dgs-30-004_12-25_ae_data_forms.xlsx

XLSX spreadsheet 118 KB Posted Jun 17, 2026

Attached to: Architect/Engineering Professional Services Term Contract: RFP#6172026 State and local contract opportunity
Solicitation number: RFP-122643
Issued by: Virginia

About this file

Written by GovTribe AI · Jun 19, 2026

This file contains instructions and standardized forms (DGS-30-004, Revision 12/25) for architectural and engineering (AE) firms submitting proposals to the Commonwealth of Virginia in response to Requests for Proposals. The forms are designed for firms seeking term contracts for professional architectural and/or professional engineering services to be provided on an as-needed basis through Project Orders issued during the contract term (RFP #6172026).

Responding firms must complete and submit Forms AE-1 through AE-6, which collectively capture firm synopsis and ownership information, consultant and other office details, project staffing organization, personnel qualifications of key individuals, representative project data, and supplemental information. Form AE-1/1A requires firm name, address, years in business, ownership type, APELSCIDLA and DSBSD certifications where applicable, principal contacts, professional liability insurance information, and a list of up to five similar projects completed within the last ten years with representative project data forms. Form AE-2 requires completion for each consultant or other office providing services. Form AE-3 addresses project staffing organization and methodology, Form AE-4 provides detailed personnel qualifications for each key individual, Form AE-5 documents representative project data including owner and contractor information and construction details, and Form AE-6 allows submission of supplemental information. All forms require typed names, signatures, and dates. Firms must download forms to their computers before completing them, and deviation from the prescribed format is discouraged to facilitate review by Building Committee members.

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dgs-30-384_01-21_eva-regist1.pdf	PDF	Jun 17, 2026
VADOC - RFP_ae_term.pdf	PDF	Jun 17, 2026

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INSTRUCTIONS

DGS-30-004

(Rev. 12/25)

INSTRUCTIONS FOR COMPLETING AE DATA FORMS

FOR SUBMISSION TO COMMONWEALTH OF VIRGINIA

AGENCIES IN RESPONSE TO REQUESTS FOR PROPOSALS

GENERAL INSTRUCTIONS

DO NOT attempt to fill in these forms online. First download and save a copy to your computer, then fill in the saved copy.

Read the Specific Instructions below to assist you in completing the various AE Data forms.

Click on the sheet tabs below to go to the appropriate form.

( If you need more than one copy of a specific type of form, make a copy of this Excel file.)

Fill in the fields highlighted in yellow. You can use the tab key to move easily from field to field. You can also use

the mouse to select the field you wish fill. (On large text fields, you must use the mouse to select them, rather than the

tab key.)

Some fields contain selection lists. These fields are denoted with an arrow just to the right of the field. To select from

the list of choices, click on the arrow and then select the appropriate choice.

When complete, print the appropriate forms, assemble them in order, and submit them to the address noted in the RFP.

Be factual and concise. Remember that the Building Committee members will be reviewing numerous responses to an RFP

before selecting 3 to 5 firms for an interview.

Deviation from the prescribed format is NOT encouraged as it makes it more difficult for the

Building Committee to review submittals. Form AE-6 allows you to include other supplemental

data which is not covered on Forms AE-1 through AE-5.

SPECIFIC INSTRUCTIONS

Form AE-1 & 1A SYNOPSIS OF RESPONDING FIRM
	Insert RFP # to which response is being made.
	Insert name of Responding Firm.
	Insert name of Project and Project Code (PC #).

1	Show name, physical address, and mailing address of respondent.
	Provide telephone number and FAX # of respondent.
	Provide SSN, if Sole Proprietorship, or Federal Employer Identification Number (FEIN) for other forms of ownership.

2a,b Provide information requested.

3	Provide name & address of Parent Company or Home Office.
	Provide its telephone number and FAX #.

4	Show Type of Ownership of firm and any disadvantaged firm statuses which also apply.
	Provide the firm's APELSCIDLA license number. ( APELSCIDLA = Commonwealth of Virginia's Board for
	Architects, Professional Engineers, Land Surveyors, Certified Interior Designers and Landscape Architects.
	Refer to the Department of Professional and Occupational Regulation for additional information.)
	If applicable, provide the firm's DSBSD Certification #. ( DSBSD = Commonwealth of Virginia's Department of
	Small Business and Supplier Diversity. )

5 Show name of principal(s) to contact concerning this RFP response. Show position title and telephone number.

6	Show the name of consultant(s) or other office, the nature of the consultant or other office's project
		responsibility/discipline. Answer with a yes or no if proposed consultant has worked with respondent.

7	Indicate number on "In-House" technical person(s) in various disciplines and skills levels. (Attach Form AE-2
		for each consultant or other office.)

8 Show the name of the Professional Liability Insurance Carrier and the policy Limits of Liability with deductible.

9 Describe proposed involvement of Micro and Small businesses.

10 List State Agencies for whom the firm has worked in last 10 years.

11	List up to five (5) recently designed projects that have similar scopes or features. Provide Representative Project Data
		Form AE-5 for each.

General: Provide respondent's typed name, title, signature and date.

Form AE-2 CONSULTANT / OTHER OFFICE

Complete an AE-2 form for each consultant firm who will assist the responding (i.e., prime) firm on this project.

If other offices of the responding firm will be employed on this project, complete an AE-2 form for each such office.

General:
	Insert RFP # being responded to
	Insert name of Entity responding
	Insert name of Project and PC #

1	Show consultant/other office firm name, physical address and mailing address.
	Provide telephone number and FAX # of respondent.
	Provide SSN, if Sole Proprietorship, or Federal Employer Identification Number (FEIN) for other forms of ownership.

2a,b Provide information requested.

3	Provide name & Address of Parent Company or Home Office of Consultant.
	Provide its telephone number and FAX #.

4	Show Type of Ownership of firm and any disadvantaged firm statuses which also apply.
	Provide the firm's APELSCIDLA license number. ( APELSCIDLA = Commonwealth of Virginia's Board for
	Architects, Professional Engineers, Land Surveyors, Certified Interior Designers and Landscape Architects.
	Refer to the Department of Professional and Occupational Regulation for additional information.)
	If applicable, provide the firm's DSBSD Certification #. ( DSBSD = Commonwealth of Virginia's Department of
	Small Business and Supplier Diversity. )

5 Show name, title, and phone number of principal(s) who will be "in charge" of this firm's work on this project.

6 Indicate number of "In-House" technical personnel by discipline and skill level in consultant's or other office.

7 Describe Functions or Services to be provided by this consultant or other office.

8 Indicate on how many projects this consultant has provided services to the prime in the past 10 years.

9 Show the consultant's Professional Liability Limits of Insurance with deductible.

General: Provide consultant's typed name, title, signature and date.

Form AE-3 PROJECT STAFFING ORGANIZATION
	General:
		Insert RFP # being responded to
		Insert name of Entity responding
		Insert name of Project and PC #

1	List Project Manager and primary responsible charge designer for each discipline or specialty. Complete a separate
		Form AE-4 for each person listed.

2	Will the persons listed be available to design this project? Do you have sufficient staff to commit to design
		this project on schedule considering the other work you and your consultants have? Explain.

3 How do you propose to assign responsibilities and coordinate the various disciplines involved?

4	Explain how you propose to assure that the documents clearly and fully describe the work to be done and
		how the work shown by various disciplines will be coordinated.

General: Provide respondent's typed name, title, signature and date.

Form AE-4 PERSONNEL QUALIFICATIONS

Use Separate AE-4 for EACH KEY PERSON for this project)

General:
	Insert RFP # to which response is being made.
	Insert name of Responding Firm.
	Insert name of Project and Project Code (PC #).

1 Name, Title, and usual job assignment of key person for this project.

2 This person's job assignment for THIS project.

3 This person's employer.

4 This person's total years of applicable experience and years of experience with current employer.

5 List College/University attended, Degree earned, year completed, and curriculum or area of specialization.

6	Provide information on initial professional registration. Provide Virginia 6 digit registration/license number as
	it appears on the APELSA certificate.

7	Indicate if individual has attended a CPSM training seminar, and if so, enter the date of the last CPSM
	seminar attended.

8	Tell what experience or qualifications this person has which makes her or him especially valuable for this
	particular project.

General: Provide respondent's typed name, title, signature, and date.

Form AE-5 REPRESENTATIVE PROJECT DATA
	General:
		Insert RFP# to which response is being made.
		Insert name of Responding Firm.
		Insert name of Project and Project Code (PC #).
		Using copies of form AE-5, provide information on no more than 5 representative projects which best demonstrate
		the proposed team's experience and qualifications for this type of project. List projects which have features, functions,
		types of construction, systems, type of use, or type of occupancy similar to those envisioned for this project.

1 Provide representative project name, type of facility (e.g., dorm, hospital, etc.) and the project location.

2 Provide information concerning the Owner or Agency for possible reference check.

3 Provide information concerning the Contractor who built the project.

4	For each discipline shown, list the names of the firms which were responsible for the design in that discipline. Also
	list the key personnel, still with the firm, for each discipline. Include the most significant special consultant, if any.

5 List the applicable codes which applied to this project.

6	Briefly describe the project and its features. What is special about this project that would be of interest to the
	Building Committee for the proposed project?

7 Provide requested construction data.

8 Describe any Micro and Small Business participation. Include name of firm(s), their project function, and percent of fee.

Form AE-6 SUPPLEMENTAL INFORMATION
	General:
		Insert RFP# to which response is being made.
		Insert name of Responding Firm.
		Insert name of Project and Project Code (PC #).
		Provide additional Relevant information in brief outline or bullet format.
		Why should your firm be selected for an interview?
		What expertise can you or your consultants bring to this project to assure optimum functional space utilization
			design and its timely and cost effective completion?
		Photographs of past projects or other elaborate material are not required unless specifically requested in the RFP.
		Firms selected for interviews may, at that time, present supplemental data to further clarify their qualification,
			skills, abilities, performance record, and approach to providing the services.

AE-1

AE-1
DGS-30-004	ARCHITECTURAL / ENGINEERING FIRM DATA	RFP #

(Rev. 12/25)	SYNOPSIS OF RESPONDING FIRM
Submitted By (Firm Name):
Submittal For (Project Title):				PC # :
1) FIRM NAME AND ADDRESS: (office where work will be done)		2) YEARS IN BUSINESS:
			a) Years under present name…………..
			b) List other names and years:

	TELEPHONE:	FAX:
	FEIN / SSN:
	State Corporation Commission ID Number / Partnership Name:
3) NAME AND ADDRESS OF PARENT COMPANY / HOME OFFICE:			4) SPECIFIC TYPE OF OWNERSHIP:
			Check all that apply:
				Sole Proprietorship	Micro Business
				Partnership	Small Business
				Limited Liability Co.	Woman Owned Bus.
				Professional Corp.	Minority Owned Bus.
					Svc. Disabled Veteran
			Firm's APELSCIDLA License #:
	TELEPHONE:	FAX:	Firm's DSBSD Certification #:
5) NAMES OF NOT MORE THAN TWO PRINCIPALS TO CONTACT:

Name Title Email Address Phone Number

6) PROPOSED CONSULTANTS OR OTHER OFFICES PROVIDING SERVICES (add lines as necessary):
			WORKED WITH
	FIRM NAME	FUNCTION / RESPONSIBILITY	PRIME BEFORE?

7) NUMBER OF PERSONNEL IN FIRM:
			OFFICE WHERE WORK WILL BE DONE			ENTIRE FIRM
		Licensed		Unlicensed	Licensed		Unlicensed
	Project Managers
	Architects
	Civil Engineers
	Structural Engineers
	Mechanical Engineers
	Electrical Engineers
	Soils Engineer
	Landscape Architects
	Interior Designers
	Asbestos Designers
	Surveyors
	Construction Admin. / Insp.
	CADD Operators
	Specifications

TOTALS 0 0 0 0

CONTINUE SYNOPSIS OF RESPONDING FIRM ON FORM AE-1A

AE-1A

AE-1A
DGS-30-004	ARCHITECTURAL / ENGINEERING FIRM DATA		RFP #
			0
(Rev. 12/25)	SYNOPSIS OF RESPONDING FIRM (continued)
Submitted By (Firm Name):		0
8) LIST PROFESSIONAL LIABILITY INSURANCE CARRIER, LIMITS OF LIABILITY, AND DEDUCTIBLE:

9) DESCRIBE PROPOSED PARTICIPATION OF MICRO BUSINESSES AND SMALL BUSINESSES: (Function and % of fee involved)
	The proposed total small business participation is	%.

10) LIST VIRGINIA STATE AGENCIES FOR WHICH THE FIRM HAS HAD A PRIME CONTRACT: (within the last ten years)

AGENCY PROJECT

11) LIST NOT MORE THAN FIVE PROJECTS DESIGNED WITHIN THE LAST TEN YEARS WHICH HAVE SIMILAR SCOPES OR

FEATURES TO THIS PROJECT. ATTACH A REPRESENTATIVE PROJECT FORM AE-5 FOR EACH.

PROJECT DATE OF AWARD LOCATION

The foregoing is a statement of fact.

Typed Name: Signature:

Title: Date:

AE-2

AE-2
DGS-30-004	ARCHITECTURAL / ENGINEERING FIRM DATA	RFP #

(Rev. 12/25)	CONSULTANT / OTHER OFFICE
Submitted By (Firm Name):
Submittal For (Project Title):			PC # :
1) FIRM NAME AND ADDRESS: (office where work will be done)		2) YEARS IN BUSINESS

a) Years under present name………..

b) List other names and years:

	TELEPHONE:		FAX:
	FEIN / SSN:
	State Corporation Commission ID Number / Partnership Name:
3) NAME AND ADDRESS OF PARENT COMPANY / HOME OFFICE:					4) SPECIFIC TYPE OF OWNERSHIP:
					Check all that apply:
						Sole Proprietorship		Micro Business
						Partnership		Small Business
						Limited Liability Co.		Woman Owned Bus.
						Professional Corp.		Minority Owned Bus.
								Svc. Disabled Veteran
					Firm's APELSCIDLA License #:
	TELEPHONE:		FAX:		Firm's DSBSD Certificate #:
5) NAMES OF NOT MORE THAN TWO PRINCIPALS TO CONTACT: (Title and Phone Number)
	Name	Title		Email Address			Phone Number

6) NUMBER OF PERSONNEL IN FIRM:
			OFFICE WHERE WORK WILL BE DONE			ENTIRE FIRM
		Licensed		Unlicensed	Licensed		Unlicensed
	Project Managers
	Architects
	Civil Engineers
	Structural Engineers
	Mechanical Engineers
	Electrical Engineers
	Soils Engineer
	Landscape Architects
	Interior Designers
	Asbestos Designers
	Surveyors
	Construction Admin. / Insp.
	CADD Operators
	Specifications

TOTALS 0 0 0 0

7) FUNCTIONS OR SERVICES TO BE PROVIDED:

8) ON HOW MANY PROJECTS HAS THE CONSULTANT WORKED WITH THE PROPOSER IN THE LAST TEN YEARS?

9) LIMITS OF PROFESSIONAL LIABILITY INSURANCE AND DEDUCTIBLE:

The foregoing is a statement of fact.

Typed Name: Signature:

Title: Date:

AE-3

AE-3
DGS-30-004	ARCHITECTURAL / ENGINEERING FIRM DATA	RFP #

(Rev. 12/25)	PROJECT STAFFING ORGANIZATION
Submitted By (Firm Name):
Submittal For (Project Title):		PC # :
1) KEY PERSONNEL DESIGNATED FOR THIS PROJECT: (Include Form AE-4 for Each)

Function Name Title Firm / Office

Project Manager

Architect

Structural Engineer

Mechanical Engineer

Electrical Engineer

Civil Engineer

2) DESCRIBE AVAILABILITY OF STAFF AND CONSULTANTS TO WORK ON THIS PROJECT:

3) DESCRIBE PROJECT METHODOLOGY, I.E., HOW WILL THE WORK FUNCTIONS, RESPONSIBILITIES, AND

COORDINATION BE PERFORMED?

4) DESCRIBE THE METHOD OF QUALITY ASSURANCE YOU WILL USE FOR THE DOCUMENTS FOR THIS PROJECT.

The foregoing is a statement of fact.

Typed Name: Signature:

Title: Date:

AE-4

AE-4
DGS-30-004	ARCHITECTURAL / ENGINEERING FIRM DATA	RFP #

(Rev. 12/25)	PERSONNEL QUALIFICATIONS
Submitted By (Firm Name):
Submittal For (Project Title):		PC # :
BRIEF RESUME OF KEY INDIVIDUAL PROPOSED FOR THIS PROJECT. PROVIDE ONE FORM FOR EACH PERSON.

1) NAME:
	TITLE:	OFFICE:
	TYPICAL DUTY OR ASSIGNMENT:

2) ASSIGNMENT FOR THIS PROJECT:

% OF TYPICAL 40 HOUR WORKWEEK THIS PERSON WOULD SPEND ON THIS PROJECT: PERCENT

3) EMPLOYEE OF:

4) YEARS OF EXPERIENCE:
	YEARS TOTAL EXPERIENCE	YEARS WITH THIS FIRM

5) EDUCATION: COLLEGE / DEGREE(S) / YEAR / SPECIALIZATION:

6) ACTIVE REGISTRATION: Year first registered / State / Discipline or Type

COMMONWEALTH OF VIRGINIA 6-DIGIT REGISTRATION / CERTIFICATE / LICENSE NUMBER:

ARCHITECT # or ENGINEER #

7) CONSTRUCTION AND PROFESSIONAL SERVICES MANUAL (CPSM) TRAINING:

Has this person attended a CPSM Training Seminar? If "Yes", list date of last attendance:

8) EXPERIENCE AND / OR QUALIFICATIONS RELEVANT TO THIS PROJECT:
	( List up to six (6) relevant projects and indicate individual's role and responsibility for each. )		Project Completion Date
	Project	Role / Responsibility

The foregoing is a statement of fact.

Typed Name: Signature:

Title: Date:

AE-5

AE-5
DGS-30-004	ARCHITECTURAL / ENGINEERING FIRM DATA	RFP #

(Rev. 12/25)	REPRESENTATIVE PROJECT DATA
Submitted By (Firm Name):
Submittal For (Project Title):		PC # :
1) PROJECT NAME:

	PROJECT TYPE:	LOCATION:
2) OWNER:
	Project Administrator:		Title:
	Address:		Email Address:
			Phone Number:
			FAX Number:
3) PRIME CONTRACTOR:
	Project Manager:		Phone Number:
	Superintendent:		FAX Number:
4) NAMES OF KEY DESIGNERS/PROJECT MANAGERS STILL WITH THE FIRM AND THEIR SPECIFIC PROJECT RESPONSIBILITIES:

Discipline	Firm / Employer	Individual	Assignment on Project
Prime A/E
Architectural
Structural
Mechanical
Electrical
Civil

5) NAMES OF APPLICABLE CODES:				(Place "X" in all codes that applied to this project)				Other (describe below):
	VUSBC	IBC	LIFE SAFETY		ASAD	ADAAG	ADA 90-Title II

6) DESCRIPTION OF RELEVANT PROJECT FEATURES:

7) CONSTRUCTION DATA: Duration (months)

Type:		PROJECT SCHEDULE:		Sched	Actual
Gross Area:	sf		Design
			Construction
Number of Floor Levels:
Owner's Budget:		Number of Change Orders:
A/E Estimate:		Cost of Change Orders:
Low Bid/GMP:		Substantial Completion Date:

8) DESCRIBE ANY MICRO BUSINESS OR SMALL BUSINESS PARTICIPATION ON THE DESIGN PHASE (Firm, Function, % of Fee):
	Proposed Participation:	%	Final (Actual) Participation:	%

The foregoing is statement of fact.

Typed Name: Signature:

Title: Date:

AE-6

AE-6
DGS-30-004	ARCHITECTURAL / ENGINEERING FIRM DATA	RFP #

(Rev. 12/25)	SUPPLEMENTAL INFORMATION
Submitted By (Firm Name):
Submittal For (Project Title):		PC # :

The foregoing is a statement of fact.

Typed Name: Signature:

Title: Date:

File details come from the government source that posted it. Updated Jun 19, 2026.