844648engLoud.pdf

Loudoun County, Virginia

REQUEST FOR PROPOSAL

ROADWAY AND CIVIL DESIGN SERVICES FOR

ROUTE 15 WIDENING – MONTRESOR ROAD TO LUCKETTS BYPASS

ACCEPTANCE DATE: Prior to 4:00 p.m., October 22, 2026 “Local Atomic” Time

RFP NUMBER: RFQ 714030

ACCEPTANCE PLACE: Department of Finance and Procurement Division of Procurement

1 Harrison Street, S.E., 1st Floor, Drop Box: Procurement Bids and Proposals

Leesburg, Virginia 20175

IMPORTANT NOTES

A. Documents related to this solicitation may be downloaded from the County’s website at https://www.loudoun.gov/bids.aspx.

B. Pre-Proposal Conference: An optional pre-proposal conference will be held virtually using Microsoft Teams on September 30, 2026, at 11:00 AM., with the purpose of discussing this Project as well as providing a high-level overview of the supplier registration process and online submissions of proposals through iSupplier. To participate, connect using the link provided below and follow the prompts as designated.

Join the meeting now https://teams.microsoft.com/meet/228789952443649?p=YBp7L5gMIz2JGiGm Tm Meeting ID: 228 789 952 443 649 Passcode: W3Eo6uD7

Dial in by phone +1 757-600-4923 Phone conference ID: 956 701 307#

Requests for information related to this Proposal should be directed to:

Nebila Kurtu, NIGP-CPP, CPPB, VCCO, FMP Contracting Officer Phone: (571) 627-7455 Email: Nebila.Kurtu@loudoun.gov

Issue Date: 9/21/2026

IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN

ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION

AS SOON AS POSSIBLE.

https://www.loudoun.gov/bids.aspx https://teams.microsoft.com/meet/228789952443649?p=YBp7L5gMIz2JGiGmTm https://teams.microsoft.com/meet/228789952443649?p=YBp7L5gMIz2JGiGmTm tel:+17576004923,,956701307 mailto:Nebila.Kurtu@loudoun.gov

RFP RFQ 714030

Roadway and Civil Design Services for Route 15 Widening – Montresor Road to Lucketts Bypass

REQUEST FOR PROPOSAL

ROADWAY AND CIVIL DESIGN SERVICES FOR

ROUTE 15 WIDENING – MONTRESOR ROAD TO LUCKETTS BYPASS

SECTION/TITLE PAGE

1.0 PURPOSE AND GENERAL INFORMATION

2.0 COMPETITION INTENDED

3.0 BACKGROUND INFORMATION

4.0 SCOPE OF SERVICES

5.0 EVALUATION OF PROPOSALS & SELECTION PROCEDURES

6.0 INSTRUCTIONS TO OFFERORS

7.0 TERMS AND CONDITIONS

8.0 PROPOSAL SUBMISSION FORMS

ATTACHMENTS:

Attachment 1: Route 15 - Safety and Operations Study: Whites Ferry Road to Maryland State Line Board item dated July 18, 2019.

Prepared By: /s/ Nebila Kurtu Date: 9/21/2026

Contracting Officer

ROADWAY AND CIVIL DESIGN SERVICES FOR

ROUTE 15 WIDENING – MONTRESOR ROAD TO LUCKETTS BYPASS

1.0 PURPOSE AND GENERAL INFORMATION

The intent of this Request for Proposal (“RFP”) is for the County of Loudoun, Virginia (“County”) to obtain proposals from qualified consultants to provide Roadway and Civil Design Services for the Route 15 Widening from Montresor Road to the Lucketts Bypass (“Project”).

The Consultant selected through this competitive procurement process will advance the Project through design, permitting, right-of-way acquisition support, utility coordination, public involvement, preparation of construction procurement documents, and construction-phase engineering and administration support.

2.0 COMPETITION INTENDED

It is the County's intent that this RFP permits competition. It shall be the Offeror's (i.e.

any entity submitting a proposal in response to this RFP) responsibility to advise the Purchasing Agent in writing if any language, requirement, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification must be received by the Purchasing Agent not later than fifteen (15) days prior to the date set for acceptance of proposals.

3.0 BACKGROUND INFORMATION

3.1 The Loudoun County Department of Transportation and Capital

Infrastructure (DTCI) is seeking Roadway and Civil Design Services for the Route 15 Widening from Montresor Road to the Lucketts Bypass. The Route 15 Widening – Montresor Road to Lucketts Bypass Project is a key component of Loudoun County’s ongoing effort to improve safety, operations, and capacity along the Route 15 corridor between Leesburg and the Maryland state line. The Route 15 corridor experiences recurring congestion, limited passing opportunities, narrow shoulders, constrained sight distance, and operational challenges that contribute to safety concerns and delays for both local and regional traffic. The County has advanced multiple planning and design initiatives along the Route 15 corridor in recent years, including the widening from Battlefield Parkway to Montresor Road, the Lucketts Bypass, and the development of a long-term corridor plan extending to the Maryland state line. This Project continues those efforts by preparing the full roadway and civil design necessary to widen Route 15 from Montresor Road to the planned Lucketts Bypass from two (2) lanes to four (4) lanes in conformance with the Countywide Transportation Plan (CTP).

3.2 The Project will build upon prior studies including the Route 15 Safety and Operations Study and related County’s Board of Supervisors (“Board”) direction and evaluate existing conditions, integrate previously completed planning and traffic studies, and develop design solutions that address safety, mobility, and multimodal needs while maintaining context sensitivity consistent with the rural and historic character of the corridor. A copy of the Route 15 Safety and Operations Study and associated Board item are included as Attachment 1 of the RFP.

Significant public interest exists in this corridor, and meaningful, proactive engagement will be essential throughout the design process. The consultant will support and facilitate a robust public involvement program that includes at least two (2) Public Information Meetings as well as one-on-one and small-group meetings with affected property owners, civic organizations, businesses, and community stakeholders. The corridor includes a mix of residential, business, agricultural, and community uses, and design alternatives and impacts must be clearly communicated throughout the Project’s development.

The corridor also includes recently installed underground communications utilities that require detailed investigation and coordination. The consultant will identify, document, and evaluate conflicts, work with utility owners to determine feasible adjustments or relocations, and incorporate utility considerations into the roadway design and right-of-way planning process.

3.3 The design and construction of this Project must comply with all current laws, standards, and ordinances of Loudoun County, the Commonwealth of Virginia, and the Federal Highway Administration (FHWA). All work shall be performed in accordance with the latest Loudoun County Facilities Standards Manual (FSM), the Virginia Department of Transportation (VDOT) design standards and Road Design Manual, FHWA standards, the Public Right of Way Accessibility Guidelines (PROWAG), and JTHG Corridor Management Plan guidance, where practicable. The Offeror shall identify and propose the most optimal design solution that satisfies all stakeholders while upholding safety, meeting applicable design criteria, and preserving the corridor’s historically and culturally significant landscape.

The County intends for the resulting plans, permits, estimates, and supporting documentation to support a future construction procurement under a design-bid-build methodology. This Project is locally funded and does not include state or federal funding. The County requests proposals to fulfill the general criteria, tasks, and services described throughout this RFP.

4.0 SCOPE OF SERVICES

All proposals must be made on the basis of, and either meet or exceed, the requirements contained herein. All Offerors must be able to provide professional expertise for which they desire consideration for selection.

The services to be provided will include, but not be limited to, the following:

4.1 General Scope of Services:

A. A County issued Purchase Order must be issued prior to the start of work. The signed Purchase Order shall constitute the notice to proceed, unless otherwise indicated.

B. Individual tasks may require the Offeror to provide the supervision, manpower, materials, equipment, and supplies necessary to complete any of the services outlined below. All individuals performing work under the resultant Contract must have the appropriate licenses, certifications, or credentials that prove competence in tasks being performed.

C. All services shall be performed in compliance with industry standards and all federal, state, and local laws, ordinances and regulations including but not necessarily limited to Virginia’s State Health Department, Virginia Uniform Statewide Building Code (USBC), Virginia Dept. of Environmental Quality (DEQ), Virginia Occupational Safety and Health Agency (VOSHA) and OSHA rules and regulations, Virginia Department of Environmental Quality (DEQ), Virginia Marine Resources Commission (VMRC), Virginia Department of Historic Resources (DHR), the latest Virginia Department of Transportation (VDOT) standards and specifications, the latest VDOT Road Design Manual, the latest Geometric Design Standards agreed to by DTCI and VDOT, the Loudoun County Virginia Subdivision, Zoning, and Land Development Ordinances, the Loudoun County Facilities Standards Manual, and PROWAG.

D. Obtain all approvals for the proposed roadway with the appropriate local and state review agencies.

E. Analyze impacts and develop mitigation/avoidance plans for cemeteries, wells, and septic systems, and potential waste sites.

Develop and process floodplain alteration studies, VDOT’s Hydrologic and Hydraulic Analysis (H&HA) and Federal Emergency Management Agency Conditional Letter of Map Revision (FEMA CLOMR).

F. Design drawings shall be prepared in latest version of MicroStation and shall be in accordance with the latest version of VDOT’s Computer- Aided Design and Drafting Manual (CADD). All evaluations, investigations, analysis, reports, studies, recommendations, cost and time estimates, designs, reviews, preparation of documents, field inspections and investigations needed to perform the Project and prepare the design drawings shall be included. Project right-of-way and construction plans shall be prepared in English units at a scale of 1” = 25’ or 1” = 30’. Format of plans shall be standard VDOT format, however, requirements for plan review by the County Department of Building & Development staff must be included such as storm and utility profiles and topographic information provided as necessary for plan review. VDOT’s Road and Bridge Specifications will cover all civil engineering and roadway items included in the Project. Any civil engineering or roadway items not covered by the standard specifications shall be noted.

G. Professional involvement throughout all phases of a project, shall include but not be limited to: planning, development of drawings, preparation of reports, the plan review and approval process, periodic progress reports/meetings, preparation for and participation in briefings and presentations to staff groups, citizen groups, the Loudoun County Board of Supervisors, as well as Federal or State agencies, processing of invoices for services, and timely processing of project correspondence.

H. The County will require the Consultant awarded a Contract as a result of this RFP to use Trimble (formerly e-Builder) Construction Program Management Software. The County will purchase licenses for the Consultant’s use and will provide training for the Consultant to ensure proficiency as recommended by Trimble. The license and training will be provided to the Consultant at no cost. Further training for lacking proficiency will be the responsibility of the Consultant.

The Consultant will be required to use Trimble software for all project management documentation and correspondence.

I. Consultant will need to prepare plats and provide technical support during coordination and negotiation with the property owner in accordance with Loudoun County’s Acquisition Plat Process and Review Guide for Capital Improvement Program Transportation Projects.

J. Consultant is anticipated to assist with preparing Invitation for Bid (IFB) documents that will include development of special provisions and other documentation necessary to complete the IFB package.

Consultant is anticipated to provide Bid Support for the Project.

K. Consultant is anticipated to provide construction assistance as a supplement to the Construction Engineering Inspection (CEI) services by others. The services may include, but not be limited to, pre-construction meeting attendance, review Contractor’s submittals, attend construction status meetings, perform occasional site visits, review, and respond to Request for Information (RFI), review Contractor’s Change Orders for acceptance, create as-built plans, provide Street Acceptance package preparation, documentation gathering, and Street Acceptance package submission to the VDOT Permits Office.

L. The Consultant shall make every effort to keep the personnel assigned to the Project consistent throughout the duration of the work.

4.2 Fee/rate Schedule: Hourly rates established under the Contract shall include:

A. Administrative items such as voice, data and video services, mailing services, printing services, courier services, and materials required in the preparation of presentations, cost of reports, submittals, and other expenses deemed typical in the conduct of business.

B. Transportation to and from job sites, vehicles, fuel, vehicle maintenance, cell phones, personal computers, printers, cameras, video equipment, software, general office supplies, home office and administrative support and all overhead and incidental costs.

4.3 Performance of the Consultant:

A. During the term of the Contract, the County will review the Consultant operations to determine contractual compliance. The Consultant shall cooperate with and assist County representatives in conducting these reviews. If deficiencies are indicated, remedial action will be implemented immediately by the Consultant. County recommendations and Consultant responses/actions are to be properly documented by the Consultant. No additional compensation shall be allowed for remedial action taken by the Consultant to correct deficiencies identified by the County. Remedial actions and required response times may include but are not necessarily limited to the following:

1. Further subdivide assigned personnel responsibilities, reassign personnel, or assign additional personnel.

2. Immediately replace personnel whose performance has been determined by the Consultant and/or the County to be inadequate. Personnel changes will require written approval from the County. Staff that has been removed for demonstrating unprofessional, unworkmanlike behavior, or lack of experience will be replaced by the Consultant within seven (7) calendar days after County notification.

4.4 Contract Services Requirements (may include but not be limited to):

As noted in the Purpose and General Information section, the Offeror will develop the final design plans and construction documents, right-of-way acquisition assistance, utility relocation coordination, and construction coordination.

The Offeror shall perform roadway/civil design services noted below:

A. Utility Locations and Designations

• Utility Identification, Test Holes, and Surveys

• Storm Pipe Inspections and Observations

B. Surveying

• Property Line Surveying, County Plats (CPLT), Right of Way

Plats, Easement Plats, Legal Descriptions, etc.

• GPS, Horizontal and Vertical Control Surveys

• Topography, Aerial Photogrammetry, Scanning, Base Mapping

Services

• Prepare and mail notification letters to property owners where off site access is required and to post notifications as required by regulations

• Stake out of proposed right of way and easements during the land acquisition process.

C. Analysis of Zoning and Proffer Issues D. Transportation Engineering/Studies related to Road Design Activities including but not limited to:

• Trip Generation Studies

• Sight Distance Studies

• Intersection/Signal Warrant Studies

• Signal Justification Reports

• Speed Studies/License Plate Studies

• Roadway Capacity Analysis

• Alignment Studies

• Innovative Intersection Design Studies and Operational Analysis

• Access Management

E. Road Design/Engineering

• Design of Roadways and Associated Appurtenances

• Preparation of Plan and Profile and Associated Construction

Drawings

• Preparation of Plats for land acquisition

• Intersection Design Layout

• Layout/Design of Intelligent Transportation Systems (ITS)

F. Bridge/Culvert Design G. Project and Construction Cost Estimating H. Signage/Striping Plans

I. Storm drain/Drainage Design J. Stormwater Management Design K. Floodplain Studies and Floodplain Alterations

L. In-Plan Water and Sewer Relocation Plans, if applicable M. Erosion/Sediment Control Plan Design and Virginia Pollutant

Discharge Elimination System (VPDES) Requirements N. Environmental, Cultural, and Archeological Issues/Studies

• Section 106 Coordination

• Analysis of conservation easements O. Landscape Architecture and Design Services

• Context Sensitive Design

• Coordination with Journey Through Hallowed Ground

P. Transportation Management Plans (TMPs) and Maintenance of Traffic Plans (MOT)

Q. Lighting Design Services R. Geotechnical Services, including but not limited to:

• Soils/Materials Testing and Inspection Services

• GPR/Resistivity Testing and other karst geology investigation

• Pavement Design

• Preparation of Associated Reports

• Prepare and mail notification letters to property owners where off site access is required and to post notifications as required by regulations

• Septic system and private well locations and consulting if applicable

• Retaining Wall designs S. Value Engineering Study

T. Public Involvement Support

• Preparation of Graphics/Presentations/Supporting Documents

• Represent Loudoun County at Public Meetings

U. Land Acquisition Support

• Prepare Exhibits for communications with landowners

• Stake-outs of proposed land acquisition and easements

V. Utility Relocation Coordination

• Identifying potential conflicts and documenting on appropriate

VDOT forms

• Coordination with utility providers to resolve conflicts and obtain relocation plans and estimates W. Construction Support Services

• Preparation of Bid Documents

• Preparation of Construction Cost Estimates

• Preparation of Exhibit Drawings/Reports

• Pre-IFB tree clearing exhibits and operations

X. Design Support during Construction Phase

• Answering RFI’s

• Attendance at Progress Meetings/Preparation of Meeting

Minutes

• Shop Drawing Review and Approval

• Construction Administration

• Engineering Design Support during Construction

• Street Acceptance Support – preparation of documents such as as-built drawings, plats and right of way exhibits Y. Detailed Project Schedule and Schedule Tracking throughout project Z. Project Coordination with the County to include regular progress meetings and uploading all deliverables to Trimble Unity Construct (formally known as e-Builder)

This Contract will require coordination with various local, state-level and federal-level agencies. Coordination with all third-party stakeholders is the responsibility of the Offeror.

4.5 Schedule

For estimating purposes, the roadway/civil design services for the Project are expected to take a maximum of thirty (30) months after the County issues a purchase order to proceed with work.

5.0 EVALUATION OF PROPOSALS & SELECTION PROCEDURES

The Instructions for submitting proposals set forth criteria which will be used in the receipt of proposals and selection of the successful offeror. In addition, the criteria set forth below will be considered.

5.1 Proposal Analysis Group

The Proposal Analysis Group (PAG) will include representatives from the

Department of Transportation and Capital Infrastructure.

5.2 Schedule

The following schedule is tentative and is subject to change. The number of proposals received will determine actual schedule.

Proposals Due October 22, 2026 Shortlist Announcement November 20, 2026 Interviews December 17, 2026 Final Ranking Announcement December 29, 2026

5.3 Evaluation Process

The PAG will review and evaluate each proposal, and selection will be made on the basis of the criteria listed below. Offerors have to make written proposals that clearly demonstrate their qualifications and understanding of the work to be performed.

• Understanding of the Tasks and Requirements (25 points)

• Project Management and Technical Experience (20 points)

• Credentials of the Project Team (15 points)

• Public Outreach and Communications (20 points)

• Key Staff Availability and Project Management (10 points)

• Quality Assurance/Quality Control (5 points)

• Overall Quality and Completeness of Proposal (5 points)

5.4 Proposal Content

Offerors shall prepare written proposals that clearly demonstrate their qualifications and their understanding of the work to be performed. Proposals should be organized using the tabbed structure described below, presented in the order listed. Failure to include any of the requested information may result in the loss of points or the proposal will be deemed incomplete and rejected.

• Do not include cost information in your proposal. This information will be requested from the top ranked Offeror.

• Do not use Federal Government forms such as Standard Form 330;

Architect – Engineer Qualifications in your proposal response.

• Do not include proposed modifications to the terms and conditions in your proposal.

• Proposals are subject to the Virginia Freedom of Information Act (§§ 2.2-3700, et seq.) once the decision to award has been made. The submission of trade secrets or proprietary information with a proposal is strongly discouraged.

• Proposals should be tabbed and, if submitting hardcopy, printed double-sided.

Tab A. PROPOSAL SUBMISSION FORM Complete and include the required Proposal Submission Form.

Tab B. REQUIRED DOCUMENTS

• Proof of Authority to Transact Business Form

• Completed and signed W-9

• Insurance certificate

• Signed Addenda

Tab C. TABLE OF CONTENTS Tab D. TRANSMITTAL LETTER

Provide a transmittal letter printed on the Offeror’s official letterhead.

The letter should include:

• The legal name of the firm submitting the proposal, its main office address, and a brief history of the firm, including years in operation.

https://law.lis.virginia.gov/vacode/title2.2/chapter37/

• A summary statement describing the firm's overall experience in performing roadway design services identified in Section 4.4 Scope of Services. This letter should also include an overview of the expertise of any subconsultants included on the Offeror’s team.

Tab E. PROJECT MANAGEMENT AND TECHNICAL EXPERTISE Include as a minimum:

1. Provide detailed descriptions of three (3) comparable public roadway design projects, that are similar to the scope of services detailed in Section 4.0. At least one (1) of the three (3) projects shall have the roadway design plans approved by VDOT. These qualifying projects must be contracted to or completed by the Offeror, not subconsultants. A successfully completed (constructed) project shall include that the project was completed within the contract time, including any owner approved time extensions, that the project was completed at or below the contract award amount, including any subsequent owner approved cost change orders, that the project was completed in accordance with the contract documents. The comparable design projects should be for the development of final (100%) design documents to be used for construction. None of the comparable projects shall include preliminary designs or bridging documents used for design-build solicitation.

Project descriptions should include:

• Narrative – Maximum of one (1) page per project with up to two (2) additional pages of graphics.

• The narrative shall contain a detailed description of the project of sufficient detail to allow determination of project size and scope and the salient features of each project to include a discussion on how the client’s economic and operational objectives were satisfied. Also include names and locations of projects; design time (contractual/actual), design cost (initial/actual), construction contract cost (if available), design schedule milestones (initial/actual), the completion date of the design and construction project if available and photos.

• Identify the project’s project manager and lead designer.

• Provide a specific example of problems encountered and solutions devised,

• Consultant shall define the relative percentage of each project that was completed in-house and by sub-consultants.

• Each narrative should also include contact name, phone number, and email address for the main point of contact for each project. (Offeror hereby releases listed references from all claims and liability for damages that may result from the information provided by the reference.)

2. Provide a list of additional similar projects and a maximum of one (1) page of photographs for each which may demonstrate a depth of experience. Provide a brief scope, project costs, and owner’s contact information.

3. Awards and letters of commendation received.

4. References: All Offerors shall include with their proposals a minimum of three (3) current references. This list shall include company name, person to contact, address, telephone number, fax number, e-mail address, and the nature of the work performed. Failure to include references may be cause for rejection of the proposal as non-responsible. Offeror hereby releases listed references from all claims and liability for damages that may result from the information provided by the reference.

Tab F. CREDENTIALS OF THE PROJECT TEAM Include as a minimum:

1. Credentials of project team, including project manager, lead designer and major subconsultant portfolios of related projects, as well as a history of the proposed team working together on past projects.

The entire project team, including the Offeror and all subconsultants who will work on the project, will be evaluated. The lead designer is the individual who will have the primary responsibility for the design of the roadway. Provide the following:

• Clearly identify the Project team, who will be involved, what they will do, and their specific experience in that role. Be precise about the division of responsibility among member firms. Clearly indicate the roles and responsibilities of each firm in the Project team.

Identify which team members possess the following credentials:

Professional Engineer (PE), Professional Land Surveyor (LS).

Proof of licensure shall be provided in the proposal document.

• An organizational chart or staffing plan showing the “chain of command” of the proposed project team, including individuals responsible for pertinent disciplines, proposed on the Offeror’s team. Identify major functions to be performed and their reporting relationships in managing the project. Organization chart should also identify key member licenses and certifications.

• Project Manager’s resume identifying education, certification and licenses and portfolio of related projects. Portfolio of related projects is a list of five (5) projects, demonstrating the Project

Manager’s experience on managing projects similar to the scope of work contained in this RFP. Copies of certifications and licenses are to be included as appendices to the Offeror’s Proposal.

• Lead Designer’s resume identifying education, certification and licenses and portfolio of related projects including design philosophy. Portfolio of related projects is a list of five (5) projects demonstrating the Lead Designer’s experience designing projects similar to the scope of work contained in this RFP.

Copies of certifications and licenses are to be included as appendices to the Offeror’s Proposal.

• Resumes of key project staff members only to include education and licenses and certifications. Role in project should be identified in the resume.

• Subconsultant’s portfolio of related projects and resumes of key project team members.

• Describe proposed project teams’ previous experience working together to include a list of previous projects with subconsultants completed or in progress.

Tab H. UNDERSTANDING OF THE TASK AND REQUIREMENTS Include at a minimum:

• Task description to include a statement of key issues and challenges in the Project.

• Major elements of the Project.

• Work-flow diagram and outlined work plan for the development of detailed plans and construction documents.

• Proposed design schedule inclusive of design review periods and estimated time for administration actions.

• How your organization intends to meet or exceed the requirements of each task in this RFP, as outlined in Section 4.4 Scope of Services.

• Suggest how best to maintain public involvement, interest, and approval during the design process.

• Demonstrate extensive knowledge of VDOT policies and procedures, Virginia Department of Environmental Quality regulations, policies, and procedures and PROWAG.

• Project Management – preparation of project schedules and cost estimates, coordination with County land acquisition and utility staff, and sequencing of activities and milestones to optimize the time from design kick-off to construction bid.

Tab I. KEY STAFF AVAILABILITY AND PROJECT MANAGEMENT Include at a minimum:

• Key staff location - Identify primary work location (City/town and State) of all team members identified in the proposal.

• Describe the Project Manager’s approach to managing the entire design team.

• Identification of representatives providing construction administrative services during construction and primary office location.

Tab J. PUBLIC OUTREACH AND COMMUNICATIONS Include at a minimum:

• List comparable projects where public outreach was conducted.

• Identify personnel who will coordinate and lead public meetings associated with this Project.

• Demonstrate personnel experience conducting public outreach.

• Provide examples of exhibits and literature used as part of public outreach.

Tab K. Quality Assurance / Quality Control (QA/QC) Include at a minimum:

• A description of the QA/QC process that will be used by the Offeror and its team members.

• A description of the QA plan that will be used to ensure design documents go through quality reviews.

• A description of the QC steps to be used during design document reviews to verify calculations and notations for design elements are accurate and have been reviewed by parties other than the individuals performing the calculations or preparing the notations.

• Note who will be responsible for QA/QC during the design process.

OVERALL QUALITY AND COMPLETENESS OF PROPOSAL (and interview, if short listed) Proposals will be evaluated based on their overall quality, completeness, and attention to detail. Specific criteria for assessment include:

• Completeness – Ensures all required elements are included and fully addressed.

• Attention to Detail and Concise – Assesses accuracy, consistency, thoroughness, and presents the information in a concise manner without extraneous information.

• Clarity and Organization – Evaluates logical structure and ease of understanding.

• Appearance – Considers professional formatting and presentation.

For short-listed Offerors, the interview process will also be evaluated based on the clarity and effectiveness of responses, as well as the ability to demonstrate understanding of the Project scope and requirements.

5.5 Negotiations with the Top Ranked Firm

A. After the interviews and discussions are completed, the PAG will finalize the rankings and select the top ranked firm. A detailed scope of services will be provided only to the top ranked firm.

B. Final negotiations for a binding estimate of cost will begin after the top ranked firm has reviewed the detailed scope and terms and conditions acceptable to the County have been negotiated.

The Agreement for Service (“Contract” or “Agreement”) with the successful Offeror will contain the Terms and Conditions from Section

7.0 of the RFP. If the Top Ranked Offeror intends to take exception to these Terms and Conditions or propose additional or alternative language, they must:

1. Identify with specificity the Terms and Conditions to which they take exception to or seek to amend or replace and provide their additional or alternate terms and conditions to the County within five (5) business days after being the notified by of being the Top Ranked Offeror;

2. Failure to both identify with specificity those terms and conditions the Top Ranked Offeror takes exception to or seeks to amend or replace as well as to provide Offeror’s additional or alternate terms and conditions may result in termination of negotiations.

3. While the County may accept additional or different language if so provided during negotiations, the Terms and Conditions marked with an asterisk (*) in Section 7.0 of the RFP are mandatory and non-negotiable.

C. If a contract containing both terms and conditions acceptable to the County and a price considered fair and reasonable by the County cannot be negotiated, negotiations shall be terminated with the top-ranked offeror and negotiations will be conducted with the next-ranked offeror, and so on. The PAG will conduct all subsequent negotiations and will make a recommendation to the County Board of Supervisors for the resulting contract award.

6.0 INSTRUCTIONS TO OFFERORS

6.1 Preparation and Submission of Proposals

A. Before submitting a proposal, read the ENTIRE solicitation including the Terms and Conditions. Failure to read any part of this solicitation will not relieve an offeror of its contractual obligations.

B. All proposals shall be signed by the individual or authorized principals of the firm.

C. All attachments to the RFP requiring execution by the Offeror are to be returned with the proposal.

D. Offerors may submit either a physical (hard copy) response or an online electronic response to this solicitation as provided in the instructions below. If the County receives both an online electronic submission and a physical (hard copy) submission for the same solicitation, then the online electronic proposal shall take precedence over the physical (hard copy) submission, unless the Offeror specifically states otherwise in their response.

E. Instructions for Submitting a Physical (Hard Copy) Proposals

1. All physical (hard copy) proposals must be submitted to the

Division of Procurement in a sealed container. The face of the sealed container shall indicate the RFP number, time and date of opening, the title of the RFP, the name of the firm, and the firm’s complete return address.

2. Physical (hard copy) proposals may be submitted via one of the following options:

US Mail to:

County of Loudoun, Virginia Division of Procurement PO Box 7000 Leesburg, Virginia 20177-7000

OR

Hand delivered to:

County of Loudoun, Virginia Division of Procurement 1 Harrison Street, S.E., 1st Floor Procurement Bids and Proposals Drop Box Leesburg, Virginia 20175

OR

Private carrier (UPS/FedEx) to:

Loudoun County Procurement 1 Harrison Street, S.E.

ATTN: PROCUREMENT BIDS & PROPOSALS

Leesburg, Virginia 20175 Please note: Offerors choosing to submit proposals via US Mail or UPS/FedEx should allow at least an additional twenty-four (24) hours in the delivery process to ensure proposals are received on time. Overnight delivery does not guarantee that the proposal will be delivered to the appropriate location prior to the Acceptance Date and Time.

3. Failure by an offeror to address and label their submission in accordance with the requirements of this Section may result in submission being delivered to an incorrect location which will ultimately result in rejection for late submission.

4. Each firm shall submit one (1) original physical hard copy and one (1) electronic copy (in PDF format) on a USB flash drive of their proposal to the County's Division of Procurement as indicated on the cover sheet of this RFP.

F. Instructions for Submitting Online Electronic Proposals

1. Electronic submissions may be submitted through the

County’s iSupplier system. Offerors can access iSupplier by clicking here:

https://ebsprdext.loudoun.gov/OA_HTML/AppsLocalLogin.js p.

Faxed and/or e-mailed proposals will not be accepted.

1. Registration and access to iSupplier is free. iSupplier registration is MANDATORY to submit an online electronic response. To learn more and register, please visit:

https://www.loudoun.gov/926/BiddersSuppliers-Registration.

iSupplier account set-up, approval, and/or updates may take up to five (5) business days. Offerors should confirm their ability to access and use iSupplier well in advance of the solicitation Acceptance Date and Time to allow sufficient time to request technical support, if needed.

3. Offerors must acknowledge and accept the County’s Online Submission Terms and Conditions prior to submitting an online response.

4. Guides for registration and submitting an online electronic proposal using iSupplier are available on the County’s website at https://www.loudoun.gov/926/BiddersSuppliers- Registration. These guides provide detailed instructions for online electronic proposal submission.

a. iSupplier Registration: Loudoun iSupplier Guide https://ebsprdext.loudoun.gov/OA_HTML/AppsLocalLogin.jsp https://ebsprdext.loudoun.gov/OA_HTML/AppsLocalLogin.jsp https://www.loudoun.gov/926/BiddersSuppliers-Registration https://www.loudoun.gov/926/BiddersSuppliers-Registration https://www.loudoun.gov/926/BiddersSuppliers-Registration

b. Instructions for submitting online electronic proposals:

iSupplier Guide for Suppliers – Sourcing (Solicitations/Bid Opportunities)

c. Frequently Asked Questions

5. The file(s) attached to the online electronic proposal must be in PDF format unless otherwise stated. Encrypted or password protected files are prohibited. Offerors assume all risks and are solely responsible for ensuring the County is able to access, open, and download file(s) attached to their proposal. Electronic links to proposals are prohibited. If the County is unable to access or open any file(s) associated with the online electronic submission, the County will consider those file(s) as not submitted. Offerors are cautioned to ensure that the files attached to proposal are complete.

Proposal submission forms must be completed legibly and in their entirety; and all required supplemental information, including addenda, must be furnished and presented in an organized, comprehensive, and easy to follow manner.

6. An online electronic proposal is not considered successfully submitted unless all necessary files have been uploaded and the online electronic proposal response status is “Active”. An iSupplier system generated e-mail confirmation receipt with a unique confirmation number will be provided once submission is complete. Offerors are responsible for the consequences of any failure to plan ahead in the submission of its proposal.

Incomplete online electronic responses in “Draft” status will not be accepted.

7. For technical assistance, please contact the Division of Procurement at (703) 777-0403 or via email at procurement@loudoun.gov. Please note that County staff will not be able to view your draft online submission and will only be able to provide general assistance related to system use and access.

8. Online electronic proposals are sealed and cannot be opened until the Acceptance Date and Time specified.

9. Offerors may withdraw their online electronic proposal submission prior to the Acceptance Date and Time. A new online electronic proposal may be submitted to facilitate changes up through the Acceptance Date and Time specified.

G. Proposals must be received by the Division of Procurement prior to 4:00 p.m., Eastern Time on the date specified on the cover of the RFP. Time can be verified by visiting http://www.time.gov. Requests for extensions of this time and date will not be granted, unless mailto:procurement@loudoun.gov http://www.time.gov/ deemed to be in the County's best interest. Offerors mailing their proposals shall allow for sufficient mail time to ensure receipt of their proposals by the Division of Procurement by the time and date fixed for acceptance of the proposals. Proposals or unsolicited amendments to proposals received by the County after the Acceptance Date and Time will not be considered. Proposals will be publicly accepted and logged in at the time and date specified above.

6.2 Questions and Inquiries

Questions and inquiries, both oral and written, will be accepted from any and all offerors. However, when requested, complex oral questions shall be submitted in writing. The Division of Procurement is the sole point of contact for this solicitation unless otherwise instructed herein. Unauthorized contact with other Loudoun County staff regarding the RFP may result in the disqualification of the Offeror. Inquiries pertaining to the RFP must give the RFP number, time and date of opening and the title of the RFP. Material questions will be answered in writing with an Addendum provided, however, that all questions are received by 4:00 PM on October 9, 2026. It is the responsibility of all offerors to ensure that they have received all Addendums and to include signed copies with their proposal. Addendums can be downloaded from www.loudoun.gov/procurement.

6.3 Addendum and Supplement to Request

If it becomes necessary to revise any part of this solicitation or if additional data is necessary to enable an exact interpretation of provisions of this request, an addendum will be issued. It is the responsibility of the Offeror to ensure that it has received all Addenda and included them in their proposal.

Addenda can be downloaded from www.loudoun.gov/procurement.

A. Changes to this solicitation that do not affect the scope, price, timing, or requirements are considered informal changes still requiring issuance of an Addendum, but the County may waive failure to include with proposal submission as an informality.

B. Material Changes that affect the scope, quality, quantity, price, timing, or other requirements will require submission of Addendum with proposal submission and may not be waived as an informality by the County.

6.4 Inspection of Site

It is strongly recommended that all offerors inspect the location where the work will be performed to become completely familiar with the existing conditions. Failure to comply with this requirement will not relieve the successful offeror of his obligation to carry out the scope of the resulting contract.

http://www.loudoun.gov/procurement http://www.loudoun.gov/procurement

6.5 Proprietary Information

The submission of trade secrets or proprietary information with a proposal is strongly discouraged. If such information must be submitted by an Offeror in connection with this solicitation, the Offeror must invoke the specific exclusion or exemption that applies and the protection pursuant to § 2.2- 4342 of the Code of Virginia for it to be exempt from disclosure under the Virginia Freedom of Information Act, Virginia Code §§ 2.2-3700, et seq., as applicable. Offerors must clearly identify the data or other materials to be protected and state the reasons why protection is necessary prior to or upon submission. Offerors shall not mark sections of their proposal as “proprietary” if they are to be part of the award of the contract and are of a "Material" nature. An Offeror shall not designate as trade secrets or proprietary information: (a) an entire proposal; (b) any portion of a proposal that does not contain trade secrets or proprietary information; (c) proposal pricing or cost information; or (d) any information that is readily ascertainable by proper means.

Failure to identify proprietary and confidential information in accordance with § 2.2-4342F of the Code of Virginia may result in the disclosure of information pursuant to a Freedom of Information Act request. Additionally, the County will not notify the Offeror of any request for disclosure of their proposal pursuant to a Freedom of Information Act request. Further, the County assumes no liability for the disclosure or use of information contained in a proposal if not appropriately marked in accordance with § 2.2-4342.

6.6 Authority to Bind Firm in Contract

Proposals MUST give full firm name and address of offeror. Failure to manually sign proposal may disqualify it. Person signing proposal should show TITLE or AUTHORITY TO BIND THE FIRM IN A CONTRACT. Firm name and authorized signature must appear on proposal in the space provided on the proposal submission form. Those authorized to sign are as follows:

If a sole proprietorship, the owner may sign.

If a general partnership, any general partner may sign.

If a limited partnership, a general partner must sign.

If a limited liability company, a “member” may sign, or “manager” must sign if so specified by the Articles of Organization.

If a regular corporation, the CEO, President or Vice-President must sign.

Others may be granted authority to sign but the County requires that a corporate document authorizing him/her to sign be submitted with proposal.

6.7 Withdrawal of Proposals

https://law.lis.virginia.gov/vacode/title2.2/chapter43/section2.2-4342/ https://law.lis.virginia.gov/vacode/title2.2/chapter43/section2.2-4342/ https://law.lis.virginia.gov/vacode/title2.2/chapter37/ https://law.lis.virginia.gov/vacode/title2.2/chapter43/section2.2-4342/

All proposals submitted should be valid for a minimum period of one hundred and eighty (180) calendar days following the date established for acceptance.

Proposals may be withdrawn on written request from the Offeror at the address shown in the solicitation prior to the time of acceptance.

Negligence on the part of the Offeror in preparing the proposal confers no right of withdrawal after the time fixed for the acceptance of the proposals.

6.8 County-Furnished Support/Items

The level of support required from County personnel for the completion of each task shall be estimated by position and man-days.

The Offeror shall indicate the necessary telephones, office space and materials the Offeror requires. The County may furnish these facilities if the County considers them reasonable, necessary, and available for the Offeror to complete its task.

6.9 Subconsultants

Offerors shall include a list of all Subconsultants in their proposal.

Proposals shall also include a statement of the Subconsultants' qualifications. The County reserves the right to reject the successful Offeror’s selection of subconsultants for good cause. If a subconsultant is rejected, the Offeror may replace that subconsultant with another subconsultant subject to the approval of the County. Any such replacement shall be at no additional expense to the County, nor shall it result in an extension of time without the County's approval.

6.10 Late Proposals

LATE proposals will be returned to offeror UNOPENED if RFP number, acceptance date and Offeror’s return address is shown on the container.

6.11 Rights of County

The County reserves the right to accept or reject all or any part of any proposal, waive informalities, and award the contract to best serve the interest of the County. Informality shall mean a minor defect or variation of a proposal from the exact requirements of the Request for Proposal which does not affect the price, quality, quantity, or delivery schedule for the goods, services or construction being procured.

6.12 Prohibition as Subconsultants

No offeror who is permitted to withdraw a proposal shall, for compensation, supply any material or labor to or perform any subcontract or other work agreement for the person or firm to whom the contract is awarded or otherwise benefit, directly or indirectly, from the performance of the Project for which the withdrawn proposal was submitted.

6.13 Deviations from Scope of Services

If there is any deviation from that prescribed in the scope of services, the appropriate line in the scope of services shall be ruled out and the substitution clearly indicated. The County reserves the right to determine the responsiveness of any deviation.

6.14 Notice of Award

A Notice of Award will be posted on the County's web site (www.loudoun.gov).

6.15 Protest

Offerors may refer to §§ 2.2-4357 through 2.2-4364 of the Code of Virginia to determine their remedies concerning this competitive process. Protests shall be submitted to the Director, Finance and Procurement.

6.16 Miscellaneous Requirements

A. The County will not be responsible for any expenses incurred by an offeror in preparing and submitting a proposal. All proposals shall provide a straight-forward, concise delineation of the Offeror’s capabilities to satisfy the requirements of this request. Emphasis should be on completeness and clarity of content, and not on volume or elaborate presentation materials.

B. Offerors who submit a proposal in response to this RFP may be required to make an oral presentation of their proposal.

C. The contents of the proposal submitted by the successful offeror as well as this RFP will be incorporated by reference into any contract awarded as a result of the Scope of Services contained herein. The successful offeror will be expected to sign a contract with the County.

D. The County reserves the right to reject any and all proposals received by reason of this request, or to negotiate separately in any manner necessary to serve the best interests of the County. Offerors whose proposals are not accepted will be notified in writing.

6.17 Debarment

By submitting a proposal, the Offeror thereby certifies it is not currently debarred by the County, or in the case of a procurement involving federal funds, by the Federal Government. A copy of the County's debarment procedure in accordance with § 2.2-4321 of the Code of Virginia is available upon request.

6.18 Proof of Authority to Transact Business in Virginia

An offeror organized or authorized to transact business in the

Commonwealth pursuant to Title 13.1 or Title 50 of the Code of Virginia…