842958aandeFauq.pdf

RETURN THIS PAGE SOLICITATION RESPONSE FORM

ISSUED BY:

Fauquier County Government & Public Schools

Procurement Department 320 Hospital Drive, Suite 23 Warrenton, VA 20186-3037

Phone (540) 422-8352 Fax (540) 422-8355

IFB/RFP Number: RFP 27-032-C Title: Multiphase Architect and Engineering Services for Judicial Center Date Issued: September 1, 2026 Pre-Bid/Proposal September 11, 2026 10:00 a.m. (Virtual – Teams) Deadline For Questions: September 15, 2026 5:00 p.m.

Bid/Proposal Due Date: September 28, 2026 2:00 p.m.

To be considered, all Bidders/Offerors must respond by the due date and time listed above., Bids and Offers will be accepted either via our solicitation portal: https://fauquiercounty.bonfirehub.com/opportunities/ or via mail or delivery as indicated in this solicitation package. Late responses will not be accepted.

To be considered responsive, all Bidders/Offerors shall complete Section I-VI below and provide this sheet signed with any submission.

I. Company Identification:

Name: Contact Name:

Mailing Address: Title:

Remit Address: Phone:

FEIN #: Fax:

VA SCC ID#*: Email:

II. Company Classification:

Principal place of business located in (state) State of incorporation III. Check one:

Sole Prop. Limited Liability Corporation Partnership Joint Venture Limited Partnership Other Corporation IV. Check all that apply:

Small Minority Owned Women Owned Service-Disabled Veteran Owned V. Addenda Receipt Confirmation:

Addendum #: Addendum #: Addendum #: Addendum #: Addendum #: Addendum #:

VI. Agreement and Authorized Signature:

In accordance with this Bid or Proposal request and subject to all terms, conditions and attachments, the undersigned offers and agrees to furnish the goods, and/or services in accordance with the submitted signed Bid or Proposal or as mutually agreed upon by subsequent negotiations. The undersigned certifies that they have read and understand all standard, supplemental, and/or special terms and conditions provided herein.

Authorized Signature: Date:

Printed Name: Title:

https://fauquiercounty.bonfirehub.com/opportunities/

TABLE OF CONTENTS

SECTION NO. SECTION HEADING PAGE NUMBER

* SOLICITATION RESPONSE FORM – COVER PAGE

1.0 PURPOSE:

2.0 QUESTIONS AND COMMUNICATIONS:

3.0 OWNER’S RIGHT TO ISSUE REP’S AND PROJECT ORDERS:

4.0 STATEMENT OF NEEDS:

5.0 SUBMISSION OF PROPOSALS:

6.0 BUSINESS, PROFESSIONAL, AND OCCUPATIONAL LICENSE:

7.0 INSURANCE:

8.0 VIRGINIA STATE CORPORATION COMMISSION:

ATTACHMENTS:

ATTACHMENT A - STATEMENT OF NEEDS

ATTACHMENT B - MASTER FACILITIES PLAN DATED JANUARY 23, 2026

GENERAL TERMS AND CONDITIONS – PROFESSIONAL SERVICES – ARCHITECT & ENGINEERING

* INSURANCE CHECKLIST

* PROPRIETARY INFORMATION FORM

* PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA (SCC FORM)

* Indicates forms that must be returned with your response

1.0

2.0

PURPOSE:

The purpose and intent of this solicitation is to obtain the services of a qualified firm to perform the full scope of work provided in the Statement of Needs (Attachment A to this RFP).

This solicitation is issued by the Fauquier County Government Procurement Department, on behalf of Fauquier County Board of Supervisors, a political subdivision of the Commonwealth of Virginia, herein after referred to for convenience as “Owner”.

For ease of reference, each organization submitting a response to the Request for Proposal will hereinafter be referred to as an “Offeror”. An Offeror whose proposal would result in a formal agreement will hereinafter be referred to as “Firm”.

The contents of the proposal submitted by the successful Offeror, this RFP and all modifications made thereof, will become part of any contract awarded as a result of this solicitation. The successful Firm will be required to sign a contract with the Owner.

QUESTIONS AND COMMUNICATIONS:

All contact between Offerors and the County with respect to this solicitation will be formally held at scheduled meetings or in writing through the Procurement Department. Questions concerning this solicitation are due by the deadline for questions shown on the cover page. Questions submitted after the deadline will not be answered. Misinterpretation of specifications shall not relieve the Contractor(s) of responsibility to perform.

Substantive questions must be submitted in writing via mail, express mail, e-mail, fax, etc., to the County Procurement Department, by the deadline on the cover page. All properly submitted substantive questions will be responded to in writing, in the form of an Addendum to the solicitation. Failure to submit questions or to otherwise seek clarification(s) by the deadline for submitting questions shall constitute a waiver of any potential claim by the Offeror/Contractor.

Communications between prospective Offerors, their agents and/or representatives and any member of the County other than as authorized herein, concerning this solicitation are prohibited. In any event and in all circumstances, unauthorized communications cannot be relied upon.

2.1 Addenda to the RFP

The County reserves the right to amend this solicitation at any time prior to the deadline for submitting proposals. If it becomes necessary to revise any part of this solicitation, notice of the revision will be given in the form of a written Addendum that will be provided to all prospective Offerors who are on record with the Procurement Department as having received this solicitation. Addenda will be distributed within a reasonable time to allow Offerors to consider them in preparing their proposals. If in the opinion of the Procurement Manager, the deadline for receipt of proposals does not allow sufficient time; the deadline shall be extended. Acknowledge your receipt and compliance with the Addenda by noting it in the space provided on the Solicitation Response Form. Failure to acknowledge receipt of an Addendum may result in rejection of the proposal.

3.0

4.0

OWNER’S RIGHT TO ISSUE RFP’S AND PROJECT ORDERS:

The Owner reserves the right, at its sole discretion, to issue RFPs for similar work and other projects as the need may occur. The Owner also reserves the right, at its sole discretion, to issue purchase orders to any other Open-End Firms based on its evaluation of each Firm’s qualifications, expertise capabilities, performance record, current workload, location or distance to the project, and other factors as may be pertinent to the particular project.

STATEMENT OF NEEDS:

See Attachment A of this RFP providing the following sections if applicable:

- Statement of Needs/Scope of Services

- Owner Responsibilities

- Specific Proposal Requirements

- Offeror Qualifications

- Evaluation and Award Criteria

- Contract Term

- Contract Administration

- Any special or supplemental terms and conditions

5.0 SUBMISSION OF PROPOSALS:

5.1 General Requirements

Offerors may submit proposals electronically through Bonfire or by delivering/mailing hard copy proposals to the Procurement Office. Whether electronic or hard copy, proposals must be received by the due date and time, or the proposals shall not be accepted.

Offerors are cautioned to not submit both electronic and hard copy proposals. If both types of proposals are received, Procurement will open only the first proposal received and the second shall be deemed non-responsive and will not be considered for award.

The following general information is provided and shall be carefully followed by all Offerors to ensure that proposals are properly prepared.

o Each Offeror must furnish all information required by the RFP. Proposals signed by an agent of the corporation must be accompanied by evidence of his or her authority to bind the corporation to the terms and conditions of this solicitation. In order to be considered for selection, Offerors must submit a complete response to this RFP. All proposals must be submitted to the Procurement Department by the date and time noted. The Offeror shall make no other distribution of the proposal.

o The County reserves the right to conduct discussions with qualified Offerors in any manner necessary to serve the best interest of the County.

5.2 Duration of Proposals

Proposals shall be valid for a minimum of 120 days following the deadline for submitting offers. If an award is not made during that period, all offers shall be automatically extended for another 120 days.

Offers will be automatically renewed until such time as either an award is made, or proper Notice is given to the County of Offeror’s intent to withdraw its offer. Offers may only be canceled by submitting Notice at least 15 days before the expiration of the then current 120-day period.

5.3 Proposal Organization

Proposals should be organized in the order in which the requirements are presented. Those requirements are listed in Attachment A to this RFP. All pages of the proposal should be numbered.

Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number should be repeated at the top of the next page. The proposal should contain a table of contents, which cross-references the RFP requirements.

Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed. The Offeror’s proposal should provide all the information that it considers pertinent to its qualifications for the project, and which respond to the Statement of Needs described. Failure to include any of the below listed Proposal elements may be considered grounds to deem the Proposal non-responsive.

5.4 Proposal Preparation

5.4.1 An authorized representative of the Offeror shall sign proposals. All information requested should be submitted. Failure to submit all information requested may result in the Owner requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the Owner. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

5.4.2 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.

5.4.3 In order to be considered for selection, Offerors must submit a complete response to the RFP.

5.5 Hard Copy Submission of Proposals

If submitting via hard copy submission, Offeror shall submit one (1) original and two (2) copies, along with a flash drive containing the full original proposal and, if applicable, a full redacted version. In lieu of hard copy submission, Proposals shall be submitted in accordance with Section 5.6 of this RFP.

All hard copy Proposals shall be submitted in a sealed envelope or package with the following information on the outside of each such envelope or package:

From:

Name of Offeror Due Date Time

Street or Box Number RFP No.

City, State, Zip Code RFP Title

The envelope shall be labeled as directed above. If a Proposal submission is not contained in an envelope or package and labeled as indicated above, the Offeror takes the risk that the envelope or package may be inadvertently opened, and the information compromised which may cause the Proposal to be disqualified.

If Proposal is being forwarded by mail or another mail service, the above marking information shall be duplicated on the outside of the mailing envelope or package as well as the interior sealed envelope or package containing the Proposal.

Hard copy Proposals shall be either hand delivered, express mailed, or mailed to:

Fauquier County Procurement Office 320 Hospital Drive Suite 23 Warrenton, Virginia 20186

Offerors should allow adequate time for mail or express mail delivery. Package tracking is recommended. Proposals not received by the due date and time shall not be considered and shall be returned unopened.

5.5.1 Proposals received after the specified due date and time will not be considered for contract award and will be returned to the Offeror.

5.5.2 Facsimile Proposals will not be accepted and will result in rejection of the Proposal.

5.5.3 All information required by the solicitation should be supplied to constitute a responsive

Proposal. All information submitted including prices should be typed so as to insure legibility.

However, the Offeror’s signature should be handwritten in ink in order for the Proposal to be considered.

5.5.4 All questions pertaining to this solicitation must be received by the Deadline for Questions as shown on the cover page of this solicitation. All questions received by the Deadline for Questions will be answered via written addendum and will be posted on the Bonfire portal.

5.5.5 It is the responsibility of the Offeror to monitor for issued addenda and provide acknowledge of all addenda on the Solicitation Response Form, where noted.

5.5.6 Proposals by corporations must be executed in the corporate name by the president or vice-president (other corporate officers may be required to provide evidence of authority to sign) and the corporate seal must be affixed and attested by the secretary or assistant secretary. The corporate address and state of incorporation must be shown below the signature.

5.5.7 Proposals by partnerships must be executed in the partnership name and signed by a partner or other authorized person, whose title must appear under the signature and the official address of the partnership must be shown below the signature.

5.5.8 All names must be typed or printed above the signature.

5.6 Electronic Submission of Proposals

5.6.1 In lieu of hard copy submission, any Proposals may be received electronically through Fauquier County’s online Procurement Portal at: https://fauquiercounty.bonfirehub.com on or before the Submittal Deadline. Proposal submissions and registration are free of charge. Offerors can register for a free account at: https://fauquiercounty.bonfirehub.com, which will be required when submitting an electronic Proposal.

5.6.2 For any Offeror selecting to submit electronically, Proposal documents may be uploaded at any time during the open period. The official time used for receipt of electronic Proposals/modifications is the time stamp within the Bonfire portal. No other clocks, calendars or timepieces are recognized for electronic Proposals. Paper copy Proposal receipts and the Proposal opening order for paper and electronic copies will be governed by paragraph 5.1. For technical questions related to a submission contact Bonfire at Support@GoBonfire.com.

5.6.3 If, at the time of the scheduled Proposal closing Fauquier County Government and Schools are closed due to inclement weather or another unforeseeable event, the Proposal closing will be delayed until the second business day following the reopening of the County Government offices.

5.6.4 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 - Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox.

JavaScript must be enabled. Browser cookies must be enabled.

5.7 Receipt and Opening of Proposals

5.7.1 Proposals will be received at the time and place designated on the cover page of this RFP. Any Proposal received at the office designated in the solicitation after the exact time specified for receipt of the Proposal is considered a late Proposal and will not be accepted. The Owner is not responsible for delays in the delivery of the mail by the U.S. Postal Service, private carriers, or the inter-office mail system. It is the sole responsibility of the Offeror to ensure their Proposal reaches the Procurement Department by the designated date and hour.

The official time used in receipt of electronic Proposals is the time as listed on the Bonfire portal.

Late hard copy Proposals will be returned to the Offeror UNOPENED, if solicitation number, acceptance date and Offeror’s return address is shown on the container.

5.7.2 The Owner reserves the right to waive any informalities at Owner’s discretion or to reject any or all Proposals.

6.0 BUSINESS, PROFESSIONAL, AND OCCUPATIONAL LICENSE:

All firms or individuals located or doing business in Fauquier County are required to be licensed in accordance with the County's Business, Professional, and Occupational Licensing (BPOL) requirements during the initial term of the Contract or any renewal period. Questions concerning whether your business requires a BPOL should be directed to the Office of Commissioner of Revenue, telephone (540) 422-8189 or visit:

https://www.fauquiercounty.gov/government/departments-a-g/commissioner-of-the-revenue/online-forms https://fauquiercounty.bonfirehub.com/ https://fauquiercounty.bonfirehub.com/ mailto:Support@GoBonfire.com https://www.fauquiercounty.gov/government/departments-a-g/commissioner-of-the-revenue/online-forms

7.0 INSURANCE:

By signing and submitting a proposal under this solicitation, the Offeror certifies that if awarded a contract, it will have the insurance coverage specified on the Insurance Checklist at the time the work commences.

Additionally, it will maintain this coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. During the period of the contract, the Owner reserves the right to require the Firm to furnish certificates of insurance for the coverage required with the Fauquier County Board of Supervisors and Fauquier County School Board endorsed as additional insured.

8.0 VIRGINIA STATE CORPORATION COMMISSION:

The Contractor shall maintain a valid certificate of authority or registration to transact business in Virginia with the Virginia State Corporation Commission as required by Title 13.1 or Title 50 of the Code of Virginia, during the term of the Contract or any Contract renewal. The Contractor shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth to be revoked or cancelled at any time during the terms of the contract. If the Contractor fails to remain in compliance with the provisions of this section, the contract may be voided by the County.

ATTACHMENT A Page 1

ATTACHMENT A – Statement of Needs

Project Name Location of Project RFP 27-032-C Multiphase Architect Engineering Services for Judicial Center Warrenton, Virginia

1. PURPOSE:

The purpose of this Request for Proposals (RFP) is to award a multiphase architectural and engineering (A/E) contract for services from the project delivery advisory phase potentially through construction of a new courthouse building for a new Fauquier County Judicial Center.

The A/E will review and finalize the preliminary concept plan developed by others (Attached to this RFP) with the key County stakeholders. The key County stakeholders include a previously established Judicial Steering Committee, the Board of Supervisors, and Fauquier County Administration. The successful Offeror will review the previously completed facilities plan, collect additional needs and requirements, and potentially assist in all phases of the development, design, and construction of a new judicial center. This RFP consists of multiple phases and will be awarded as a “multiphase professional services contract under the Virginia Public Procurement Act (VPPA) 2.2-4302.2B, subject to County’s approval for awarding subsequent phases of the Work following acceptance of the schematic design. The County has determined that the nature of the Work is such that awarding a contract structured in this manner is in the County’s best interest.

Overall, the County requires the services of a qualified A/E firm to:

A. Serve as advisor to the County on the appropriate project delivery method, assist in development of any required solicitation documents associated with the delivery methods, and serve as a member of any required evaluation panels.

B. Review the Master Facilities Plan preliminary concept with all stakeholders, collect additional requirements, and finalize the concept during the Schematic Phase to include verification of a fully operational facility.

C. Produce fully coordinated architectural, MEP, structural, civil, foundation, and site engineering designs, construction drawings, specifications, and construction cost estimates.

D. Present the Design and description of work to be accomplished to the key stakeholders, and others as requested by the County and make changes and updates as necessary.

E. Obtain necessary approvals from the Town of Warrenton, Fauquier County, and all other authorities having jurisdiction.

F. Coordinate and facilitate the community outreach process throughout planning, design, and construction.

2. BACKGROUND:

Fauquier County currently has three courts in two different locations. The Court building located at 6 Court Street and serves the General District Court was built around 1891. This building also includes the Juvenile and Domestic Relations District Court. It has been maintained as updated as needed for modern usage. The second court facility, serving the Circuit Court is located at 29 Ashby Street and was

ATTACHMENT A Page 2 built in 1974. During the preceding decades, sustained economic growth and an increasing residential population have placed an extraordinary demand for services for both facilities. Additionally, the age of the buildings do not allow for updating to meet current court space needs and to meet the typical safety enhancements of modern courthouses.

Fauquier County hired an outside firm to develop a Masters Facilities Plan throughout 2025 and into January of 2026. This plan addressed facility conditions in County owned buildings located inside the Town of Warrenton, overall County property and staffing space deficiencies, Court programming, and a recommendation on location of a proposed new judicial center.

The space needs determined in the Master Facilities plan outlined the initial programmatic space needs.

The resulting plan determined that any future judicial center would need to be a building with an overall assignable space increase of approximately 81 percent that will meet planned space needs for at least 20 years. The significant increase is driven primarily by the current court space being consistently under the space standards for courts defined by the Supreme Court of Virginia Office of the Executive Secretary’s “Virginia courthouse Facilities Guidelines” issued in May 2025.

The existing departmental gross square feet (DGSF) is 34,000. The DGSF represents the actual program space needed to support the operations of a Judicial component. The proposed DGSF is 61,517 square feet. A factor of 45 was applied to define the building gross square footage (BGSF) overall of 89,200.

The BGSF is a sum of all DGSF space and non-assignable spaces such as exterior wall thickness, common public circulation area, public restrooms, stairwells, elevators, vertical shafts and mechanical spaces. The new facility would include 5 courtrooms (2 Circuit, 1 General District, 1 JD&R, 1 shared), one JD&R hearing room, Magistrates Court, jury assembly, clerks’ offices, judges’ chambers, three general Sheriff’s Office courtroom holding areas, secured staff parking, detention vehicle sally port and central holding, Sheriff’s Court Services offices, Commonwealth’s attorney’s offices and all courts’ and clerks’ associated records storage spaces. The Project includes development of the site for staff parking and public parking.

3. SCOPE OF WORK:

This project’s scope consists of the following five (5) potential phases: Project Advisory and Development, Schematic Design, Final Design Development, Construction Documents, and Bidding and Construction Administration services. Optional Services as provided in Paragraph F below may be added to any phases but are not guaranteed as part of any Work to be awarded. Phasing below is generally broken down to incorporate all services. Offerors should note that the actual phasing breakdown may change and will be contingent on the final project delivery method chosen. The County reserves the right to adjust each Phase or combine Phases dependent on the final project delivery method selected and the associated procurement tasks.

A. PHASE ONE - PROJECT DELIVERY ADVISORY AND DEVELOPMENT:

The County is in early stages of the process of determining the best project delivery method for the development and construction of the Judicial Center. The selected Firm would assist the County in reviewing all available project delivery methods and determining the best method for procurement and construction. The Firm would also assist in preparation of any memoranda and solicitation documents which may include two step procurement documents required by Construction Manager At Risk or Design Build procurement processes. The final step in Phase One would consist of the Firm serving as part of any evaluation panel that may be required by a particular project delivery method.

B. PHASE TWO - SCHEMATIC DESIGN:

ATTACHMENT A Page 3

The County has approved a preliminary concept and program as part of the adopted Capital Improvements Program in the Fiscal Year 2027 budget (See Attachment B). The A/E shall review the concept and program with the named stakeholders and finalize the concept and program as the Schematic Design. The A/E shall meet staff and provide the necessary information to ensure the preliminary concept is feasible and the program meets the needs of the stakeholders, the County’s projected growth, and space needs over the short and long-term future (15-20 years). The A/E shall develop a schematic level cost estimate at this phase and update it at each future phase.

The A/E shall conduct a Geotech survey, soil boring, and testing and ensure the site is suitable for the construction of the new building. The A/E shall complete this activity as soon as possible after project initiation and provide recommendations and next steps to the County.

Should this program not be feasible as recommended in the Master Facilities Plan, the work shall be terminated in favor of developing a new Concept Design for the program. A new Concept Design for the program shall become an element of the multiphase project at the sole discretion of the County.

C. PHASE THREE - DESIGN DEVELOPMENT:

Following the approval of the schematic design and authorization granted by the County for Phase III, the A/E shall start developing the project's design, specifications and construction cost estimates. This phase may vary contingent upon the project delivery method selected in Phase I.

The design phase includes but is not limited to, all work associated with the design development, including all specialty engineering-type services such as civil, structural, architectural, mechanical, electrical, plumbing, environmental and stormwater management, traffic, cost consultant, interior design and finish selection, audiovisual and acoustic, and landscape architectural services. The A/E shall assist the County with developing construction documents, zoning and building permit approvals, bidding process, and project award.

The design shall include sustainable strategies and energy conservation methods and promote the use of sustainable materials requiring low maintenance in terms of both effort and capital, including renewable energy sources. The A/E shall follow the County’s policy for LEED goals for public facilities. A cost-effective analysis of possible LEED alternatives shall be accomplished, showing first costs and life- cycle costs. The A/E shall present the results to the County with recommendations. The design shall comply with all applicable ‘judicial requirements’ federal, state, and local regulations and building codes, including all required Americans with Disabilities Act (ADA) accessibility features.

D. PHASE FOUR - CONSTRUCTION DOCUMENTS:

Following the authorization granted by the County for this phase, the A/E shall complete the design, construction cost estimate, technical specifications, and construction documents for the project. The County will request a detailed scope of work, fee, and schedule from the A/E for approval prior to this phase. This phase may vary contingent upon the project delivery method selected in Phase I.

The A/E shall prepare specifications and drawings signed and sealed by professional engineers and architects licensed in the Commonwealth of Virginia and prepare final and detailed quantity take-off and cost estimates to obtain bids for the construction of the addition project with appropriate headers, footers, and legends directed by the County Project Officer. The A/E shall acquire necessary approvals from the County of Fauquier, Virginia State, and Federal approvals required for this project. The County will add general construction terms and conditions and instructions to the bidders and finalize the

ATTACHMENT A Page 4 solicitation package.

The A/E will coordinate with utility companies for zoning, County of Fauquier Public Facilities Manual (PFM), and site services and liaise with authorities having jurisdiction to ensure compliance with applicable codes, County ordinances, and other regulatory compliances and requirements. The A/E will submit design drawings for review and approval to all relevant agencies.

The Fauquier County Board of Supervisors and County Administration shall be fully operational during construction. The A/E shall particularly pay attention to the project phasing, site access, security control, staging and storage area, and safety during construction to minimize disruption to the Police operation. The A/E shall also ensure the Police office spaces are securely separated from the construction area through acceptable means and phasing and minimize dust, noise, and other pollution to the extent practical. The A/E shall coordinate with The Fauquier County Board of Supervisors and County Administration to collect special requirements to ensure the design and construction of a safe, secure, and fully functional facility.

The A/E shall specify all building materials and prepare finishes schedules for all building components for the Contractor to install during construction. The A/E shall provide floor plans showing the required equipment and furniture fit in the spaces. The new addition design shall match the existing building’s architecture and aesthetic appearance.

E. PHASE FIVE - BIDDING AND CONSTRUCTION ADMINISTRATION SERVICES:

This Phase may be deleted or substantially adjusted contingent on the project delivery method selected in Phase I. Following the review and permit approval of the Construction Documents, the County may authorize the A/E to provide bidding and construction administration services for the project. The A/E shall support the County in arranging site visits for bidders, preparing the agenda and minutes of the meeting for the pre-bid meeting, and answering RFIs and bidders’ questions.

Construction administration services include but are not limited to, all work associated with schedule and shop drawing approvals, requests by the General Contractor for Information, change order management, observations, project meetings with the General Contractor, inspections, commissioning, and project close out. The County will provide independent Special Inspection services for the project.

The A/E shall be responsible for developing commissioning specifications and planning and coordinating the commissioning of the building systems and equipment in all phases of the project. The A/E shall perform commissioning as per the approved plan, witness the testing and balancing (TAB), and start-up of the systems and equipment. The A/E shall witness and record performance data and provide a commissioning report to the owner.

The A/E shall prepare as-builts for work completed and submit them to the County at the completion of the project. The A/E shall ensure that all warranty and O&M manuals and documents are stored and transferred to the County at the end of the project.

F. OPTIONAL SERVICES:

1. Interior Design Services (optional):

a) The A/E may be requested to provide informational floor plans which use basic template outlines to show that the required furniture will fit in the rooms and spaces. The A/E may also be required to specify all building materials and finishes and select the colors for all building

ATTACHMENT A Page 5 components that the Contractor must provide and/or install.

b) The County reserves the right to include the selection, specification, and procurement of furniture and furnishings as optional services.

c) The County reserves the right to include updates, repairs, or upgrades to existing facilities that may be required as part of the plan to construct a fully functional facility.

4. GENERAL REQUIREMENTS FOR ALL PHASES OF THE PROJECT:

A. Compliance Requirements: As part of any awarded Phase, the A/E shall fully comply with all applicable zoning regulations, including but not limited to setbacks, transitional screening and canopy requirements, bulk plane angle, parking requirements, and floor area ratio. The work shall also fully comply with all County, state, and federal ordinances, regulations, and procedures, including but not limited to procurement policies, frontage improvements, stormwater regulations, the Chesapeake Bay/water quality and adequate outfall considerations, vehicle access and circulation, existing easements and other land-use restrictions (wetlands and RPA among others) and all other considerations affecting land use and site layout. The A/E shall fully comply with zoning ordinances, Virginia Uniform Statewide Building Code (VUSBC), and all other regulatory requirements, including the Americans with Disabilities Act Accessibility Guidelines and ANSI 117.0 applicable to the selected Conceptual Plan, and shall meet with all County and/or Town officials and review comments, and other evaluations/value engineering considerations.

B. Collaboration with the County: The A/E shall meet with the County staff and The Fauquier County Board of Supervisors and County Administration to present each phase of the Design and obtain consensus on work completed and next steps. The A/E shall also be available to present plans in front of County boards and committees as necessary.

C. Deliverables: The A/E shall submit documents from each phase based on the negotiated and agreed upon schedule. The Schematic Design documents shall include finalized sketches, floor plans, site plans, elevations, sections for the addition, and the A/E’s evaluation and recommendation.

D. The A/E shall submit a statement of probable construction cost prepared by an independent cost consultant based on the schematic level of project plans. This statement will allow the County to select the design that ensures the facility will provide the lowest overall cost of ownership consistent with its quality and intended function. The A/E shall analyze and present to the County the economic impact at the schematic level, quantify these effects, and express them in current dollar amounts based on factual and researched data as well as market trends.

E. Each phased amendment that will authorize the work required for services shall ensure a quality constructed facility. The County will provide independent Special Inspections.

F. A/E Basic Services: The following services are to be provided during the Project unless modified by the County. The A/E shall document all meetings in writing (including summaries, direction, guidance, clarifications, Site-visit observations, and field orders). The A/E shall provide copies of meeting documentation to the County and to other participants or attendees as appropriate.

1. Project Delivery and Advisory Phase: Per the Virginia Public Procurement Act and Fauquier County’s Procurement Policy, the A/E shall provide input and advice as to the appropriate project delivery method that will serve in the best interest of the County. This Phase shall include

ATTACHMENT A Page 6 determination of project complexity including, but not limited to, determination that the selected delivery method is practicable and fiscally advantageous, any difficult site location issues, unique equipment required, specialized building systems to be considered, multifaceted program usage, accelerated schedule if applicable, any historic designation concerns if applicable, intricate phasing of the project, or any other aspect that would make this project more suitable to utilize an alternative to the traditional design-bid-build project delivery method. This phase may also include assistance in preparation of any Invitations for Bid, Requests for Qualifications, or Requests for Proposals as may be required by the selected project delivery method. The A/E will also be a part of any evaluation panels that result from the selected solicitation method.

2. Schematic Phase: Consult with the County to define, clarify and refine the County’s requirements for the Project; review available data; confirm the scope of the Project and the services required from the A/E; review the “Design-not-to-exceed” Budget; establish the quality of materials, aesthetics desired and other factors pertinent to the Project. As directed by the County, consultations shall include the user of the facility and the staff responsible for the maintenance of the facility in the Project discussions and development of the Project criteria and in the review of the A/E’s schemes for satisfying the Project criteria.

3. Design Phase: After County’s written authorization to proceed with the Design Phase, A/E shall:

a. In consultation with County include review and input from the user of the facility and the staff responsible for the maintenance and operation of the facility in the discussions at this phase.

b. Advise County if additional data or services are necessary and assist County in obtaining such data or services.

c. Coordinate with and obtain approval of the utility designs from the local utility agencies for connection and service. The A/E shall coordinate with the Fauquier County Fire & Rescue Department for locations of on-site hydrants and Fire Department Connections.

d. Coordinate with and shall obtain approval of the entrance design and any required turn lanes or transitions from the Fauquier County Community Development for entrance to the project site.

e. Prepare and make presentations as may be added by the County and required for recommendations for approval as an additional scope of work.

4. Working Drawings (Construction Documents) Phase: After County’s written authorization to proceed with the final design phase, A/E shall:

a. Advise the County of potential cost overruns, the necessity for unit pricing of any Work, and the necessity for additive bid items, and assist in preparing and documenting any requests or submittals required.

b. Provide recommendations on number of days estimated for substantial completion of the construction of the Project.

c. Assist the County in evaluating Contractor and/or Subcontractor prequalification data if bidders/firms are prequalified for the Project.

5. Bidding or Proposal Phase: After County’s written authorization to proceed:

a. Assist in preparation of any required solicitation documentation based on final determination of appropriate project delivery method.

b. Assist with addenda, as appropriate, to interpret, clarify, or define the requirements of the Solicitation Documents.

ATTACHMENT A Page 7

c. Consult with and advise County as to the acceptability of Subcontractors, Suppliers, other persons or organizations proposed by the awarded Contractor as appropriate within the particular project delivery method.

d. Recommend the acceptability of any substitute materials and equipment proposed by the Contractor. The acceptability of a substitute material, equipment, or Work must be documented.

6. Construction Administration: The A/E’s basic services require the A/E to assist in the solicitation of bids or proposals as appropriate, assist in any bid opening, prequalification review, or proposal review, review submittals, inspect the Work, review and certify contractor payment requests, issue clarifications of the documents, issue field orders, process change orders and perform other functions associated with contract administration.

a. The following is the minimum required A/E services during the construction period and shall be provided by the A/E contractor and shall not be delegated to others unless specifically approved by the County.

i. Attend pre-construction meeting.

ii. Where the documents specify or show a means, method, sequence, technique or procedure, determine acceptability of substitute means, methods, sequence, techniques or procedures proposed by the contractor.

iii. Prepare and issue or validate all field orders.

iv. Clarify discrepancies in documents.

b. The following construction period services shall also be provided by the A/E as part of periodic site visit basic services unless specifically deleted in the negotiated contract:

i. Coordinate pre-construction meeting

ii. Certify monthly pay requests

iii. Receive Contractor’s affidavit of payment of claims

iv. Review Contractor requests/claims for extension of time

v. Review Contractor claims for extras

vi. Verify Project is ready for substantial completion inspection prior to actual inspection

vii. Conduct Substantial Completion Inspection and prepare punchlist

viii. Complete and sign Certificate of Substantial Completion

ix. Conduct Final Completion Inspection

x. Complete and sign Certificate of Completion,

xi. Coordinate Operation & Maintenance Manuals and other project closeout documents & submit to Owner

xii. Prepare Record Drawings

5. CONTRACT TERM: The contract term will begin upon execution of the agreement, and terminate following the completion of Phase 1, 2, 3, 4 or 5 as authorized by the County. Contract amendments must be approved by County Administration and the County’s Purchasing Agent.

6. RFP RESPONSE: In order to be considered for selection, offerors must submit a complete response to this RFP. No other distribution of the proposal shall be made by the offeror. Offerors must submit proposals by the due date and time shown on the cover page of this RFP.

ATTACHMENT A Page 8

7. PROPOSAL PREPARATION:

Proposals shall be signed by an authorized representative of the offeror. All information requested should be submitted. Failure to submit all information requested may result in the County requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the County. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

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 in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, subletter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and subletter should be repeated at the top of the next page. The proposal should contain a table of contents which cross-references the RFP requirements. Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material.

Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

As used in this RFP, the terms "must", "shall", "should" and “may” identify the criticality of requirements. "Must" and "shall" identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as "should" or “may” are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary. Depending on the overall response to the RFP, some individual "must" and "shall" items may not be fully satisfied, but it is the intent to satisfy most, if not all, "must" and "shall" requirements. 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 Offeror’s proposal.

Ownership of all data, materials, and documentation originated and prepared for the County pursuant to the RFP shall belong exclusively to the State 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 § 2.2-4342F 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/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal. If, after being given reasonable time the offeror refuses to withdraw an entire classification designation, the proposal will be rejected.

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

8. SPECIFIC PROPOSAL INSTRUCTIONS: Unnecessarily elaborate brochures or other presentations beyond what is considered sufficient to present a complete and effective proposal is not

ATTACHMENT A Page 9 desired. 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. Using the criteria specified in this RFP, each proposal will be individually scored by County Selection Committee (“Committee”) team members.

The proposal shall address items c through h below and not exceed the page limitations. The proposal response for sections d through h is limited to 45 pages, not including a cover letter, section separators, other sections required, and appendix. A page will be considered 8.5 x 11, single sided, use of twelve

(12) point font and margins not less than ½ inch on each side, top, and bottom. A cover letter, if provided, shall not be more than two pages. Offerors must provide the following information in the proposal:

A. Cover Letter (optional – max two (2) pages)

B. Proposal Submission Form Complete, sign and submit the Proposal Submission Form with your proposal.

C. Table of Contents

The Table of Contents shall indicate the material included by section.

D. Executive Summary (max. three (3) pages) Provide an executive summary to summarize your firm and team’s overall experience, capabilities, and qualifications and your approach to accomplish the services required.

E. Corporate Experience and Capabilities Provide descriptions of professional experience and capabilities to undertake the Project to include summary of no more than four (4) relevant projects, including judicial center or courthouse s and similar public safety buildings. Show that the firm has a working knowledge of the regulations and direct experience with modern, urban judicial centers or courthouses in a tight site, including experience in designing and managing addition and major renovations in a fully occupied judicial center or courthouse. Include experience working in Virginia and the ability to obtain permits and regulatory cooperation.

Demonstrate the firm’s capabilities to assign the necessary personnel to provide proper attention and level of effort for the Project to be completed on time. Include information regarding the project approach, challenges, and solutions in minimizing construction impact and disruption to the facility's ongoing operation.

Discuss coordinating activities with clients, facility users, and contractors. Each of the relevant projects shall include the participation of at least one member of the proposed project team with a description of their role. Include short descriptions, dates and client information to be used as references (include the client’s name, contact person, designation, address, email, and phone number).

List any sub-consulting firms to be used and the…