RFP_2026-01_financial_auditing_services.pdf

Issue Date: April 14, 2026

Due Date: April 27, 2026

Procurement Contact: County of Fluvanna Linda Mills, Purchasing Officer 132 Main Street P.O. Box 540 Palmyra, VA 22963 Ph: (434) 591-1930 ext. 1124 Email: lmills@fluvannacounty.org

• Proposal Deadline: April 27, 2026, 2:00 p.m. EST.

• Proposals shall be submitted by either a sealed envelope, plainly marked "Fluvanna County Financial Auditing Services" and/or uploaded electronically to eVA, Virginia's eProcurement Marketplace www.eva.virginia.gov ("eVA").

• If the Bidder is not uploading electronically to eVA, each Bidder must submit one (1) original and three (3) copies of the proposal, along with one (1) electronic copy of the proposal on a USB flash drive.

• All Proposals that are delivered via mail or are hand delivered must be addressed to the “Procurement Contact” listed above.

• Any Proposals sent in via facsimile or telephone shall not be considered. Any Proposals that are turned in late will be rejected and returned unopened.

• Proposal documents may be downloaded from (eVA - Virginia's eProcurement Marketplace – www.eva.virginia.gov), OR downloaded from the Fluvanna County website:

https://www.fluvannacounty.org/rfps

COUNTY OF FLUVANNA, VIRGINIA

Request for Proposals (RFP) #2026-01

Financial Auditing Services mailto:lmills@fluvannacounty.org http://www.eva.virginia.gov/ http://www.eva.virginia.gov/ https://www.fluvannacounty.org/rfps

TABLE OF CONTENTS

PURPOSE

BACKGROUND

SCOPE OF SERVICES

PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

EVALUATION AND AWARD CRITERIA

GENERAL TERMS, CONDITIONS AND

INSTRUCTIONS TO BIDDERS AND CONTRACTORS

GENERAL TERMS, CONDITIONS AND INSTRUCTIONS TO BIDDERS AND CONTRACTORS

SPECIFICATIONS

AWARD

CONTRACT PROVISIONS

VENDOR DATA SHEET

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA

CERTIFICATION OF NO COLLUSION

OFFEROR STATEMENT

1) PURPOSE

a) The County of Fluvanna, Virginia (the “County”) is seeking qualified independent certified public accountants (Auditors) to submit proposals to enter into a term contract to perform a professional financial and compliance audit of the County and its component units, including, but not limited to, the Fluvanna County School Board (“School Board”) and the Economic Development Authority of Fluvanna County (“EDA”) consistent with the terms and conditions set forth herein for the fiscal year ending June 30, 2025, with options to renew for four (4) one-year periods thereafter in the County’s sole discretion. As used herein, “County” includes departments and agencies of the County, the School Board, and the EDA, as applicable.

2) BACKGROUND

a) The County: The County of Fluvanna is a central Virginia community of 28,604 residents that is located in the Charlottesville Metropolitan Statistical Area, approximately 20 miles southeast of the City of Charlottesville, Virginia. The County is bounded by Louisa County to the north, Cumberland and Buckingham Counties and the James River to the south, Goochland County to the east, and Albemarle County to the west.

b) The School Board: Fluvanna County Public Schools is the 73rd largest of 132 school systems in Virginia. The school system employs approximately 580 employees. The school system provides a broad range of educational opportunities for approximately 3,300 students, including classroom instruction, virtual instruction, and special education. The school system is made up of 3 elementary schools, 1 middle school, 1 high school and an alternative education center.

c) Offices: The County Administrative Offices are located at 132 Main Street, Palmyra, VA 22963. The School Board Offices are located at 14455 James Madison Highway, Palmyra, VA 22963.

d) Website: General background information about the County is available on the County of Fluvanna’s website www.fluvannacounty.org.

e) County Services Generally: The County takes great pride in the municipal services provided to citizens.

Services include: police and volunteer fire protection, rescue services, general public improvements, planning and zoning management, judicial administration, parks, recreation and cultural, health and welfare services, and general administrative services.

f) Fiscal Year: The County’s fiscal year end is June 30th.

g) County Employees: As of June 30, 2025, the County of Fluvanna employed 199 full-time and 58 part-time employees, and Fluvanna County Public Schools employed 635 full-time and 187 part-time employees. The County and Fluvanna County Public Schools issued approximately 217 payroll checks/advices for the year. The total payroll expenses (approximate) were $13,946,650 for the County and $44,817,469 for the Schools. The County and Schools payroll are not processed in the same department.

h) Tax Collections: The amount of assessments for FYE June 30, 2025, was approximately $46,577,281, and the amount of collections was approximately $43,828,923 or 94.10%.

i) Purchasing and Accounts Payable: For fiscal year 2025, the County issued approximately 41 purchase orders.

There were also approximately 11 bids and requests for proposals, or requests for quotations issued for the year. There were 3,158 checks and 1,761 EFTs generated for payment to County, School, and Fiscal Agent vendors.

j) Pension Plans and GASB 74 & 75 Other Post Employment Benefit (OPEB) Liabilities: The County and Schools contribute to the Virginia Supplemental Retirement System (VSRS), an agent multiple-employer defined benefit public employee retirement system. The County and Schools offer health insurance to retirees. The County participates in the VML VaCO Trust per that APPENDIX TO FLUVANNA COUNTY CODE - PARTICIPATION IN THE VaCO/VML VIRGINIA INVESTMENT POOL TRUST FUND.

k) Federal Assistance: The ACFR shall include a schedule of expenditures and federal awards.

http://www.fluvannacounty.org/

l) Final Policy Manual: The County’s Financial Policies Manual, updated January 18, 2017, is available at:

https://www.fluvannacounty.org/sites/default/files/fileattachments/county_policies_amp_forms/page/135 96/chapter_03._-_finance_policies_-_linked.pdf (the “Financial Policy Manual”).

3) SCOPE OF SERVICES

a) General Requirements

I. The successful Auditor shall audit all funds of the County, prepare the Annual Comprehensive Financial Report (ACFR) based on information provided by the County and subsequently render an opinion on the financial statements. The Auditor’s opinion shall be unqualified unless the Auditor furnishes to the County, by October 30th, or otherwise on a timely basis, the reasons for qualifying the opinion, disclaiming an opinion, or rendering an adverse opinion.

b) Specific Requirements

I. Financial Statements

(1) The Auditor shall audit all funds of the County in accordance with generally accepted auditing standards in the United States of America; the Financial Policy Manual; the standards for financial audits contained in Government Auditing Standards (GAS) issued by the Comptroller General of the United States of the Government Accountability Office (GAO); the provisions of the U.S. Office of Management and Budget Title 2- Grants and Agreements, of the Code of Federal regulation (CFR), Part 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements For Federal Awards (the “Uniform Guidance”); the Specifications for Audits of Counties, Cities and Towns and the Specifications for Audits of Authorities, Boards and Commissions, as applicable, issued by the Auditor of Public Accounts (APA) of the Commonwealth of Virginia (“APA Specifications”);

and shall comply with all applicable Federal, State and Local laws, rules, ordinances, regulations, guidance, and policies, (collectively referred to hereinafter as “Applicable Laws”) applicable to or related to the performance of the auditing services at the time the services are performed for the County, recognizing that Fluvanna County is a political subdivision of the Commonwealth of Virginia.

(2) In addition to the foregoing requirements, the audit shall result in the Auditor’s opinions on the financial statements, the County’s compliance with the Uniform Guidance, the County’s compliance with contracts and grants, and the County’s compliance with Applicable Laws, including, but not limited to, the Code of Virginia Section 15.2-2511, the Fluvanna County Code, the American Rescue Plan Act, and the Financial Policy Manual including without limitation “Chapter 2 – Accounting & Financial Reporting” thereof, all as the same may be amended, modified or replaced from time to time. The County will prepare the financial statements from the audited records with the Auditor’s opinions thereon. Financial Statements are prepared in accordance with Generally Accepted Accounting Principles (“GAAP”).

II. Supplementary Information and Statistical Section

(1) The Auditor shall apply procedures and report on the required and other supplementary information included in the ACFR, including the analysis of the funding progress for pension plans, and the schedule of expenditures of federal awards, as well as any future required schedules. The Auditor is not required to apply audit procedures and report on the statistical section of the ACFR. The Auditor shall be responsible for performing certain limited procedures involving required supplementary information required by the GAS Board as mandated by generally accepted auditing standards.

III. Internal Controls

(1) In connection with the audit of the financial statements, the Auditor shall consider, test, and report on internal controls in accordance with Auditing Standards Generally Accepted in the United States of America (GAAS), GAS, the Uniform Guidance, the APA Audits of States, Local Governments and Non-Profit Organizations, and the Specifications for Audits of Counties, Cities, and Towns and other https://www.fluvannacounty.org/sites/default/files/fileattachments/county_policies_amp_forms/page/13596/chapter_03._-_finance_policies_-_linked.pdf https://www.fluvannacounty.org/sites/default/files/fileattachments/county_policies_amp_forms/page/13596/chapter_03._-_finance_policies_-_linked.pdf applicable APA Specifications and in accordance with any Applicable Laws.

IV. Compliance

(1) In connection with the audit of the financial statements, the Auditor shall perform tests and report on compliance in accordance with GAS, Uniform Guidance, the APA Audits of States, Local Governments and Non-Profit Organizations, and the Audits of States, Local Governments and Non- Profit Organizations, and the Specifications for Audits of Counties, Cities, and Towns and other APA Specifications, and in accordance with any Applicable Laws.

V. Component Units

(1) The criteria used in determining the reporting entity are consistent with applicable Governmental Accounting Standards Board (GASB) statements, including without limitation: (i) Statement No. 14, “The Financial Reporting Entity”; (ii) GASB Statement No. 39, “Determining Whether Certain Organizations are Component Units”; and (iii) GASB Statement No. 84, “Fiduciary Activities.” The component units of the County include all component units of the County as defined by Applicable Laws, including, but not limited to, School Board (including “Cafeteria fund”), and EDA. The “Cafeteria fund” is defined as the funds of the cafeterias of the School Board.

VI. Comparative Report Transmittal Forms

(1) The APA requires most local governments to complete Comparative Report Transmittal Forms in accordance with the provisions of the Uniform Financial Reporting Manual. The Auditor shall prepare and submit the required forms to the APA as required in the Uniform Financial Reporting Manual.

VII. Social Services Cost Allocation Plan

(1) The Auditor shall apply procedures to prepare the County Social Services Cost Allocation Plan.

VIII. Landfill Financial Assurances

(1) The County is required to demonstrate financial responsibility for post-closure arising from operating a municipal solid waste landfill. The Auditor will review the computation of financial assurance in accordance with the Commonwealth of Virginia Financial Assurance Regulations for Solid Waste Disposal, Transfer and Treatment Facilities, relating to the closure, post-closure care and corrective action costs of owning and operating a municipal solid waste landfill facility.

IX. School Activity Funds

(1) The annual audit shall also include School Activity Funds.

c) Meetings and Report Preparation

I. Meetings

(1) The selected Auditor shall be available to attend scheduled conferences, as necessary, between the Auditor and the Management Personnel (as defined in Section 3(d)(iii) below) of the County and School Board before the preliminary work and throughout fieldwork. The purpose of these meetings is to keep Management Personnel and the School Board fully informed on the scope and progress of the audit. Adequate advance notice will be given when meetings are deemed necessary and Auditor shall schedule such meetings at a time and date acceptable to Management Personnel and the School Board, respectively.

II. Required Reports

(1) Based on the audit work performed, the Auditor shall include the following reports in the ACFR unless otherwise indicated:

(a) An opinion on the fair presentation of the basic financial statements in conformity with accounting principles generally accepted in the United State of America.

(b) An opinion on the fair presentation of the other supplementary information and the schedule of expenditures of federal awards in conformity with accounting principles generally accepted in the United States of America (“GAAP”). The Auditor shall prepare a disclaimer of opinion related to the statistical section included in the ACFR.

(c) A report on compliance and on internal control over financial reporting based on an audit of the financial statements performed in accordance with GAS and the Specifications for Audit of Counties, Cities and Towns or other applicable APA Specifications. The Auditor shall communicate all instances of noncompliance that could have a material effect on the financial statements in the report. The Auditor shall communicate all reportable conditions and material weaknesses in internal controls over financial reporting and its operations in the report. Non-reportable conditions discovered by the Auditors shall be reported in a separate letter to Management Personnel, which shall be referred to in the report(s) on internal controls and on compliance and other matters.

(d) A report on compliance with requirements applicable to each major program and internal control over compliance in accordance with the Uniform Guidance. The Auditor shall report all instances of noncompliance with the specific requirements for major federal program in the report on compliance and in the Schedule of Findings and Questioned Costs. The Auditor shall communicate all reportable conditions affecting major federal programs in the report. Further, the Auditor shall identify any material weaknesses in the report. Any finding or weaknesses shall be reported immediately to Management Personnel.

(e) A report on applying agreed upon procedures to the Virginia Retirement System census data in accordance with the requirements of, and assistance with the requirements generally of, the Code of Virginia §51.1-130 et seq “Article 5 Participation of Political Subdivisions in Retirement System.”

(f) A report on compliance with contracts, grants, Applicable Laws, and the Financial Policy Manual.

(g) A report on the application of agreed-upon procedures relative to the Comparative Report Transmittal Forms. The Auditor shall submit one (1) copy of the Comparative Report Transmittal Forms, as well as the ACFR, to the APA by November 30th following the end of the fiscal year, or earlier if required by Applicable Laws.

(h) The Auditor shall make an immediate, written report to the County Administrator of all management letter comments of which the Auditor becomes aware and of any actual or suspected irregularities or illegal activities.

(i) The Data Collection Form required by the Commonwealth of Virginia.

(j) A report on the agreed upon procedures and any findings in relation to the landfill financial assurance in accordance with the provisions, rules, law and regulations under 9 VAC 20-70 (Title 9, Agency 20, Chapter 70 of the Virginia Administrative Code), the Virginia Waste Management Board and the Virginia Department of Environmental Quality.

(k) A report on the Sheriff’s compliance with the Virginia Accounting Sheriff’s Manual and Code of Virginia. This report shall be forwarded to the County for submission to the APA by November 30th, or earlier if required by Applicable Laws.

(l) Certified Public Accountant (“CPA”) Certificate of No Default letters as required by debt covenants of the County, as applicable.

III. Draft Reports

(1) The Auditor shall have drafts of the Auditor’s reports, comments on the financial statements and recommendations to management available for review by the Management Personnel and other appropriate personnel of the County in a timely manner in advance of the November 30th deadline for

ACFR publication, and in any event no later than seven (7) business days prior to November 30th.

Appropriate personnel will review the draft and make changes, as necessary, after consultation with Auditor, and before the final report is prepared.

IV. Preparation and Presentation

(1) The Auditor shall be responsible for financial statement preparation, editing, reviewing, and printing and will provide to the County a final draft copy by November 30th and 12 final copies by the second Board of Supervisors meeting in December. The Auditor will present the ACFR to the County Board of Supervisors at its second regular meeting in December each year.

(2) The County has received the Government Finance Officers Association (“GFOA”) Certificate of Achievement for Excellence in Financial Reporting every year since 2007. The Auditor will review prior year comments from the GFOA with County staff to ensure that comments and recommendations for improvement are implemented and to ensure the ACFR continues to meet the GFOA Certificate of Achievement for Excellence award. The County will submit the ACFR to the GFOA for this annual review in December for consideration of another award.

(3) The County shall be responsible for submitting copies of the ACFR to appropriate state and federal agencies.

(4) The Auditor shall be responsible for submitting the ACFR and Management Letter to the APA by November 30th of each year in accordance with Section 15.2-2510 of the Code of Virginia.

(5) The Auditor shall submit the Comparative Report Transmittal Forms and required Agreed-Upon Procedures Reports to the APA by November 30th of each year.

(6) The Auditor shall prepare the County’s written central services Cost Allocation Plan in a form consistent with prior Cost Allocation Plans of the County.

V. The Auditor shall provide timely guidance regarding new Applicable Laws and new GASB pronouncements and exposure drafts and their effect on the County’s ACFR.

VI. Auditor shall be required to make an immediate written report of all irregularities and illegal acts, or indications of illegal acts of which they become aware to the Fluvanna County Attorney, County Administrator, and the County’s Director of Finance.

VII. Assistance to be Provided to Auditor

(1) Books of Account

(2) The County shall fully balance the books of account, reconcile subsidiary ledgers to control accounts, and reconcile all bank accounts within 90 days of each fiscal year end.

(3) The County’s accounting, purchasing, budget and capital asset management systems are maintained in MUNIS. This is an integrated system which allows inquiry capabilities.

VIII. Schedules

(1) The staff of the County shall prepare the following information:

(a) A final trial balance of each fund;

(b) A final trial balance of each subsidiary ledger;

(c) A copy of the final budget approved by the Board of Supervisors for the audit period, the original budget resolution for the audit period, and all subsequent amendments to the budget resolution;

(d) A copy of project contracts and amendments thereto for all projects beginning during the period or not fully completed prior to the period;

(e) A schedule of insurance in force during the year and of insurance expenses for the year;

(f) A schedule of capital outlays during the period;

(g) A schedule of capital assets dispositions during the period;

(h) A schedule of accounts payable and receivable at the statement date;

(i) Copies of grant agreements with governmental grantor or grantee agencies;

(j) Copies of other significant contracts in force at statement date; and

(k) Such reasonable additional schedules as may be requested.

IX. Other Assistance

(1) The staff of the County and responsible Management Personnel (“Management Personnel” as used herein shall include the County Administrator, Director of Finance and any other person so designated by either of them from time to time) shall be available during the audit to assist the Auditor by providing information and explanations.

X. Current Funds of the County:

(1) Governmental Fund Types:

(a) General

(b) Debt Service

(c) Capital Projects

(d) Department of Social Services

(e) Commonwealth Attorney Drug Forfeiture

(f) Sheriff Drug Forfeiture

(g) Grants Fund

(h) School Construction Fund

(2) Proprietary Fund Types

(a) Fork Union Sanitary District – Water Services

(b) Palmyra Sewer

(c) Zion Crossroads

(3) Fiduciary Fund Types

(a) Special Welfare

(b) Other Post-Employment Benefits

(4) Component Unit

(a) School Board

(b) Cafeteria

d) Pre-Proposal Conference

I. No pre-proposal conference is scheduled.

4) PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

a) GENERAL INSTRUCTIONS

I. RFP Response: In order to be considered for selection, interested parties must submit a complete response to this RFP. Failure to comply with all criteria listed herein may be cause to reject an Offeror’s proposal.

II. RFP Questions: E m a i l questions concerning this RFP to: Linda Mills, Purchasing Officer, lmills@fluvannacounty.org.

Offerors shall submit any questions in writing. Written responses, including the questions, will be posted as an Addendum with the RFP. Questions will not be accepted after April 22, 2026, at 10 a.m. EST.

III. Ownership of Proposals: Ownership of all data, materials, and documentation originated and prepared for the County pursuant to the RFP shall belong exclusively to the County and be subject to public inspection in accordance with the Virginia Freedom of Information Act (“FOIA”). Any proprietary or trade secrets material submitted must be identified as such prior to disclosure to the County, and must indicate the specific words, figures, or paragraphs specifically, and with a reason why such material is proprietary or a trade secret under Virginia law in strict conformance with Virginia Code 2.2-4342 and FOIA. Any classification not made in strict conformance with the requirements of Virginia Code or not meeting the definition of a “trade secret” or “propriety” shall be ineffective and such information shall not be held confidential and shall be subject to public inspection. The classification of an entire proposal document is not acceptable and will result in rejection and return of the proposal.

IV. Due Date:

The deadline for proposal submission, whether by upload to eVA (www.eva.virginia.gov) or by sealed hard copy, is 2:00 PM EST on April 27, 2026.

Proposals must be addressed to:

Linda Mills, Purchasing Officer P.O. Box 540 132 Main Street Palmyra, VA 22963

RFP-2026-01

Any Proposals that are turned in late will be rejected and returned unopened. Any Proposals sent in via facsimile or telephone shall not be considered.

b) PROPOSAL PREPARATION

I. The County will follow the evaluation process and selection criteria described in this Request for Proposals. In order to provide each Offeror an equal opportunity for consideration, adherence to a standardized proposal format is required. The format of each proposal must contain the following elements organized into separate chapters and sections, as the Offeror may deem appropriate. The following paragraphs provide guidelines to each Offeror for information to include in the proposal:

(1) Cover Letter - Provide a cover letter that confirms the Offeror's understanding of this Request for Proposal, an overview of the history and qualifications of the firm.

(2) Forms - All forms required to be submitted under this RFP must be included in the Proposal as an Appendix.

(a) Certificate of No Collusion

(b) Offeror Statement

(c) Proof of Authority to Transact Business in Virginia

(d) Vendor Data Sheet

(3) Qualifications - Statement of qualifications and any additional information that the Offeror considers pertinent to its qualifications for the projects and which respond fully to the Scope of Work described herein. “Additional Information” is defined as:

(a) Licenses to conduct services required by the Code of Virginia, if applicable;

(b) Specify any additional individuals who will be assigned to the contract, the level of their mailto:lmills@fluvannacounty.org experience including credentials, related experience, training, and education of the personnel;

(c) Sample documents and/or reports relating to the services.

(4) Proposed Sub-Consultants - The Offeror shall clearly state whether it is proposing to subcontract any of the work herein. The names of all proposed sub-consultants shall be provided. By proposing such firm(s) or individuals, the Offeror assumes full liability for the sub- consultant’s performance. The Offeror shall state the amount of previous work experience with the sub-consultant(s).

(5) Project Approach – The purpose of this section is to provide the County with the Offeror’s understanding and proposed approach to the project. The Offeror should discuss in detail the proposed management and project approach, the staffing of the Offeror’s firm and firm’s approach to ensure quality control and completion of all projects within the time frame set forth.

(6) Representative Projects – This section of the Offeror’s Proposal should list and describe representative clients currently serviced focusing on similar services and especially services provided to other Virginia agencies, localities, and public bodies. Describe the local office experience including the project name and location, brief description of the project, description of the scope of services provided, and principal contact person. The Offer must include a description of at least five (5) projects it has worked on in the last two (2) years for a Virginia department or agency thereof or a Virginia public body. Such description must include the client name, a contact point for client, and a brief description of the type of services provided.

(7) Other Requirements - The proposal package must also include:

(a) The RFP document with any addenda acknowledgements filled out and signed as required (see attachments hereto).

(b) A detailed response to all requirements, general, specific, functional and technical as defined within this RFP (see Section 3 “Scope of Services”).

(c) A sufficient description of the experience and knowledge base of the Offeror to show the Offeror’s capabilities should be included in the proposal. At a minimum, the description of the experience and knowledge base of the Offeror included in the proposal should include, but not necessarily be limited to, the following:

(i) A brief description of the history and mission of the Offeror, including the Offeror’s background and mission statement, the length of time the Offeror has been in business, a description of the Offeror’s organizational structure and a description of the Offeror’s customer make-up;

(ii) A statement of how long the Offeror has provided services similar to the Services requested herein;

(iii) A general description of the Offeror’s experience and background in providing services similar to the Services requested herein;

(iv) Any other relevant information about the experience and knowledge base of the Offeror which is deemed to be material;

(v) Resume of each key employee engaged in the services, including the roles of each and an overview of their previous experience with similar projects; and

(vi) Background information including at minimum: firm’s most recent year’s financials (prefer audited) and a disclosure of any past and pending litigation.

(d) Description of the typical assistance the Offeror will require of County staff.

(8) Client References – Offerors shall provide a minimum of four (4) client references that are similar in size and scope to the County’ Project that have utilized similar Services. All client customers in the Commonwealth of Virginia must be provided, regardless of circumstances.

(9) Other – The County is not responsible for failure to locate, consider and evaluate qualification factors presented outside this format.

(10) Oral Presentation – Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal. This provides an opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. The County will schedule the time and location of these presentations. Oral presentations are an option of the County and may or may not be conducted.

(11) Incurred Expenses – The County will not be liable for any cost incurred by Offerors in preparing and submitting proposals. Offerors may not collect proposal preparation charges from the County of Fluvanna as a result of cancellation of this RFP.

(12) Addenda – Return the RFP cover sheet and all addenda acknowledgments, if any, signed and filled out as required. By submitting a proposal Offerors certify that all information provided in response to this RFP is true and accurate.

II. Submittal Instructions

(1) Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph of the corresponding section of the RFP. It is also helpful to repeat the text of the requirement as it appears in the RFP.

(2) Each proposal must be received by either electronic or hard copy by the deadline of 2:00 p.m. EST on April 27, 2026.

(a) Electronic copies of the proposal may be uploaded to eVA at www.eva.virginia.gov.

(b) Hard copies of the proposal must include one (1) original and three (3) copies along with a copy of the proposal on a USB.

(3) Oral proposals, proposals received by telephone, fax, or telegraph shall be rejected.

(4) Cost will not be considered in evaluating the Proposals.

(5) An authorized representative of the Offeror shall sign proposals. All information requested should be submitted. Failure to submit all information requested may result in the County, requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the County.

(6) All forms attached to this RFP must be fully completed, executed by the Offeror and returned as a part of Offer’s Proposal.

(7) Proposals shall be prepared simply and economically, providing a straightforward, concise description of firm’s capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content.

5) EVALUATION AND AWARD CRITERIA

a) The County will follow the evaluation and selection criteria described in this RFP. The County intends to award the contract to the firm that makes the best overall proposal. The firm selected will be required to demonstrate its ability to provide the Services required effectively with complete impartially and without any conflict of interest. The selection of a Successful Offeror shall be based on the following criteria:

I. Qualifications and experience of key contract team members who are actively involved throughout the entire contract. (20 points)

II. Relevant experience with similar projects. (30 points)

III. Specific plan and/or methodology to be used to perform the services. (20 points)

IV. References from other similar projects. (20 Points)

V. Overall completeness, clarity and quality of proposal including inclusion of technical requirements. (10 points)

b) The Evaluation Committee will independently read and rate each proposal.

c) The Evaluation Committee may make such reasonable investigations as it deems proper and necessary to determine the ability of the Offeror to perform the work.

d) The County reserves the right to make such additional investigations as it may deem necessary to establish competency and financial stability of any Offeror. If, after the investigation, the evidence of competency and financial stability is not satisfactory, such proposal may be rejected in the sole opinion of the County.

e) Award(s) shall be made in accordance with this RFP and the requirements of procurement of professional services under the Virginia Procurement Act (with specific reference to Virginia Code Sections 2.2- 4302.2(A)(4)). The Proposal shall not include costs of services or estimated project costs. At the discussion stage, the County may discuss nonbinding estimates of total project costs, including, but not limited to, nonbinding estimates of price for services.

f) Award(s) shall be made to as many Bidders/Offerors as deemed necessary to fulfill the anticipated requirements of the County.

g) Pursuant to Section 2.2-4302.2 (A)(4) of the Code of Virginia, selection of the Offeror will be as follows:

I. The County’s designee or committee shall engage in individual discussions with two (2) or more Offerors, if there be that many deemed fully qualified, responsible and suitable on the basis of initial responses with emphasis on professional competence to provide the required services. Repetitive informal interviews shall be permissible. Such Offerors shall be encouraged to elaborate on their qualifications and performance data or staff expertise pertinent to the proposed projects as well as alternative concepts. These discussions may encompass nonbinding estimates of total project costs including, where appropriate, nonbinding estimates of price for services, and other matters. Methods to be utilized in arriving at a price for services may also be discussed. Properly designated proprietary information from competing Offerors shall not be disclosed to the public or competitors, except as may be required by law.

II. At the conclusion of discussions, outlined in the paragraph above, on the basis of evaluation factors published in the RFP and all information developed in the selection process to this point, the two (2) or more Offerors whose professional qualifications and proposed services are deemed most meritorious shall be ranked in order of preference.

h) Negotiations shall then be conducted, beginning with the Offeror ranked first. If a contract satisfactory and advantageous to the County can be negotiated at a price 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 price. Should the County determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror. The County of Fluvanna may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reason why a particular proposal was not deemed to be the most advantageous (Section 2.2- 4359(D), Code of Virginia). The award document will be a contract incorporating by reference all requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated.

i) The County’s General Terms, Conditions, and Instructions to Bidders and Contractors are attached hereto and incorporated herein by reference as Section 6 and are a material part hereof. These provisions bind all Offerors. Further, the conditions and requirements of this RFP, including, but not limited to, County’s General Terms, Conditions, and Instructions to Bidders and Contractors, are a material part of any contract awarded between the County and the successful Offeror(s).

j) Forced and Child Labor Prohibition - Auditor agrees that the use of forced or indentured child labor, as defined by VA Code § 2.2-4311.4, will be prohibited in the performance of this Contract. Contractor agrees to include this prohibition in any subcontract or purchase order that exceeds $10,000, so that the prohibition is binding upon each subcontractor or vendor.

k) Contract Term – Any contract awarded hereunder shall be for a one-year initial term, with four (4) additional option years to be exercised in the sole discretion of the County.

6) Appendix I: GENERAL TERMS, CONDITIONS, AND INSTRUCTIONS TO BIDDERS AND CONTRACTORS

Adopted by Fluvanna County Board of Supervisors on April 3, 2013, amended July 16, 2014

Appendix I

COUNTY OF FLUVANNA

GENERAL TERMS, CONDITIONS AND

INSTRUCTIONS TO BIDDERS AND

CONTRACTORS

GENERAL TERMS, CONDITIONS AND INSTRUCTIONS TO BIDDERS AND

CONTRACTORS

These General Terms, Conditions and Instructions to Bidders and Contractor (hereinafter referred to as the “General Conditions”) shall apply to all purchases and be incorporated into and be a part of each Solicitation (as defined below) and every Contract (as defined below) awarded by Fluvanna County, a political subdivision of the Commonwealth of Virginia (hereinafter referred to as the “County”) unless otherwise specified by the County in writing. Bidders, Offerors and Contractors or their authorized representatives are expected to inform themselves fully as to these General Conditions before submitting Bids or Proposals to and/or entering into any Contract with the County: failure to do so will be at the Bidder’s/Contractor’s own risk and except as provided by law, relief cannot be secured on the plea of error.

Subject to all Federal, State and local laws, policies, resolutions, regulations, rules, limitations and legislation, including the County’s Procurement Policies and Procedures, Bids or Proposals on all Solicitations issued by County will bind Bidders or Offerors, as applicable, and Contracts will bind Contractors, to all applicable terms, conditions, instructions, rules and requirements herein set forth unless otherwise SPECIFICALLY set forth by the County in writing in the Solicitation or Contract. All provisions of these General Conditions are material to any contract between the County and a Contractor.

INTRODUCTION

1. VIRGINIA PUBLIC PROCUREMENT ACT AND ETHICS IN PUBLIC

CONTRACTING: The Virginia Public Procurement Act of Virginia Code §§ 2.2-4300 et seq. (hereinafter the “VPPA”) is incorporated herein by reference. Nothing in these General Conditions is intended to conflict with the VPPA and in case of any conflict, the VPPA controls. Specifically, the provisions of Article 6 of the VPPA (Virginia Code §§ 2.2-4367 through 2.2-4377) relating to ethics in contracting, shall be applicable to all Solicitations and Contracts solicited or entered into by the County. By submitting their Bids or signing any Contract, all Bidders and Contractors certify that they have not violated any of the provisions of Article 6 of the VPPA, including, but not limited to, that their Bids are made without collusion or fraud and that they have not offered or received any kickbacks or inducements.

2. DEFINITIONS: The definitions of Virginia Code §§ 2.2-4301, 2.2-4302.1 and 2.2-

4302.2 are specifically incorporated herein by reference and as used in these General Conditions, whether capitalized or not, any of such defined terms have the same meaning as such terms have under the VPPA: such defined terms include: “Affiliate”, “Best Value”, “Business”, “Competitive Negotiation”, “Competitive Sealed Bidding”, “Construction”, “Construction Management Contract”, “Design-Build Contract”, “Employment Services Organization”, “Goods”, “Informality”, “Job Order Contracting”, “Multiphase Professional Services Contract”, “Nonprofessional Services”, “Potential Bidder or Offeror”, “Professional Services”, “Public Body”, “Public Contract”, “Responsible Bidder or Offeror”, “Responsive Bidder”, “Reverse Auctioning” and “Services”.

Additionally, as used in these General Conditions, the following terms, whether capitalized or not, have the following meanings:

a. Bid/Proposal: The offer of a Bidder or Offeror to provide specific Goods or Services at specified prices and/or other conditions specified in the Solicitation. The term “Bid” is used throughout these General Conditions and where appropriate includes the term “Proposal” or any modifications or amendments to any Bid or Proposal.

b. Bidder/Offeror/Vendor: Any individual(s), company, firm, corporation, partnership or other organization bidding or offering on any Solicitation issued by the County and/or offering to enter into Contracts with the County. The term “Bidder” is used throughout these General Conditions and where appropriate includes the term “Offeror” and/or “Vendor”.

c. Contract: Any contract to which the County will be a party.

d. Contractor: Any individual(s), company, firm, corporation, partnership, or other organization to whom an award is made by the County or whom enters into any contract to which the County is a party.

e. County: The County of Fluvanna, a political subdivision of the Commonwealth of Virginia, including where applicable all agencies and departments of the County.

f. County Administrator: The Fluvanna County Administrator.

g. County Attorney: The Fluvanna County Attorney.

h. Purchasing Agent: The County Administrator is the County’s Purchasing Agent and is responsible for the purchasing activity of Fluvanna County; and has signatory authority to bind the County to all contracts and purchases made lawfully under the Fluvanna County Small Purchasing Procedures. The Purchasing Agent has signatory authority to bind the County to all other contracts and purchases only after the contracts or purchases have been approved by a vote of the Fluvanna County Board of Supervisors.

i. General Terms, Conditions and Instructions to Bidders and Contractors (also referred to herein as the “General Conditions”): These General Terms, Conditions and Instructions to Bidders and Contractors shall be attached to and made a part of all Solicitations by the County and all Contracts to which the County is party.

j. His: Any references to “his” shall include his, her, their, or its as appropriate.

k. Invitation to Bid (also referred to herein as an “IFB”): A request which is made to prospective Bidders for their quotation on Goods or Services desired by the County.

The issuance of an IFB will contain or incorporate by reference the General Conditions and the other specifications and contractual terms and conditions applicable to the procurement.

l. Purchasing Officer: The Purchasing Officer employed by the County and to whom Bidders/Contractors can submit questions relating to any Bid or Contract.

m. Request for Proposal (also referred to herein as a “RFP”): A request for an offer from prospective Offerors which shall indicate the general terms which are sought to be procured from Offerors. The RFP will specify the evaluation factors to be used and will contain or incorporate by reference the General Conditions and other applicable contractual terms and conditions, including any unique capabilities or qualifications that will be required of the Contractor.

n. Small Purchasing Procedures: The County’s Small Purchasing Procedures, being Chapter 4 of the County’s Procurement Policies and Procedures, a method of purchasing not requiring competitive sealed bids or competitive negotiation for single or term contracts for goods and services other than professional services if the aggregate or the sum of all phases is not expected to exceed $50,000; and also allowing for single or term contracts for professional services without requiring competitive negotiation, provided the aggregate or the sum of all phases is not expected to exceed $50,000.

o. Solicitation: The process of notifying prospective Bidders or Offerors that the County wishes to receive Bids or Proposals on a set of requirements to provide Goods or Services. “Solicitation” includes any notification of the County requirements may consist of public advertising (newspaper, County’s website, or other electronic notification), the mailing of notices of Solicitation, any Invitation for Quotes (“IFQ”), Initiations to Bid (“IFB”), or Requests for Proposal (“RFP”), the public posting of notices, issuance of an Open Market Procurement (“OMP”), or telephone calls to prospective Bidders or Offerors.

p. State: The Commonwealth of Virginia.

3. AUTHORITY: The Purchasing Agent shall serve as the principal public purchasing official for the County, and shall be responsible for the procurement of goods, services, insurance and construction in accordance with the County’s Procurement Policies and Procedures. The Purchasing Agent has responsibility and authority for negotiating, placing and when necessary modifying every Solicitation, Contract and purchase order issued by the County under the County’s Small Purchasing Procedures. The Purchasing Agent has signatory authority to bind the County to all contracts and purchases made lawfully under the County’s Small Purchasing Procedures. The Purchasing Agent has responsibility and authority for negotiating, placing and when necessary modifying every other Solicitation, Contract and purchase order issued by the County except that the Purchasing Agent has signatory authority to bind the County to all other contracts and purchases ONLY after the contracts or purchases have been adopted and approved by a vote of the Fluvanna County Board of Supervisors (the “Board”).Unless specifically delegated by the Board or the Purchasing Agent, and consistent with the limited authority granted thereto, no other County officer or employee is authorized to order supplies or Services, enter into purchase negotiations or Contracts, or in any way obligate the County for any indebtedness. Any purchase or contract made which is contrary to such authority shall be of no effect and void and the County shall not be bound thereby.

For convenience, the County’s Purchasing Officer shall serve as an intermediary between the Purchasing Agent and the Bidder or Contractor and any Bidder or Contractor may direct communications regarding any purchase, Solicitation or Contract to the Purchasing Officer; however as stated supra only the Board or County’s Purchasing Agent can bind the County and only upon the conditions stated supra.

CONDITIONS OF BIDDING

4. COMPETITION INTENDED: It is the County’s intent to encourage and permit open and competitive bidding in all Solicitations. It shall be the Bidder’s responsibility to advise the County in writing if any language, requirement, specification, etc., or any combination thereof, stifles competition or inadvertently restricts or limits the requirements stated in a Solicitation to a single source. The County must receive such notification not later than seven (7) business days prior to the deadline set for acceptance of the Bids. In submitting a Bid, the Bidder guarantees that he or she has not been a party with other Bidders to an agreement to bid a fixed or uniform price. Violation of this implied guarantee shall render the Bid of any Bidder involved void.

5. DISCRIMINATION PROHIBITED: Pursuant to Virginia Code § 2.2-4310, the County does not discriminate against Bidders, Offerors or Contractors because of race, religion, color, sex, national origin, age, disability, status as a service disabled veteran, or any other basis prohibited by state law relating to discrimination in employment. Whenever solicitations are made, the County shall include businesses selected from a list made available by the Department of Small Business and Supplier Diversity. Pursuant to Virginia Code § 2.2-4343.1, the County does not discriminate against “faith-based organizations”, being a religious organization that is or applies to be a contractor to provide goods or services for programs funded by the block grant provided pursuant to the Personal Responsibility and Work Reconciliation Act of 1996, P.L. 104-193.

6. CLARIFICATION OF TERMS: Pursuant to Virginia Code § 2.2-4316, if any Bidder has questions or comments about the specifications or other Solicitation documents, the prospective Bidder should contact the County no later than seven (7) business days prior to the date set for the opening of Bids or receipt of Proposals. Any revisions to the Solicitation will be made only by written addendum issued by the County. Notifications regarding specifications may not be considered if received in less than seven (7) business days of the date set for opening of Bids/receipt of Proposals.

7. MANDATORY USE OF COUNTY FORM AND TERMS AND CONDITIONS:

Unless otherwise specified in the Solicitation, all Bids must be submitted on the forms provided by the County, including but not limited to, a Cover Sheet or Pricing Schedule, if applicable, properly signed in ink in the proper spaces and submitted in a sealed envelope or package. Unauthorized modification of or additions to any portion of the Solicitation may be cause for rejection of the Bid. However, the County reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject any Bid or Proposal which has been modified. These General Conditions are mandatory provisions of all Solicitations and all Contracts of the County.

8. LATE BIDS & MODIFICATION OF BIDS: Any Bid or modification thereto received at the office designated in the Solicitation after the exact time…