal periods

3. Identification and documentation of existing crash history and safety concerns within the study area

4. Assessment of existing transit service, pedestrian connectivity, and bicycle infrastructure serving the site

5. Documentation of existing sight distance conditions at proposed access locations

B. Traffic Impact Analysis

1. Trip generation estimates for the proposed CTE center using applicable ITE Trip Generation rates and/or local data, broken out by student arrivals/departures, faculty/staff, and service/delivery vehicles

2. Trip distribution and traffic assignment to the surrounding roadway network

3. Level of service (LOS) analysis for existing and future (build-out) conditions at all study intersections, using the Highway Capacity Manual (HCM) methodology

4. Assessment of queuing, signal timing, and intersection operations under projected conditions

5. Analysis of vehicle stacking requirements for bus loops, parent drop-off/pick-up lanes, and service vehicle access

C. Site Access and Circulation

1. Evaluation and recommendation of site access points, including primary vehicular entrance(s), bus-only access, service and delivery access, and emergency vehicle access

2. Internal site circulation design for student drop-off/pick-up, bus loading/unloading, faculty/staff parking, visitor parking, and service vehicles, in coordination with the overall site design

3. Parking demand analysis and recommendation of parking supply consistent with City of Richmond zoning requirements and projected operational needs

4. Safe Routes to School analysis identifying pedestrian and bicycle access routes to and from the site, with recommendations for infrastructure improvements

D. Mitigation Measures and Recommendations

1. Identification of all required off-site and on-site transportation improvements necessitated by the development, including any required road widening, signal modifications, turn lane additions, sidewalk construction, or crosswalk improvements

2. Recommendations for Transportation Demand Management (TDM) strategies to reduce single-occupancy vehicle trips

3. Coordination with VDOT and City of Richmond to confirm study methodology and acceptance of findings prior to submission of development applications

4. Preparation of a Transportation Management Plan (TMP) for the construction phase, addressing haul routes, construction traffic impacts, and maintenance of traffic

2.4. Structural Engineering Services

The A/E firm shall engage a licensed structural engineer to provide comprehensive structural engineering services for the CTE facility. Structural services shall include, but are not limited to:

A. Structural system evaluation and selection, including analysis of alternative structural systems (steel, concrete, mass timber, or hybrid systems) with life-cycle cost and sustainability implications considered

B. Geotechnical data review and coordination with the geotechnical engineer to ensure appropriate foundation design

C. Structural analysis and design of all building systems including foundations, floor systems, roof systems, lateral force-resisting systems, and all load-bearing elements in compliance with applicable building codes, including the Virginia Construction Code and applicable ASCE standards

D. Structural design for all specialty CTE program spaces, including high bay areas, automotive shop, welding lab, culinary spaces, and any other areas requiring special structural loading, equipment supports, or clearance requirements identified in the CTE Feasibility Study

E. Design of structural support systems for mechanical, electrical, and plumbing equipment, including rooftop equipment, elevated mechanical systems, and specialty laboratory equipment

F. Coordination with civil engineer for site retaining walls, below-grade structures, and earthwork design

G. Peer review coordination, if required by the authority having jurisdiction

H. Special inspection plan preparation and coordination during construction

I. Structural observation and construction administration services, including review of shop drawings, RFIs, and submittals

2.5. Civil Engineering Services

The A/E firm shall engage a licensed civil engineer to provide comprehensive civil engineering services for the

CTE Center. Civil engineering services shall include, but are not limited to:

A. Site survey and boundary survey coordination, including topographic survey of the project site

B. Geotechnical investigation coordination: the A/E firm shall procure and coordinate a licensed geotechnical engineer to perform subsurface exploration, laboratory testing, and preparation of a geotechnical engineering report providing recommendations for foundation design, pavement design, earthwork, and site preparation

C. Grading and drainage design, including site grading plan, stormwater management plan, and erosion and sediment control plan in compliance with City of Richmond, Virginia DEQ, and applicable VSMP requirements

D. Stormwater quantity and quality management design, including Low Impact Development (LID) and green infrastructure practices consistent with the City of Richmond Stormwater Management Program requirements and applicable best management practices

E. Utility design, including domestic water, fire suppression, sanitary sewer, and stormwater connections and extensions, coordinating with all applicable utility providers

F. Roadway and access drive design, including pavement design, curb and gutter, sidewalks, ADA-compliant accessible routes, crosswalks, and curb ramps

G. Parking lot design, including layout, pavement design, lighting coordination, and electric vehicle (EV) charging infrastructure provisions

H. Floodplain analysis and FEMA coordination, if applicable

I. Land disturbance permit and erosion/sediment control plan preparation and submission

J. Coordination with the City of Richmond Zoning, Urban Design Committee, and Planning Commission guidelines and review requirements

K. Utility relocation coordination with affected utility owners

L. Construction administration services for civil scope, including review of shop drawings, field observation, and construction documentation

2.6. Asbestos and Hazardous Materials Abatement Services

A. Hazardous Materials Assessment

1. Review of any prior environmental assessments or hazardous materials surveys in RPS's possession for the project site and any structures on the parcel

2. Comprehensive asbestos-containing materials (ACM) survey of all structures and site elements to be demolished or disturbed, performed by a Virginia-licensed asbestos inspector in accordance with AHERA and VOSH regulations

3. Lead-based paint (LBP) assessment and sampling of all structures subject to demolition or disturbance, performed by a Virginia-certified lead inspector or risk assessor

4. Assessment for other hazardous and regulated materials including, but not limited to:

polychlorinated biphenyls (PCBs) in caulking, glazing, and electrical equipment; mercury-containing materials; refrigerants; underground storage tanks (USTs) and associated soil contamination; and any other materials identified during the survey process

5. Phase I and/or Phase II Environmental Site Assessment (ESA) coordination, if required based on site history or prior assessment findings

B. Abatement Design and Specifications

1. Preparation of asbestos and hazardous materials abatement design documents, drawings, and specifications suitable for competitive bidding, in compliance with all applicable federal, state, and local regulations, including EPA NESHAP, VOSH, and Virginia Department of Environmental Quality

(DEQ) requirements

2. Development of a project-specific Health and Safety Plan (HASP) for abatement activities

3. Preparation of waste characterization documentation and identification of approved disposal facilities

4. Determination of applicable regulatory notifications and preparation of required notification forms for submission to VOSH and other agencies

C. Abatement Construction Oversight

1. Third-party air monitoring during abatement activities, performed by a licensed industrial hygienist or air monitoring technician, independent of the abatement contractor

2. Abatement contractor oversight and inspection to verify compliance with abatement specifications, work plans, and regulatory requirements

3. Preparation of final clearance reports, including visual clearance and air sample results, upon completion of abatement activities

4. Coordination with the Virginia Department of Labor and Industry (DOLI) and DEQ throughout the abatement process

5. Documentation and recordkeeping in compliance with all applicable regulations

2.7. Integration of CTE Feasibility Study Findings

All A/E firms responding to this RFP are required to review the CTE Feasibility Study, which is accessible within this RFP as Attachment C. The proposed design must incorporate the specific CTE programs (current and potential/future), instructional pathways, and space requirements identified in the Feasibility Study. Proposals that do not demonstrate a clear understanding of and alignment with the Feasibility Study programs will be considered non-responsive to this requirement. The selected A/E firm shall fully incorporate the findings, programmatic recommendations, and design parameters established in the CTE Feasibility Study into all phases of design. This shall include, but is not limited to:

A. Review and confirmation of projected student enrollment, current and future program offerings as identified in section 2.2 B above, and instructional space requirements identified in the Feasibility

Study

B. Verification and refinement of the building program (square footage by space type) consistent with

Feasibility Study recommendations and current RPS educational standards

C. Incorporation of recommended CTE program areas, specialty labs, and technical spaces as described in the Feasibility Study, including all identified equipment, utility, and structural support requirements for each program area

D. Evaluation of site capacity, access, and infrastructure findings from the Feasibility Study and determination of any required updates based on current site conditions

E. Review of the Feasibility Study's cost estimates and benchmarking data to inform budget development and design decisions during the schematic design phase

F. Engagement with CTE program faculty and industry partners identified through the Feasibility Study process to validate and refine space and equipment requirements during programming

G. Incorporation of community engagement findings from the Feasibility Study process into the design approach

2.8. Deliverables

A. Design

1. The Architect/Engineering Firm shall submit the comprehensive design of the new CTE facility.

2. The Architect/Engineering Firm shall consult with the School Board and the community to determine requirements for customization of finishes and site work.

3. The Architect/Engineering Firm shall present and review the probable cost opinion with the School

Board. The Architect/Engineering Firm shall present the schematic design options in a community meeting. RPS intends to base the final design decisions on community and CTE Leadership

Feedback.

4. The Architect/Engineering Firm shall submit the complete construction design documents per the approved project schedule.

B. Traffic Study

1. Draft and Final Traffic Impact Analysis Report

2. Conceptual site access and circulation plans

3. Agency coordination correspondence

4. Transportation Management Plan for construction phase

5. Attendance at coordination meetings with VDOT, City of Richmond, and RPS as required

C. Hazardous Materials

1. Asbestos and hazardous materials survey report

2. Abatement design documents, drawings, and specifications

3. Final clearance reports upon completion of abatement

D. Engagement Plan

1. The plan shall describe the approach to stakeholder engagement across design phases and address at a minimum:

2. Proposed structure and cadence with the Design Committee and each stakeholder group identified in the Design Committee section

3. Methods for engaging students, families, community members, employer partners, and CTE faculty

4. Coordination with RPS Office of Engagement

5. Documentation and reporting practices including engagement summary reports

6. The engagement plan shall be revised as the project progresses to reflect evolving stakeholder structures and RPS direction.

E. Programming Study and Schematic Design Phases

1. The Architect/Engineering Firm shall prepare preliminary design documents consisting of plans and outline specifications. Preliminary design shall be based on the schematic design option chosen, and the Architect/Engineering Firm's opinion of the probable project cost based on that option.

2. Based on the information contained in the preliminary design documents, the

Architect/Engineering Firm shall submit an independent cost estimate of probable project costs using life cycle costing and total cost of ownership as a guiding principle.

3. The Architect/Engineering Firm shall review available data in the School Board's possession, including the Maury Street CTE Feasibility Study. In consultation with the School Board, through citizen engagement meetings, and on the basis of all available information, the

Architect/Engineering Firm shall determine the full scope of the project, and provide the estimated design and construction costs to the School Board.

4. The Architect/Engineering Firm shall provide design framework for future expansion of programs to include increased program quantity as well as increased student enrollment. Unused spaces within the project can be used to explore future program expansion.

F. Design Development/Final Design

1. Upon completion of the Programming Study and Schematic Design Phase, the

Architect/Engineering Firm shall obtain acceptance by the School Board and all governmental agencies and authorities having jurisdiction over design criteria and environmental impact applicable to the project.

2. The Architect/Engineering Firm shall present to and review the final design plans and specifications and all other related documents with the School Board.

3. The Architect/Engineering Firm shall assist in obtaining design approval by participating in, providing submissions to, and negotiating with appropriate officials and authorities.

4. The Architect/Engineering Firm shall provide interior design services and a furniture bid package based on the School Board's furniture design requirements and supplier equipment specifications.

5. The Architect/Engineering Firm shall furnish an opinion of the probable project cost by an independent cost estimator based on the final plans and specifications. The Architect/Engineering

Firm shall provide the School Board with an estimate of probable annual costs to operate the facility as designed.

G. Construction Bid Documents and Procurement Phase

1. The Architect/Engineering Firm shall prepare and furnish final project procurement documents suitable for competitive sealed bidding (such as plans, drawings, and specifications) in conjunction with RPS's Department of Procurement & Property Management.

2. The Architect/Engineering Firm shall provide, at a minimum, the following services during the construction bidding phase:

3. Provide bidding documents

4. Participate in the pre-bid conference

5. Prepare answers to bidders' questions and prepare substantive content for addenda as necessary

6. Review and offer advice as to the acceptability of the prime construction contractor and any proposed subcontractors

7. Consult and advise as to the acceptability of substitute materials and/or equipment proposed by a bidder

8. Assist in bid evaluation, negotiation with bidder (if applicable), and recommending award of contract

H. Construction Administration

1. The Architect/Engineering Firm shall attend the pre-construction meeting as arranged by the

School Board and Architect/Engineering Firm.

2. The Architect/Engineering Firm shall consult with and advise the School Board and act as the

School Board's construction administration representative to the extent normally expected of architects and professional engineers. Services include, but are not limited to:

3. Site visits: Periodic visits to the project site as necessary to observe the progress and quality of the construction contractor's executed work

4. Shop drawings: Review and approval of shop drawings, test results, and other required submittals

5. Change orders: Issue instructions to the construction contractor and prepare all change orders as required

6. Inspection and testing: Require special inspection or testing and interpret the requirements of the construction contract documents

7. The Architect/Engineering Firm shall conduct inspections to determine substantial and final completion and submit written determinations to the School Board.

8. The Architect/Engineering Firm shall assist RPS with procurement and selection of a licensed

Commissioning Agent to perform professional Commissioning Services for this facility.

9. The Architect/Engineering Firm shall prepare a set of as-built drawings showing changes made during the construction process.

2.9. Site Considerations

The A/E firm shall conduct a thorough analysis of the proposed site, coordinating with applicable City of

Richmond departments, utility providers, and VDOT. Planning the phasing of construction within the operational requirements of the immediate surrounding area adjacent to construction will be a responsibility of the A/E firm, as validated by the Design Committee.

2.10. Standards of Performance

A. The A/E firm shall not change key personnel without the express permission of RPS. Substitute personnel shall have equal or greater qualifications and experience as those in the original position.

RPS will not unreasonably withhold approval.

B. The A/E firm shall ensure adherence to all applicable federal, state and local law, ordinance, rules and regulations, and shall notify RPS when it becomes aware of any change in guiding regulations.

C. The A/E firm shall supervise and direct the work under this Contract and all subconsultants in accordance with the requirements contained herein. The A/E firm is fully responsible for acts and omissions of its subconsultants and of persons employed by the subconsultants in the same manner as its own employees.

2.11. Anticipated Construction Scope

A. General Scope: The overall scope of this project is to retrofit a Career and Technical Education Center into an existing RPS building. Project services shall include but are not limited to energy management, fire alarm, access control, security alarm, camera surveillance system, structured data cabling, clock, and intercom systems. The existing systems shall coordinate with the new building design features.

Services shall include incorporation of hazardous material abatement within the construction documents.

B. Site Scope: The site work shall include off-street parking, bus loop and drop-off facilities, accessory structures, restroom facilities (if applicable), equipment delivery and service access, associated parking areas, and landscaping. All requirements shall be completed in coordination with the City of Richmond

Zoning, Urban Design Committee, and Planning Commission guidelines and review requirements.

C. Building Scope: The CTE building program shall be consistent with the programmatic recommendations of the CTE Feasibility Study and shall include, but not be limited to: specialized CTE laboratory and workshop spaces, general instructional classrooms, administrative offices, student commons and dining, community collaboration spaces, and all support areas required for the facility's efficient operation. The design should consider incorporating shared spaces, to include accommodating community use outside of regular school hours.

D. Furniture, Fixtures, and Equipment (FF&E): The scope shall include interior design and coordination services for the selection of furniture, fixtures, and equipment for all CTE program areas. The School

Board anticipates purchasing most FF&E under separate contracts. Selections shall be developed early in the construction phase to expedite ordering and delivery.

E. Energy Efficiency and Sustainability: The project shall incorporate energy-efficient design strategies and sustainable building practices. An energy management system shall be incorporated compatible with the existing RPS energy management infrastructure. The School Board may consider LEED certification or other recognized sustainability frameworks at its discretion.

F. Project Management: The RPS Construction team will provide Project Management services for this project. Additionally, the A/E firm and its subconsultants will be required to utilize a web-based project management and controls system for processing and tracking project information throughout the duration of the project.

3. Preparation and Submission of Proposals

3.1. General Instructions

A. In order to be considered for selection, Offerors must submit a complete response to this RFP that includes all requested elements of the proposal. No other distribution of the proposal shall be made by the Offeror. The proposal must include all of the information set forth in sub-section Specific Proposal

Instructions and be organized as set forth herein.

B. No proposal received after the date and time specified for submission of offers will be considered.

Proposals must be submitted electronically via RPS' e-Procurement Portal. No hard copies will be accepted. It is incumbent upon the Offeror to ensure its proposal is received at the date, time and place specified.

C. The Richmond Public Schools is accepting electronic proposal submissions. Offerors shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit the electronic response.

3.2. Proposal Preparation

A. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content. Proposals that are not substantive may be considered non-responsive. It is not sufficient for the Offeror to address the proposal in general terms or in terms other than those outlined in the proposal.

B. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be sequentially numbered. The proposal should contain a table of contents which cross- references the RFP requirements. Information which the Offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or attached at the end of the proposal and designated as additional material.

C. Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal. This provides an opportunity for the Offeror to clarify or elaborate on its proposal. This is a fact finding and explanation session only and does not include negotiation. The Contract Officer will schedule the time and location of these presentations. Oral presentations are an option of the

School Board and may or may not be conducted.

3.3. Offeror’s Understanding of the Requirements

https://procurement.opengov.com/portal/rvaschools/projects/268028 https://procurement.opengov.com/signup

A. Offerors are responsible for inquiring about and clarifying any requirement of this RFP that is not understood. Oral requests for information will not be accepted.

B. All inquiries must be submitted electronically via RPS' District's e-Procurement Portal.

C. All written inquiries must be received by RPS no later than Tuesday, September 8, 2026 by 5:00 pm.

NO FURTHER INQUIRIES WILL BE ACCEPTED AFTER CLOSE OF BUSINESS THAT DAY. Written answers will be provided by an addendum or Question and Answer feature via RPS' e-Procurement Portal. The

Offers are responsible for ascertaining the existence of any addendum

3.4. Specific Proposal Instructions

A. Proposals should be prepared so that the Evaluation Committee may properly evaluate the Offeror’s capabilities to provide the required goods or services. The proposal should include an Executive

Summary providing a brief summary of the proposal’s contents, emphasizing any unique aspects or strengths of the proposal. The Executive Summary should not exceed three pages.

B. To reduce the effort and expense of responding to RFPs, provide uniformity in the type information requested, and enhance the review and evaluation process, the standard Forms AE-1 through AE-6, ARCHITECTURAL/ENGINEERING FIRM DATA shall be used by A/E's responding to this RFP. The AE-1, AE-

1A, AE-2, AE-3, AE-4, AE-5, AE-6 forms are incorporated herein as Attachment B. Instructions for completing the forms are included in Tab 1, as modified by RPS for this procurement.

C. Generally, the selection committee will consider the A/E's overall suitability to provide the required services within the project's time, budget and operational constraints, and it will consider the comments and/or recommendations of the A/E's previous clients, as well as other references. Offerors will be evaluated on information provided on Forms AE-1 through AE-6, as noted/highlighted below, and as noted within the other sections of the RFP.

Section 1: Offeror Qualifications and Experience

A. The firm’s experience and demonstrated expertise with similar (ie, in terms of size, scope, and complexity) new construction/building redesign/CTE or vocational, technical facilities/traffic, environmental study/historical preservation projects is critical. On the firm’s representative projects provided on form(s) AE-5, ensure that a description of how each referenced project is similar to ours is clearly/concisely stated in paragraph 6 of that form (relevant project features). Also, on form AE-1A, paragraph 11, clearly identify which of the representative projects listed provides your firm’s best execution of something similar to the CTE Center project.

B. The firm’s experience at controlling and managing costs is important; as a result, on form AE-6, supplemental info, for each referenced project, provide an explanation for any cost growth on a given project (ie, due to changes/increases in a “design not to exceed” construction budget, due to change orders described in para 7 of the AE-5, due to change orders involving the GMP (for CM projects), or for other reasons).

C. The A/E’s prior experience and demonstrated effectiveness at managing schedule is important. As a result, on form AE-6, supplemental info, for each referenced project, explain any cases in which the actual design schedule exceeded the required/planned schedule (reference data in para 7, AE-5).

D. The Offeror shall include an affirmative statement that the Offeror grants its consent for RPS to contact the Offeror’s references for purposes of evaluating the Offeror under this solicitation; and further acknowledges that any information obtained from the Offeror’s references will not be disclosed to the

Offeror.

Section 2: Key Personnel

A. The proposed team’s experience, qualifications, and demonstrated expertise on similar projects are also critical. The project manager, architect, MEP lead, structural engineer, civil engineer, traffic engineer, and hazardous materials consultant are especially critical for this project (if the architect or project manager is not “dual-hatted in this role). Clearly identify the roles of key team members in para

1 of AE-3; the specific functions on that form are provided for illustrative purposes only. For each of the key personnel listed on form AE-3, paragraph 1, if the project(s) cited in paragraph 8 of the individual’s personnel qualifications sheet(AE-4) do not include one of the projects cited in the firm's

(representative project data (AE-1A, para 11), then complete an additional AE-5 (representative project data form with paragraphs 1, 2, 3, 4, 5, 6, 7 and 8 completed) for a relevant project that was completed with the Prime firm. If a subconsultant completed multiple relevant projects with a firm other than the Prime firm, they may include additional AE-5 forms for those projects as well. In short, if any key personnel did not participate in the FIRM’s referenced projects, we require relevant information on the other projects (to include that data required in para VIII.A.1.a-e above) they did participate in.

Section 3: Approach and Implementation

A. Compliance with RPS Requirements: Provide a detailed description of the services to be provided which addresses each of the topics listed in the Scope of Work on the AE-3 form. Clearly state your ability to meet or exceed the requested services.

B. Also, ensure the plan to engage with, coordinate, and address input from key stakeholders is addressed here. Clearly describe how your firm will ensure that design packages will be submitted on time, with an appropriate level of review. Clearly describe your approach to integrating the CTE

Feasibility study findings, managing the traffic study process, and coordinating hazardous materials abatement within the overall project schedule. It is critical that a proper level of quality assurance of design documents be provided for; poor quality assurance which results in multiple reviews (and therefore places key milestones at risk) will be unacceptable.

C. If there are exceptions to any of RPS’s requirements in the Scope of Services, they should be stated clearly with an explanation of the reason.

4. Evaluation, Selection, and Award Process

A. Offerors are to make written proposals that present the Offeror's qualifications and understanding of the work to be performed. Offerors should address each evaluation criteria and to be specific in presenting its qualifications.

B. As soon as practical following the closing time, RPS will open and list the proposals for the record. This is not a public opening.

C. During the evaluation phase, proposals are reviewed by the Evaluation Committee to ascertain which proposals address all the requirements of the RFP, and to conduct an analysis to document the adequacy of the proposals. The Evaluation Committee may conduct interviews or site visits with selected Offerors to clarify specific matters presented in the proposals. The Evaluation Committee will use information gained during these discussions, and information presented in the proposal, to rank

Offerors in accordance with criteria stated in the RFP.

D. The Evaluation Committee will use the evaluation criteria and weighing factors in selecting the firm(s) for negotiation and recommendation for award of a contract: The criteria and weighing factors can be found in Evaluation Criteria.

E. The School Board will engage in individual discussions with two or more Offerors deemed fully qualified, responsible and suitable on the basis of initial responses and with emphasis on professional competence, to provide the required services. Repetitive informal interviews are permitted. Offerors are encouraged to elaborate on their qualifications and performance data or staff expertise pertinent to the proposed project, as well as alternative concepts. At the discussion stage, School Board representatives may discuss non-binding estimates of total project costs, including, but not limited to, life-cycle costing, and, where appropriate, non- binding estimates of price for services. The School

Board/RPS will not disclose proprietary information from competing Offerors to the public or to competitors. At the conclusion of the informal interviews, and on the basis of evaluation factors listed herein and all information developed in the selection process to this point, the RPS will select, in the order of preference, two or more Offerors whose professional qualifications and proposed services are deemed most meritorious. School Board representatives will then conduct negotiations beginning with the highest ranked Offeror. If a contract satisfactory and advantageous to the School Board can be negotiated at a price considered fair and reasonable, the award will be made to that Offeror.

Otherwise, negotiations with the Offeror ranked first will 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.

The Contract awarded will incorporate by reference all requirements, terms and conditions of the solicitation

(RFP), all negotiated requirements and the Offeror’s proposals as negotiated.

5. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Offeror Qualifications and Experience Points Based 35 (35% of Total)

2. Technical Approach Points Based 40 (40% of Total)

3. Key Personnel Points Based 25 (25% of Total)

6. Pre-Proposal Conference

The Non-Mandatory pre-proposal conference will be scheduled on Friday, August 28, 2026 at 10:00 am for this solicitation. The conference will be virtual and the link is below:

Pre-Proposal Meeting: Design Services for Building New Career and Technical Education Center (CTE), RFP 26-

7159-05 Friday, August 28 · 10:00 – 10:30am Time zone: America/New_York Google Meet joining info Video call link: https://meet.google.com/nmb-mzcb-kud Or dial: 6165-436-(US) +1 530 PIN: 904 624 994# More phone numbers: https://tel.meet/nmb-mzcb-kud?pin=3236654976433

7. General Terms and Conditions

The following Terms and Conditions are MANDATORY and shall be incorporated verbatim in any contract award:

7.1. ADA Compliance

Pursuant to the Americans with Disabilities Act (ADA), any person requiring special accommodations to participate in this proceeding should contact the Division of Procurement & Property Management Contract

Specialist no later than one (1) business day prior to bid opening or the scheduled event. If you are hearing or speech impaired, please complete the ADA Accommodation Request Form at https://www.rvaschools.net/talent-office/employee-relations/americans-with-disabilities-act-accommodations and contact the Division by submitting it to adarequest@rvaschools.net.

7.2. Addenda

Offerors are reminded that changes to the solicitation in the form of addenda are often issued between the issue date and the due date. All addenda must be acknowledged as part of the proposal submission. Failure to acknowledge an addendum may result in the proposal being declared non- responsive. Notice of addenda will be posted on via School District's e-Procurement Portal. It is the offeror’s responsibility to monitor ascertain the existence of addenda.

To receive notifications regarding the Addenda, click on "Follow" on the Public Project Page:

https://procurement.opengov.com/portal/rvaschools/projects/268028.

7.3. Advertising

It is understood and agreed that, in the event a contract is awarded for the services included in this proposal, no indications of such services to the Richmond Public Schools will be used in any way in product literature or advertising unless with written approval of the School Board.

7.4. Applicable Laws and Courts

This solicitation and any contract resulting from this solicitation shall be governed and construed in accordance with Virginia law without taking into account conflicts of laws rules. The parties hereto expressly agree that the proper forum for adjudication of matters arising under or relating to the contract resulting from this solicitation shall be the Circuit Court of the City of Richmond and/or any federal courts located in and/or that serve the City of Richmond. The RPS may at its discretion, and if agreeable to the Contractor, resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative

Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). The Contractor shall comply with applicable federal, state and local laws and regulations.

7.5. Anti-Discrimination

https://www.rvaschools.net/talent-office/employee-relations/americans-with-disabilities-act-accommodations https://www.rvaschools.net/talent-office/employee-relations/americans-with-disabilities-act-accommodations https://procurement.opengov.com/portal/rvaschools/projects/268028

By submitting its offer, Offeror certifies to the Richmond Public Schools that it will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of

1975, as amended, where applicable, the Virginians with Disabilities Act, the Americans with Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).

In every contract over $10,000, the provisions in A. and B. below apply:

A. During the performance of this contract, the vendor agrees as follows:

1. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, age, or disabilities, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the vendor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause, including the names of all contracting agencies with which the contractor has contracts over $10,000.00.

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