846549engPrGeo.pdf

County of Prince George

FINANCE DEPARTMENT

P.O. BOX 68

6602 Courts Drive

PRINCE GEORGE, Virginia 23875

(804) 722-8710 Fax (804) 732-1966

Request for Proposal

RFP # 27-01-0103

Engineering Services

This procurement is governed by the Virginia Public Procurement Act and all terms and conditions of the

Act are hereby adopted and are made a part of this notice.

Contact Information:

Questions concerning proposals should be in writing addressed to:

Namrata Mehta

Prince George County

Finance Director

6602 Courts Drive

P.O. Box 68

Prince George, VA 23875

(804) 722-8710 Fax (804) 732-1966 or

E-Mail: nmehta@princegeorgecountyva.gov

Date Issued: September 18, 2026

Deadline for e-mailed questions: September 25, 2026 @ 12:00 p.m.

Date & Time of Closing: October 14, 2026 @ 2:00 p.m.

mailto:nmehta@princegeorgecountyva.gov

RFP # 23-01-0103

1. GENERAL INFORMATION 4

1.1. PURPOSE

1.2 BACKGROUND

2. STATEMENT OF NEEDS 4

2.1. SCOPE OF SERVICES

2.2. BASIC SERVICES OF THE ENGINEER

2.2.2. BASIC SERVICES 5

2.2.8. COUNTY’S RESPOSIBILITIES

3. PROPOSAL PREPARATION & SUBMISSION 9

3.1. INSTRUCTIONS

3.2. PROFESSIONAL STANDARDS

3.3. PROPOSAL INCLUSIONS

3.4. QUALITY COMMITMENT

3.5. WITHDRAWAL OR MODIFICATION OF PROPOSALS

3.6. RECEIPT OF PROPOSALS:

3.7. PROPRIETARY INFORMATION:

3.8. PROPOSAL ACCEPTANCE PERIOD:

3.9. EVALUATION AND AWARD CRITERIA 12

3.9.1. EVALUATION CRITERIA

3.10. SELECTION OF ENGINEER FOR SPECIFIC TASKS:

3.11. QUALIFICATIONS OF OFFERORS: .............................................. ERROR! BOOKMARK NOT DEFINED.

4.0 GENERAL TERMS AND CONDITIONS 13

4.1 EVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION:

4.2 ADDITIONAL INFORMATION:

4.3 ACCEPTANCE OF GOODS/SERVICES:

4.4 ANNOUNCEMENT OF AWARD:

4.5 ANTI-DISCRIMINATION:

4.6 ANTITRUST:

4.7 APPLICABLE LAWS:

4.8 ASSIGNMENT OF CONTRACT:

4.9 AUDIT:

4.10 AVAILABILITY OF FUNDS:

4.11 OFFEROR COMPLIANCE:

4.12 CHANGES TO THE CONTRACT:

4.13 CLARIFICATION OF TERMS:

4.14 CONTRACT DOCUMENTS:

4.15 OFFEROR’S PERFORMANCE:

4.16 CONTRACTUAL CLAIMS:

4.17 DEBARMENT STATUS:

4.18 DEFAULT:

4.19 DRUG-FREE WORKPLACE:

4.20 ETHICS IN PUBLIC CONTRACTING:

4.21 IMMIGRATION REFORM AND CONTROL ACT OF 1986:

4.22 INSURANCE:

4.23 INDEPENDENT CONTRACTOR:

4.24 LAWS AND REGULATIONS:

4.25 LICENSES AND PERMITS:

4.26 MANDATORY USE OF COUNTY FORM AND TERMS AND CONDITIONS:

4.27 NONDISCRIMINATION OF OFFERORS:

4.28 NOTIFICATION:

4.29 PAYMENT:

4.30 QUALIFICATIONS OF OFFERORS:

4.31 STATE CORPORATION COMMISSION IDENTIFICATION NUMBER:

4.32 SUBCONTRACTS:

4.33 TAXES:

4.34 TERMINATION BY OWNER FOR CONVENIENCE:

5.0 SPECIAL TERMS AND CONDITIONS 21

5.1 AWARD:

5.2 CANCELLATION OF CONTRACT:

5.3 CONTRACTOR RESPONSIVENESS

5.4 OFFEROR’S RESPONSIBILITIES/PERFORMANCE:

5.5 CONFLICT OF INTEREST:

5.6 DEVIATIONS FROM THE CONTRACT;

5.7 HOLD HARMLESS AND INDEMNIFICATION:

5.8 OWNERSHIP OF DOCUMENTS:

5.9 OFFEROR RESPONSIBILITIES:

5.10 PROTECTION OF PERSONS AND PROPERTY:

5.11 SAFETY REQUIREMENTS:

5.12 SUBCONTRACTS:

5.13 USAGE REPORTS:

ATTACHMENT A 25

ATTACHMENT B 26

ATTACHMENT C 27

6.0 TERMS AND SIGNATURE SHEET 28

1. GENERAL INFORMATION

1.1. PURPOSE

The County of Prince George requires Professional Engineering Services related to planning, design, and construction of potable water and sanitary sewer systems, involving both new construction and modification/rehabilitation of existing County facilities, and intends to consolidate these requirements into a one (1) year, non-exclusive contract for these services, with the option to extend the contract for three (3) additional one (1) year periods, cancelable by the County on ninety

(90) days’ notice.

1.2 BACKGROUND

Prince George County, VA is located 28 miles south of Richmond, 89 miles west of Virginia Beach and 136 miles south of Washington, D.C. The transportation nexus within the county includes I-95, I-295, US Route 460, a Norfolk Southern mainline and Richmond International Airport is just 25 minutes away. Our community’s population is currently 43,010 (2020 Census); our population on

4/1/2010 was 35,725 (2010 Census).

The adopted FY2027 budget for Prince George County is $177,911,588, including the General

Fund, Special Revenue Funds, School Funds, and Water and Sewer Funds (enterprise); The FY

2026 budget for Prince George County was $172,048,035. The county has approximately 308 full-time employees organized in departments including but not limited to: County Administration, County Attorney, Assessor, Community Development & Code Compliance, Economic

Development, Finance, Fire and EMS, General Services, Human Resources, Information

Technology, Parks & Recreation, Police, Public Utilities, and Social Services. More background information is available on the Prince George County website at http://www.princegeorgecountyva.gov.

2. STATEMENT OF NEEDS

2.1. SCOPE OF SERVICES

Below are the general types of services expected to be provided by the consultant. The scope of work for individual work assignments will be negotiated prior to the approval of the specific assignment. This outline is intended as a guide for Offerors to describe the nature of the services sought and the qualifications required. Projects during the term of this contract may be expected to fall into one or more of the following categories:

2.1.1. Master Planning (Water and Wastewater)

2.1.2. Water Supply, including Hydro-geological investigation, Production, Treatment, Distribution, and Storage

2.1.3. River Intake Permitting

2.1.4. River Intake Design

2.1.5. Wastewater Collection, Conveyance, and Treatment, including Identifying and

Addressing Infiltration and Inflow

2.1.6. Contract Bidding, Construction Administration, and Inspection Services

2.1.7. Plan Review/Local Approval

2.1.8. Grading, Erosion, and Sediment Control

2.1.9. Surveying

2.1.10. Water and Wastewater Hydraulic Modeling

2.1.11. Rate Modeling and Studies

http://www.princegeorgecountyva.gov/

2.1.12. System/Equipment Evaluations and Asset Management

The consultant may also be responsible for performing professional Engineering services relative to other county infrastructure and capital projects as needed on a per project basis.

Other projects include, “but are not limited to”:

2.1.2. Capital Project Support

2.1.3. Storm Water Management and Public Drainage

2.1.4. Transportation

2.1.5. Environmental Assessments

2.1.6. Structural and MEP

2.1.7. Geotechnical

2.1.8. Communications and Property Acquisition

2.2. BASIC SERVICES OF THE ENGINEER

2.2.2. Basic services

a The selected firm(s) shall perform Professional Engineering Services, related to potable water and sanitary sewer systems, including, but not limited to: civil, electrical, environmental, mechanical and structural Engineering Services; surveying and architectural services; and all other services incidental thereto;

b The Engineer and Surveyor represent that they will perform all tasks in accordance with generally accepted professional standards, and further represent that they will provide the County with the best possible advice and consultation within their authority and capacity as a Professional Engineer or Certified Land Surveyor in the Commonwealth of Virginia. The Engineer will comply with the regulations, laws, ordinances, and requirements of all governmental agencies and authorities that have jurisdiction over design criteria and environmental impact applicable to services provided to the County.

2.2.3. Study and Preliminary Design Phase

a Upon receipt of a request from the Director of Engineering & Utilities, in the form of a letter or an email:

b Determine, through discussion with County personnel and other appropriate means, the task requirements, and review all available data.

c In consultation with the County, and on the basis of all available information, determine the Scope of Work. The Scope of Work shall include a not-to-exceed fee for all services proposed to be provided for the task.

d Upon approval of the Scope of Work by the Director of Engineering &

Utilities, perform all necessary research, field, and survey work. Any work performed without approval of the Scope of Work, either by letter or by e-mail from the

Director of Engineering & Utilities, will be at the expense of the Engineer.

e Prepare preliminary design documents consisting of construction plans, survey plats, and specifications. The Engineer shall prepare all contract documents on forms approved by the County.

f Based on the information contained in the preliminary design documents, submit an opinion of probable project cost including, but not limited to, construction costs and contingencies.

g Furnish three (3) copies of the preliminary design documents and the

Engineer's opinion of probable project cost to the County, and present and review them with the County.

h Furnish all such documents, plans, and design data as may be required for, and assist in the preparation of, the required documents so that the County may obtain approvals of all such governmental agencies and authorities as have jurisdiction over design criteria and environmental impact applicable to the project, and assist in obtaining such approvals by participating in submissions to and negotiations with appropriate officials and authorities, including administrative hearings involving the project. The Engineer will attend as many hearings and meetings as are necessary to obtain such approval.

2.2.4. Final Design Phase

a Upon completion of the preliminary design phase and notification by the

County that the preliminary design documents are acceptable in all respects to the

County and to all governmental agencies and authorities as have jurisdiction over design criteria and environmental impact applicable to the project, the Engineer shall:

b On the basis of the preliminary design documents as finally approved, prepare the final construction plans and specifications, easements plats, and the contract documents, which shall include bid forms, notice to bidders, instructions to bidders, advertisement, bid proposals, contract form, bonding and insurance requirements and, where applicable, federal compliance requirements, and assist in the preparation of other related documents.

c Furnish all such documents, plans, and design data as may be required for, and assist in the preparation of, the required documents so that the County may obtain approval of such from all governmental agencies and authorities as have jurisdiction over design criteria and environmental impact applicable to the project, and assist in obtaining such approvals by participating in submissions to and negotiations with appropriate officials and authorities, including administrative hearings involving the project. The Engineer will attend as many hearings and meetings as are necessary to obtain such approval.

d Furnish The County with a revised opinion of probable project cost based on the final plans and specifications and other related documents.

e Prepare any necessary documents for alternate bids requested by the County.

f Furnish as required copies of the final plans and specification, contract documents, and all other related documents to the County and present and review all such documents with the County.

2.2.5. Bidding or Negotiating Phase

a After authorization from the Director of Engineering & Utilities to proceed with the bidding or negotiating phase, the Engineer shall:

b Assist The County in obtaining bids or negotiating proposals for each prime contract for construction.

c Attend pre-proposal/bid conferences, if requested.

d Answer bidders’ questions and assist with necessary addenda.

e Attend proposal/bid opening and verify the accuracy of the proposals/bids submitted.

f Consult with and advise the County as to the acceptability of prime contractor(s).

g Consult with and advise the County as to the acceptability of subcontractors and other persons and organizations proposed by the prime contractor.

h Consult with and advise the County as to the acceptability of substitute materials and equipment proposed by contractor.

i Assist the County in evaluating bids or proposals, negotiating with bidders when applicable, and in assembling and awarding contracts.

j Prepare all documents necessary for the County and the Contractor(s) to enter into a Contract for the construction of the project and forward all such documents to the County Purchasing Officer for review and approval prior to forwarding them to the prime contractor.

2.2.6. Construction Phase

During the construction phase, the Engineer shall:

a Furnish County digital documents at no charge on USB drive in a format acceptable to the County and its software requirements. Additional sets to be furnished at reproduction cost.

b Consult with and advise the County and act as its representative as normally expected of Professional Engineers; the County's instructions to Contractor(s) will be issued by the Engineer through the inspector. The Engineer will have the authority to act on behalf of the County to the extent authorized by the County.

c Make periodic visits to the site as necessary, but at least once every two weeks, to observe as an experienced and qualified design professional the progress and quality of the executed work and to determine if the work is proceeding in accordance with the final plans and specifications and the contract documents. The

Engineer's efforts will be directed toward providing assurance for the County that the completed project will conform to the final plans and specifications and to the contract documents. During such visits and on the basis of its on-site observations, the Engineers shall keep the County informed in writing of the progress of work, endeavor to guard The County against defects and deficiencies in the work of the contractor(s), shall notify the County of any observed defects or deficiencies in the work of the contractor(s), and shall disapprove or reject work as failing to conform to the final plans and specifications or contract documents.

d Review and approve shop drawings and samples, the results of tests and inspections and other data which contractor(s) is required to submit for conformance with the design concept of the project and compliance with the information given in the final plans and specifications and the contract documents; determine the acceptability of substitute materials and equipment proposed by contractor; and receive and review maintenance and operating instructions, schedules, guarantees, bonds, and certificates in accordance with the final plans and specifications and contract documents.

e Issue instructions of the County to each contractor and prepare all change orders as required; the Engineer may, as the County's representative, require special inspection or testing of the work and shall act as interpreter of the requirements of the final plans and specifications and the contract documents and judge of the performance thereunder by the parties thereto.

f Based on the Engineer's on-site observations as an experienced and qualified design professional and on his review of contractor's applications for payment and the accompanying data and schedules, the Engineer shall advise the County as to the amount owing to contractor(s) and indicate whether he approves such amounts; such approvals of payment will constitute a representation to The County, based on such observations and review, that the work has progressed to the point indicated and that, to the best of the Engineer's knowledge, information, and belief, the quality of the work is in accordance with the final plans and specifications and the contract documents (subject to an evaluation of the work as a functioning project upon substantial completion, to the results of any subsequent tests called for in the final plans and specifications and the contract documents, and to any qualifications stated in its approval).

g Conduct an inspection to determine if the project is substantially complete, prepare an itemized list of incomplete items, and conduct a final inspection to determine if the project has been completed in accordance with the final plans and specifications and the contract documents and if each contractor has fulfilled all of its obligations thereunder so that the Engineer may indicate to the County, in writing, that final payment should be made to each contractor.

h Prepare and furnish a set of “As-Built” prints of drawings and AutoCAD file showing those changes made during the construction process, based on the marked-up prints, drawings, and other data furnished by contractor and/or inspector.

i Ensure two (2) sets of operation and maintenance manuals, warranties, training and all other documents, for project equipment and systems have been conducted or provided to County. In addition these same documents must be provided to the

County at no charge on USB drive in a format acceptable to the County and its software requirements.

j Engineer shall not be responsible for the acts or omissions of the contractor(s), any subcontractor of the contractor's or subcontractor's agents or employees or any other persons (except its own employees and agents) at the project site or otherwise performing any of the work of the project, not the result of the negligence, errors or omissions of the Engineer.

2.2.7. Performance Schedule

The Engineer shall:

a Perform work in accordance with a performance schedule negotiated at the time of project assignment.

b Assign the work to qualified personnel in sufficient numbers to complete the work according to the performance schedule.

c Designate one employee to oversee each project. The designated employee shall work continuously on the project until final reports are accepted by the County.

d The County may make changes to the work previously negotiated for an individual assignment. If any such change increases or decreases the time required to perform the work, the performance schedule will be adjusted accordingly. The

Engineer shall not be entitled to adjustments for changes in work that in the opinion of the County do not result in an increase in the Engineer’s cost of performing the work. Any changes in the scope of work for project assignments and performance of any additional services shall proceed only with express written authorization of the

County.

2.2.8. County’s Responsibilities

The County shall:

a Provide all information in possession of the County which relates to the

County’s requirements for individual projects.

b Assist in obtaining permission to enter upon public and private property as required for the Engineer to perform his services. The County will acquire the necessary easements and property.

c Examine all studies, test results, reports, sketches, drawings and proposals and any other documents presented by the Engineer.

d Pay all necessary advertising costs necessary to obtain bids.

e Designate a person to act as the County’s representative with respect to the work to be performed for each assignment. Such person shall have the authority to transmit instructions, receive information, interpret and define the County's policies and decisions with respect to materials, equipment, elements, and systems pertinent to the Engineer's services.

f All questions which may arise as a result of this solicitation may be addressed to Namrata Mehta at nmehta@princegeorgecountyva.gov. Inquiries must be received no later than 12 p.m. on September 25, 2026, in writing by email. Contact initiated by an offeror concerning this solicitation with any other County representative, not expressly authorized elsewhere in this document, is prohibited. Any such unauthorized contact may result in disqualification of the offeror from this transaction.

3. PROPOSAL PREPARATION & SUBMISSION

3.1. INSTRUCTIONS

3.12.1. In order to be considered for selection, offerors must submit one (1) original marked and three (3) copies and a digital version and a digital redacted version of the proposal in

PDF on a USB flash drive, marked RFP ##27-01-0103 “Engineering Services” which will be received no later than 2:00 pm, EST, on October 14, 2026:

County of Prince George

Attn: Namrata Mehta, Finance Director

6602 Courts Drive, 3rd Floor

Prince George, VA 23875

3.12.1. Any proposal submitted MUST be sealed and include the signature sheet (Section 8) which has been signed by an individual authorized to bind the offeror. All information requested shall 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. The County may reject proposals, which are substantially incomplete or lack key information or lack key information. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

3.12.1. 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.

3.12.1. Each copy of the proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume.

3.12.1. All costs of proposal preparation and presentation shall be borne by each offeror.

The County is not liable for any cost incurred by the offeror prior to issuance of a contract.

3.12.1. It is the sole responsibility of the offerors for ensuring the Finance Department personnel stamp their proposal before the deadline indicated in Section 3.1.1. of the instructions. Proposals and/or any addenda pertaining thereto received after the announced time and date of receipt, by mail or otherwise, will be returned unopened. However, nothing in this RFP precludes the County from requesting additional information at any time during the procurement process.

3.12.1. In the event that the County government offices are not operating under normal staffing levels or if the location for pre-proposal meetings or receipt of proposals is inaccessible due to inclement weather or other emergency situation at the published time, the proposal submission or pre-proposal meeting will default to the next regular business day at the same time.

3.12.1. Time is of the essence and any proposal received after the announced date and time, whether by mail or otherwise, will be rejected. Proposals received after the date and time of closing will be returned unopened. The proposal shall not be accepted via fax or e-mail.

3.12.1. Nothing herein is intended to exclude any responsible vendor, in any way restrain, or restrict competition. On the contrary, all responsible vendors are encouraged to submit proposals for evaluation.

3.12.1. By submitting a proposal in response to this RFP, the Offeror represents it has read and understands the Statement of Needs and has familiarized itself with all federal, state, and local laws, ordinances, and rules and regulations that in any manner may affect the cost, progress, or performance of the contract work.

3.12.1. Schedule

ACTIVITY DATE/TIME

1 Release Date for Request for Proposal September 18 , 2026

2 Last day to submit written questions September 25, 2026 12:00

PM

3 Responses to written questions September 30, 2026 5:00 PM

4 Proposals Due October 14, 2026 2:00 PM

5 Tentative Oral Presentation November 2 – 6, 2026

6 Tentative Negotiations November 9– 13, 2026

8 Estimated contract start date February 1, 2026

3.2. PROFESSIONAL STANDARDS

3.22.1. Offerors must demonstrate that they have the resources and capability to provide the materials and services as described herein. All Offerors shall submit documentation with their proposal indicating compliance with the minimum qualifications. The following criteria shall be met and presented in the Experience/References tab of the written proposal in order to be eligible for this solicitation:

3.22.1. Offerors wishing to submit a proposal and be considered for this solicitation shall have proven experience and must be able to demonstrate the following;

a Experience in providing engineering services within the Commonwealth of

Virginia.

b Specific professional experience in providing services in the scope of services.

c Offerors must be licensed to do business in the Commonwealth of Virginia.

d Offerors must have a current Virginia professional licenses as required by the

Department of Professional and Occupational Regulatory (DPOR).

e Offeror must be authorized to transact business in Virginia as a domestic or foreign business entity as required by the State Corporation Commission, if such is required by law. Such status shall be maintained during the term of a contract. A contract entered into by a business in violation of the requirements is voidable at the option of the public body.

f Offerors should also demonstrate their ability to:

g Perform all tasks in accordance with generally accepted professional standards.

h Provide to the County the best possible advice and consultation within

Engineer’s authority and capacity as a professional Engineer.

i Comply with all applicable regulations, laws, ordinances and requirements of all applicable governmental agencies and authorities.

j Assign work to be performed to qualified personnel in sufficient numbers to meet negotiated performance schedules.

3.22.1. County may make such reasonable investigations as deemed proper and necessary to determine the ability of Offerors to perform the work and/or furnish the item(s) and Offerors shall furnish to County all such information and data for this purpose as may be requested.

County reserves the right to inspect Offerors’ capabilities. County further reserves the right to reject any proposal if the evidence submitted by, or investigations of, Offeror fails to satisfy

County that Offeror is properly qualified to carry out the obligations of this solicitation and to complete the work and/or furnish the items contemplated therein.

3.3. PROPOSAL INCLUSIONS

3.32.1. Responses must, in any event, contain the following information and be organized into separate chapters and sections using the format described below in order to provide each firm an equal opportunity for consideration.

a Cover letter not to exceed two pages;

b Firm background and experience (include any sub-consultant information);

c Project team and resumes;

d Methodology and approach for this contract;

e Familiarity with Prince George County;

f Recent relative regional experience;

g A list of client references of similar service contracts for local government clients in Virginia, including at least five (5) customers. These references must include name, address, email, and telephone number.

h The percentage of the firm’s professional services revenue for each of the last 3 calendar years from 1) municipal work; 2) state work; 3) federal and other governmental agencies work; and 4) of the work performed for the three groups identified, what percentage of the work was for water and wastewater work. If the majority of the work to be performed under this contract will be conducted from a branch office, provide the same information for the branch office.

3.32.1. Proposals must give the full business address of the offeror and be signed by him/her with his/her usual signature. Proposals by partnerships must furnish the full name of all partners and must be signed in the partnership name by one of the members of the partnership or any authorized representative, followed by the designation of the person signing. Proposals by corporations must be signed with the legal name of the corporation followed by the name of the State in which it is incorporated and by the signature and designation of the president, secretary, or other person authorized to bind it in the matter. The name of each person signing shall also be typed or printed below the signature. A proposal by a person, who affixes to the signature the word “President,” “Secretary,” “Agent” or other designation without disclosing the principal, may be held to be the proposal of the individual signing. When requested by the

County, satisfactory evidence of the authority of the officer signing in behalf of the corporation shall be furnished.

3.4. EVALUATION AND AWARD CRITERIA

The County shall appoint a Selection Committee to review and evaluate all proposals submitted by

Offerors responding to this RFP. The County may ask top ranked Offerors to attend a presentation discussion as part of the evaluation process. Firms invited to the discussion should be prepared to have general discussions on non-binding estimates of cost to provide requested services. At the conclusion of the evaluation process, the County will select one or more firms with whom final negotiations will be conducted in an effort to obtain a contract.

3.42.1. Evaluation Criteria

These criteria are to be utilized in the evaluation of qualifications for development of the shortlist of those offerors to be considered for interviews and/or negotiations. Individual criteria may be assigned varying weights at the County’s discretion to reflect relative importance. Offerors are required to address each evaluation criterion in the order listed and to be specific in presenting their qualifications.

Evaluation Criteria Weight

Demonstration of the firm’s ability to perform Engineering services relative to those required for water and wastewater construction.

Depth of experience and education of all personnel, including sub consultants, who will be assigned to work on County projects.

Managerial capabilities including typical approach to individual projects; approach to problem/task resolution; and methodology/data gathering techniques and procedures.

Demonstrated ability of the offeror to complete professional services projects on schedule and within budgeted cost.

Experience of the offeror of successful administration of annual requirements contracts with other localities.

Demonstrated knowledge of local conditions with ability to respond to County project sites within twenty-four hours.

Demonstration of quality commitment as outlined in solicitation. 5

Total 100

Professional fees are NOT to be submitted with the proposal response, but for those firms selected for the interview/negotiation phase of the selection process, the County will request non-binding estimates of professional fees and may use such estimates in the ranking of firms in accordance with the Virginia Public Procurement Act.

The selection process shall be governed by and completed in accordance with the Prince

George County Procurement Ordinance. If any provision of this Request for Proposal shall be found to be inconsistent or in conflict with such policy, the terms of the ordinance shall govern.

The County reserves the right to reject any or all proposals.

3.5. SELECTION OF ENGINEER FOR SPECIFIC TASKS:

Individual work assignments will be negotiated for each specific project on an as needed basis. It shall be the sole decision of the County regarding which Engineer the assignment is awarded to if contracts are awarded to multiple firms. The County reserves the right to perform work in-house or to award large projects through a separate procurement action. There is no assurance that a successful offeror will receive any work assignments whatsoever under the contract awarded as a result of this Request for Proposals.

4.0 GENERAL TERMS AND CONDITIONS

4.1 eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION:

The eVA Internet electronic procurement solution, web site portal www.eva.virginia.gov streamlines and automates government purchasing activities. All vendors desiring to provide goods and/or services to the County shall participate in the eVA Internet e-procurement solution by completing the free eVA Vendor Registration. All Offerors must register in eVA, failure to register may result in the proposal being rejected. The County advertises all competitive solicitations on eVA but does not issue purchase orders through eVA unless required to by the terms and conditions of a state issued contract.

4.2 ADDITIONAL INFORMATION:

The County reserves the right to ask any Offeror to submit information missing from its proposal, to clarify the proposal or offer, and to submit additional information which the County deems desirable, and does not affect quality, quantity, price or delivery.

4.3 ACCEPTANCE OF GOODS/SERVICES:

Goods/services delivered shall remain the property of the Offeror until a physical inspection or actual usage of the goods/services is made and thereafter accepted to the satisfaction of the County.

The goods/services must comply with the specifications and terms and conditions of the Request and be of the highest quality. In the event the goods/services supplied to the County are found to be defective or not to conform to specifications, the County reserves the right to cancel the contract upon written notice to the Offeror and return products to Offeror at the Offeror's expense.

4.4 ANNOUNCEMENT OF AWARD:

Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the County will publicly post such notice on the DGS/DPS eVA VBO website

(www.eva.virginia.gov) for a minimum of 10 days.

4.5 ANTI-DISCRIMINATION:

By submitting their proposals, offerors certify to the County that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair

Employment Contracting Act of 1975, as amended, where applicable, the Virginians with

Disabilities Act, the Americans with Disabilities Act and § 2.2-4311 of the Virginia Public

Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1).

In every contract over $10,000 the provisions in 1. and 2. below apply:

1. During the performance of this contract, the Offeror agrees as follows:

The Offeror will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the Offeror. The

Offeror agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

a The Offeror, in all solicitations or advertisements for employees placed by or on behalf of the Offeror, will state that such Offeror is an equal opportunity employer.

b Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting these requirements.

c The requirements of these provision above are a material part of the contract. If the Offeror violates one of these provisions, the County may terminate the affected part of this contract for breach, or at its option, the whole contract. Violation of one of these provision may also result in debarment from the County contracting regardless of whether the specific contract is terminated.

d In accordance with Executive order 61 (2017), a prohibition on discrimination by the Offeror, in its employment practices, subcontract practices, and delivery of goods or services on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age, political affiliation, disability or veteran status, in hereby incorporated in this contract.

2. The Offeror will include the provisions of 1. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

4.6 ANTITRUST:

By entering into a contract, the Offeror conveys, sells, assigns, and transfers to the County of Prince

George all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the County of Prince George, relating to the particular goods or services purchased or acquired by the County of Prince George under said contract.

4.7 APPLICABLE LAWS:

This solicitation and any resulting contract shall be governed in all respects by the laws of the

Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the County. The agency and the Offeror are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution

(ADR) procedures (Code of Virginia, § 2.2-4366). The Offeror shall comply with all applicable federal, state and local laws, rules and regulations.

4.8 ASSIGNMENT OF CONTRACT:

A contract shall not be assignable by the contract in whole or in part without the written consent of the County.

4.9 AUDIT:

The Offeror shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the County of Prince George, whichever is sooner.

The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

4.10 AVAILABILITY OF FUNDS:

It is understood and agreed between the parties herein that the agency shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

4.11 OFFEROR COMPLIANCE:

All Offerors shall comply with the Virginia Public Procurement Act, (Code of Virginia § 2.2-4300, et seq.), and all applicable County policies, regulations and procedures adopted pursuant thereto.

4.12 CHANGES TO THE CONTRACT:

Changes can be made to the contract in any of the following ways:

4.12.1. The parties may agree in writing to modify the scope of the contract. An increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

4.12.1. The County may order changes within the general scope of the contract at any time by written notice to the Offeror. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The Offeror shall comply with the notice upon receipt.

The Offeror shall be compensated for any additional costs incurred as the result of such order and shall give the County a credit for any savings. Said compensation shall be determined by one of the following methods:

a By mutual agreement between the parties in writing; or b By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the Offeror accounts for the number of units of work performed, subject to the County’s right to audit the

Offeror’s records and/or to determine the correct number of units independently.

4.13 CLARIFICATION OF TERMS:

If any prospective offeror has questions about any specifications or other solicitation documents, the prospective offeror should contact the buyer whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the Procurement Officer.

4.14 CONTRACT DOCUMENTS:

The contract entered into by the parties shall consist of the Request for Proposal, the proposal submitted by the vendor; General Terms and Conditions; the Special Terms and Conditions; the drawings, if any; the specifications; and all modifications and addenda to the foregoing documents, all of which shall be referred to collectively as the contract documents. The county and the Offeror agree that the contract documents shall not be strictly construed against either party.

All time limits stated in the contract documents, including but not limited to the time for completion of the work, are of the essence of the contract.

Anything called for by one of the contract documents and not called for by the others shall be of like effect as if required or called for by all, except that a provision clearly designed to negate or alter a provision contained in one or more of the other contract documents shall have the intended effect.

4.15 OFFEROR’S PERFORMANCE:

4.24.1. The Offeror agrees and covenants that its agents and employees shall comply with all

County, State and Federal laws, rules and regulations applicable to the business to be conducted under the Contract.

4.24.1. The Offeror shall ensure that its employees shall observe and exercise all necessary caution and discretion so as to avoid injury to person or damage to property of any and all kinds.

4.24.1. The Offeror shall cooperate with County officials in performing the Contract work so that interference with normal operations will be held to a minimum.

4.16 CONTRACTUAL CLAIMS:

Contractual claims, whether for money or other relief, shall be submitted in writing no later than 60 days after final payment; however, written notice of the Offeror's intention to file such claim shall have been given at the time of the occurrence or beginning of the work upon which the claim is based. Any notice or claim shall be delivered to: Director of Finance Department, 6602 Courts

Drive, 3rd Floor, Prince George, VA 23875 and shall include a description of the factual basis for the claim and a statement of the amounts claimed or other relief requested. The County

Administrator will render a decision on the claim and will notify the Offeror within 30 days of receipt of the claim. The Offeror may appeal the decision of the County Administrator to the Board of Supervisors by providing written notice to the County Administrator, within 15 days of the date of the decision. The Offeror may appeal the decision of the County Administrator in accordance with the Virginia Public Procurement Act. Invoices for all services or goods provided by the

Offeror shall be delivered to the County no later than 30 days following the conclusion of the work or delivery of the goods.

4.17 DEBARMENT STATUS:

By participating in this procurement, the vendor certifies that they are not currently debarred by the

Commonwealth of Virginia form submitting a response for the type of goods and/or services covered by this solicitation. Vendor further certifies that they are not debarred from filling any order or accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the Commonwealth of Virginia. If a vendor is crated or used for the purpose of circumventing a debarment decision against another vendor, the non-debarred vendor will be debarred for the same time period as the debarred vendor.

4.18 DEFAULT:

In case of failure to deliver goods or services in accordance with the contract terms and conditions, the County, after due oral or written notice, may procure them from other sources and hold the

Offeror responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the County may have.

4.19 DRUG-FREE WORKPLACE:

During the performance of this contract, the Offeror agrees to (i) provide a drug-free workplace for the Offeror's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Offeror's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the Offeror that the Offeror maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to an Offeror, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

4.20 ETHICS IN PUBLIC CONTRACTING:

By submitting their proposals, offerors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer or subcontractor in connection with their proposal), and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

The offeror shall identify any actual or potential conflicts of interest that exist, or which may arise if the offeror is recommended for award, and propose how such conflicts might be resolved.

By his/her signature on the proposal documents submitted, each offeror attests that her/her agents and/or employees, to the best of his/her knowledge and belief, have not in any way colluded with anyone for and on behalf of the offeror, or themselves, to obtain information that would give the offeror an unfair advantage over others, nor has he/she colluded with anyone for and on behalf of the offeror, or itself, to gain any favoritism in the award of this Request for Proposal.

4.21 IMMIGRATION REFORM AND CONTROL ACT OF 1986:

By submitting their proposals, offerors certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal

Immigration Reform and Control Act of 1986.

4.22 INSURANCE:

By signing and submitting a proposal under this solicitation, the offeror certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. If any subcontractors are involved, the subcontractor will have workers’ compensation insurance in accordance with §§ 2.2-4332 and 65.2-800 et seq. of the Code of Virginia. The Offeror or offeror further certifies that the Offeror and any subcontractors will maintain this insurance 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.

MINIMUM INSURANCE COVERAGES AND LIMITS REQUIRED FOR MOST

CONTRACTS:

a Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer. Offerors who fail to notify the County of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

b Employer’s Liability - $100,000.

c Commercial General Liability - $1,000,000 per occurrence. Commercial General

Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. The County of Prince George must be named as Certificate Holder and The County of Prince George elected and appointed officials, officers, consultants, agents and employees, and affiliate or subsidiary boards are additional insured must be listed as additional insured and so endorsed on the policy.

d Automobile Liability - $1,000,000 per occurrence. (Only used if motor vehicle is to be used in the contract.)

4.23 INDEPENDENT CONTRACTOR:

The Offeror is an independent Contractor and nothing contained in the contract shall constitute or designate the Offeror or any of its agents or employees as employees of the County.

4.24 LAWS AND REGULATIONS:

4.24.1. The Offeror shall comply with all laws, ordinances, rules, regulations, and lawful orders of any public authority bearing on the performance of the work and shall give all notices required thereby.

4.24.1. This contract and all other contracts and subcontracts are subject to the provisions of

Articles 3 and 5, Chapter 4, Title 40.1, Code of Virginia, relating to labor unions and the

“right to work.” The Offeror and its subcontractors, whether residents or nonresidents of the

Commonwealth of Virginia, who perform any work related to the project shall comply with all of the said provisions.

4.24.1. The provisions of all rules and regulations governing safety as adopted by the Safety

Codes Commission of the Commonwealth of Virginia and as issued by the Department of

Labor and Industry under Title 40.1 of the Code of Virginia shall apply to all work under this contract. Inspectors from the Department of Labor and Industry shall be granted access to the work for inspection without first obtaining a search warrant from the court.

4.24.1. All proposals submitted shall have included in their price the cost of any business and professional licenses, permits, or fees required by the County of Prince George or the

Commonwealth of Virginia.

4.25 LICENSES AND PERMITS:

The Offeror shall secure and pay for all permits, governmental fees and licenses necessary for the proper execution and completion of the Offeror’s work which are legally required prior to and during the work, including software licenses or other intellectual property permissions, unless otherwise specified by the County.

4.26 MANDATORY USE OF COUNTY…