842627envCpeake.pdf

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REQUEST FOR PROPOSAL

27-024-2647

ENVIRONMENTAL CONSULTING SERVICES - ON CALL

Release Project Date September 2, 2026

Submission of Question Deadline September 14, 2026, 5:00pm

Submission of Response Deadline October 6, 2026, 5:00pm

Contract Award November 30, 2026

Submissions are accepted electronically at City’s e-Procurement Portal:

https://procurement.opengov.com/portal/cityofchesapeakeva

Request For Proposal #27-024-2647 Title: Environmental Consulting Services - On Call

Table Of Contents

1. Purpose

2. Scope of Work

3. Schedule of Events

4. Conflicts and Questions

5. Proposal Preparation and Submission Instructions

6. Specific Proposal Instructions

7. Disclosure of Proposal Contents

8. Evaluation Criteria

9. Oral Presentations

10. Negotiations and Award of Contract

11. Period of Performance

12. Pricing/ Fee Schedule

13. Vendor Required Information

14. Required General Terms and Conditions

15. Special Terms and Conditions

16. Attachments

1. Purpose The City of Chesapeake is requesting professional environmental services on an on-call basis for projects that dictate immediate response and/or when the consultant possesses detailed technical knowledge unavailable in-house or in response to critical time-sensitive events. It is anticipated that two (2) contracts will be awarded under the procurement process to cover the requested services.

The City of Chesapeake does not discriminate against faith-based organizations in accordance with Code of Virginia Section 2.2-4343.1 or against any contractor, bid, or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by State law relating to discrimination in employment.

2. Scope of Work

2.1. Scope of Services

Services may include, but are not limited to, participation in one or more of the following tasks:

• Phase I Environmental Site Assessments. (ESA’s)

• Phase II Environmental Site Assessments. (ESA’s)

• Wetland, stream, State Surface Water and Chesapeake Bay Preservation Act

(CBPA) delineations, determinations, confirmations, and negotiations with Local, State, Tribal, and Federal regulatory agencies and authorities.

• Perennial and intermittent stream determinations, microbenthic surveys and report preparation.

• Federal and state threatened and endangered vegetation, animal, and invertebrate surveys and report preparation.

• Wetlands and water quality permit preparation and inter-agency coordination.

• National Environmental Policy Act (NEPA) documentation preparation.

• Air and noise quality studies and report preparation.

• Historical archeological and architectural surveys.

• Environmental legislative review, consulting, and training.

• Underground Storage Tank (UST) and Aboveground Storage Tank (AST) closures and preparation of closure reports.

• Survey, removal and abatement of Asbestos Containing Materials (ACMs) and

Lead Based Paint (LBP) from structures.

• Completion of activities to remove or abate soil and/or groundwater contamination.

• Installation and/or closure of groundwater monitoring wells.

• Site Characterization Reports (SCR), Remediation Action Plans, and Site

Closure Reports.

2.2. Environmental Site Assessments (ESAs)

Environmental Site Assessments (ESAs) The Consultant team shall have experience preparing and reviewing Phase I&II Environmental Site Assessments (ESAs), Underground Storage Tank (UST) & Aboveground Storage Tank (AST) closure reports, Site Characterization Reports (SCRs), and Remedial Action Plans (RAPs) to include, but not limited to experience and knowledge with soil characterization, Geotechnical, groundwater and surface water quality sampling, analysis and monitoring. In addition, the Consultant team shall have experienced and certified professionals able to conduct Asbestos Containing Materials (ACMs) and Lead Based Paint (LBP) surveys and certified professionals able to remove, remediate and dispose of ACMs and LBP within structures. Both the prime and subcontractors shall require a Class A contractor’s license and a Board for Asbestos, Lead, and Home Inspectors (ALHI) license. The Consultant team shall have experience resolving contamination issues and hazardous waste compliance issues including materials management with the VDEQ and the EPA.

The Consultant team shall have knowledge and experience with the Solid Waste Disposal Act, Resource Conservation and Recovery Act (RCRA), International ASTM Practices E-1527-13 (Phase I ESA), E-1528-00 (Transaction Screening Process), E- 1903-97 (Re-approved 2002 – Phase II ESA), and the EPA’s All Appropriate Inquiry Rule (AAI) for the purposes of addressing the “innocent landowner defense” provision of the Comprehensive Environmental Response, Compensation and Liability Act (CERCLA) of 1980 and compliance with the City of Chesapeake’s Chapter 17 (Volume I) Public Facilities Manual (PFM) ESA requirements. The Consultant will be required to provide the City with Chapter 17 (Volume I) PFM ESA compliance reviews. Experience in due diligence investigations under the Superfund Amendments and Reauthorization Act (SARA) of 1986 for “Recognized environmental conditions” (RECs) based on the review of “reasonably ascertainable” and “practically reviewable” records is required.

Industrial Services The Consultant team shall have knowledge and experience: i) closing, registering, cleaning, and removing petroleum ASTs and USTs; ii) removing & abating contaminated soil and groundwater; iii) installing or closing groundwater monitoring wells; iv) soil characterization, geotechnical, groundwater and surface water quality sampling, analysis, and monitoring; and v) removal, abatement, and disposal of Asbestos Containing Materials (ACMs) and Lead Based Paint (LBP) from structures.

Both the prime and subcontractors shall require a Class A contractor’s license and a Board for Asbestos, Lead, and Home Inspectors (ALHI) license. The Consultant team shall have experience and knowledge working through DEQ’s petroleum tank reimbursement program.

2.3. Wetlands, Streams, & CBPA Identification and Classification The Consultant shall demonstrate experience conducting wetland delineations and State Surface Water Determinations (SSWD) utilizing the 1987 United States Army Corps’ (USACOE) manual and Atlantic & Gulf Coastal Regional Supplements or subsequent such USACOE or Virginia Department of Environmental Quality (VADEQ) approved wetland delineation manual. Stream delineations and perennial stream determinations shall utilize North Carolina Identification Methods for the Origins of Intermittent and Perennial Streams and U.S. Army Corps of Engineers’ (USACOE) and VADEQ Unified Stream Methodology for use in Virginia or other USACOE and VADEQ approved methods. Chesapeake Bay Preservation Act (CBPA) determinations shall utilize the requirements set forth in Chapter 26 of Chesapeake City Code and the CBPA Ordinance Specifications Manual. Services will include: i) pre-application consultations; ii) jurisdictional determination meetings; iii) field delineations; iv) identification of major vegetative community types and species; v) classification of hydric soils per the most recent version of the National Resource Conservation Service’s (NRCS) Field Indicators of Hydric Soils in the United States; vi) preparation of USACOE, VADEQ, and North Carolina method data forms; and vii) field confirmations of wetlands, State Surface Waters and stream boundaries with the appropriate Federal, state and local regulatory personnel. Documentation of knowledge and experience with wetland, State Surface Water and stream delineations within the Coastal Plain of Virginia are required. Virginia Professional Wetland Delineator and State Surface Water Determination Certifications are preferred.

2.4. Wetland and Stream Functional Assessments

The Consultant shall demonstrate experience with wetland, stream and micro-benthic functional value assessments and document previous acceptable submittals to regulatory agencies. The Consultant shall document experience with several current specific assessment methodologies. Documentation of knowledge and experience with perennial stream and micro-benthic assessments within the Coastal Plain of Virginia are required.

2.5. Threatened and Endangered Species

The Consultant team shall have experience with qualitative and quantitative field surveys of Federal and state listed rare, threatened and endangered plants, animals, and invertebrates such as, but not limited to the Canebrake Rattlesnake, Bald Eagle, Peregrine Falcon, Tri-colored Bat, Little Brown Bat and Northern Long Eared Bat. The Consultant will have knowledge of the Endangered Species Act, acquisition of incidental take permits, and have experience in successful negotiation for species mitigation plans with the United States Fish and Wildlife Service (FWS), the Virginia Department of Wildlife Resources (DWR), Virginia Department of Conservation and Recreation’s Division of Natural Heritage (DCR-DNH), and the Virginia Department of Agriculture and Consumer Services (VDAC).

2.6. Cultural Resources

The Consultant team shall have expertise in the identification of historic archeological and architectural resources and the preparation of all forms of documentation complying with the Virginia Department of Historic Resources’ (DHR) Section 106 of the Historic Preservation Act, Guidelines for Conducting Cultural Resource Surveys in Virginia (2011, rev 2017), and the Secretary of the Interior’s Standards and Guidelines for Archeology and Historic Preservation (Vol. 48 CFR, No. 190, 1983). Familiarity with Section 106 of the National Historic Preservation Act is required.

2.7. Water Quality Permits

The Consultant shall demonstrate experience in the evaluation of water quality issues and compilation of water quality permits, particularly related to compliance with the Clean Water Act and the Virginia Erosion and Stormwater Management Program (VESMP) regulations. Specifically, knowledge and experience is required with: i) Section 404 & 401 of the Federal Clean Water Act; ii) USACOE’s State Program General Permits (SPGP), Individual Department of the Army permit, Nationwide Permits, and Regional Permits; iii) Section 10 of the Rivers and Harbors Act of 1899; iv) VADEQ’s Virginia Water Protection Program (VWPP) regulations, individual permit, and general permits; v) Chesapeake Bay Preservation Act (CBPA), Chapter 26 of Chesapeake City Code, Section 28.2 (Chapter 13) of the Virginia Administrative Code, and the Virginia Marine Resources Commission (VMRC - 4VAC20-120); vi) U. S. Coast

Guard Section 9 permit; vii) DEQ’s VSMP regulations, Virginia Pollution Discharge Elimination System (VPDES) permits and the US Environmental Protection Agency’s (EPA) National Pollution Discharge Elimination System (NPDES) permits, municipal stormwater discharge permits (MS4), and VPDES Construction General Permits (VAR10); Executive Orders 11988 (Floodplain Management) & 11990 (Protection of Wetlands); Coastal Zone Management Act (CZMA); and viii) United States Coast Guard (USCG) navigation permits (bridges).

2.8. Noise Quality

The Consultant team shall have experience in noise analysis for conformance with the requirements 23 CFR 772 (Noise), the National Environmental Policy Act (NEPA) and Virginia Department of Transportation (VDOT) and Federal Highway Administration (FHWA) guidelines & procedures. Experience within the Consultant’s project team deploying several methodologies in determining acceptable ambient and traffic noise levels are required.

2.9. Air Quality

The Consultant team shall be familiar with the 3-C planning process and have experience with the procedures conforming to the Clean Air Act, 23 CFR 770, 40 CFR 93.123, 9 VAC 5-40, and 9 VAC 5-50. The Consultant team shall have experience with Mobile Source Air Toxics (MSAT), Quantitative CO “hot spot” analysis, and micro-scale carbon monoxide analysis using methods such as the CAL3QHC, MOBILE6.2 and CALINE series computer analysis models.

2.10. Environmental Site Assessments

The Consultant team shall have experience preparing Phase I Environmental Site Assessments (ESAs). The Consultant team should also have experience reviewing Phase II ESAs to include but not limited to making recommendations on land use decisions based on the results of Underground Storage Tank (UST) closure reports, soil characterization and geotechnical reports, site characterization reports, groundwater and surface water quality sampling, analysis and monitoring reports and risk assessments. The Consultant team shall have knowledge and experience with the Solid Waste Disposal Act, Resource Conservation and Recovery Act (RCRA), International ASTM Practices E-1527-13 (Phase I ESA), E-1528-00 (Transaction Screening Process), E-1903-97 (Re-approved 2002 – Phase II ESA), and the EPA’s All Appropriate Inquiry Rule (AAI) for the purposes of addressing the “innocent landowner defense” provision of the Comprehensive Environmental Response, Compensation and Liability Act (CERCLA) of 1980 and compliance with the City of Chesapeake’s Chapter 17 (Volume I) Public Facilities Manual (PFM) ESA requirements. Experience in due diligence investigations under the Superfund Amendments and Reauthorization Act (SARA) of 1986 for “Recognized environmental conditions” (RECs) based on the review of “reasonably ascertainable” and “practically reviewable” records is required.

2.11. Regulatory Coordination

The Consultant shall have extensive experience in coordinating minor and complex projects with local, state and Federal regulatory and advisory agencies. This will require familiarity with, but not limited to the National Environmental Policy Act (NEPA), Virginia Department of Transportation (VDOT) and Federal Highway Administration, and Virginia Housing and Urban Development (HUD) guidelines & regulations, International ASTM Standards, Sections 404 & 401 of the Clean Water Act, Section 10 of the Rivers and Harbors Act, Section 7 of the Endangered Species Act, Section 106 of the Historic Preservation Act, the Virginia Water Protection Program regulations, Section 62.1 – 3.1 of the Code of Virginia, the Virginia Tidal Wetlands Act, Chesapeake Bay Preservation Act, Coastal Zone Management Act (CZMA), Virginia Erosion and Stormwater Management Program regulations (VESMP), Solid Waste Disposal Act, Resource Conservation and Recovery Act (RCRA), Noise (23 CFR 772), Wetlands (23 CFR 777), Section 4(f) of USDOT Act, Economic, Social and Environmental Effects, Highway Noise Standards, Public Hearing Requirements (23 USC 128), State Water Control Law, Executive Orders 12898 (Environmental Justice), 11988 (Floodplain Management), and 11990 (Protection of Wetlands), US Department of Housing and Urban Development (HUD) Part 58 guidelines, and others. Transportation related projects may involve the Integrated 404 process, State Environmental Review Process (SERP), Programmatic Categorical Exclusion (PCE), Categorical Exclusion (CE), Local Environmental Review Process (LERP), and Preliminary Environmental Inventories (PEI); therefore, familiarity with these programs is critical. Similarly, the transportation projects are likely to require a working knowledge of the Intermodal Surface Transportation Efficiency Act of 1991 (ISTEA) and related regulatory issues. The Consultant will be familiar with the environmental purviews of these programs and have experience in negotiations and regulatory submissions with the following agencies:

• U.S. Army Corps of Engineers (Norfolk District) and Headquarters

• U.S. Fish and Wildlife Service

• U.S. Environmental Protection Agency (Region III)

• U.S. National Marine Fisheries Service

• U.S. Federal Highway Administration

• U. S. Coast Guard

• The President’s Advisory Council on Historic Preservation

• Virginia Marine Resources Commission

• Virginia Department of Environmental Quality

• Virginia Department of Wildlife Resources

• Virginia Department of Conservation and Recreation

• Natural Heritage Program

• Soil and Water Conservation Program

• Virginia Department of Historic Resources

• Virginia Department of Transportation

• U. S. Department of Housing and Urban Development

• Virginia Department of Housing & Community Development

• Virginia Department of Forestry

• Virginia Department of Agriculture and Consumer Services

2.12. Environmental Documentation

Project assignments may include processing of permits and documentation under the National Environmental Policy Act (NEPA), the US Department of Housing and Urban Development’s (HUD) Part 58 Environmental Assessment (EA) and Environmental Review Record (ERR) grand funding program, Executive Order 12898 (Environmental Justice), and the Coastal Zone Management Act (CZMA). The Consultant will be familiar with the preparation of purpose and need statements, alternatives analyses, functional impact assessments, and all forms of environmental documentation, including but not limited to:

• State Environmental Review Process (SERP)

• Local Environmental Review Process (LERP)

• Programmatic Categorical Exclusion (PCE)

• Categorical Exclusions (CE)

• Feasibility Studies & Alternative Analysis

• Preliminary Environmental Inventories (PEI)

• Environmental Impact Statements (EIS)

• Environmental Assessments (EA)

• Environmental Information Documents (EID)

• Environmental Review Record (ERR)

• Joint Permit Applications (JPA)

• Pre-Construction Notifications (PCN)

• Wetland, Stream, Stormwater Bio-retention Facilities, and Living Shoreline Plans and Specifications

• Invasive Species Control Plans

• Erosion and Sedimentation Control Plans

• Stormwater Pollution Prevention Plans (SWPPP)

• Spill Prevention, Control and Countermeasures Plans (SPCCP)

• Preliminary Wetlands Assessments

• State Surface Water Determinations (SSWD)

• Perennial Stream Determinations

• Wetlands & Ecological Function/Values Assessments

• Noise Assessments

• Water Quality Impact Assessments (WQIA)

• Phase I Archaeological Reports

• Cultural Resource Reports

• Threatened and Endangered Species Assessments

• Phase I and II Environmental Site Assessments

• Underground Storage Tank (UST) Closure Reports

• Site Characterization Reports

• Risk Assessment Reports

• Remediation Action Plans

2.13. Public Involvement, Hearings, Meetings, and Training

For many of the projects contemplated by the city, the Consultant may be required to represent the project at City Council work sessions, public hearings, informational meetings, and public workshops. Projects requiring preparation of NEPA, HUD, DHCD, and/or Individual Section 404 and VWPP documents may require initiation of formal public involvement programs, in compliance with state and Federal rules, regulations, and policies. The Consultant must show experience in facilitating involvement of local, state and Federal environmental/resource agencies, interest groups, citizen groups, and the public throughout the project development process. In addition, the Consultant may be required to provide training and information seminars relating to various kinds of environmental topics and must show experience in facilitating training sessions.

2.14. Project Management/Staff and Quality Control

The development of successful infrastructure projects for the City requires strong project management skills, effective staffing, quality control, and a strong understanding of the City’s demographics, ecology, hydrology, and geology. The Consultant will be required to work with City staff, project engineers, and designers. Furthermore, the Consultant shall demonstrate the ability to work with other consulting and engineering firms. The Consultant shall discuss the staffing capabilities, team composition, geographic adaptability, quality control procedures, and management to be used for this contract, which may include multiple and complex tasks.

3. Schedule of Events The City will make every effort to adhere to the following schedule leading to the award of a contract; however, this schedule is subject to change. Offerors will be notified of significant schedule changes.

Release Project Date: September 2, 2026

Submission of Question Deadline: September 14, 2026, 5:00pm

Submission of Response Deadline: October 6, 2026, 5:00pm

Contract Award: November 30, 2026

4. Conflicts and Questions Should there be conflicts with the RFP and a proposal, the RFP takes precedence unless otherwise agreed to in writing.

Questions regarding this Environmental Consulting Services - On Call should be directed to Christine Smittle via the City's e-Procurement Portal. All questions and requests for clarification must be received by the Purchasing Division before 5:00 pm Monday, September 14, 2026.

Conflict of Interest: The Offeror represents to the City that it is entering into this agreement with the City does not entail any violation of the Virginia Conflict of Interest Act.

5. Proposal Preparation and Submission Instructions

A. Proposals shall be signed by an authorized representative of the offeror. This includes the submitted Letter of Transmittal and acknowledgement of all Addendums. All information requested must be submitted. Failure to submit all https://procurement.opengov.com/portal/cityofchesapeakeva/projects/283131 information requested may result in the Purchasing Division requiring prompt submission of missing information, giving a lowered evaluation of the proposal, or finding the proposal non-responsive. Mandatory requirements are those required by law or such that they are determined in the sole discretion of the Procurement Administrator to be formalities that cannot be waived and are not subject to negotiation.

B. 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.

Elaborate brochures and excessive promotional materials are not required or desired.

C. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph should reference the paragraph number of the corresponding section of the RFP. Offeror shall adhere to the instructions outlined in the section labeled “SPECIFIC PROPOSAL INSTRUCTIONS” for submitting a completed proposal.

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 an area of the requirement of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized as outlined risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed. The following information must be contained in the proposal. Proposals submitted are to conform to the following:

1. The minimum font size shall be 10-point.

2. Page size shall be limited to 8.5 by 11-inch paper.

3. Proposals shall be submitted as one (1) electronic PDF document and be as thorough and detailed as possible so that the Selection Committee may properly evaluate the offeror’s capabilities to provide required services.

4. The proposal should be no longer than 30 pages excluding attachments.

D. As used in this RFP, the terms "must" and "shall" identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. The terms "should" or “may” are highly desirable, and would be useful, but their absence will not have a large impact and they are not absolutely necessary. The inability of an Offeror to satisfy a "must" or "shall" requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offerors’ proposal. As used in this RFP, the terms “successful offeror” and “consultant team” both refer to an offeror which is awarded a contract pursuant to this RFP, and are used interchangeably.

E. Ownership of all data, materials, and documentation originated and prepared for the City pursuant to the RFP shall belong exclusively to the City and be subject to public inspection in accordance with the Virginia Freedom of Information Act.

Trade secrets or proprietary information submitted by an offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act;

however, the offeror must invoke the protections of § 2.2-4342(F) of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document or prequalification application, line-item prices, and total proposal prices as proprietary or trade secrets is invalid and such documents will be disclosed in full upon request by the public, as required by law.

F. Any and all costs or expenses incurred or associated with the preparation of responses to this Request for Proposals, including site visits, oral presentations and any other costs shall be entirely the responsibility of the offeror and shall not be reimbursable in any manner by the City.

G. The City reserves the right to reject any or all proposals, to waive any technicalities in proposals received, and to negotiate and to accept the proposal which shall be in the City’s best interest.

H. The City may cancel this Request for Proposals at any time prior to an award and is not required to furnish a reason why a particular proposal was not deemed the most advantageous.

I. The right is reserved, as the interests of the City may require, to revise and amend the specifications prior to the date set for acceptance of proposals; the acceptance date may be postponed if deemed necessary by the Procurement Administrator. Such revisions and amendments, if any, will be announced by an addendum to this solicitation and posted on the City's e-Procurement Portal.

J. Exceptions: Offeror shall detail any and all exceptions taken to the Scope of Work and Terms and Conditions sections of this RFP. For each exception, specify the RFP page number, section number, and the exception taken.

K. Late Proposals: To be considered for selection, proposals must be received in the City’s Purchasing by the designated date and hour via the City's e- Procurement Portal. Proposals received in the issuing office after the date and hour designated may be disqualified and may not be considered. It is the sole responsibility of the Offeror to ensure that its proposal reaches the Purchasing Division by the designated date and hour via the City's e-Procurement https://procurement.opengov.com/portal/cityofchesapeakeva/projects/283131 https://procurement.opengov.com/portal/cityofchesapeakeva/projects/283131

Portal. Receipt of proposals scheduled during a period of suspended City business operations will be rescheduled for processing at the same time on the next business day.

6. Specific Proposal Instructions Format and Content of Proposal: Offerors should organize their proposals using the following TABBED-SECTION format. Proposals should be as thorough and detailed as possible so that the City may properly evaluate your capabilities to provide the required services. The proposal should address the items included in the Scope of Services and in the Criteria for Proposal Evaluation. Proposals should provide straightforward and concise responses to requests for information and descriptions of qualifications and capabilities. One full copy of the proposal should be uploaded and submitted via the City’s OpenGov website with all documentation in a single volume. Failure to do so will result in a lowered evaluation. Incomplete proposals may be determined nonresponsive In order to be considered for selection, Offerors must submit a complete response to this solicitation via the City's e-Procurement Portal Tab 1: Letter of Transmittal

A. A brief executive summary of the Offeror’s understanding of the services sought through this RFP, and description of the underlying philosophy of the Offeror in providing the services.

B. The name, position, address, telephone number, and email address of the individual(s) who are authorized to make representations on behalf of the Offeror.

C. A statement that the signatory on the transmittal letter and the RFP Offer is authorized to bind the Offeror to contract with the City of Chesapeake.

Tab 2: Qualifications and Experience: The offeror shall provide a concise description of its work experience as it relates to the Scope of Services outlined herein including, but not be limited to:

A. A brief history of the firm, including the number of years in business, the size of the firm, the number of locations in the Tidewater area, and the location of the office from which the work is to be done.

B. A minimum of four (4) references, preferably public sector/government organizations, where the firm is currently under contract. References can be from clients in both public, nonprofit and private sectors, including the following:

• Name of organization

• Address of organization

• Name, title, email address, and phone, of a contact for the organization

• Number of years offeror has served the organization

• Dates of Service

• Contract Value

C. Both the prime and subcontractors shall require a Class A contractor’s license and a Board for Asbestos, Lead, and Home Inspectors (ALHI) license.

Tab 3: Capabilities and Skills:

A. The offeror shall provide a detailed description of the firm’s capabilities and qualifications to perform the contract, including but not limited to the ability to meet all requirements outlined in this RFP.

Tab 4: Specific Plan and Methodology to Perform Services/Resources:

A. An Introduction with an overview of Offeror’s understanding of the scope of work and services to be provided.

B. Provide the number, type and qualifications of the offeror’s employee pool, which it is the City’s expectation of contractor(s) would have an established workforce and recruit based on need.

C. Describe the staff and other resources which will be assigned to this contract and include resumes of those individuals.

D. Best practice approaches to providing services to the City that enhance efficiency and effectiveness. Innovative solutions will be considered by the City.

E. Any assistance, equipment, or other items the Offeror will require the City to furnish under the Contract.

F. A statement explaining why the Offeror’s proposed solution would be the most advantageous to the City.

G. A statement explaining process/procedures for conflict resolutions or how issues will be treated and resolved as they arise.

Tab 5: Provide a summary of work the firm has previously completed for the City or for comparably sized governmental agencies.

Tab 6: Additional or Miscellaneous Information:

• Other items or data requested in the RFP that is not include under a specific

Tab.

• Offeror shall provide a copy of appropriate license(s) and Certificate of Insurance indicating compliance with the insurance requirements as outlined in the Special

Terms and Conditions.

Tab 7: Cost of Services: Proposals shall provide pricing based on the requirements and terms set forth in this RFP. Pricing shall be all-inclusive covering every aspect of the contract. No additional fees shall be added unless authorized by the City. Cost will be evaluated and scored using the following calculation: (lowest amount/highest amount) x the maximum amount of points available.

7. Disclosure of Proposal Contents Offerors should be aware that the terms of the contract are public information and can be accessed by the public, except as provided herein as to trade secrets and proprietary information. The City or third parties may use any ideas presented in any proposal. Selection or rejection of the proposal does not affect this provision.

8. Evaluation Criteria Evaluation of proposals will be under the complete jurisdiction of the City of Chesapeake and shall be in accordance with the City of Chesapeake’s Purchasing Policies and Procedures Manual and Chesapeake Code Section 54-67(4). A Selection Committee to be wholly or primarily composed of representatives from the City will evaluate each proposal received and submit a recommendation to the Procurement Administrator. The Selection Committee will evaluate each proposal pursuant to its standard procurement procedures consistent with the procurement of services through competitive negotiation. Selection will be made on the basis of the criteria listed in the Evaluation Criteria section of the RFP.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Specialized experience, expertise, and qualifications of the firm and sub-consultant firms to be used on this contract Tab 2 - A brief history of the firm, including the number of years in business, the size of the firm, the number of locations in the Tidewater area, and the location of the office from which the work is to be done. A minimum of four (4) references, preferably public sector/government organizations, where the firm is currently under contract.

References can be from clients in both public, nonprofit and private sectors.

0-10 Points 25 (25% of Total)

2. Capabilities and ability to meet all requirements outlined in RFP Tab 3 - Detailed description of the firm’s capabilities and qualifications to perform the contract, including but not limited to the ability to meet all requirements outlined in this RFP.

0-10 Points 25 (25% of Total)

3. Specific Plan and Methodology to Perform Services/Resources Tab 4 - Overview of Offeror’s understanding of the scope of work and services to be provided. Number, type and qualifications of the offeror’s employee pool. Describe the staff and other resources which will be assigned to this contract and include resumes of those individuals.

Best practice approaches to providing services to the City that enhance efficiency and effectiveness. Innovative solutions will be considered by the City.

Any assistance, equipment, or other items the Offeror will require the City to furnish under the Contract.

A statement explaining why the Offeror’s proposed solution would be the most advantageous to the City.

A statement explaining process/procedures for conflict resolutions or how issues will be treated and resolved as they arise.

0-10 Points 15 (15% of Total)

4. Quality of work previously performed by the firm for the City, or similar sized governmental agency.

Tab 5 - Provide a summary of work the firm has previously completed for the City or for comparably sized governmental agencies.

0-10 Points 15 (15% of Total)

5. Whether the proposal meets the needs of the desired services that the City is seeking.

0-10 Points 10 (10% of Total)

6. Pricing Reward Low Cost 10 (10% of Total)

9. Oral Presentations Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal. This will provide an opportunity for the offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and will not include negotiation. The City will schedule the time and location of these presentations. Oral presentations are an option and may or may not be conducted.

10. Negotiations and Award of Contract A. Negotiations are conducted with at least two Offerors so selected unless a written determination is made as provided in Subpart C of Section

7.3.2. Negotiations allows modifications of proposals, including price, but the

Procurement Administrator or designee shall not consider any modifications to terms and conditions stated in the RFP for which the Offeror’s written proposal did not included any exceptions. Offers and counter-offers may be made as many times with each Offeror as is necessary to secure a reasonable contract. The Procurement Administrator selects the Offeror which, in its opinion, has made the best proposal. In all instances, written confirmation shall be obtained from the Offeror of any modifications to the original proposal. Should the Procurement Administrator or designee determine in writing and in his or her sole discretion that only one Offeror is fully qualified or that one Offeror is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that Offeror. Once an Intent to Award notice is posted, no further negotiations shall be conducted.

B. When a provision for receiving best and final offers (BAFO) is included in the

RFP, after negotiations, Offerors are given the opportunity to submit a best and final offer. The Offeror’s proposal, if already received and scored, may be rescored to combine and include the information contained in the BAFO with the technical evaluation score previously assigned, and the award decision made. The contract file shall be documented to show the basis for the award, and include the final rescoring of the proposals following negotiation and receipt of best and final offers.

C. For competitively negotiated procurements, once evaluation and negotiations have been completed with selected Offeror(s), the Purchasing Division may prepare a written narrative summarizing the rationale for the criteria that are developed for each proposal negotiated. The summary shall address the merits of the proposals relative to the evaluation criteria. The City is not, however, required to furnish a statement of the reason why a particular proposal was not deemed to be the most advantageous (Code of Virginia § 2.2-4359D). Only

Offerors may inspect the proposal records after evaluation and negotiations are completed, but prior to award (Chesapeake City Code § 54-75 and Code of

Virginia, § 2.2-4342(D)). Once negotiations have ben finalized, the Purchasing

Division shall complete and evaluation summary and place in the procurement file. This worksheet for each Offeror negotiated with should be a compilation of the evaluation committee’s ratings.

D. The City may cancel a RFP, or reject proposals at any time prior to making an award (City Code Section 54-68).

E. The award documents shall incorporate, by reference, the terms and conditions of the RFP and the contractor’s proposal, together with all written modifications thereof.

11. Period of Performance The resulting contract shall be for a period of one (1) year from the date of execution with the option of four (4) additional one (1) year terms upon the mutual written agreement of the parties.

12. Pricing/ Fee Schedule

Offeror shall provide a firm, hourly rate/fee structure with the proposal. Price/fee proposal shall cover all work detailed in this RFP and be a firm fixed price for the initial contract period. Price adjustments shall be in accordance with Renewal of Contract provisions of this RFP.

The City shall pay the awarded Consultant, compensation for the services provided by Consultant, which are subject to the payment provisions set forth in the RFP and below.

A. Project fees will be based on a lump sum, not to exceed cost per project which uses the hourly rate schedule provided within the Consultant’s Fee Proposal.

B. Administrative and clerical costs are directly compensable only for specific project-related tasks e.g., report preparation, etc. General administrative and clerical functions are considered overhead costs and are not directly compensable. All subcontractor fees should be submitted as supporting documentation.

C. The City shall compensate Consultant for its reasonable reimbursable expenses and non-salary direct costs, if any, as specified in the Fee Proposal and any project assignment Fee Proposal approved by the City.

D. Offeror shall provide detailed pricing for all subcontracted work associated with the scope.

Pricing must include:

1. The subcontractor’s direct costs;

2. Any overhead or administrative fees applied by the Offeror; and

3. Any markup applied to subcontractor invoices.

13. Vendor Required Information

1. Proposal Response * *Response required

2. Are There Any Supplemental Agreements?* Supplementary agreements, such as Master Service Agreements (MSAs), Service Level Agreements (SLAs), Non-Disclosure Agreements (NDAs), or other relevant documents that you would like considered for the final contract, must be submitted along with your response.

☐ Yes

☐ No

*Response required

When equals "Yes"

2.1. Provide this document in Word format.*

*Response required

3. Certification of Compliance with Immigration Laws and Regulations* Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• CERTIFICATION_OF_COMPLIANCE...

*Response required

4. Virginia State Corporation Commission (SCC) Registration Information*

AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: A

contractor organized as a stock or non-stock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so, required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described LISTED that enters into a contract with a public body pursuant to the Virginia Public Procurement Act shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

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Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC). Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law must indicate by selecting one of the following reasons why the bidder or offeror is not required to be so authorized:

☐ is a corporation or other business entity with the SCC identification number

☐ is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust

☐ is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the bidder in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from bidder’s out-of-state location)

☐ is an out-of-state business entity that is including with this bid an opinion of legal counsel which accurately and completely discloses the undersigned bidder’s current contacts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia.

☐ If the business entity has not completed any of the foregoing options but currently have pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for bids (The City of Chesapeake reserves the right to determine in its sole discretion whether to allow such waiver).

*Response required

5. Litigation Disclosure Form Respond to each of the questions below by checking the appropriate box. Failure to fully and truthfully disclose the information required by this Litigation Disclosure Form may result in the disqualification of your bid or proposal from consideration or termination of the contract, once awarded. For purposes of this disclosure form, “you” means the individual or entity in whose name the bid or proposal is submitted.

5.1. Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant to this solicitation, been convicted of a felony, or a misdemeanor involving moral turpitude, during the last ten (10) years? *

☐ Yes

☐ No

*Response required

5.2. Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant to this solicitation, been terminated from any work being performed for the City of Chesapeake or any other governmental entity in the Commonwealth of Virginia during the last ten (10) years?*

☐ Yes

☐ No

*Response required

5.3. Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant to this solicitation, been involved in any claim or litigation with the City of Chesapeake or any other governmental entity in the Commonwealth of Virginia during the last seven (7) years? *

☐ Yes

☐ No

*Response required

5.4. Has any parent company or wholly owned subsidiary of your company been involved in any claim or litigation with the City of Chesapeake or any other governmental entity in the Commonwealth of Virginia during the last seven (7) years? *

☐ Yes

☐ No

*Response required

5.5. If you answered “Yes” to any of the above questions, please state the name(s) of the person(s), the nature, and the status and/or outcome of the conviction, termination, claim or litigation, as applicable. Any such information should be provided on a separate page, attached to this form and submitted with your bid or proposal.

5.6. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER*

Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC). Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include a statement describing why the bidder or offeror is not required to be so authorized.

*Response required

6. Small, Women-Owned, Minority-Owned (SWaM) and Service Disabled Veteran-Owned Business A certified SWaM Business is one that holds a current certification from the Virginia Department of Small Business and Supplier Diversity (SBSD), the U.S. Small Business Association (SBA), the Women’s Business Enterprise National Council (WBENC), National Minority Supplier Development Council (NMSDC) or from other U.S. State and some Local Government Supplier Diversity Programs.

6.1. Is your company a certified Small, Woman or Minority Owned (SWaM) Business or Disadvantaged Business Enterprise?*

☐ Yes

☐ No

*Response required

6.2. Certification Type

If applicable, what is your company’s certification type?

Select all that apply

☐ Small Business

☐ Woman-owned Business

☐ Minority-owned Business

☐ Service Disabled Veteran (SDV)

☐ Disadvantaged Business Enterprise (DBE)

6.3. SWaM Certificate/Supporting Documentation

If applicable, attach any…