RFP 01 4101 27 Mandatory Pre-Proposal Mtg Agenda.9-9-26.pdf

September 8, 2026 Page 1 of 3

Mandatory Pre-Proposal Conference Agenda City of Williamsburg, Virginia

Request for Proposals (RFP) 01-4101-27

City of Williamsburg, Annual Services For Emergency & Non-Emergency Repairs

September 9, 2026 @ 10:00 AM

1. Introductions and Sign-In Sheet

2. Anticipated schedule:

a. Proposals Due: September 23, 2026 at 2:00 PM @ Dept. Public Works & Utilities

b. Short List Posting September 2026

c. Interviews/Technical Presentations (if necessary) October 2026

d. Final Selections October 2026

e. Negotiations & Notice of Award November 2026

f. Insurance/Endorsements & Agreement Execution: December 2026

3. RFP documents are available on-line at City Purchasing webpage.

4. Proposals must include:

a. RFP cover page,

b. RFP Submission Form,

c. Certification of Debarment,

d. Safety Certification,

e. Non-collusion Affidavit,

f. Non-binding Fee Schedule

September 8, 2026 Page 2 of 3

5. On-Call Services:

a. This is for an ‘as needed and requested basis’ of construction activities. The work shall be identified as either ‘Emergency’ or ‘Non-Emergency’ with the City requesting specific type of work and the contractor providing a quote for work.

b. The contractor shall supply all labor, equipment, and materials to complete the required work to the satisfaction of the City. The award for services does not guarantee a specific amount of work to any contractor.

c. The City reserves the right to make multiple awards from this solicitation. The contract shall be for one (1) year from execution with up to three (3) additional one-year renewals at the discretion of the City.

d. There are no Performance or Payment bonds required for the duration of the contract, unless specifically requested by the City for a specific task order.

e. The contractor shall conform and follow all federal, state, and local laws, regulations, ordinances, standards, and specifications.

f. Please take note of all the contractor’s responsibilities and description of work listed in the RFP.

6. DBE/SWaM requirements:

a. The contract and intended work will not have a DBE or SWaM requirement.

7. Evaluation:

a. Contractors will be scored using the Vendor Score Sheet provided in the RFP.

b. The City reserves the right to forego the interview process should only two or less Offerors submit proposals and enter into negotiations for a contract with the Offerors.

c. If there are three or more Offerors deemed fully qualified, responsible and best suited for the work identified through the initial evaluation, the City shall develop a ‘shortlist’ of Offerors to be considered for interviews and potential negotiations of a contract.

d. The City shall engage in informal interviews with all shortlisted Offerors to determine the best suited, and fully qualified Offeror to provide the type of work necessary for the City. Offerors will be ranked accordingly and the City shall take the top two Offerors for contract negotiations.

e. If a contract satisfactory and advantageous to the City can be negotiated, the award shall be made to that Offeror. If a contract cannot be negotiated with the Offeror so selected, the City may re-open negotiations with next most

September 8, 2026 Page 3 of 3 qualified Offeror, and so on, until a contract satisfactory and advantageous to the City has been negotiated.

8. Important Elements:

a. Fee schedule is part of the initial process of the City’s determination of a shortlist of Offerors, the schedule is included in the scoring sheet evaluation. Rates will be evaluated as part of the negotiations between the City and an Offeror the City intends to award an agreement to.

b. Insurance & Endorsements requirements, see Section 31. INSURANCE in the sample contract; Certificate Of Insurance (COI) and all endorsements by the Offeror are required, only COIs for any subconsultants is required, check to see if your agency/insurer can abide by the specific requirements indicated in the section noted.

c. Once the contract has been executed, the scope of services for each Task Order requested by the City will be based on the contract pricing. A City purchase order will be issued for the identified work and be considered a Notice To Proceed for the specific work requested.

d. All rates shall remain firm for the first year of the contract. Changes in the rates for the second year of the contract and subsequent years renewals shall not exceed the percentage change from the previous 12 months based on the most recent available data for the U.S. Department of Labor, Bureau of Labor Statistics, Consumer Price Index (CPI-U), All Urban Consumers, Washington- Baltimore, DC-MD-VA-WV, Area. This price increase will not be automatic and must be mutually agreed upon at time of renewal of the contract

e. Questions regarding the RFP will be received by the City up to 5 business days prior to the bid opening; anything sent after that time is at the discretion of the City to respond to. It is best to send an email be sent to the person(s) listed on the RFP or the City’s Purchasing Agent, preferably both,

f. If sending via mail, i.e. FedEx, UPS, or USPS, make sure you allow time for the company to deliver prior to the date and time noted in the RFP. There have been instances where a submittal packet was delivered after the opening date, and the service provider assured the submitter that it would be delivered by a specific date or number of days. City recommends submittals be hand-delivered to the address and location as provided in the RFP.

g. The sign-in sheet and any addenda will be posted to the City’s website within 3 business days from the Pre-Proposal meeting date, and the proposal opening submittal sheet will be posted on the City’s website in the same number of days after the proposal opening date.

9. Questions from attendees: