848407vadot161202.pdf

DGS-30-300

(Rev. 07/22) Page 1 of 8

REQUEST FOR PROPOSALS

RFP# 161202 Issue Date: September 25, 2026

Title: RFP161202 A/E SERVICES FOR LYNCHBURG Mt. AIRY AHQ COMBO

Commodity Code: PROFESSIONAL SERVICES – 90607, 92533

Issuing Agency & Address: Commonwealth of Virginia Virginia Department of Transportation (VDOT) Attention: I-Nubia Reid

Location of Work: Lynchburg, Virginia

Period Of Contract: Single project services

All inquiries for information should be directed to: I-Nubia Reid, via email at:

I-Nubia.Reid@vdot.virginia.gov. No questions will be answered Orally. Questions should be received by 2:00pm EST October 1, 2026.

MAILED OR HAND DELIVERED PROPOSALS: Paper or hand-delivered proposals will not be accepted in response to this solicitation.

ALL RESPONSES TO THIS RFP MUST BE SUBMITTED ELECTRONICALLY ONLINE VIA

eVA. See Section VI.

Sealed proposals for furnishing the services described herein will be received until 1:00 p.m. local time on October 26, 2026. Proposals must reach the above address by the deadline stated.

In compliance with this Request For Proposals, which includes the attached Table of Contents and all provisions and appendices attached and referenced therein, and subject to all the terms and conditions set forth herein, the undersigned offers and agrees to furnish the services described in the RFP cited above and submit this signed proposal which includes this completed and signed page, the completed and signed Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6 and other data as required by the RFP. It is understood that this proposal and the scope of services may be modified by mutual agreement in subsequent negotiations.

Name And Address of Offeror: Date:

_________________________________ By_______________________________ (Signature in Ink)

_________________________________ Typed Name:_______________________

_______________________Zip: Title:____________________________

FEIN/SSN # _______________________ Telephone No.( ) _______________

PRE-PROPOSAL CONFERENCE: A pre-proposal conference will not be held.

mailto:%20I-Nubia.Reid@vdot.virginia.gov

(Rev. 07/22) Page 2 of 8

TABLE OF CONTENTS

Section No. Description Page No.

I Applicability of the A/E Manual 3

II Purpose 3

III Background 3

IV Scope of Services 4

V Participation of Small Businesses and Micro Businesses 5

VI Proposal Requirements 5

VII Evaluation and Award of Contracts 6

VIII Fees 8

IX Attachments 8 eVA Vendor Registration: The offeror shall be a registered vendor in eVA. See the attached eVA Vendor Registration Requirements.

NOTE: Electronic copies of A/E Data Forms AE-1 through AE-6 (DGS-30-004) and the Micro Businesses, Small Businesses, and Businesses Owned by Women and Minorities and Service Disabled Veterans Form (DGS-30-360) are available for download at the following website:

https://dgs.virginia.gov/engineering-and-buildings/documents-and-forms/deb

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I. APPLICABILITY OF THE A/E MANUAL

The Architectural/Engineering (A/E) Manual shall apply to the contract awarded pursuant to this RFP and is incorporated by reference herein in its entirety.

Offeror's attention is directed to Chapter 2, Definitions, for definitions of terms used in this Request for Proposal (RFP). The terms "Agency" and "Owner" are used interchangeably in the material referenced in this RFP and mean the public body issuing this solicitation for services and with whom the successful A/E Offeror will enter into an agreement.

Offeror's attention is also directed to the Terms and Conditions of the A/E Contract (CO-3a).

II. PURPOSE

The purpose of this RFP is to solicit proposals with the intent to enter into a contract through competitive negotiations for the professional services of an A/E firm, authorized to do business in the Commonwealth of Virginia, with experience in design documentation, bidding, and construction phase services required to solicit, through public bid, a contractor to perform the necessary work. All work must be conducted in accordance with the CPSM. The project is generally described as the construction of a 20 FTE Combo Building with an estimated square footage of 4,999.

The selected Architectural & Engineering firm will be responsible for developing complete site and building plans, coordinating with the Department of Engineering and Buildings (DEB) to obtain necessary permitting approvals, and providing project management and construction‑phase support, including progress inspections.

All work and services must be performed in accordance with the most recent version of the Commonwealth of Virginia Construction Professional Services Manual (CPSM).

The A/E shall provide professional services for the project described in Section III of this RFP consistent with the A/E Manual, as revised, and latest directives issued by DEB concerning construction and professional services for new and renovated State buildings.

III. BACKGROUND

The Mt. Airy AHQ office, built in 1967, spans just 576 square feet, was not designed to accommodate current staffing and expanding workload. AHQ maintains 660 lane miles of roads, including 11 miles of US Route 29, a Corridor of Statewide Significance. Traffic has surged from 3,820 vehicles/day to 13,000. Building replacement is critical for efficiency, to ensure the safety, health, and morale of the workforce and meet the needs of the traveling public. The building cannot be adapted to meet current or future operational demands. The structure is in poor condition and would require costly upgrades to electrical, ventilation, plumbing, and other systems to meet current codes. The septic system is failing, and the adjacent site will not accommodate replacement. The building lacks fresh or conditioned air relying instead on outdated space heater/small window air conditioner. Insufficient restroom space, no shower stalls. Does not meet needs for meetings, offices, breakroom. Does not meet current building, fire, safety, health, or ADA requirements. No maintenance bays making work during inclement weather. Significant limitations in technology, ergonomics, and workflow within the existing structure.

Building has outlived its usefulness and is beyond the point of economical repair or upgrade.

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IV. SCOPE OF SERVICES:

1) The selected A/E shall furnish all expertise, labor and resources for complete design and construction period services for the project in accordance with the requirements of the A/E Manual. The following generally highlights the services that the A/E will be required to perform:

A. Refine, clarify, and define the Agency’s project description, data, and requirements as necessary to develop a Schematic design of the project which meets the Agency’s requirements and is within the stipulated “design-not-to-exceed” construction budget.

Respond to all DEB and other agency review comments and resolve outstanding design issues at the various phases by taking appropriate action in the design of the project.

B. Develop a Preliminary Design submission consistent with the requirements of the A/E

Manual. Respond to all DEB and other agency review comments and resolve outstanding design issues prior to submission of construction documents.

C. Provide complete construction contract documents with professional seals and signatures in accord with the procedures of the A/E Manual. Documents must be complete and ready for bidding not later than 10(ten) months after Contract Award.

D. Assure that the construction contract documents are in conformance with generally accepted architectural and engineering practices and comply fully with all applicable codes and regulations including, but not limited to, the Virginia Uniform Statewide Building Code, and the accessibility standards referenced in the CPSM.

E. Provide specifications which reflect current requirements, standards and product availability.

F. Where applicable, develop and prepare construction documents for an Erosion and Sediment

Control Plan and a Stormwater Management Plan. Obtain approvals from required Agencies.

G. Where applicable, coordinate entrance design with and obtain approval from the Virginia

Department of Transportation office having jurisdiction.

H. Coordinate the design of utility connections with local utility provider(s) and obtain necessary approvals. Agency will pay filing fees and connections charges, as required.

I. Prepare A/E cost estimates for the project per the A/E Manual.

J. Represent the Agency by presenting necessary oral and/or graphic presentations to State

Agencies such as the Art and Architectural Review Board, the Division of Engineering and Buildings or any other group having interest in the project.

K. Complete all forms and documents in formats required by the A/E Manual and process in accord with the Agency's instructions.

L. Provide services to assist the Agency in the bidding and award of the construction contract.

M. Provide services for the construction phase, as required by the A/E Manual, for the administration of the contract.

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2) DELIVERABLES:

The deliverables shall include the following at a minimum:

A. Schematic Design submission

B. Preliminary Design submission

C. Construction documents

D. Programming documents

E. Engineer’s Cost Estimates

F. Permit application packages

G. Bid phase support

H. Construction administration

I. Final record drawing review

3) KEY PERSONNEL:

Key personnel identified in the proposal shall remain assigned to the project unless substitution is approved in writing by VDOT. Substitute personnel shall possess qualifications equal or greater than those originally proposed.

V. PARTICIPATION OF SMALL BUSINESSES AND MICRO BUSINESSES:

Under Executive Order 35 (2019), Cabinet Secretaries and all executive branch agencies are directed to continue and advance the following on a race and gender-neutral basis: exceed a target goal of 42% on discretionary spending with small businesses certified by DSBSD (the Virginia Department of Small Business and Supplier Diversity).

Owner’s Small Business Participation Goal: 42%

VI. PROPOSAL REQUIREMENTS:

A. Proposals shall be signed by an authorized representative of the A/E. By submitting a proposal, the Offeror certifies that all information provided in response to this RFP is true and accurate. Failure to provide information required by this RFP will ultimately result in rejection of the proposal.

B. Proposals should be prepared simply and economically, providing a straightforward, concise description of the A/E's capabilities for satisfying the requirements of the RFP. Emphasis should be on completeness and clarity of content.

C. The Offeror’s proposal shall include: the completed and signed RFP cover page 1; and the completed and signed Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6; The proposal shall be electronically submitted.

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D. All documentation submitted with the proposal shall be included in that single bound volume.

Elaborate brochures and other representations beyond those sufficient for presenting a complete and effective proposal are neither required nor desired.

E. Any information thought to be relevant, but not specifically applicable to the enumerated scope of Work, may be provided as an appendix to the proposal. If publications are supplied by the Offeror to respond to a requirement, the response should include reference to the document number and page number. Publications provided without such reference will not be considered relevant to the RFP.

F. To reduce the effort and expense of responding to RFP's, provide uniformity in the type information requested, and enhance the review and evaluation process, the standard Forms AE-1 through AE-6, ARCHITECTURAL/ENGINEERING FIRM DATA (DGS-30-004), shall be used by A/E's responding to State agency RFP's.

G. Descriptions of these forms and instructions for completing the forms are included in the A/E

Manual. Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6 are available for download at the https://dgs.virginia.gov/engineering-and-buildings/documents-and-forms/deb website.

VII. EVALUATION AND AWARD OF CONTRACTS:

A. Evaluation Criteria: Proposals shall be evaluated by the Agency using the following criteria:

Evaluation Criteria

Weight

Expertise, experience, and qualifications of the A/E's primary designer in each relative discipline for providing the services described in Section V, Scope of Services

Geographic location of the A/E's office where work will be performed in relation to the project location(s).

Current and projected workload, plan to complete the work and ability to complete the work in a timely manner.

Expertise and past experience of the A/E in providing services on projects of similar size, scope and features as those required on this project.

Qualifications and experience of the A/E's project manager to be assigned to this project.

A/E's recent (past 10 years) experience / history in designing projects within an established "Design-not-to-exceed" budget.

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A/E's experience in providing services in conformance to the State's Construction and Capital Outlay procedures including Codes, Standards, Accessibility and Building Efficiency.

Use of SBSD certified small businesses as consultants, subcontractors, suppliers or support services.

Size of the firm relative to the size of the project(s).

Financial Responsibility as evidenced by the A/E's carrying Professional Liability Insurance.

Total 100

Generally, the selection committee will consider the A/E's overall suitability to provide the required services within the project's time, budget and operational constraints, and it will consider the comments and/or recommendations of the A/E's previous clients, as well as other references.

B. AWARD OF CONTRACT: After evaluation of the Proposals received in response to the RFP, the Agency shall engage in individual discussions and interviews with two or more Offerors deemed fully qualified, responsible and suitable on the basis of initial responses, and with professional competence to provide the required services. Repetitive informal interviews are permitted. Offerors shall be encouraged to elaborate on their qualifications, performance data, and staff expertise relevant to the proposed contract. Offerors may also propose alternate concepts or methodology. At the conclusion of the informal interviews and on the basis of evaluation factors set forth in Section VIII and the information provided and developed in the selection process to this point, the Agency shall rank, in the order of preference, the interviewed Offerors whose professional qualifications and proposed services are deemed most meritorious. Negotiations shall then be conducted with the Offeror ranked first. If a contract satisfactory and advantageous to the Agency can be negotiated at a fee considered fair and reasonable, the award shall be made to that Offeror. Otherwise, negotiations with the Offeror ranked first shall be formally terminated and negotiations conducted with the Offeror ranked second, and so on, until such a contract can be negotiated at a fair and reasonable fee.

Should the Agency determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one offer is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that Offeror.

Proprietary information from competing Offerors (including any data on estimated manhours or rates and the plan for accomplishing the scope of work) will not be disclosed to the public or to competitors, provided such information is duly marked as "Proprietary Information" by the Offeror and the designation is justified as required by Section 2.2-4342, Code of Virginia, as revised.

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VIII. FEES:

The fee for services shall be negotiated on a lump sum basis considering the Scope of Services required, the estimated manhours required for each level/discipline and the typical labor rates for the various skill levels required for the work. The Memorandum of Understanding prepared by the Agency will document the negotiated acceptable labor rates for the various levels/disciplines and these rates will be used for any hourly rate work of the A/E that is authorized by the Agency.

IX. ATTACHMENTS

Attachment A: eVA Vendor Registration Requirements (DGS-30-384)

Attachment B: Micro Businesses, Small Businesses, and Businesses Owned by Women and

Minorities and Service Disabled Veterans Form (DGS 30-360) – provided as example only

Attachment C: Architectural/Engineering Firm Data, Forms AE-1 through AE-6 (DGS-30-004) – provided as example only

Attachment D: Proprietary/Confidential Information Summary Form