Request For Proposal

Administration Architectural & Engineering Services for the New Kent County Courthouse

June 29, 2026

New Kent County Administration

12007 Courthouse Circle P.O. Box 150

New Kent, Virginia 23124

(804) 966-9683

RFP #26-2103AD

Request for Proposal

RFP #26-2103AD

Title: Architectural Services for the New Kent County Courthouse

RFP Issue Date: June 29, 2026

RFP Due Date: August 14, 2026 by 3:00 pm

Deliver to: New Kent County Administration Attn: Mr. Rodney Hathaway County Administrator

12007 Courthouse Circle New Kent, Virginia 23124

Submit: Six (6) hardcopy submittals (one original and five copies) and one electronic copy via USB Jump Drive (to include a complete copy of the RFP response with signed cover page and all attachments) shall be submitted.

Inquiries: All questions about this RFP should be submitted via email by 3:00 pm on July 24, 2026 to the following Recipient:

W. Jay Hobbs New Kent County Representative W.JayHobbs@gmail.com

Table of Contents

Section/Title Page

1.0 Purpose 3

2.0 Scope of Work 3

3.0 Design Documents Format Requirements 5

4.0 Proposal Preparation Instructions 5

5.0 Evaluation Criteria and Selection Process 6

6.0 Assistance by New Kent County 7

7.0 References 8

8.0 Policy Regarding Contact after Proposal Submission 8

9.0 Contractual Agreement 8

10.0 Certain Eligibility Requirements 8

Attachments “A” through “E” mailto:W.JayHobbs@gmail.com

1.0 Purpose

New Kent County is soliciting proposals from qualified Architectural/Engineering (“A/E”) firms to produce detailed construction documents and specifications to obtain all required regulatory and local government approvals for the construction of the New Kent County Courthouse (the “Courthouse”). It is the intent of this RFP to result in competitive negotiation of a fixed fee agreement for these services. The successful offeror will demonstrate proven experience in design and management skills for courthouse design and other complex municipal projects.

2.0 Scope of Work

New Kent County continues to be the fastest growing county in the Commonwealth of Virginia. As population growth surges, so has the caseload and overall use of the existing Courthouse. The Courthouse is home to numerous departments that provide needed County and judicial services. Appropriate staffing, increased space, updated technology, and secure building flow are needed to serve the citizens of the County and the greater community.

The new Courthouse is expected to be between 60,000 and 70,000 square feet and will provide the necessary functions for increased staff and departmental growth as needed to serve the community. The existing Courthouse is the main site for the following functions:

• Circuit Court

• Circuit Court Clerk

• General District Court

• General District Court Clerk

• Juvenile and Domestic Relations Court

• Juvenile and Domestic Relations Court Clerk

• Commonwealth Attorney and Staff

• Court Services Unit

• Victim Witness

• Sheriff: Courts and Civil Process

• Magistrate

The new Courthouse project will be constructed on County-owned land near the current Courthouse.

Property details and a space-study will be provided to potential offerors upon request.

This new project shall be designed and documented to comply with applicable Virginia high-performance building requirements for local government buildings, including Va. Code § 15.2-1804.1 and any related requirements applicable to the County’s selected project delivery, funding, approvals, and building systems.

The selected A/E shall design, document, coordinate, and assist the County with compliance throughout design, procurement, construction, and closeout, including preparation and review of certification or compliance documentation; coordination with the County, permitting officials, the construction contractor or construction manager if used, and any third-party commissioning agent; utility metering and submetering strategies; zero-emission vehicle charging or fueling infrastructure where required or appropriate; and appropriate renewable energy, energy storage, energy efficiency, water efficiency, indoor environmental quality, commissioning, operations, maintenance, and resilience features suited to a County courthouse project.

The County is proceeding with the alternative project delivery method of construction management at risk (“CMAR”) for this Courthouse project due to the complexity of the project. The selected firm shall advise the County regarding the use of CMAR and assist the County with preparation of the construction management request for proposals and related procurement, design coordination, and construction-phase coordination documents.

The Design contract will include the following phases of work:

1) Programming, Conceptual and Schematic Design Phases

The awarded firm shall review all programming information provided by New Kent County and consult with the designated County staff to finalize each design phase. An initial cost estimate will be required as part of the Schematic Design phase, and alterations shall be made to the proposed design to accommodate the County’s projected budget.

2) Design Development Phase:

The awarded firm will prepare preliminary design for the new Courthouse and review with the designated County staff. This design phase will continue development from the previously completed Schematic Design phase, and should include sufficient detail for CMAR to provide a progress cost estimate.

The projected cost estimate may require the County to pursue value engineering or material substitutions during the design phases. The selected firm shall accommodate as required and commit to assisting the County with the third-party commissioning agent and associated high-performance building compliance requirements.

3) Construction Document Phase:

The awarded firm shall prepare final professionally sealed drawings for regulatory and local government reviews as required for permitting. A project manual based on CSI format shall be included.

4) Construction Procurement, Award and Construction Administration Phases:

The awarded firm shall provide addenda as required and answer questions during the construction procurement phase, assist the County with proposal or bid reviews, and make recommendations for the construction contract award. Upon awarding the construction contract, the selected A&E firm shall perform construction administration duties as required throughout construction and project close-out. Duties include but may not be limited to: material submittal reviews, shop drawing reviews, requests for information, architect directives, revision sketches, addenda, regular attendance at progress meetings, quality control review of work in place and application for payment reviews and certifications.

5) Project Closeout:

At the time of substantial completion, the selected firm and their consultants shall inspect the project, compile a punch list, provide closeout assistance to the County and assist with systems startup as required. The awarded firm shall also review all closeout documents, issue substantial and final completion certification and provide additional comment as necessary.

6) Additional Details:

a) All design components shall be in accordance with the following standards & regulations, where applicable:

- Virginia Courthouse Facilities Guidelines

- National Fire Protection Association (NFPA)

- Virginia Uniform Statewide Building Code (USBC)

- Virginia Statewide Fire Prevention Code

- Occupational Safety & Health Administration (OSHA) standards

- Virginia Department of Transportation (VDOT)

- U.S. Department of Transportation (DOT)

- Virginia Department of Environmental Quality (DEQ) and Department of Health

(VDH) Regulations

- U.S. Environmental Protection Agency (EPA)

b) The selected firm shall monitor the construction budget throughout design to provide the intended usable facility and site.

c) In the event that the final construction pricing exceeds the County’s budget, the selected firm shall assist the County with revision of the drawings and specifications at minimal cost to the County.

d) Permits: The selected firm shall prepare all documents, forms, etc. necessary for issuance of construction permits.

3.0 Design Documents Format Requirements

a) All documents provided for this project including construction drawings, specifications, design calculations, reports, cost estimates, etc. shall be bound. The submittal title, project name, RFP number, and date shall be visible through the cover of the bound document. Each volume shall be divided into sections. A brief overview or summary shall be included.

b) The awarded firm shall provide at least (3) full size sets of all progress phase drawings until issuance of the final Construction set of drawings.

c) Contract drawings are preferred to be on a 24”x36” format. All design documents are to be considered property of New Kent County and may not be reproduced without the express written consent of the County. An electronic PDF copy of all drawings shall be provided to the designated County staff for record.

4.0 Proposal Submission Instructions

Offeror’s proposals should be provided on an 8.5”x11” format. Provide a clear description of the services being offered. Completeness and clarity are paramount. Offerors should expand on their project specific performance history and qualities that make the offeror’s team the best choice for this project. Project leadership, experience and management chain should be provided.

Interested firms shall submit their proposal to the addressee shown on the cover Sheet of this RFP by the date and time provided and must include general information about the offeror, their team, and the items listed below.

Format:

Proposals should be thorough and detailed. Offerors should highlight their project specific experience. (This will be an important consideration as part of the evaluation process). A table of contents and separated index tabs with all pages organized in an efficient manner. Begin each section on a new page. Pages may be printed single or double-sided. As a minimum, include the following sections arranged as shown:

Section 1 – Project Team

1.1 – Provide all credentials, licenses, and proposed positions within this project if awarded.

1.2 Provide a discussion on your past experience with courthouses and complex municipal projects of this scope and include years in business.

1.3 Provide a statement describing your firm’s experience addressing significant alternative delivery, construction management, or construction-phase coordination challenges on a project of similar scope, including CMAR experience if applicable.

Section 2 – Understanding the Scope of Work

2.1 – If awarded, describe in detail your approach to this project.

2.2 – Your proposed schedule assuming a construction phase Notice to Proceed will be issued in the second quarter of 2027.

2.3 – Please describe in detail what sets your firm apart from the competition.

Section 3 – Ability to Provide Timely Design Phases and Responses

3.1 – Describe your firm’s current workload, including how many active projects you are currently contracted to perform.

3.2 – Define and describe any current backlog your firm may have.

3.3 – Describe how your firm will fit this project seamlessly into your current work base structure/workload.

3.4 – Describe your firm’s approach to coordination and quality assurance during the design and construction administration process.

3.5 – Describe your firm’s capacity to expedite this process to reduce the building time of this project.

Section 4 – Detailed Experience with Courthouses & the Virginia High Performance Building Act

4.1 – List in detail your courthouse related projects to include scope, total project cost, and completion days

4.2 – Describe your firm’s experience with CMAR projects and list at least three (3) examples performed.

4.3 – List at least three (3) references for courthouse and complex municipal projects and one (1) CMAR project to include project name, municipality name, point of contact, email, and phone number for such point of contact.

Section 5 – Compliance with terms and conditions Section 6 – Associated forms for the RFP Section 7 – Any additional information that would add value to your proposal

Proposal Content Particulars:

a) Experience of the firm and assigned team Offerors shall provide a description of their courthouse and/or complex municipal project specific experience. Place an emphasis on completed projects similar to the project scope of work described in 2.0 (Scope of Work). Proposals must only contain experience by current team members. The required information shall be described as follows:

1. Identify the project and location.

2. Provide the construction start and completion dates for the applicable project.

3. Provide the project budget, Architect’s initial cost estimate, final cost, number of change orders, and any schedule extensions/delays.

4. Provide end user contact information for the referenced project.

5. Describe with specific details any recent or prior CMAR experience on courthouse, secure public facility, or complex municipal projects.

6. Detail the team’s experience with high-performance building requirements and Virginia statutory compliance for local government or comparable public facilities, including experience with Va. Code § 15.2-

1804.1 or similar requirements; certification or compliance documentation; commissioning coordination; utility metering; zero-emission vehicle charging or fueling infrastructure; and renewable energy, energy storage, energy efficiency, and resilience features appropriate for secure public facilities.

b) Qualifications of Personnel to be Assigned to this Project This section of the proposal should identify all personnel and disciplines (including sub-consultants) to be assigned to this project. Provide names and resumes which detail the technical qualifications and recent completion of relevant continuing education. Describe what each person will be responsible for on this project and their specific experience in this role. Include the name and experience of the lead design architect who will be responsible for this project.

Each offeror shall cite proof of completion of at least (3) similar projects of size and scope.

Sub-consultants being proposed by the offeror shall be actively engaged with all aspects and phases of this project from commencement throughout completion. The principal of the firm shall be responsible for all work of their team, consultants and sub-consultants.

c) Proposed Project Work Plan The offeror must provide a narrative of their team’s approach to this project. The proposed work plan shall include the methods to be used for information exchange and shall include a tentative design schedule with dates for potential design phase meetings. Provide details of the offeror’s philosophy with respect to client services and their perception of the roles and relationships between the County, consultants, the CMAR, and the citizens of New Kent County during the design and construction phases.

d) Current Workload The offeror’s proposal should contain information which details the offeror’s current workload and backlog for pending project designs. The offeror must illustrate how their firm can seamlessly fit this project into their current workload and other commitments.

e) Forms and Documents

• Attachment “A”: General Contract Terms and Conditions

• Attachment “B”: Insurance Specifications

• Attachment “C”: Proposal Signature Sheet

• Attachment “D”: Proprietary/Confidential Information Identification

• Attachment “E”: Virginia State Corporation Commission (SCC) Registration Information

5.0 Evaluation Criteria and Selection Process

The following qualitative criteria will be used by New Kent County to evaluate and rate the proposals received, without fixed percentage weights unless otherwise determined by the County:

1. Understanding of the project scope, including the overall quality, completeness, and responsiveness of the proposal. Weighted value - (30%)

2. Specific project experience of the Principal firm and Consultants, including courthouse or complex municipal facility experience, technical qualifications of the personnel assigned to this project, current workload, and ability to provide the design documents in an expeditious manner. Weighted value (35%)

3. The offeror’s ability to respond to the County’s needs, particularly with respect to discipline coordination, quality assurance, construction procurement support, and Construction Administration. Weighted value (20%)

4. Experience with courthouse design and high-performance building requirements, including Virginia statutory compliance for local government buildings, certification or compliance documentation, commissioning coordination, utility metering, zero-emission vehicle charging or fueling infrastructure, and appropriate renewable energy, energy storage, and resilience features.

Weighted value (15%)

The designated County staff will review and evaluate all proposals received and will select the firm that gives the best value for New Kent County.

The County will engage in individual discussions with the highest-ranking offeror(s) which have been deemed as qualified, responsive and suitable for this project based on the submitted proposals and the criteria listed above. Informal interviews may be conducted by the County in determining the best value.

During the discussion stage, the County may discuss non-binding estimates of the project cost and design fees. Proprietary information identified as such and submitted by competing Offerors will not be disclosed.

After concluding all informal interviews, the County shall rank the offerors and their submitted proposals on all factors listed and required by this RFP. The County will select at least two (2) or more offerors to continue negotiations, starting with the highest ranked offeror.

If a contract which is satisfactory to the County can be negotiated and is determined to be fair by the County, the award shall be made to that offeror. Otherwise, negotiations with the offeror ranked first shall be terminated, and the County will enter into negotiations with the offeror ranked second and so on until an agreement can be reached which provides the County with the best value.

6.0 Assistance by New Kent County

• The County will provide a primary point of contact for this project to facilitate communication with pertinent inter-departmental staff.

• The County will provide required programming data as required for the new Courthouse project.

• The designated County personnel will review progress drawings and specifications and will advise when the next phases of design shall commence.

• The County will provide a Phase 1 environmental survey for this project site.

7.0 References

References provided by offerors may be contacted at the discretion of the County. Only the highest-ranking offerors may be considered for reference checks.

8.0 Policy Regarding Contact after Proposal Submission

Any contact with the County other than the designated County point of contact after the date/time of the RFP submittal is prohibited. Unauthorized contact may be grounds for disqualification of the submitted proposal. Questions must be provided during the Q&A timeline described in this RFP.

9.0 Contractual Agreement

The contract to be issued by way of this RFP shall be for the life of the project and throughout all phases described herein. Termination details of the contract are described in the general terms and conditions. The negotiated fee total and design schedule shall be included as part of the prime Architectural and Engineering Services contract. This RFP and any associated addenda shall also be included in the prime design services contract.

10.0 Certain Eligibility Requirements

License – The Offeror must have and provide copies of the firm’s Commonwealth of Virginia licenses, to include Architect and Engineer licenses through the Department of Professional and Occupational Regulation, including appropriate documentation of any joint venture’s registration and licensure.

State Corporation Commission Registration – In order to contract with New Kent County, offerors organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 or as otherwise required by law. Reference Attachment “E”. Pursuant to competitive sealed bidding or competitive negotiation, an offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 shall include in its response the identification number issued to it by the State Corporation Commission. Any offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law shall include in its response a statement describing why it is not required to be so authorized. Any offeror that fails to provide the required information shall not be awarded a contract unless a waiver of this requirement is granted by the County Administrator. Any business entity as described above that enters into a contract with a public body pursuant to Section 2.2-4311.2 of the Code of Virginia shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth to be revoked or cancelled anytime during the contract. New Kent County may void any contract with a business entity if that entity fails to remain in compliance with the provisions of this section.