Architectural Services RFP 2024.docx

Request for Proposals #2024-001

County of Greene

COUNTY ADMINISTRATION

PO Box 358 40 Celt Road Stanardsville, VA 22973

Request for Proposals

RFP # 2024-002

Architectural Services

This procurement is governed by the Virginia Public Procurement Act and the County of Greene’s Procurement Policy. All terms and conditions of those documents are hereby adopted and made a part of this notice.

Contact Information:

Questions concerning sealed bids should be in writing addressed to:

Mike Taylor Director of Facilities County of Greene mstaylor@gcva.us

Date Issued: July 15, 2024 Date & Time of Closing: Aug. 2, 2024, at 4:30 p.m.

TABLE OF CONTENTS

IFB #2024-003 GENERATOR REPLACEMENT

1.0 PURPOSE 3

2.0 SCOPE OF WORK 3

3.0 TERMS AND PROPOSAL CONTENT AND FORMAT 4

4.0 SELECTION POLICIES 5

5.0 SELECTION COMMITTEE AND PROPOSAL EVALUATION CRITERIA 5

6.0 SUBMISSION REQUIREMENTS 6

7.0 INQUIRIES 6

1.0 PURPOSE

The intent of this Request for Proposal (RFP) is for the County of Greene, Virginia (County) to obtain proposals from qualified architectural firms (Firm) to include, but not limited to, undertaking the role of primary consultant for the planning and redesign of office space within two buildings in the County. It is anticipated that one firm will be selected using the competitive negotiation procedure for professional services, as outlined in the Virginia Procurement Act.

To be considered, the firm shall return proposal documents to: Greene County Administration, 40 Celt Road, PO Box 358, Stanardsville, VA 22973, in a sealed envelope. Mark the outside of your envelope with Request for Proposals RFP #2024-001.

Proposals, to include addenda or changes to a response, shall not be accepted via Fax machine, email, orally, or via telephone.

Time is of the essence and any proposal received after the announced time and date for submittal, whether by mail or otherwise, will be rejected. The time of receipt shall be determined by the Greene County Administrative Office.

Nothing herein is intended to exclude any responsible Firm, his/her product or service, or in any way restrain or restrict competition.

All questions regarding this RFP shall be submitted via email to Mike Taylor, Director of Facilities, at mstaylor@gcva.us.

2.0 SCOPE OF SERVICES

The selected Firm shall undertake the role of a prime consultant for the planning and redesign of office space at two County buildings. The potential work may include, but is not limited to:

· Performing site studies, condition analyses leading to preparation of facility layouts and architectural designs

· Consulting services related to architectural concerns

· Preparation of final construction documents, complete with approval from Local authorities. Documents shall include, but are not limited to:

· Architectural plans and details

· Schedule plans, as appropriate

· Electrical plans, details, and schedule as appropriate

· Mechanical plans, details, and schedules as appropriate

· Research and design for all required permits associated with the project

· Preparing complete bid packages and approved by the County Administrator, including general specifications, drawings, and final contract documents, suitable for public bidding

· Assisting in identifying and contacting potential bidders

· Producing and reproducing bid documents

· Attending pre-bid meetings

· Assisting County Administrator with the review and verification of bid validity

· Making recommendations for award of contract to County

· Providing a full set of “As-Built Plans,” to the County upon project completion

3.0 TERMS AND PROPOSAL CONTENT AND FORMAT

A. Codes, Permits, Fees, Licenses, and Notices

a. It is the responsibility of the Firm to maintain all required licensing and training for his/her employees to provide the services as stated in this RFP.

b. The Firm shall supply copies of all licenses to Greene County, upon request.

c. A Greene County Business License will be required by the selected vendor. Please contact the Commissioner of Revenue at ktate@gcva.us for more information. A Firm without a Greene County Business License may submit a bid but will be required to get one prior to starting work. The Firm is responsible for the cost to acquire the license.

d. The selected Firm is responsible for any necessary building permits and shall include these costs in their respective bid price. Please contact the Greene County Building Department at inspections@gcva.us for information.

B. Submittals

a. Qualified Firms shall provide appropriate information in accordance with the content and format requirements of this Request for Proposal. The Firm’s proposal shall be organized in the following order:

i. Transmittal Letter

ii. Table of Contents

iii. Firm Overview

1. Provide a brief overview of your firm, including the size of organization, type of services provided, and a description of organization structure. State the location of the office(s) from which the work is to be performed and list pertinent information regarding the office(s), such as the number of personnel available to provide services for this project.

iv. Qualifications and Experience

1. The Firm shall submit a list of at least two similar projects that were publicly bid on. Project for local government preferred. Provide the dates of services provided, and project completed for each. Highlights for each project should be included and limited to one page for each project.

v. Proposal Work Plan, Approach, and Timelines

1. Provide a detailed description of the Work Plan, Approach, and Timeline that you propose using to meet the objectives listed in Section 2.0.

2. Specify the level of involvement and specific tasks you will require from the County of each objective.

3. Describe the processes to be used and the deliverables to be produced.

vi. Proposed Firm staff and their qualifications

vii. Listing of proposed subconsultants

viii. Proprietary Information

ix. Reference List

4.0 SELECTION POLICIES

The County reserves the right to accept or reject any or all proposals received as a result of this request, or to modify or cancel in part or in its entirety the Request for Proposal if it is in the best interest of the County to do so. The Request for Proposal does not commit the County to award a contract, to pay costs incurred in the preparation of a proposal for this request, or to procure or contract for services.

The County will select a consultant for Firm to provide the services requested using the Competitive Negotiation procedure for Professional Services as outlined in the Virginia Public Procurement Act.

A selection committee shall evaluate and rank each proposal based on the established selection criteria included within this Request for Proposal. The final ranking of the individual Firms shall be based on a majority decision. The County reserves the right to immediately enter into negotiations without performing interviews if a proposal is clearly the top-ranking proposal received. Negotiations shall begin with the highest-ranking Firm deemed to be fully qualified and best suited among those submitting proposals, on the basis of the factors stated in this Request for Proposal. In the event that negotiations with the highest-ranking firm cannot be concluded with agreeable terms, the County shall initiate negotiations with the next highest-ranking Firm until a satisfactory agreement is reached. The County shall select the offeror which, in its opinion, has the best qualifications and provides the best value, and shall award the contract to the offeror, as determined to be in the County’s best interests.

The County prohibits discrimination and requires compliance with state and federal immigration laws as defined under the Code of Virginia Chapter 43 Virginia Public Procurement Act. The County is an equal opportunity employer and encourages participation of small businesses, minority owned businesses, women owned businesses and service-disabled veteran owned businesses in all procurement activities.

The County does not discriminate against an offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment. MBE/WBE firms are encouraged to submit.

Any offeror who desires to protest the contract award shall submit such protest in writing to the County no later than 10 days after the announcement of the award.

5.0 SELECTION COMMITTEE AND PROPOSAL EVALUATION CRITERIA

A selection committee will be formed to review the proposals. The selection committee evaluation and selection process will be used to determine the most qualified Firm. Evaluation criteria will generally involve relevant experience, specific expertise, and performance references on previous projects. The following criteria will be considered in evaluating the proposals:

5.1 Qualifications and Experience (40 points)

5.2 Proposal Work Plan, Approach, and Timelines (35 points)

5.3 Proposed Firm staff and their qualifications (25 points)

6.0 SUBMISSION REQUIREMENTS

Submittals shall be prepared providing a straightforward, concise description of the Firm‘s capabilities to satisfy the requirements of the Request for Proposal. Emphasis should be on completeness and clarity of content. Elaborate brochures and other representations beyond that sufficient to present a complete and effective proposal are not required or desired. Submit three copies of the Firm’s proposal in a sealed envelope or package that is clearly marked as response to this Request for Proposal. Deliver proposal submittals no later than 4:30 pm on August 2, 2024. Responses received after this time will not be considered. Proposals by hand delivery, US Postal Service express mail, or private delivery service (FEDEX, UPS, etc.), should be sent to:

Cathy Schafrik, County Administrator 40 Celt Road Stanardsville, VA 22973

7.0 INQUIRIES

Clarification of the terms and conditions of this proposal should be directed to Mike Taylor, at (434) 985-5202 or mstaylo@gcva.us. All inquiries that affect the nature of the proposed contract or proposal contents will be conveyed to all parties receiving this Request for Proposals. The County shall not be responsible for any information given by way of verbal communication.

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