IMPORTANT NOTICE

THIS IS AN ELECTRONIC PROCUREMENT (eBID)

SUBMISSIONS WILL ONLY BE ACCEPTED

ELECTRONICALLY VIA THE BONFIRE PORTAL

https://fairfaxcounty.bonfirehub.com

Fairfax County Government uses a procurement portal powered by Bonfire Interactive for accepting and evaluating proposals. To register, visit https://fairfaxcounty.bonfirehub.com. Additional assistance is also available at support.procurement@eunasolutions.com.

Submitting proposals via the Bonfire portal is mandatory. Fairfax County will not accept proposals submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (e-mail) in response to this RFP. Reference section titled “ELECTRONIC SUBMISSION OF PROPOSAL” in the Special Provisions, for additional information.

Fairfax County strongly encourages offerors to submit proposals well in advance of the proposal submission deadline. A proposal submission is not considered successful unless all necessary files have been uploaded and the ‘Submit & Finalize’ step has been completed. Offerors are responsible for the consequences of any failure to plan ahead in the submission of its Proposal.

The County uses eVA - Virginia's online, electronic procurement system, to publicly announce notice of all contract awards in excess of $200,000. In order to announce county contract awards, registration with eVA is necessary. In anticipation of receiving an award, vendors should register by clicking the Register Now link on the eVA website homepage (www.eVA.virginia.gov).

https://fairfaxcounty.bonfirehub.com/ mailto:support.procurement@eunasolutions.com http://www.eva.virginia.gov)/

RFP 2000004243

SPECIAL PROVISIONS

1. PURPOSE AND INTENT:

1.1. Fairfax County is soliciting sealed proposals from qualified Contractors to establish one or more contracts through competitive negotiation for the provision of Gravity Sewer Rehabilitation Services for the Department of Public Works and Environmental Services (DPWES) – Wastewater Collection Division (WCD).

1.2. The County is updating its sewer rehabilitation program for pipelines from 8-inch through 21-inch diameter and 48-inch through 60-inch sewer manholes connected to these pipelines.

1.3. The County anticipates awarding up to two (2) contracts. Work assignments will be issued at the County’s sole discretion based upon workload, contractor capacity, performance, schedule requirements, geographic considerations, and overall program needs.

1.4. The Contractor will not perform engineering and design services under this contract.

2. PRE-PROPOSAL CONFERENCE:

2.1. An optional pre-proposal conference will be held on August 12, 2026 at 10:00 A.M. via Microsoft Teams web conferencing. Attendees should use the link below to attend:

https://teams.microsoft.com/meet/285983279186705?p=hugJFxuCJ7VMt6DT7s

2.1. To request reasonable ADA accommodations, call the Department of Procurement and Material Management ADA representative at (703) 324-3201 or TTY 1-800-828-1140. Please allow seven working days in advance of the event to make the necessary arrangements.

2.2. The purpose of the pre-proposal conference is to give potential offerors an opportunity to ask questions and to obtain clarification about any aspect of this RFP. Offerors should submit questions pertaining to the RFP, in writing, prior to the pre-proposal conference.

2.3. All communications and requests for information and clarifications should be submitted in Bonfire.

2.4. No attempt shall be made by any offeror to contact members of the Selection Advisory Committee (SAC) about this procurement (see paragraph 17.3).

3. CONTACT FOR CONTRACTUAL MATTERS:

3.1. All communications and requests for information and clarifications shall be directed to the following procurement official:

Cynthia Parker, VCA, Contract Specialist II Department of Procurement and Material Management Telephone (703) 324-3226 Email: Cynthia.Parker@fairfaxcounty.gov

4. CONTRACT PERIOD AND RENEWAL:

4.1. This contract will be for a two (2) year period from the Date of Award, with three (3) additional one-year options, if agreeable to all parties.

4.2. Automatic contract renewals are prohibited. Contract renewals must be authorized by and coordinated through the County’s Department of Procurement and Material Management (DPMM). The County reserves the right to renew any combination thereof.

https://teams.microsoft.com/meet/285983279186705?p=hugJFxuCJ7VMt6DT7s

4.3. The obligation of the County to pay compensation due the Contractor under the contract or any other payment obligations under any contract awarded pursuant to this Request for Proposal is subject to appropriations by the Fairfax 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 an 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 the Contractor with written notice of non-appropriation of funds within thirty (30) calendar days after action is completed by the Board of Supervisors. However, the County’s failure to provide such notice shall not extend the contract into a fiscal year in which sufficient funds have not been appropriated.

5. BACKGROUND:

5.1. Fairfax County is a densely populated 406 square mile suburb of Washington D.C., located in Northern Virginia. The County’s Department of Public Works and Environmental Services (DPWES) builds and maintains safe, reliable infrastructure that improves public health and provides a high quality of life for residents. Current contracts 4400014847 and 4400010426 can be viewed on the County’s Contract Register.

5.2. Fairfax County’s Wastewater Management Program consists of Wastewater Collection Division (WCD), Wastewater Treatment Division (WTD) and Wastewater Planning and Monitoring Division (WPMD). The County’s wastewater collection system is one of the nation’s largest sanitary sewer systems, collecting and conveying approximately 100 million gallons of wastewater per day from county residents, businesses and adjoining jurisdictions. The wastewater generated within the County is treated by five (5) adjacent jurisdictions.

Approximately 40% of the average daily flow is treated at the County’s Noman M. Cole Pollution Control Plant. The collection system consists of over 3,300 miles of gravity sewer pipes ranging from 8-inch to 72-inch in diameter, over 100,000 associated structures, 63 pump stations, and 60 flow metering sites, over 150 grinder pumps and various supporting facilities spanning over 375 square mile area.

5.3. The department is accredited by the American Public Works Association (APWA). The recognition affirms the department’s commitment to best practices and providing high-quality services to Fairfax County residents.

5.4. The Wastewater Collection Division (WCD) is tasked with the maintenance, asset management, long range capital planning, rehabilitation, and monitoring of the collection system and provides 24/7 trouble response services. WCD is organized into three branches.

a. Gravity Sewer Branch: Performs routine inspection, cleaning, and maintenance of manhole and sewer lines.

b. Pumping Stations Branch: Responsible for the operation, maintenance, repair, and rehabilitation of the pumping stations, metering stations, and force mains.

c. Projects & Assets Branch: Oversees asset management, long range capital planning, coordinates design and construction, and rehabilitation/replacement projects for the wastewater collection system.

5.5. The annual sewer rehabilitation program budget is approximately $6M to $8M per year, with potential for future growth.

6. PREVAILING WAGE FOR COUNTY CONSTRUCTION CONTRACTS:

6.1 Effective July 1, 2022, payment of Prevailing Wages shall conform to the Fairfax County Code Chapter 2, Article 3, Payment of Prevailing Wage for Work Performed on County Construction Contracts, Sections 2-3-1 and 2-3-2. The prevailing wage requirement applies for county construction contracts, including maintenance, that are $250,000 or more in value. The Fairfax County link is: https://www.fairfaxcounty.gov/topics/prevailing-wage-ordinance.

7. STATEMENT OF NEEDS:

Qualified offerors are encouraged to submit a proposal detailing how the offeror will meet the following requirements:

7.1. Sewer pipeline rehabilitation will be accomplished using trenchless methods. Manhole rehabilitation will include repairs to all manhole components followed by the installation of various spray on products as needed to provide a structurally sound manhole.

Excavation will be utilized to adjust manhole covers to grade as needed during manhole rehabilitation and during vacuum excavations when installing a clean out on a sewer lateral for bypass purposes when required to maintain sewer service.

7.2. The County requires that all offerors be capable of providing mandatory rehabilitation methods along with newer proven sewer rehabilitation systems. The County seeks Contractors that can offer a broad range of sewer rehabilitation methods with demonstrated technical capabilities.

7.3. Mandatory Requirements:

a. Offeror must provide the following key types of Sewer Rehabilitation and considerations:

• CIPP- UV Cure, Water Cure, Steam Cure (Styrene Barrier liner only) and Ambient Cure

• Styrene free resins or products producing the least amount of Styrene odors to minimize public complaint

• Non CIPP methods to rehabilitate pipelines for customers or situations where customers may have special needs or field conditions require alternative rehabilitation methods

• Grouting- using quality gels that are environmentally friendly or have minimal VOCs. to be used for pipeline and manholes (joints and cracks)

• Internal pipeline point spot repairs

• Internal pipeline tap repairs or to reduce I/I

• Structural and non-structural manhole rehabilitation

• Equipment and methods to rehabilitate off road pipeline and manholes with least impacts to the environment

• Equipment and methods to divert and bypass sewer flows during rehabilitation that are very safe and will impact sewer function the least

• Products meet or exceed quality and durability of comparable products being offered in the marketplace

• Quality control program and invoicing procedures must be easy to understand and manageable for all parties

• All types of rehabilitation will have a pre and post video to confirm work being done

• All cleaning operations to allow proper installation of the product without damage to the existing sewer utility or surroundings.(NASSCO-compliant)

7.4. Additional Capabilities

a. Offeror may propose:

• Alternative methods for rehabilitation technologies where appropriate.

• New technologies

• Innovations https://www.fairfaxcounty.gov/topics/prevailing-wage-ordinance

Optional methods will be evaluated on technical merit, applicability to field conditions, and demonstrated performance.

7.5. It is anticipated that in total, up to 20 miles of sewer rehabilitation and up to 300 vertical feet of 4-foot diameter and 5-foot diameter manholes will be performed each year. The offeror shall provide a general description of key challenges associated with this work and how these challenges will be addressed for the duration of the project period.

7.6. The offeror shall describe how its Safety Program ensures compliance to all safety regulations.

Include procedures used for confined space, traffic controls, protective personal equipment, handling of hazardous materials, styrene monitoring, controlling styrene odor complaints and other safety measures needed to accomplish this work. Provide action plans with key contacts of persons who are assigned to respond to non-compliant safety events with documentation of required training and processes. The offeror is expected to review the Fairfax County Safety resolution and become familiar with the requirements. The offeror shall use this section to describe the company’s overall safety program, safety record and general approach to safety on projects of similar size and scope.

7.7. The offeror shall provide a written description of the procedures that the offeror has in place to complete work of this nature. Describe typical workflows, approximate durations, and communication protocol in place to successfully complete this work.

7.8. The offeror shall provide a written description of the procedures for identifying, notifying and remediating sewer spills caused by sewer rehabilitation operations. Provide a history of spill occurrence and how these occurrences have been closed with regulatory agencies.

7.9. The offeror shall provide a written description of the procedures for identifying, notifying and remediating sewer backups into homes and businesses caused by sewer rehabilitation operations. Provide a history of such occurrences and how these occurrences have been closed with regulatory agencies and property owners.

7.10. The offeror shall describe their company’s customer service/public relations program, down to the frontline crews, and including sub-contractors, and include examples of written correspondence to and from citizens, information provided at public meetings, and all training provided to your employees. The offeror must possess the communications skills to disseminate information to the public, whether in the form of written notices mailed or hand delivered, presenting information at public meetings or providing assistance to those households adversely affected by the rehabilitation process. Detail any proposed public relation tools that would be utilized under this contract (i.e. letters, mailing, website, etc.).

7.11. The offeror shall provide a general description of the materials, and procedures being proposed for use in the sewer pipeline and manhole rehabilitation processes.

• Type and properties of materials and resins. Include Manufacturers’ recommendations.

• Description of inspection, cleaning, installation, lateral reinstatement, and quality control procedures.

• Disposal of excess materials and debris resulting from cleaning operations.

• Public notification procedures and tracking to be utilized.

• Range of pipe and manhole diameters that can be rehabilitated with this process.

• Maximum length between access points and/or depth limitations.

• Maximum distance work can be performed from parked equipment used during the installation and curing process.

• Methods for maintaining flows

• Proposed corrective methods for installation problems:

- incomplete curing

- non-uniform installation

- missed service lateral

- service lateral plugging

• Terms of rehabilitation system manufacturer’s warranty.

• Styrene/Odor Control:

- How Contractor plans to mitigate styrene / odor emissions

- Complaint response plan, available 24 hours a day and 7 days a week, including holidays

- Providing documentation to County explaining resolutions to all complaints

7.12. The offeror shall provide a list of equipment proposed for use in the rehabilitation process.

Offerors list of equipment being proposed for use in the rehabilitation process shall include but is not limited to; manufacturer, age, model type, and quantity. Fairfax County reserves the right to inspect all equipment submitted in reference to these documents.

7.13. Offeror shall demonstrate experience in each required discipline (ref. 7.2).

8. CONTRACTOR REQUIREMENTS:

8.1. The Contractor shall perform all work in accordance with all applicable Federal, State, County, and local ordinances as well as industry standards and the Technical Specifications listed in Appendix B. The Contractor shall possess all the required licenses and permits to do business with the County.

8.2. Projects will be released throughout the fiscal year by WCD through this contract. It is anticipated that under two (2) miles of 8-inch through 21-inch gravity sewer and associated manholes be rehabilitated each month. The Contractor will be responsible for managing all work associated with completing the work, including but not limited to providing all labor, supervision, materials, equipment, tools, transportation and supplies to complete the rehabilitation work, obtaining permits and approvals, conducting public outreach, etc.

8.3. In general, the Contractor will:

a. Conduct a preliminary site inspection for each site where work will take place in advance of the work to determine what materials, labor and equipment will be needed to install each item listed in the cost proposal summary in accordance with the contract documents. The Contractor will ensure all work areas are accessible.

b. Obtain permits and approvals through appropriate agencies, including but not limited to Virginia Department of Transportation, Fairfax County Park Authority, Fairfax County Noise Variance. If wetland permits are required, the County will obtain these permits in advance if possible.

c. Establish traffic control or any other work required to properly perform gravity sewer rehabilitation in accordance with local, state, and federal requirements.

d. Perform preliminary NASSCO compliant closed circuit television (CCTV) inspection of subject gravity sewer pipeline and NASSCO MACP compliant level I inspection of manholes.

e. Thoroughly clean sanitary sewer piping systems and structures to successfully rehabilitate subject gravity sewer and associated manholes.

f. Furnish all labor, materials, tools, equipment, supervision, transportation and any incidentals necessary to perform any necessary internal point repairs, establish bypass systems, and perform gravity sewer rehabilitation and manhole rehabilitation.

g. Re-establish lateral connections using robotic reinstatement methods.

h. Perform NASSCO compliant post rehabilitation CCTV video inspection of pipelines and

NASSCO MACP compliant level I inspection of manholes.

i. Perform manhole rehabilitation.

j. Manage all subcontractors and resources utilized for the project.

8.4. The work anticipated under this contract can be identified as two (2) categories; work within roadways and work off roadways. Over the previous 5 fiscal years 431,980 linear feet of work were issued, 217,779 located within the roadway and 214,201 off road. Historical quantities are provided for informational purposes only and do not constitute a guarantee of work.

8.5. Contractor should have the ability to work in off-road areas, sometimes without the installation of access roads. Where access to perform rehabilitation work under this contract is not established or where work is being performed in off roadway installations, the Contractor may be required to coordinate sewer site access with the Sewer Access and Site Preparation Contractor to perform the work. A description of the coordination to be provided by the Contractor is included in the technical specifications and all costs for coordination will be provided at no additional cost to the County.

8.6. No compensation will be given for lack of coordination between contractors or the County.

When deemed necessary by the County, consultant engineers will be utilized to assist with obtaining permits in off-road areas. It will be the responsibility of Contractor to obtain all other permits for their work and written authorization from property owners when using private lands.

The Contractor will provide copies of permits and written authorization from property owners to the County.

8.7. Due to the nature of the Sewer Rehabilitation Program, the Contractor's participation in the planning and coordination of off-road work does not guarantee that a task order will be issued.

The County may involve the Contractor during the planning phase to ensure access requirements, permitting needs, and constructability issues are identified before work is authorized. However, if required permits are not obtained, site access cannot be secured, sewer inspections determine rehabilitation is not required, the contract expires before work can be issued, or other circumstances prevent the work from proceeding, the County may elect not to issue a task order. The Contractor shall only be compensated for work authorized and performed under an issued task order.

8.8. The majority of work performed via this contract is routine and generally accessible without access roads. However, some work may require establishment of access prior to initiating the work. The access roads may be constructed by others.

8.9. The Contractors will be required to participate in coordination meetings including, but not limited to: Site preparation, replace/repair activities, pre-rehabilitation sewer pipelines, and manholes, as included in authorized task orders.

8.10. PERFORMANCE REQUIREMENTS AND METRICS: The Contractor shall meet the following minimum performance requirements throughout the contract term. These metrics will be used by the County to evaluate Contractor performance and to determine future task order assignments under this contract.

a. Timeliness of Work Completion

i. Priority 2 and Priority 3 segments must be completed within 180 days of assignment.

ii. Priority 1 segments must be completed within 90 days of assignment.

iii. Emergency/ASAP segments must be completed within 30 days of assignment.

b. Punch‑List Resolution

i. All punch‑list items must be corrected within 30 days of notification.

c. Invoice Requirements

i. Monthly invoices must be submitted no later than the 10th day of the following month.

d. Production Expectations

i. Contractor must complete a minimum of two (2) shots per day unless a written explanation is submitted documenting why this level of production could not be achieved.

e. Staffing and Resource Availability

i. Contractor must maintain adequate personnel, equipment, and materials to work each day of the week unless otherwise preauthorized by the County.

Failure to meet any of the above performance requirements may result in suspension of work assignment until deficiencies are corrected, redistribution of work at the County’s discretion, or other remedies available under the contract.

9. TECHNICAL PROPOSAL INSTRUCTIONS:

The offeror must submit their response to the Technical Proposal in Bonfire containing the following information. This information will be considered the minimum content of the proposal. Proposal contents shall be arranged in the same order and identified with headings as presented herein. In addition, the offeror will submit in Bonfire an executed County’s Cover Sheet (DPMM32), all the Attachment A documents, Appendix B, Appendix C, and all issued Addenda (as applicable).

9.1. Section 1 – Introduction:

a. Name of firm submitting proposal; main office address; when organized; if a corporation, when and where incorporated; appropriate Federal, State, and County registration numbers.

b. At a minimum, the offeror should include the following:

1. Background information about the organization

2. Identification of Main Point of Contact for the Contract and their experience with the company

3. Offeror’s local office location (location where work will be performed from)

4. Offeror’s size of facilities and location

5. Number of years Offeror has been providing these types of services

9.2. Section 2 – Statement of Qualifications:

a. Organizational and Staff Experience: Offerors must describe their qualifications and experience to perform the work described in this Request for Proposal. Information about experience should include direct experience with the specific subject matter.

1. Provide an organization chart that includes at a minimum:

a. Prime Contractor and subcontractors staff being used to complete work required under this contract.

b. Program Manager/Principal in Charge – Person who will be main point of contact for initiating work. This position must have signature authority within the company to commit resources for this contract.

2. CIPP Lining - Superintendent – Responsible for day to day field activity associated with the CIPP lining. The CIPP Lining – Superintendent must be on-site during lining operations. Each Superintendent shall have a minimum of five years’ experience supervising the installation of CIPP for sanitary sewer pipes in North American and shall have successfully installed a minimum of 50,000 linear feet of CIPP sanitary sewer in North America ranging from 8-inch to 18-inch in diameter using the specific liner material and the specific cured-in-place pipe process being proposed. Position must be available to address issues or concerns arising from planned or completed work 7 days a week 365 days a year.

3. Manhole Rehabilitation – Superintendent – Responsible for day to day field activity associated with the manhole rehabilitation. Superintendent must be on-site during manhole rehabilitation and have experience installing a minimum of 5,000 vertical feet of manhole rehabilitation (calcium aluminate and epoxy) products. The position must be available to address issues or concerns arising from planned or completed work 7 days a week 365 days a year.

b. The offeror must show that they have been in the business for a minimum of three years in North America, and must have successfully rehabilitated, within North America, a minimum of 50,000 linear feet of 8-inch to 18-inch diameter sanitary sewer within the last three (3) years, using the specific liner material and the specific cured-in-place pipe process proposed in their response to this solicitation. In addition, the Contractor must also have at least 2 years, minimum of 1,000 vertical feet of manhole rehabilitation or 100 manholes successfully rehabilitated within North America.

c. The offeror must provide that they have completed sewer bypass projects/jobs within the last three (3) years where work performed included furnishing all materials, labor, equipment, power, installation of a temporary sewer bypass pumping systems of similar size and scope as needed to divert existing sewer flows.

d. Contractor shall have installed a minimum of 100,000 linear feet of CIPP for gravity sewers ranging in size from 8-inch to 18-inches in diameter within the last three (3) years. Contractor shall provide the required attachments with their proposal demonstrating work experience for the past three (3) years. The following information shall be included with the formwork:

• Customer Name and Location of Contract

• Size and Lengths of Sanitary Sewer Rehabilitated by CIPP

• Start and Completion Date

• Total Cost of Project

• Name and Phone Numbers of Major (>25% of work) Subcontractors (if applicable)

• Customer Information: Name, Phone Number, Address, Email and Title of the Primary Point of Contact

e. The offeror must provide work history that includes cleaning of sewers; pre-television inspection; diversion pumping; lining by CIPP method; reinstatement of lateral connections;

re-televising and video recording after rehabilitation; inspection and testing; clean-up;

rehabilitation of manholes, pipeline grouting, manhole grouting, internal point repairs and all miscellaneous work as specified in the Technical Specifications.

1. Description of experience with projects of similar size and scope. Demonstrate ability of the following:

▪ Quality lining and service

▪ Meeting deadlines

▪ Operating with minimum disruption

▪ Adhering to budget

▪ Providing timely invoicing

f. References: Special notation must be made of similar or related programs performed and must include organization names, addresses, names of contact persons, and telephone numbers for such reference within the last 3 years.

g. Personnel: Outline full-time and part-time staff, proposed consultants, and Subcontractors who may be assigned direct work on this project should be identified. Information is required which will show the composition of the task or work group, its specific qualifications, and recent relevant experience. Special mention shall be made of direct technical supervisors and key technical personnel, and approximate percentage of the total time each will be available for this project. The technical areas, character and extent of participation by any Subcontractor or consultant activity must be indicated and the anticipated sources will be identified.

1. Overview of project team including any major Subcontractors that may be used on this project:

• History of prior performance between prime and Subcontractors

• Indicate services to be provided by prime and services to be provided by

Subcontractors

Owner reserves the right to approve personnel used and can request new personnel due to performance issues.

Resumes of staff and proposed consultants are required indicating education, background, and recent relevant experience with the subject matter of the project. Current telephone numbers must be included. For Key Personnel, resumes are to include the following:

• Years’ experience

• Years with current company

• Percent available for this County contract/project

• Certifications

• Office location

• Current contact information (address, email, telephone)

• Experience on projects of similar size and scope

The personnel named in the technical proposal will remain assigned to the project throughout the period of this contract. No diversion or replacement may be made without submission of a resume of the proposed replacement with final approval being granted by the County Purchasing Agent.

h. A staffing plan is required which describes the offeror’s proposed staff distribution to accomplish this work. The staffing plan should indicate a chart that partitions the time commitment of each professional staff member across the proposed tasks and a timeline for the project. It is mandatory that this section identify the key personnel who are to work on the project, their relationship to be contracting organization, and amount of time to be devoted to the project. This includes Consultants as well as regular employees of the offeror, if relevant.

i. Bonding Capacity: Provide evidence of your firm’s capacity to furnish the required rolling one million-dollar ($1,000,000) performance and payment bond, as specified in Section 19, and state your firms’ maximum bonding capacity.

j. Financial Statements: The offeror shall provide an income statement and balance sheet from the most recent reporting period.

9.3. Section 3 – Understanding the Statement of Needs:

The offeror must present a description of the phases or segments into which the proposed program can logically be divided and performed, together with flow charts. The technical narrative should address separately each of the “Statement of Needs” described in the Request for Proposal and responses should be keyed to appropriate paragraph numbers providing the following information below:

This section should also contain a discussion of any changes proposed by the offeror that substantially differs from the project scope described in these Special Provisions.

a. Statement and discussion of the requirements as they are analyzed by the offeror.

b. Offeror's proposed definitive Scope of Work with explanation of technical approaches and a detailed outline of the proposed program for executing the requirements of the Statement of Needs and achieving project objectives.

c. Preliminary layouts, sketches, diagrams, other graphic representations, calculations, and other data as may be necessary for presentation, substantiation, justification or understanding of the Statement of Needs.

d. Offeror’s written description of the procedures that the offeror has in place to complete work of this nature. Describe typical workflows, approximate durations, and communication protocol in place to successfully complete this work.

e. Offeror should demonstrate an awareness of difficulties in the completion of this undertaking, and a plan for surmounting them. Special attention should be given to methodological issues that will be encountered in such a project.

f. Offeror may also comment if deemed appropriate, on any aspect of the Request for Proposal, including suggestions on possible alternative approaches to the coverage, definition, development, and organization of the issues presented in the “Statement of Needs” section, and may propose alternative approaches.

10. COST PROPOSAL INSTRUCTIONS:

10.1. The offeror must submit their response to the Cost Proposal in Bonfire fully supported by cost and pricing data adequate to establish the reasonableness of the proposed fee. The following information should be submitted as part of the cost proposal:

The cost of each task or segment of the task shall be itemized.

a. Offerors must provide a price breakdown for each service separately as well as totals for services provided together if price differ.

b. The unit prices shall include all costs to completely furnish and install each item. Costs may include but are not limited to delivery, taxes, equipment, labor, fees, disposal of materials, incidentals and any other expenditures required to provide each item listed in the Cost Proposal. Upon acceptance of each item payment will be made in accordance with Section 01025, Measurement and Payment (Appendix B).

c. Offeror shall include any other pricing that may be relevant to services being offered

11. PRICING

11.1. The subsequent contract will be a firm-fixed price agreement. The fee(s) will remain firm and will include all charges that may be incurred in fulfilling the requirements of the contract during the first 365 days.

11.2. Changes in cost for any subsequent contract years may be based on the Consumer Price Index (CPI-U), or other relevant indices. The Contractor shall give not less than 60 days advance notice of any price increase to the purchasing office. The Contractor shall fill all orders received prior to the effective date of the price adjustment at the old contract prices. Should a price increase be granted the prices will remain firm for 365 days.

11.3. The request for a change in the unit price shall include as a minimum, (1) the cause for the adjustment; (2) proposed effective date; and (3) the amount of the change requested with documentation to support the requested adjustment (i.e., appropriate Bureau of Labor Statistics, Consumer Price Index (CPI-U), change in manufacturer's price, etc.).

11.4. Price decreases shall be made in accordance with paragraph 40 of the General Conditions & Instructions to offerors. (Appendix A)

12. TRADE SECRETS/PROPRIETARY INFORMATION:

12.1 Trade secrets or proprietary information submitted by an offeror in connection with a procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, offerors must invoke the protections of this section prior to or upon submission of the data or other materials.

12.2 The offeror must identify the data or other materials to be protected and state the reasons why protection is necessary. Disposition of material after award(s) should be stated by the offeror.

12.3 Offeror shall complete the Request for Protection of Trade Secrets or Proprietary Information (Attachment A4) to identify and protect trade secrets or proprietary information from disclosure under the Virginia Freedom of Information Act.

12.4 The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in rejection of the proposal.

13. REQUIRED SUBMITTALS:

13.1 Each offeror responding to this Request for Proposal must supply all the documentation required in the RFP. Failure to provide documentation with the offeror's response to the RFP may result in the disqualification of the offeror's proposal.

14. ELECTRONIC SUBMISSION OF PROPOSAL:

14.1 Proposals must be received electronically through Fairfax County’s online Procurement Portal at:

https://fairfaxcounty.bonfirehub.com, on or before the Submittal Deadline. Submissions will only be accepted through the portal. Fairfax County will not accept proposals submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (i.e., e-mail) in response to this RFP.

14.2 Documents may be uploaded at any time during the open period. The official time used for receipt of proposals/modifications is the time stamp within the Bonfire portal. No other clocks, calendars or timepieces are recognized. For technical questions related to a submission contact Bonfire at support.procurement@eunasolutions.com or click on the link “Contact Bonfire Support here” under Need Help?.

(Note: it takes an average of 16 minutes to an hour for a response). Therefore, offerors shall take the necessary steps to submit their proposals in advance.

14.3 If, at the time of the scheduled proposal closing Fairfax County Government is closed due to inclement weather or another unforeseeable event, the proposal closing will still proceed electronically through the Bonfire system.

14.4 Technical Information: Uploading large documents may take time, depending on the size of the file(s) and your Internet connection speed. You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission. Minimum system requirements for the Bonfire portal - Microsoft Edge, Google Chrome, or Mozilla Firefox. JavaScript must be enabled. Browser cookies must be enabled.

14.5 It is the offeror's responsibility to clearly identify and to describe the services being offered in response to the Request for Proposal. Offerors are cautioned that organization of their response, as well as thoroughness is critical to the County's evaluation process. The RFP forms must be completed legibly and in their entirety; and all required supplemental information must be furnished and presented in an organized, comprehensive and easy to follow manner.

14.6 Unnecessarily elaborate brochures of other presentations beyond what is considered sufficient to present a complete and effective proposal are not desired.

14.7 By executing the cover sheet (DPMM32), offeror acknowledges that they have read this Request for Proposal, understand it, and agree to be bound by its terms and conditions.

mailto:support.procurement@eunasolutions.com

15. ADDENDA:

15.1 Offerors are reminded that changes to the RFP, in the form of addenda, are often issued between the issue date and within five (5) days before the due date. All addenda shall be signed and submitted before the due date/time or must accompany the proposal.

15.2 Notice of addenda will be posted on eVA and Bonfire. It is the Offeror’s responsibility to monitor the web page for the most current addenda at https://fairfaxcounty.bonfirehub.com.

15.3 The last day to submit questions to be addressed in the addendum will be addressed in Bonfire under “Questions Due Date”. All questions pertaining to this RFP shall be submitted in Bonfire.

16. PROPOSAL ACCEPTANCE PERIOD:

16.1. Any proposal submitted in response to this solicitation shall be valid for one hundred eighty (180) days. At the end of the days the proposal may be withdrawn at the written request of the offeror.

If the proposal is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

17. BASIS FOR AWARD:

17.1. This Request for Proposal is being utilized for competitive negotiation. Under the competitive negotiation process, a contract may be awarded to the responsible offeror whose proposal is determined to be the most advantageous to the County, taking into consideration price and the evaluation factors set forth in the Request for Proposal. The County reserves the right to make multiple awards as a result of this solicitation.

17.2. A Selection Advisory Committee has been established to review and evaluate all proposals submitted in response to this Request for Proposal. 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. Based upon this review, the cost proposals of the highest rated offeror(s) will then be reviewed.

17.3. No offeror, including any of their representatives, Subcontractors, affiliates and interested parties, shall contact any member of the Selection Advisory Committee or any person involved in the evaluation of the proposals. Selection Advisory Committee members will refer any and all calls related to this procurement to the procurement official named in Section 3.1 . Failure to comply with this directive may, at the sole discretion of the County, result in the disqualification of an offeror from the procurement process.

17.4. Based on the results of the preliminary evaluation, the highest rated offeror(s) may be invited by the County Purchasing Agent to make oral presentations to the Selection Advisory Committee.

This committee will then conduct a final evaluation of the proposals. Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals, on the basis of the factors involved in the Request for Proposal, including price if so stated in the Request for Proposal. Negotiations shall then be conducted with each of the offerors so selected. After negotiations have been conducted with each offeror so selected, the County shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror.

17.5. Should the County determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The Committee will make appropriate recommendations to the County Executive and Board of Supervisors, if appropriate, prior to actual award of contract.

17.6. Proposal Evaluation Criteria:

The following factors will be considered in the award of this contract:

a. Experience, Qualifications and Past Performance (points 35)

• Evaluation will consider the Offeror’s response to Section 9.2, Statement of Qualifications. Includes organizational experience, key personnel, staffing plan, and references.

b. Technical Approach and Understanding the Statement of Needs (points 45)

• Evaluation will consider the Offeror’s response to Section 7, Statement of Needs.

Includes technical approach, scope of work, safety and quality control, and understanding

c. Cost (points 20)

• Evaluation will consider the reasonableness of pricing in accordance with Section 10, Cost Proposal Instructions.

17.7. Fairfax County reserves the right to make on-site visitations to assess the capabilities of individual offerors and to contact references provided with the proposal.

17.8. The County Purchasing Agent may arrange for discussions with firms submitting proposals, if required, for the purpose of obtaining additional information or clarification.

17.9. Offerors are advised that, in the event of receipt of an adequate number of proposals, which, in the opinion of the County Purchasing Agent, require no clarifications and/or supplementary information, such proposals may be evaluated without further discussion. Consequently, offerors should provide complete, thorough proposals with the offerors most favorable terms. Should proposals require additional clarification and/or supplementary information, offerors should submit such additional material in a timely manner.

17.10. Proposals which, after discussion and submission of additional clarification and/or supplementary information, are determined to meet the specifications of this Request for Proposal will be classified as "acceptable". Proposals found not to be acceptable will be classified as "unacceptable" and no further discussion concerning same will be conducted.

17.11. The County may cancel this Request for Proposal or reject proposals at any time prior to an award and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous.

18. INSURANCE:

18.1. The Contractor is responsible for its work and every part thereof, and for all materials, tools, equipment, appliances, and property of any and all description used in connection therewith. The Contractor assumes all risk of direct and indirect damage or injury to the property or persons used or employed on or in connection with the work contracted for, and of all damage or injury to any person or property wherever located, resulting from any action, omission, commission or operation under the contract.

18.2. The Contractor must during the continuance of all work under the contract provide the following:

a. Statutory Workers' Compensation and Employer's Liability insurance in limits of not less than

$1,000,000 to protect the Contractor from any liability or damages for any injuries (including death and disability) to any and all of its employees, including any and all liability or damage which may arise by virtue of any statute or law in force within the Commonwealth of Virginia.

b. Commercial General Liability insurance in the amount of $1,000,000 per occurrence, $2,000,000 in aggregate, to protect the Contractor, its Subcontractors, and the interest of the County, its officers and employees against any and all injuries to third parties, including bodily injury and personal injury, wherever located, resulting from any action or operation under the contract or in connection with the contracted work.

c. Owned, non-owned, and hired Automobile Liability insurance, in the amount of $1,000,000 per occurrence/aggregate, including property damage, covering all owned, non-owned, borrowed, leased, or rented vehicles operated by the Contractor. In addition, all mobile equipment used by the Contractor in connection with the contracted work, will be insured under either a standard Automobile Liability policy, or a Commercial General Liability policy.

18.3. Liability Insurance "Claims Made" basis:

a. If the liability insurance purchased by the Contractor has been issued on a "claims made" basis, the Contractor must comply with the following additional conditions. The limit of liability and the extensions to be included as described previously in these provisions remain the same.

b. The Contractor must either:

i. Agree to provide certificates of insurance evidencing the above coverage for a period of two years after final payment for the contract. This certificate shall evidence a "retroactive date" no later than the beginning of the Contractor's or Sub-contractor's work under this contract, or

ii. Purchase the extended reporting period endorsement for the policy or policies in force during the term of this contract and evidence the purchase of this extended reporting period endorsement by means of a certificate of insurance or a copy of the endorsement itself.

18.4. Liability insurance may be arranged by a combination of primary and excess or umbrella policies.

18.5. Any deductibles and/or self-insured retentions greater than $50,000 must be disclosed to and approved by the County’s Risk manager prior to the commencement of services. Use of large deductibles and/or self-insured retentions will require proof of financial ability as determined by the County.

18.6. After a period of five-years from Agreement Date, the County may reasonably require higher limits of insurance or additional insurance coverage against other hazards for which insurance is reasonably obtainable and which, at the time, are commonly insured against in the case of similar properties conducting similar activities within the geographic area of the Property, whether or not such additional insurance requirements are otherwise described or contemplated herein.

18.7. The Contractor agrees to provide insurance issued by companies admitted within the

Commonwealth of Virginia, with the Best's Key Rating of at least A: VII.

18.8. European markets including those based in London, and the domestic surplus lines markets that operate on a non-admitted basis are exempt from this requirement provided that the Contractor's broker can provide financial data to establish that a market is equal to or exceeds the financial strengths associated with the A.M. Best's rating of A: VII or better.

18.9. The Contractor will provide an original, signed Certificate of Insurance citing the contract number and such endorsements as prescribed herein and The County of Fairfax, its officers, employees and agents shall be named as an “additional insured” for all liability policies, and it shall be stated on the Insurance Certificate that this coverage “is primary to all other coverage the County may possess.”

18.10. The Contractor will secure and maintain all insurance certificates of its Subcontractors, which shall be made available to the County on demand.

18.11. Contractor waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against the County and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Contractor or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Contractor or its Subcontractors. Where permitted by law, Contractor must require similar written express waivers of subrogation and insurance clauses from each of its Subcontractors.

18.12. The Contractor will provide on demand certified copies of all insurance policies related to the contract within ten business days of demand by the County. These certified copies will be sent to the County from the Contractor's insurance agent or representative.

18.13. No change, cancellation, or non-renewal shall be made in any insurance coverage without a 30-day written notice to the County. The Contractor shall furnish a new certificate prior to any change or cancellation date. The failure of the Contractor to deliver a new and valid certificate may result in suspension of all payments until the new certificate is furnished.

18.14. Compliance by the…