847436cmArl.pdf

RFP No. N1494

ARLINGTON COUNTY, VIRGINIA

OFFICE OF THE PURCHASING AGENT

2100 CLARENDON BOULEVARD, SUITE 500

ARLINGTON, VA 22201

(703) 228-3410

REQUEST FOR PROPOSALS NO. N1494

ELECTRONIC SEALED PROPOSALS WILL BE RECEIVED BY ARLINGTON COUNTY VIA PRISM+ UNTIL 2:00

P.M. ON THE 21ST DAY OF OCTOBER 2026.

FOR THE PROVISION OF CONSTRUCTION MANAGEMENT SERVICES ON AN ON-CALL BASIS FOR

ARLINGTON COUNTY FACILITIES, CONSTRUCTION AND RENOVATION PROJECTS.

NO RESPONSES WILL BE ACCEPTED AFTER THE PROPOSAL DUE DATE AND TIME.

VENDORS ARE REQUIRED TO REGISTER IN PRISM+, ARLINGTON COUNTY’S ePROCUREMENT SYSTEM, AS FOLLOWS:

• NEW VENDORS ARE REQUIRED TO COMPLETE A NEW REGISTRATION. AS A PART OF NEW SUPPLIER

REGISTRATION, IT IS IMPORTANT TO SELECT THE PRODUCTS AND SERVICES RELEVANT TO YOUR

ACCOUNT.

• EXISTING VENDORS ARE REQUIRED TO LOG INTO THEIR ENABLED ACCOUNT HERE. TO MAKE

CHANGES TO YOUR PRODUCT AND SERVICE OFFERINGS, PLEASE SUBMIT YOUR REQUEST HERE.

THOUGH REGISTRATION IS NOT REQUIRED TO VIEW COMPETITIVE NEGOTIATIONS IN PRISM+,

REGISTRATION IS REQUIRED TO SUBMIT A RESPONSE, ASK A QUESTION RELATED TO THE COMPETITIVE

NEGOTIATION, AND RECEIVE NOTIFICATIONS OF FUTURE CONTRACTING OPPORTUNITIES FROM

ARLINGTON COUNTY.

Proposals will not be publicly opened.

NOTICE: ANY OFFEROR ORGANIZED AS A STOCK OR NONSTOCK CORPORATION, LIMITED LIABILITY COMPANY, BUSINESS TRUST OR LIMITED PARTNERSHIP, OR REGISTERED AS A LIMITED LIABILITY

PARTNERSHIP, MUST BE AUTHORIZED TO TRANSACT BUSINESS IN THE COMMONWEALTH OF VIRGINIA

BEFORE CONTRACT AWARD (REFER TO AUTHORITY TO TRANSACT BUSINESS SECTION OF THE

SOLICITATION FOR FURTHER INFORMATION).

https://fa-exkk-saasfaprod1.fa.ocs.oraclecloud.com/fscmUI/faces/NegotiationAbstracts?prcBuId=300000009743672&_afrLoop=14301948248763335&_afrWindowMode=0&_afrWindowId=null&_adf.ctrl-state=5or86ikyg_1&_afrFS=16&_afrMT=screen&_afrMFW=1504&_afrMFH=915&_afrMFDW=1504&_afrMFDH=1003&_afrMFC=8&_afrMFCI=0&_afrMFM=0&_afrMFR=144&_afrMFG=0&_afrMFS=0&_afrMFO=0 https://nam11.safelinks.protection.outlook.com/?url=https%3A%2F%2Ffa-exkk-saasfaprod1.fa.ocs.oraclecloud.com%2FfscmUI%2Fredwood%2Fsupplier-registration%2Fregister-supplier%2Fregister-supplier-verification%3Fid%3DRBAftsyLsxSthoDqyfAnzfehRnTK0SFy3Lx4mg8FNL22rWJ%252FZ8sUGRoTNQ%253D%253D&data=05%7C02%7Clalexander%40arlingtonva.us%7Cde2fad2841704c609bb608dd4dd5f468%7C803548041fdf428e9f5f5091e994cf54%7C0%7C0%7C638752303541450466%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=6e8v7qravz6alsbuEcEY0kSxFqjz%2FZEy8JQ3%2F9PcHh8%3D&reserved=0 https://fa-exkk-saasfaprod1.fa.ocs.oraclecloud.com/ https://egov.arlingtonva.us/TicketGeneration/Tickets/SupplierTechTicket

PREPROPOSAL CONFERENCE

A virtual preproposal conference will be held at 9:30 a.m., September 29, 2026 on Microsoft Teams to allow potential offerors an opportunity to obtain clarification of the specifications and requirements of the solicitation. To join the meeting, please click the following link, or join by dialing +1 347-973-6905 and enter Conference ID 325 123 150#. ATTENDANCE AT THE PREPROPOSAL CONFERENCE IS OPTIONAL.

Minutes of the preproposal conference will be recorded by the County and may be incorporated into the solicitation documents through an Addendum. Interested offerors are, however, urged to attend.

Arlington County reserves the right to reject any and all proposals, cancel this solicitation, and waive any informalities as defined in the Arlington County Purchasing Resolution.

Arlington County, Virginia Office of the Purchasing Agent

Sy Gezachew, VCO, VCCO

Procurement Officer sgezachew@arlingtonva.us https://teams.microsoft.com/meet/217982113168832?p=epII1RYj9p7Wzdg3Jn mailto:sgezachew@arlingtonva.us

TABLE OF CONTENTS

I. INTRODUCTION TO EVALUATION PROCESS

II. INFORMATION FOR OFFERORS

III. INTRODUCTION TO REQUEST FOR PROPOSAL NO.N1494

IV. SCOPE OF SERVICES

V. PROPOSAL REQUIREMENTS

VI. CONTRACT TERMS AND CONDITIONS

VII. ATTACHMENTS AND FORMS

P R O P O S A L F O R M

I. INTRODUCTION TO EVALUATION PROCESS

Arlington County, Virginia, is soliciting proposals from offerors having experience and abilities in the areas identified in this solicitation. Each proposal must contain evidence of the offeror's qualifications in the specified areas and in other disciplines directly related to the proposed work. Offerors might also be required to submit profiles and resumes of the staff to be assigned to the project, references, examples of similar work performed and other information that will clearly demonstrate the offeror's relevant expertise, as specified in the solicitation.

A County Selection Advisory Committee (“SAC”) will review and evaluate all submitted proposals based on the criteria identified in this solicitation. Subsequent evaluations, such as to select firms for negotiation, may include, but are not limited to, review of more detailed proposals and/or oral presentations. Any such subsequent evaluations will be based on the same criteria.

The County reserves the right to accept or reject and to waive any informalities or irregularities in the proposals and to contract as the best interests of the County require in order to obtain the services described in this RFP. Selection of an offeror’s proposal does not mean that all aspects of the proposal are acceptable to the County. The County reserves the right to negotiate terms and conditions with the selected offeror before executing a contract.

MANDATORY REQUIREMENTS

Note that this solicitation contains qualification requirements that are mandatory for all offerors. Refer to the Proposal Submittal Elements section of this document for details.

II. INFORMATION FOR OFFERORS

1. SOLICITATION SCHEDULE

RFP No. N1494_ – TENTATIVE SCHEDULE

RFP ISSUANCE SEPTEMBER 21, 2026

OPTIONAL PRE-PROPOSAL SEPTEMBER 29, 2026 AT 9:30 a.m.

QUESTION DEADLINE OCTOBER 5, 2026 at 5:00 p.m.

ADDENDUM ISSUANCE (if applicable) TBD PROPOSALS DUE OCTOBER 21, 2026 at 2 p.m.

2. QUESTIONS AND ADDENDA

OFFERORS MUST BE REGISTERED IN PRISM+ TO SUBMIT A QUESTION FOR THIS REQUEST FOR PROPOSALS.

All communications relating to this solicitation must be submitted online using the Messages button in the upper right menu bar of PRISM+. Prior to the award of a contract resulting from this solicitation, offerors are prohibited from contacting any County staff other than those assigned to the Office of the Purchasing Agent.

QUESTIONS REGARDING THE ORIGINAL SOLICITATION MUST BE SUBMITTED BY OCTOBER 5, 2026, AT 5:00 P.M. EASTERN TIME TO BE CONSIDERED. ALL QUESTIONS RECEIVED BY THE QUESTION DEADLINE

WILL BE RESPONDED TO WITHIN PRISM+ AND POSTED FOR ALL OFFERORS.

Any revisions to this solicitation will be by formal addendum only. Offerors are cautioned not to rely on any written, electronic, or oral representations made by any County representative or other person, including the County’s technical contact, that appear to change any portion of the solicitation, unless the change is ratified by an electronic updated version to this solicitation issued by the Office of the Purchasing Agent.

If the County issues an addendum after an offeror submits a proposal, the offeror must acknowledge the addendum in PRISM+ and resubmit the proposal. The offeror must take these steps after each addendum if the County issues more than one in the course of a solicitation. If the offeror does not take these steps, the County will no longer see or consider the offeror’s original proposal. The County is not responsible for missed PRISM+ acknowledgments or the offeror’s failure to acknowledge the addendum or resubmit a proposal.

3. OFFERORS’ RESPONSIBILITY TO INVESTIGATE

Before submitting a proposal, each offeror must make all investigations necessary to ascertain all conditions and requirements affecting the full performance of the contract and to verify any representations made by the County upon which the offeror will rely. No pleas of ignorance of such conditions and requirements will relieve the successful offeror from its obligation to comply in every detail with all provisions and requirements of the contract or will be accepted as a basis for any claim for any monetary consideration on the part of the successful offeror.

4. INTEREST IN MORE THAN ONE PROPOSAL, AND COLLUSION

Reasonable grounds for believing that an offeror is interested in more than one proposal for a solicitation, including both as an offeror and as a subcontractor for another offeror, or that collusion exists between two or more offerors, will result in rejection of all affected proposals. However, an individual or entity https://fa-exkk-saasfaprod1.fa.ocs.oraclecloud.com/fscmUI/faces/NegotiationAbstracts?prcBuId=300000009743672&_afrLoop=14301948248763335&_afrWindowMode=0&_afrWindowId=null&_adf.ctrl-state=5or86ikyg_1&_afrFS=16&_afrMT=screen&_afrMFW=1504&_afrMFH=915&_afrMFDW=1504&_afrMFDH=1003&_afrMFC=8&_afrMFCI=0&_afrMFM=0&_afrMFR=144&_afrMFG=0&_afrMFS=0&_afrMFO=0 acting only as a subcontractor may be included as a subcontractor on two or more different offerors’ proposals. Offerors rejected under the above provision will also be disqualified if they respond to a re-solicitation for the same work.

5. COMPETITIVE NEGOTIATION FOR PROFESSIONAL SERVICES

This solicitation is a competitive negotiation for professional services, as defined in the Arlington County Purchasing Resolution. The content of the proposals and the identity of the offerors are not public record until a Notice of Decision to Award has been issued. The opening of proposals is therefore not public.

6. NOTICE OF DECISION TO AWARD

When the County has made a decision to award a contract(s), the County will post a Award Notice or Intent to Award to the Arlington County’s Purchasing Division’s website.

7. TRADE SECRETS OR PROPRIETARY INFORMATION

Trade secrets or proprietary information that an offeror submits in connection with a procurement transaction may be exempted from public disclosure under the Virginia Freedom of Information Act (“VFOIA”). However, the offeror must invoke VFOIA protection clearly and in writing with its response to this solicitation. The written request must be included with the offeror’s original proposal and must include at least the following: (1) the data or other materials sought to be protected and (2) specific reasons why the offeror considers the material confidential or proprietary. It is the offeror’s sole responsibility to defend such exemptions if challenged in a court of competent jurisdiction.

8. FINANCIAL STATEMENT

If requested by the County, an offeror must submit its most recent independent certified public accountant's audit of its finances, including the management letter and other ancillary audit components.

If the audited financial statement is not available, the offeror must submit a written statement explaining the statement’s absence and provide other documents (e.g., tax returns) that enable the County to assess the offeror’s financial condition. Failure to submit a financial statement upon request will be grounds for immediate disqualification. If the financial statement is not for the identical organization submitting the offer, the offeror must submit a written explanation of the relationship and financial responsibility of the organization whose financial statement is provided (e.g., parent-subsidiary).

The County will return the financial statement at the conclusion of the award process only upon receipt of a written request signed by an officer of the organization or the same person who signed the original Proposal Form. The County considers a non-public financial statement submitted pursuant to this paragraph to be proprietary information that is not subject to disclosure under VFOIA.

9. DEBARMENT STATUS

The offeror must indicate on the Proposal Form whether it or any of its principals is currently debarred, enjoined, or suspended from submitting proposals to the County or to any other state or political subdivision and whether the offeror is an agent of any person or entity that is currently debarred, enjoined or suspended from submitting proposals to the County or to any other state or political subdivision. An affirmative response may be considered grounds for rejection of the proposal.

10. CONFLICT OF INTEREST STATEMENT

The offeror must provide a statement regarding any potential conflict of interest, with the notarized signature of a principal of the offeror, on the form provided in this solicitation.

11. EQUIVALENT EXPERIENCE AND REFERENCES

If an offeror is unable to meet the experience and/or reference requirements of this solicitation, the offeror may submit a resume indicating the qualifying experience and references for previous work by the proposed project manager. The Project Manager’s resume must include a description of the previous project(s) and contact information for the previous employer(s), the project owner(s) and a verifying reference, if different.

Arlington County may request additional information and will determine whether the project manager’s experience is an acceptable substitute for all or part of the experience and/or reference requirements of the solicitation.

If a contract is awarded based on documents and information submitted pursuant to this section, the offeror may not change the named project manager for the duration of the contract unless the County approves a substitute project manager with equivalent qualifications.

12. REPLACEMENT OR AUGMENTATION OF KEY PERSONNEL OR SUBCONTRACTORS

The key personnel and subcontractors in an offeror’s proposal are considered essential to the offeror’s qualifications and may not be replaced or substituted, nor may additional personnel or subcontractors be added, after qualification of the offeror’s proposal unless the County approves the changes in advance in writing.

13. REGISTRATION OF PROFESSIONAL SERVICE PROVIDERS

A person, corporation, partnership or other entity engaging in the practice of architecture, professional engineering, land surveying, certified landscape architecture or any combination thereof shall not offer to provide or provide such services to the County unless (1) it is registered with the Commonwealth of Virginia State Board for Architects, Professional Engineers, Land Surveyors and Landscape Architects (“Board”) in accordance with the Code of Virginia, Sections 54.1-411 (business entities) or 13.1-549 (professional corporations) or (2) it is exempt from registration because of its status as a sole proprietorship, as defined in the statute. By submitting a signed proposal, an offeror certifies that it has the required registration or is exempt from the requirement. The County may also require an offeror to provide proof of registration or exemption. For further information on the registration requirement, contact the Board at the Virginia Department of Commerce, 3600 West Broad Street, Richmond, Virginia 23230, telephone number (804) 367-8500.

14. AUTHORITY TO TRANSACT BUSINESS

Any offeror organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership must be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia, or as otherwise required by law. The proper and full legal name of the entity and the identification number issued to the offeror by the Virginia State Corporation Commission must be included on the Proposal Form. Any offeror that is not required to be authorized to transact business in the Commonwealth must include in its proposal a statement describing why the offeror is not required to be so authorized. The County may require an offeror to provide documentation that 1) clearly identifies the complete name and legal form of the entity and 2) establishes that the entity is authorized by the State Corporation Commission to transact business in the Commonwealth of Virginia.

Failure of an offeror to provide such documentation will be a ground for rejection of the proposal or cancellation of any award. For further information refer to the Commonwealth of Virginia State Corporation Commission website at: www.scc.virginia.gov.

The County reserves the right to waive this requirement at any time, for any reason.

15. EXCEPTIONS TO TERMS AND CONDITIONS

The attached draft Contract Terms and Conditions contain a number of mandatory terms, which are marked with an asterisk. Those terms are not negotiable. If an offeror objects to a mandatory term, the County will consider the proposal non-responsive.

16. INSURANCE REQUIREMENTS

Each offeror must be able to demonstrate proof of the specific coverage requirements and limits applicable to this solicitation. If the offeror is not able to do so, it may propose alternate insurance coverage in its exceptions to the County’s Terms and Conditions.

17. ARLINGTON COUNTY BUSINESS LICENSES

The successful offeror must comply with the provisions of Chapter 11 (“Licenses”) of the Arlington County Code, if applicable. For information on the provisions of that Chapter and its applicability to this solicitation, contact the Arlington County Business License Division, Office of the Commissioner of the Revenue, at 2100 Clarendon Blvd., Suite 200, Arlington, Virginia, 22201, tel. (703) 228-3060, or e-mail business@arlingtonva.us.

18. ESTIMATED QUANTITIES/NON-EXCLUSIVITY OF CONTRACTOR

The contract that will result from this solicitation will not obligate the County to purchase a specific quantity of items or services during the Contract Term. Any quantities that are included in the contract documents are the present expectations the County for the period of the contract, and the County is under no obligation to buy that, or any, amount as a result of having provided this estimate or of having had any normal or otherwise measurable requirement in the past. The County may require more goods and/or services than the estimated annual amount, and any such additional quantities will not give rise to any claim for compensation other than at the unit prices and/or rates specified in the contract.

The items or services covered by this contract may be or become available under other County contract(s), and the County may determine that it is in its best interest to procure the items or services through such other contract(s). The County does not guarantee that the selected contractor will be the exclusive provider of the goods or services covered by the resulting contract.

19. ELECTRONIC SIGNATURE

If awarded, the offeror may be required to accept an agreement and sign electronically through the County's e-signature solution, DocuSign.

http://www.scc.virginia.gov/ mailto:business@arlingtonva.us

III. INTRODUCTION TO REQUEST FOR PROPOSAL NO._N1494

The purpose of this solicitation is to procure the services of up to two firms to provide on-call construction management services on a rotational assignment basis for Arlington County facilities, including new construction and renovation projects.

BACKGROUND/PURPOSE OF SOLICITATION

The County intends to issue up to two contracts to construction management contractors. Individual task orders under the resulting contracts shall not exceed $2,500,000 per task order, and the sum of all task orders during each contract term shall not exceed $8,000,000 for all contracts combined.

Construction management contractors selected will be assigned to specific projects on a rotating basis.

However, the County, at its sole discretion, reserves the right to select consultants out of rotation when deemed to be in the best interests of the County.

A County purchase order will be issued for each task prior to the start of any work.

IV. SCOPE OF SERVICES

Selected contractors must provide project construction management services on an on-call task order basis to assist with various Arlington County facilities, construction, and renovation projects.

The Contractor must provide all personnel, supervisors, equipment, materials, transportation and incidentals to manage assigned tasks, which may include, but are not limited to any combination of the services described below. The assigned individuals will work in the County’s facilities under the direct supervision of the County staff.

A. PRE-CONSTRUCTION SERVICES

The following services may be required during project planning, design and construction phases.

1. Participate in the project planning and design process to advise the County on the constructability, material selection and availability, and cost/benefit analysis of proposed design options.

2. Prepare cost estimates at various phases in the design process, as requested by the

County Project Officer. Cost estimates must correspond to the level of design development, including conceptual, schematic, design development or final design.

Cost estimates must be prepared and presented in the Construction Specifications Institute (CSI) format and must reflect current market escalation rates to account for the planned construction schedule start date.

3. Review final design documents and drawings as for constructability, cost/benefit of design alternatives, and opportunities to minimize change order exposure by clarifying design intent. The Contractor must document and report the review findings and recommendations to the County.

4. Assist in reviewing construction bids and bidder qualifications.

B. CONSTRUCTION SERVICES

The following services may be required during a project’s construction phase.

1. Act as the County’s representative and liaison throughout the construction phase, overseeing project progress, contractor performance, quality assurance and control.

Carry out additional responsibilities as directed by the County Project Officer to ensure timely, cost-effective, and successful project delivery.

2. Review proposed construction change orders from the construction contractor and provide recommendations regarding their impact on construction cost, schedule and project requirements. Conduct a detailed analysis and breakdown of the proposed changes to evaluate their scope, necessity, value, and cost reasonableness, and provide recommendations to the County regarding approval, modification, or rejection.

3. Provide oversight on the maintenance of project records, as-built drawings and other project documents.

https://www.csiresources.org/home https://www.csiresources.org/home

4. Provide oversight on the preparation and completion by the construction contractor of remaining work items (“punch list”) following County acceptance of a project’s substantial completion.

5. Assist in preparing the final closeout and cost certification of construction contracts.

C. PROJECT MANAGEMENT SERVICES

The Contractor may be required to provide a qualified individual to act as the County’s Project Manager (PM) during the design and the construction of projects. The PM must oversee and coordinate the activities of the project architect and the construction contractor, each of whom will be under separate contract with the County. The PM must also coordinate project activities with County user groups, facilitate communication among stakeholders and manage the review and approval process of the design or construction by County regulatory staff. The required services may include, but are not limited to, the following.

1. Review design deliverables prepared by the architect for completeness and effective coordination among engineering disciplines.

2. Monitor the architect’s and the construction contractor’s progress against the contract’s milestone schedule.

3. Review the architect’s and the construction contractor’s requests for payments for alignment to actual progress and recommend approval or modification.

4. Coordinate reviews of the design documents with County user groups to obtain approval or comments and work with the architect to incorporate comments into the design documents.

5. Facilitate and attend progress meetings with key stakeholders, architects, construction contractors and clients across multiple government agencies. Gather, analyze, and document requirements.

6. Provide required design documents to the County regulatory groups responsible for review and approval of the use permit amendment, construction plans review, zoning review and other reviews as needed to obtain permits provided by the County and other regulatory bodies.

D. REVIEW AND COORDINATE COMMISSIONING SERVICES

The Contractor may be required to review and manage the following types of services throughout the project commissioning process to prepare completed buildings for occupancy and operation.

1. Review and coordinate the commission services plan prepared by the commissioning agent during the design and construction phase and retro- commissioning process to evaluate existing building conditions.

2. Review reports, studies, and other documentation prepared by third parties and provide comments and recommendations to ensure conformance with the project’s design intent and applicable requirements for U.S. Green Building Council (USGBC) LEED certification and ASHRAE Standard 90.1, as amended. Review of commissioning services must include observation of the start-up and operations verification of the mechanical/HVAC/building automation systems and electrical distribution and lighting systems.

3. Review design documents for compliance with required sustainability features by other contractors and ensure inclusion of a pre-commissioning check list and documentation in the project’s design specifications.

4. Coordinate review of operations and maintenance manuals provided by construction contractors for completeness and applicability, and report findings of the completed review to the County within the timeframe stated in each project’s specifications.

5. Provide written reports to the County Project Officer or designee on training for systems operation, and determine whether the training was conducted by the construction contractor for all equipment and systems to be commissioned.

6. Review the final commissioning report, which includes a list of any system performance discrepancies noted during commissioning and a log of when such discrepancies were resolved and completed.

E. PROCEDURES FOR TASK ORDER PROJECT ASSIGNMENT

The following are standard procedures that the County will follow to assign work to selected Contractors. The County also may elect instead to issue separate solicitations for any tasks if the Purchasing Agent determines that doing so is in the best interest of the County.

1. The County will assign a Project Officer to oversee the Contractor’s work for each task order assignment. The Project Officer for the task order will send a scope of work to the Contractor that is next in the rotation and request a fee proposal from that Contractor. The scope of work will include a description of the project, deliverables, and any required permits, licenses, and approvals. The Project Officer will advise the Contractor whether to price the work on a lump sum or hourly rate basis.

2. The Contractor must submit a Fee and Schedule Proposal for the work within ten business days of receiving a request from the County unless the assignment specifies a different deadline. The proposal must include the Contractor’s proposed methodology to perform the work, key issues and proposed solutions, and the proposed project team and resumes that highlight individuals’ key qualifications and skills and describe their responsibilities. The proposal must also include either a lump sum amount or a not-to-exceed amount, as determined by the Project Officer for the task order, derived from the fully burdened hourly rates identified in the contract and a description of all required tasks and the estimated number of hours necessary to complete each task and the entire assignment.

3. The County then will engage in negotiation with the Contractor. If the negotiation fails, as determined by the County, then the County will formally terminate the negotiation process with the Contractor and may choose to request a proposal from the next Contractor in the rotation or issue a separate solicitation.

4. The Contractor will only be authorized to proceed with work on a task order assignment as approved in writing by the County Project Officer and upon receipt of a County Purchase Order.

V. PROPOSAL REQUIREMENTS

1. GENERAL

FAILURE TO SUBMIT A PROPOSAL WITH A FULLY COMPLETED PROPOSAL FORM USING THE PROPOSAL FORM PROVIDED IN THIS SOLICITATION MAY BE CAUSE FOR REJECTION OF THE PROPOSAL. THE

PROPOSAL FORM MUST BE SIGNED BY A PERSON LEGALLY AUTHORIZED TO BIND THE OFFEROR.

The offeror’s proposal must address the Proposal Submittal Elements below, in the order listed, and must not exceed any stated page limitations. The proposal must be in 8 ½” x 11” layout, single-spaced, and the type size must not be less than 10-point.

Proposals and all documents related to this solicitation become the property of the County upon receipt.

2. PROPOSAL SUBMISSION

The submitted Proposal Form must be fully executed. A proposal may be rejected if the Proposal Form is not signed in the designated space by a person authorized to legally bind the offeror.

The offeror name on the electronic proposal submittal shall be the same as the Contractor/Vendor name on the uploaded W9 Form and the registration in PRISM+ to be considered a valid response.

ONLY ELECTRONIC SUBMISSION IS ALLOWED. NO PROPOSAL SUBMITTED VIA MEANS OTHER THAN

PRISM+ ELECTRONIC UPLOAD WILL BE ACCEPTED.

The proposal must be submitted no later than the date and time specified in this solicitation. The PRISM+ system will not accept responses after the close date and time. Timely submission is the sole responsibility of the offeror.

Arlington County is not responsible for late submissions, missed Addendums, or questions not submitted before the last date and time to submit.

Proposals and all documents uploaded/submitted to Arlington County by an offeror become the property of the County upon receipt.

The County may reject any proposal that modifies or supplements the solicitation requirements.

3. OFFEROR’S RESPONSIBILITY FOR ERRORS OR OMISSIONS IN DOCUMENTS

Each offeror is responsible for having determined the accuracy and/or completeness of the solicitation documents, including electronic documents, upon which it relied in making its proposal and has an affirmative obligation to notify the Arlington County Purchasing Agent immediately upon discovery of an apparent inaccuracy or error in or omission from the solicitation documents.

If the successful offeror is aware of such an error or omission and has not notified the County Purchasing Agent, the offeror must perform any work described in such incomplete or missing documents at no additional cost to the County.

4. PROPOSAL STANDARDS

Proposals submitted in response to this solicitation should be accurate and grammatically correct and should not contain spelling errors.

5. EXPENSES INCURRED IN PREPARING PROPOSAL

The County accepts no responsibility for any expense incurred by any offeror in the preparation or presentation of a proposal or related in any way to an offer.

6. PROPOSAL EVALUATION CRITERIA AND WEIGHTS

The County will evaluate proposals that meet the above-stated requirements using the following criteria:

Evaluation Criteria Points Introduction of Offeror 5 Project Approach and Understanding 35 Skills and Experience of the Project Team 35 Project References 25

TOTAL 100

7. PROPOSAL SUBMITTAL ELEMENTS

The County may elect not to evaluate proposals that do not contain all requested content. Each of the proposal elements should be provided in the order listed below.

A. EXECUTED FORMS

1. Proposal Form: original as detailed above.

2. Conflict of Interest Statement: included in the Proposal Form document.

3. Addendum Acknowledgment Form(s): provided with any RFP addendum(s).

B. MANDATORY REQUIREMENTS

The following requirement is mandatory. If the County concludes after its initial review of a submitted proposal that the Mandatory Requirement is not met, the proposal will be considered non-responsive and will not be evaluated further.

The offeror may not take exceptions to any provisions of the draft Contract Terms and Conditions that are attached to this solicitation.

C. INTRODUCTION OF OFFEROR– 5 Points Letter of Introduction (one page). This letter should briefly introduce the Offeror to the County, including a description of the firm and its history, size and principal activities. Also include a statement of the firm’s familiarity with Arlington County, which will not be included in scoring the proposal.

D. PROJECT APPROACH AND UNDERSTANDING– 35 Points (Maximum of 15 pages)

Demonstrate resources, ability and capability to provide services as described in the Scope of Services.

1. Describe your understanding of the County’s intent for this RFP, including at a minimum the proposed methodology for delivering the required services and a workflow diagram or description of the steps that would be taken to accomplish the tasks.

The Offeror may provide additional tasks not described in the Scope of Services that the Offeror deems essential for successful completion of each task.

2. Describe innovations or novel approaches for assigned tasks and projects.

3. Describe your Quality Assurance/Quality Control Program (QA/QC), which must include

(a) staff training, (b) project monitoring, report writing and documentation procedures and (c) personnel/positions responsible for QA/QC.

E. SKILLS AND EXPERIENCE OF PROJECT TEAM 35 Points

(Maximum of 10 pages)

4. Provide an organization chart and credentials of the proposed project team, including the name and role of each team member.

5. Describe the inter-relationships of the proposed project team, including the Offeror’s basic approach to the management of the Scope of Services, including the reporting hierarchy of staff and sub-consultants, procedure for conflict resolution and individual(s) responsible for coordination of the separate components of the Scope of Services.

6. Provide a one-page resume for the proposed team member(s) for each position below, listing the name, experience and qualifications, such as professional registration, registration number and relevant certifications. Professional staff must have training, experience and certifications as required by all applicable federal, state and local laws and regulations.

• Principal

• Cost Estimator

• Mechanical Engineer

• Electrical Engineer

• Structural Engineer

• Civil Engineer

• Geotechnical Engineer

• Architect

• Project Manager

• Technical Support (drafting and CAD operators)

7. Identify the team member(s) who possess specific training, certification and proficiency with the USGBC LEED program and ASHRAE 90.1-2010. The Offeror must have at least one Professional Commissioning personnel who is certified LEED AP by the United States Green Building Council (USGBC) to perform commissioning services and ASHRAE 90.1-199, as amended, and has conducted at least one LEED Certified

(minimum Silver) project with successful results within the past three years. The project must have had a minimum project cost of $2.5 million.

8. State which proposed team members have experience on the projects identified in the proposal, including name, project name and role in the project.

9. Provide information (one page) regarding the proposed sub-consultants, including firm experience; sub-consultant primary office location for services performed during this project; primary contact information, including name, email and phone number; and a list of relevant projects completed.

F. PROJECT REFERENCES – 25 Points

(Maximum of 10 pages)

Provide the following:

1. Five or more client references for projects conducted within the past three years of similar size and scope as set forth in the Scope of Services.

2. One LEED Certified (minimum Silver) building for which the Offeror provided services within the past three years of similar size and scope as set forth in the Scope of Services.

3. List of three retro-commissioning projects conducted with the past three years.

Ensure that the basic components of each project, including any required performance requirements, are identified and adequately explained in the text. The description should document how the task or project was performed in conjunction with the overall project.

The projects must have been provided for different clients. At a minimum, one project must have been performed for a local, state or federal government agency.

Each reference must include the following:

• Project name, location

• Project description and services provided

• Client name and contact information, including e-mail address, telephone number

• Project proposed costs, final project costs, and description of variance, if applicable

• Project completion period, actual completion date, and description of variance, if applicable

VI. CONTRACT TERMS AND CONDITIONS

THE FOLLOWING AGREEMENT WILL BE EXECUTED BY THE COUNTY AND THE SUCCESSFUL OFFEROR.

BLANKS WILL BE COMPLETED DURING CONTRACT NEGOTIATIONS. NON-NEGOTIABLE PROVISIONS THAT ARE REQUIRED BY VIRGINIA LAW OR BY THE ARLINGTON COUNTY PURCHASING RESOLUTION ARE INDICATED BY AN ASTERISK (*). THIS AGREEMENT IS SUBJECT TO REVIEW BY THE COUNTY ATTORNEY

BEFORE BEING SUBMITTED TO THE SUCCESSFUL OFFEROR FOR SIGNATURE.

ARLINGTON COUNTY, VIRGINIA

OFFICE OF THE PURCHASING AGENT

SUITE 500, 2100 CLARENDON BOULEVARD

ARLINGTON, VA 22201

AGREEMENT NO. ______

THIS AGREEMENT is made, on the date of execution by the County, between ____Contractor’s name__ (“Contractor”), a name of state jurisdiction listed on SCC check______ type of entity (i.e., corporation) , authorized to do business in the Commonwealth of Virginia with a place of business at ___address______, and the County Board of Arlington County, Virginia (“County”). The County and the Contractor, for the consideration hereinafter specified, agree as follows:

1. CONTRACT DOCUMENTS

The “Contract Documents” consist of:

This Agreement Exhibit A – Scope of Work Exhibit B – Contract Pricing Exhibit C – Contractor Performance Evaluation Form

Where the terms and provisions of this Agreement vary from the terms and provisions of the other Contract Documents, the terms and provisions of this Agreement will prevail over the other Contract Documents, and the remaining Contract Documents will be complementary to each other. If there are any conflicts, the most stringent terms or provisions will prevail.

The Contract Documents set forth the entire agreement between the County and the Contractor. The County and the Contractor agree that no representative or agent of either party has made any representation or promise with respect to the parties’ agreement that is not contained in the Contract Documents. The Contract Documents may be referred to below as the “Contract” or the “Agreement”.

2. SCOPE OF WORK

The Contractor agrees to perform the services described in the Contract Documents (the “Work"). As detailed in the “Scope of Work” (Exhibit A), the primary purpose of the Work is to provide construction management services. It will be the Contractor's responsibility, at its sole cost, to provide the specific services set forth in the Contract Documents and sufficient services to fulfill the purposes of the Work.

Nothing in the Contract Documents limits the Contractor's responsibility to manage the details and execution of the Work.

3. PROJECT OFFICER

The performance of the Contractor is subject to the review and approval of the County Project Officer, who will be appointed by the Director of the Arlington County department or agency requesting the Work under this Contract.

4. CONTRACT TERM

Time is of the essence. The Work will commence on __________, 20____ and must be completed no later than ___________20 ____ ("Initial Contract Term"), subject to any modifications provided in the Contract Documents. Upon satisfactory performance by the Contractor the County may, through issuance of a bilateral Notice of Renewal, authorize continuation of the Agreement under the same contract prices for not more than four additional 12-month periods, from ____________, 20____ to ____________, 20____ (each a "Subsequent Contract Term"). The Initial Contract Term and any Subsequent Contract Term(s) are together the “Contract Term”.

5. CONTRACT AMOUNT

The County will pay the Contractor in accordance with the terms of the Payment section below. Fee proposals for task order assignments shall be prepared by the Contractor using the fully burdened hourly rates for the positions defined in Exhibit B for the Contractor’s completion of the Work as required by the Contract Documents. The fully burdened hourly rates shall include all costs and expenses of providing the services described in this Contract to the County. Items determining the fully burdened hourly labor rates may include employee benefits, support staff, overhead, profit, and other indirect costs.

If the task order assignment will be billed on a lump sum basis, then the Contractor shall provide a monthly invoice based on an estimated percentage of the total work that was completed on the task order, subject to the task order Project Officer’s acceptance of the work.

If the task order assignment will be billed on an hourly rate basis, then the Contractor shall bill only time spent by the Contractor’s employees on work assigned by County staff and timesheets must be submitted by the Contractor as back-up documentation to each invoice. No overtime pay will be allowed under this Contract. If the work is being billed on an hourly rate basis, then the hourly rates used at the time of task order execution will hold firm through the life of the task order.

The total value of each individual project shall not exceed the per task order dollar limit specified by the Arlington County Purchasing Resolution, which currently is $2,500,000, and the sum of all projects performed in one contract year under all Specialization Areas shall not exceed the total annual dollar limit specified by the Arlington County Purchasing Resolution, which currently is $8,000,000. The County will not compensate the Contractor for any goods or services beyond those included in Exhibit A unless those additional goods or services are covered by a fully executed amendment to this Contract. Additional services will be billed at the rates set forth in Exhibit B unless otherwise agreed by the parties in writing.

6. CONTRACT PRICE ADJUSTMENTS

The Contract Amount/unit price(s) will remain firm until ___________________________ (“Price Adjustment Date”). To request a price adjustment, the Contractor or the County must submit a written request to the other party not less than 90 days before the Price Adjustment Date. Adjustments to the Contract Amount/unit price(s) will not exceed the percentage of change in the U.S. Department of Labor Consumer Price Index, for Washington-Arlington-Alexandria, DC-VA-MD-WV, All Items, All Urban Consumers (“CPI-U”) for the 12 months of statistics available at the time of the Contract’s renewal.

Any Contract Amount/unit price(s) that result from this provision will become effective the day after the Price Adjustment Date and will be binding for 12 months. The new Price Adjustment Date will be 12 months after the price adjustment.

If the Contractor and the County have not agreed on a requested adjustment by 30 days before the Price Adjustment Date, the County may not renew the Contract, whether or not the County has previously elected to renew the Contract’s term.

7. CODE AND REGULATORY COMPLIANCE

The Contractor is responsible for completing the design work and administering the construction phase of any project in accordance with the Department of Environmental Services (DES) Contractor Safety Standards, Virginia Uniform Statewide Building Code, the Arlington County DES Infrastructure Design Standards, the Arlington County DES Construction Standards and Specifications, the Arlington County Telecommunication Cabling Standards, the ANSI Commercial Building Telecommunication Standards and other applicable federal, state, and/or local regulatory requirements. If any Contractor violation of a Code, standard or regulation results in a construction change order, the Contractor will be liable for any additional costs to the County, including costs of re-design, any additional construction costs and costs of delay.

8. STANDARD OF CARE

The County is entering into this Contract in reliance on the Contractor’s experience and abilities with respect to performing the services hereunder. In performing the Work, the Contractor will ensure that it and its agents and employees exercise the degree of skill and care that is normally accepted by members of the same profession currently practicing under similar conditions in the same locality (“Customary Standard of Care”). The Contractor will re-perform, without additional compensation, any services not meeting this Customary Standard of Care.

The Contractor will be responsible for the professional quality, completeness, technical accuracy and coordination of all designs, drawings, specifications, costs estimates and other services or materials provided, regardless of whether such drawings and documents are prepared by the Contractor or the Contractor’s consultants. The plans, drawings, specifications and other documents that the Contractor prepares must be free from material errors, complete and appropriate for the purposes intended; and the project, if constructed in accordance with such plans, drawings, specifications, and other documents, will be structurally sound and complete and a properly functioning facility suitable for the purposes for which it is intended.

The Contractor is responsible for all costs and expenses incurred by the County, including increased construction costs, when such costs and expenses are the result of any violation of this Standard of Care section. The County’s review, approval or acceptance of or payment for any services required under this Contract does not release the Contractor from any liability for breach of this Standard of Care.

9. PAYMENT

The County will pay the Contractor monthly according to the provisions of this section. By the tenth day of each month, the Contractor will submit to the Project Officer an invoice describing the total work done during the preceding month, broken out by task. The Project Officer will either approve the invoice or require corrections. The County will pay the Contractor within 45 days after receipt of an approved invoice. All payments will be made from the County to the Contractor via ACH.

The Contractor also must submit to the County’s Project Officer its W-9 Form, which will include its Federal Employer Identification Number (“FEIN”) or Social Security Number (“SSN”), whichever is applicable, before the County can process payment to the Contractor under the Contract.

The invoice must be based on an estimated percentage of the total work under each task that was completed during the month, subject to the Project Officer's acceptance of the work and the estimate. If the Contractor has already been paid 90% of the total amount allocated for any task and work under that task is not complete, the County will pay the remaining amount due for that task only upon completion of the task. The County will not pay more than amount allocated for any task, regardless of the number of hours spent or the amount of expenses incurred by the Contractor to complete the task.

The number of the County Purchase Order by which shipments have been made or services have been performed must appear on all invoices.

10. ADJUSTMENTS FOR CHANGE IN SCOPE

The County may order additions, deletions and other revisions in the Work within the general scope of the project. If the Contractor believes that any change is not within the scope of the project or warrants additional compensation, the Contractor must notify the Project Officer as soon as the County requests the change; and the Contractor must then provide written notice of its position to the Project Officer within ten calendar days. The Contractor’s notice must detail and document the basis for the claimed amount of additional compensation. The Contractor will not receive any additional compensation pursuant to this paragraph unless the parties execute a written Contract amendment and the County issues a purchase order consistent with the amendment.

11. REIMBURSABLE EXPENSES

Only reasonable project-related expenses identified in Exhibit ____ will be reimbursed. The Contractor will charge allowed reimbursable expenses on a unit-price basis and must provide verified invoices. The total amount paid for project-related expenses will not exceed the amount shown in Exhibit B.

12. * PAYMENT OF SUBCONTRACTORS

The Contractor is obligated to take one of the two following actions within seven days after receipt of payment by the County for work performed by any subcontractor under this Contract:

a. Pay the subcontractor for the proportionate share of the total payment received from the County attributable to the work performed by the subcontractor under this Contract; or

b. Notify the County and the subcontractor, in writing, of the Contractor's intention to withhold all or a part of the subcontractor's payment, with the reason for nonpayment.

The Contractor is obligated to pay interest to the subcontractor on all amounts owed by the Contractor to the subcontractor that remain unpaid after seven days following receipt by the Contractor of payment from the County for work performed by the subcontractor under this Contract, except for amounts withheld as allowed in subsection b., above. Unless otherwise provided under the terms of this Contract, interest will accrue at the rate of 1% per month.

The Contractor must include in each of its subcontracts, if any are permitted, a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor.

The Contractor's obligation to pay an interest charge to a…