842205archNvcc.pdf

DGS-30-300

(Rev. 07/22, VCCS Rev. 07/26) Page 1 of 6

REQUEST FOR PROPOSALS

Issue Date: August 31, 2026 RFP: 260-18687-AE

Title: Virginia Community College System

Southwest Virginia Community College Replace Buchanan and Tazewell Halls

Project Code: 260-18687-000

Commodity Code: PROFESSIONAL SERVICES

Issuing Agency: Virginia Community College System (VCCS) 300 Arboretum Place, Suite 200

Richmond, Virginia 23236

Location of Work: Southwest Virginia Community College Cedar Bluff, Virginia

Period of Contract: Single Project Services

All inquiries for information should be directed to: Ms. Sibyl Roberts, Capital Outlay Program Manager, Virginia Community College System, 300 Arboretum Place, Suite 390, Richmond, Virginia 23236, E-mail sroberts@vccs.edu .

PROPOSALS MUST BE SUBMITTED ELECTRONICALLY THROUGH eVA

Sealed proposals for furnishing the services described herein will be received until 5:00 P.M. local time on Thursday, September 30, 2026. Proposals must reach the above address by the deadline stated.

In compliance with this Request For Proposals, which includes the attached Table of Contents and all provisions and appendices attached and referenced therein, and subject to all the terms and conditions set forth herein, the undersigned offers and agrees to furnish the services described in the RFP cited above and submit this signed proposal which includes this completed and signed page, the completed and signed Forms AE-1, AE-2, AE-3, AE-4, AE-5 and AE-6, Forms VCCS-S1 and VCCS-S2 and other data as required by the RFP. It is understood that this proposal and the scope of services may be modified, by mutual agreement in subsequent negotiations.

Name and Address of Proposer:

Date:

By (Signature in Ink) Typed Name:

Zip: Title:

FEIN/SSN # Telephone No. ( )

SCC # E-mail

PRE-PROPOSAL CONFERENCE: A pre-proposal conference will not be held.

(Rev. 07/22, VCCS Rev. 07/26) Page 2 of 6

TABLE OF CONTENTS

Section No. Description Page No.

I Applicability of the A/E Manual 3

II Purpose 3

III Background 3

IV Information Available 3

V Scope of Services 3

VI Policy on Small Businesses and Businesses Owned 4 by Women and Minorities

VII Proposal Requirements 5

VIII Evaluation and Award of Contracts 5

IX Fees 6

X Attachments 6 eVA Vendor Registration: The bidder or offeror shall be a registered vendor in eVA. See the attached eVA Vendor Registration Requirements.

(Rev. 07/22, VCCS Rev. 07/26) Page 3 of 6

I. APPLICABILITY OF THE A/E MANUAL

The A/E Manual as defined in the VCCS Construction and Professional Services Manual, as amended, posted at https://www.vccs.edu/governance/#fms , shall apply to the contract awarded pursuant to this RFP and is incorporated by reference herein in its entirety.

Proposer's attention is directed to Chapter 2, Definitions, for definitions of terms used in this RFP. The terms "Agency" and "Owner" are used interchangeably in the material referenced in this RFP and mean the public body issuing this solicitation for services and with whom the successful A/E Proposer will enter into an agreement. For purposes of clarity and uniformity in this RFP, only the term "Agency" will be used herein.

Proposer's attention is also directed to the Terms and Conditions of the A/E Contract (CO-3a).

II. PURPOSE

The purpose of this RFP is to solicit proposals for the purposes of entering into a contract through competitive negotiations for the professional services of an Architectural/Engineering firm, authorized to do business in the Commonwealth of Virginia, with experience in designing academic facilities for institutions of higher education.

The A/E shall provide professional services for the project described in Part V of this RFP consistent with the A/E Manual, as revised, and latest directives issued by the Division of Engineering and Buildings concerning construction and professional services for new and renovated State buildings.

III. BACKGROUND

This project consists of the replacement of the existing 1968 era Buchanan Hall and Tazewell Hall buildings at Southwest Virginia Community College with a new 75,000 gsf two-story Administrative/Classroom facility to include administration, academic programs, student services, teaching labs, and offices to be constructed on a constrained site in the general location of the existing Buchanan Hall,. (See Programming and Pre-Planning Study dated July 2, 2026)

This project is pool-funded and has been funded for detailed planning only. The Target construction budget for the Schematic Design Phase shall be $46,000,000. After DEB review and comment on the Schematic Design Submittal including the AE cost estimate, a revised Target construction budget will be established for the Preliminary Design Phase. After DEB review and comment on the Preliminary Design Submittal, including the AE cost estimate and Independent Cost Estimate, the final project budget and Design-Not-To-Exceed amount will be established.

IV. INFORMATION AVAILABLE

Programming and Pre-Planning Study dated July 2, 2026, prepared by Grimm + Parker.

V. SCOPE OF SERVICES

The Agency's documents indicated in Section IV above describe the program, siting, appearance, aesthetics, functional arrangement, and level of quality desired by the Agency.

The selected A/E shall furnish all expertise, labor and resources for complete design and construction period services for the project in accordance with the requirements of the A/E Manual. The following generally highlights the services that the A/E will be required to perform:

A. Conduct on-site survey and field investigations. Refine, clarify, and define the Agency’s project description, data, and requirements as necessary to develop a Schematic Design and a Preliminary design of the project which meets the Agency’s requirements and is within the stipulated “design-not-to-exceed” construction cost. Respond to all DEB and other agency review comments and resolve

(Rev. 07/22, VCCS Rev. 07/26) Page 4 of 6 outstanding design issues at the various phases by taking appropriate action in the design of the project.

B. Provide complete construction contract documents with professional seals and signatures in accord with the procedures of the A/E Manual.

C. Assure that the construction contract documents are in conformance with generally accepted architectural and engineering practices and comply fully with all applicable codes and regulations including, but not limited to, the Virginia Uniform Statewide Building Code and the accessibility standards referenced in the VCCS CPSM/AE Manual.

D. Provide specifications which reflect current requirements, standards and product availability.

E. Where applicable, develop and prepare construction documents for an Erosion and Sediment Control

Plan / Stormwater Management and SWPPP Plan in accordance with VCCS Standards and Specifications for Erosion & Sediment Control and Stormwater Management. Obtain approvals from required Agencies.

F. Where applicable, coordinate entrance design with and obtain approval from the Virginia Department of Transportation office having jurisdiction.

G. Coordinate the design of utility connections with local utility provider(s) and obtain necessary approvals. Agency will pay filing fees and connections charges, as required.

H. Prepare A/E cost estimates for the project per the VCCS CPSM/AE Manual.

I. Represent the Agency by presenting necessary oral and/or graphic presentations to State Agencies such as the Art and Architectural Review Board, the Division of Engineering and Buildings, the State Board for Community Colleges, or any other group having interest in the project.

J. Complete all forms and documents in formats required by the A/E Manual. Process in accordance with the Agency's instructions.

K. Provide services to assist the Agency in the bidding and award of the construction contract.

L. Provide services for the construction phase, as required by the A/E Manual, for the administration of the contract.

M. Prepare an Environmental Impact Report and provide Geotechnical Engineering Services as required.

VI. POLICY ON SMALL BUSINESSES AND BUSINESSES OWNED BY WOMEN AND MINORITIES

Under Executive Order 35 (2019), Cabinet Secretaries and all executive branch agencies are directed to continue and advance the following on a race and gender neutral basis: exceed a target goal of 42% on discretionary spending with small businesses certified by DSBSD (the Virginia Department of Small Business and Supplier Diversity).

VCCS Small Business Participation Goal: minimum 42%.

The offeror, to be considered responsive, is required to identify the portions of the contract the offeror plans to subcontract to DSBSD -certified business by completing and returning Small Business Subcontracting Plan attached to this RFP.

When evaluating the Small Business Subcontracting Plan criteria, a DSBSD -certified small business, which shall not exclude women-owned and minority-owned businesses when they have received DSBSD small business certification, who serves as the prime contractor, will receive the maximum number of evaluation points for this criteria. Other businesses that are not DSBSD -certified small businesses will receive credit based on their Small Business Subcontracting Plan. Businesses who submit Small Business

(Rev. 07/22, VCCS Rev. 07/26) Page 5 of 6

Subcontracting Plans which meet or exceed the VCCS goal stated above will receive the maximum number of evaluation points.

VII. PROPOSAL REQUIREMENTS

A. Proposals shall be signed by an authorized representative of the A/E. By submitting a proposal, the proposer certifies that all information provided in response to this RFP is true and accurate. Failure to provide information required by this RFP will ultimately result in rejection of the proposal.

B. Proposals should be prepared simply and economically, providing a straightforward, concise description of the A/E's capabilities for satisfying the requirements of the RFP. Emphasis should be on completeness and clarity of content.

C. The Respondent’s proposal shall include: the completed and signed RFP cover page 1; the completed and signed Forms AE-1, AE-2, AE-3, AE-4, AE-5 and AE-6; and the completed "Small Businesses Subcontracting Plan".

D. The Respondent’s proposal shall also include the completed and signed Forms VCCS-S1 and

VCCS-S2 supplemental data forms, Attachment B.

E. Proposals must be submitted electronically via eVA at https://eva.virginia.gov/ .

F. All documentation submitted with the proposal shall be included in that single bound volume.

Elaborate brochures and other representations beyond those sufficient for presenting a complete and effective proposal are neither required nor desired.

G. Any information thought to be relevant, but not specifically applicable to the enumerated scope of

Work, may be provided as an appendix to the proposal. If publications are supplied by the proposer to respond to a requirement, the response should include reference to the document number and page number. Publications provided without such reference will not be considered relevant to the RFP.

H. To reduce the effort and expense of responding to RFP's, provide uniformity in the type of 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 State agency RFP's.

I. Descriptions of these forms and instructions for completing the forms are included in the A/E Manual.

Electronic copies of Forms AE-1, AE-2, AE-3, AE-4, AE-5 and AE-6 are available for download at http://forms.dgs.virginia.gov . Electronic copy of the "Small Businesses Subcontracting Plan" Form is attached.

VIII. EVALUATION AND AWARD OF CONTRACTS

A. Evaluation Criteria: Proposals shall be evaluated by the Agency using the following criteria:

1. Firm’s Experience, Expertise and Past Performance: Expertise and past experience of the A/E in providing services on projects of similar size, scope, and features as those required on this project. A/E's recent (past 10 years) experience / history in designing projects within an established "Design-not-to-exceed" budget. (20 points)

2. Project Manager: Qualifications and experience of the A/E's project manager to be assigned to this project. (15 points)

3. Team Members: Expertise, experience, and qualifications of the A/E's primary designer in each relative discipline for providing the services described in Section V, Scope of Services.

Expertise, experience and qualifications of any special consultants proposed for providing the services described in Section V, Scope of Services. (25 points)

(Rev. 07/22, VCCS Rev. 07/26) Page 6 of 6

4. Current and projected work load, plan to complete the work and ability to complete the work in a timely manner. (10 points)

5. Financial Responsibility as evidenced by the A/E's carrying Professional Liability Insurance.

(5 points)

6. Geographic location of the A/E's office where work will be performed in relation to the project location(s). (10 points)

7. Size of the firm relative to the size of the project(s). (5 points)

8. Small Business Subcontracting Plan. (10 points)

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.

B. Award of Contract: After evaluation of the Propoals received in response to the RFP, the Agency shall engage in individual discussions and interviews with two or more proposers deemed fully qualified, responsible and suitable on the basis of initial responses, and with professional competence to provide the required services. Repetitive informal interviews are permitted. Proposers shall be encouraged to elaborate on their qualifications, performance data, and staff expertise relevant to the proposed contract. Proposers may also propose alternate concepts or methodology. At the conclusion of the informal interviews and on the basis of evaluation factors set forth in Section VIII and the information provided and developed in the selection process to this point, the Agency shall rank, in the order of preference, the interviewed proposers whose professional qualifications and proposed services are deemed most meritorious. Negotiations shall then be conducted with the Proposer ranked first. If a contract satisfactory and advantageous to the Agency can be negotiated at a fee considered fair and reasonable, the award shall be made to that Proposer. Otherwise, negotiations with the Proposer ranked first shall be formally terminated and negotiations conducted with the Proposer ranked second, and so on, until such a contract can be negotiated at a fair and reasonable fee. Should the Agency determine in writing and in its sole discretion that only one Proposer is fully qualified, or that one offer is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that Proposer.

Proprietary information from competing proposers (including any data on estimated manhours or rates and the plan for accomplishing the scope of work) will not be disclosed to the public or to competitors, provided such information is duly marked as "Proprietary Information" by the Proposer and the designation is justified as required by Section 2.2-4342, Code of Virginia, as revised.

IX. FEES

The fee for services shall be negotiated on a lump sum basis considering the Scope of Services required, the estimated manhours required for each level/discipline and the typical labor rates for the various skill levels required for the work. The Memorandum of Understanding prepared by the Agency will document the negotiated acceptable labor rates for the various levels/disciplines and these rates will be used for any hourly rate work of the A/E that is authorized by the Agency.

X. ATTACHMENTS

Attachment A: Vendor eVA Registration Requirements Attachment B: Forms VCCS-S1 and VCCS-S2 Supplemental Data Forms w/ AE-1 thru AE-6 Attachment C: Small Business Subcontracting Plan Attachment D: Pre-Planning Study dated July 2, 2026

DGS-30-384

(Rev. 04/15)

Attachment A Vendor eVA Registration Requirements eVA Vendor Registration: The eVA Internet electronic procurement solution (http://eVA.virginia.gov) streamlines and automates government purchasing activities for the Commonwealth. The eVA portal is the gateway for vendors to conduct business with state agencies and public bodies. All vendors desiring to provide construction and/or professional services to the Commonwealth shall participate in the eVA electronic procurement solution. All bidders or offerors must register in eVA; failure to register will result in their bid/proposal being rejected. There are no fees to register, however, transaction fees apply as follows:

The Vendor Transaction Fee shall be:

(i) DSBSD-certified Small Businesses: 1%, capped at $500 per order.

(ii) Businesses that are not DSBSD-certified Small Businesses: 1%, capped at $1,500 per order.

eVA Contracts and Orders: The solicitation/contract will result in (__________) purchase order(s) with the eVA transaction fee specified below assessed for each order.

The Vendor Transaction Fee shall be:

(i) DSBSD-certified Small Businesses: 1%, capped at $500 per order.

(ii) Businesses that are not DSBSD-certified Small Businesses: 1%, capped at $1,500 per order.

The eVA transaction fee will be assessed approximately 30 days after each purchase order is issued. Any adjustments (increases/decreases) will be handled through eVA change orders.

The eVA transaction fees listed above are per the eVA Fee Schedule, revised 7/1/2014. Please refer to the eVA website for subsequent fee revisions.

DSBSD is the Virginia Department of Small Business and Supplier Diversity, a new department which went into effect 1/1/2014. The operations of the former Department of Minority Business Enterprise (DMBE) are currently being transitioned into DSBSD. Until such time as the transition is complete, consider “DSBSD-certified” and “DMBE-certified” to be equivalent terms.