RFP-2026-03 — Professional GIS Services and Asset Management.pdf

Professional GIS Services and Asset Management Town of Bowling Green, Virginia RFP Number: RFP-2026-03

Request for Proposals (RFP)

RFP Number: RFP-2026-03 Issue Date: 6/22/2026

Closing Date and Time: July 20, 2026, 3:00 PM

I. Purpose

The Town of Bowling Green, Virginia (“Town”) is soliciting Proposals from qualified professional consulting firms to provide planning‑level asset management program development and related GIS/asset management tools and staff training services for the Town’s public drinking water and wastewater systems.

The services procured through this RFP are funded in part by a Virginia Department of Health (VDH) Planning and Development Grant. The intent of this solicitation is to select the most qualified firm based on experience, technical capability, and demonstrated understanding of asset management principles applicable to small municipal utilities.

The Town intends to negotiate a professional services agreement with the highest‑ranked firm following evaluation of qualifications. Nothing in this RFP shall be construed as a commitment to award a contract or guarantee future work.

II. Scope of Work

Background The Town of Bowling Green currently maintains a GIS‑based map of its drinking water and wastewater system assets using ArcGIS. The GIS database includes mapped asset locations and attribute tables for major system components. The existing dataset includes asset spatial data for major drinking water and wastewater system infrastructure, attribute tables containing limited condition scoring, photographic records linked to mapped assets, and attribute table structures capable of housing additional asset management fields.

However, the Town’s GIS asset data currently does not include comprehensive asset management attributes such as criticality, probability of failure (POF), consequence of failure (COF), overall risk ranking, or remaining useful life. While the GIS schema includes fields capable of storing such information, these fields have not yet been populated.

In both systems, portions of the asset inventory may be incomplete or represented at an aggregated level, particularly for facilities where individual components are not yet separately inventoried. For example, certain facility level assets (such as lift stations) are mapped as a single asset record, while individual components (such as pumps, motors, controls) may not yet be inventoried as assets with individual attributes.

Services procured under this RFP are funded in part through a Virginia Department of Health (VDH) Planning and Development Grant and are intended to produce planning level asset management deliverables consistent with VDH Office of Drinking Water asset management guidance.

System Size and Characteristics The Town of Bowling Green serves approximately 1,233 through its public drinking water system, with approximately 948 active water service connections. The wastewater system serves approximately 503 sewer connections and includes typical municipal wastewater infrastructure such as collection mains, six (6) lift stations, and a treatment facility.

The Town is seeking an asset management approach that is appropriately scaled to the size and staffing capacity of both systems, emphasizes practical decision‑making, and supports capital improvement planning

Scope of Services The selected firm or individual shall provide the following services:

1. Asset Management Program (AMP) Development

2. Asset Management Tools and Training

Proposers may recommend platforms or workflows they believe are appropriate for the Town if solutions are practical and support long‑term Town use.

Task Group 1 – Asset Management Program Development These activities shall be performed for both drinking water and wastewater assets, with methodologies applied consistently across both systems where appropriate.

This task shall include:

• Collecting and organizing performance, condition, and maintenance data for all major system components

• Assessing asset condition and estimating remaining useful life for major assets and key components using standard methodologies and professional judgment

• Completing a structured asset inventory and defining levels of service

• Developing probability‑of‑failure and consequence‑of‑failure criteria and applying them to establish asset criticality and relative risk

• Producing a risk‑based prioritization of assets to support system management, maintenance planning, and future capital investment decisions

• Preparing written Asset Management Program documentation suitable for Town use and submission to VDH as the planning grant deliverable

The AMP shall clearly document assumptions, data limitations, and recommended next steps for improving asset data and program maturity over time.

Task Group 2 – Asset Management Tools and Training The consultant shall provide the tools and training necessary for the Town to maintain and update the Asset Management Program on a regular basis.

This task shall include:

• Recommending asset management and/or mapping tools appropriate for the Town’s size, staffing, and long‑term needs

• Populating asset management fields developed under Task Group 1 within the selected system

• Organizing assets and attributes to support routine updates, condition tracking, and risk reassessment

• Providing training to Town staff on:

o Using the asset management tools o Updating asset information, condition, and risk o Adding new assets or components over time o Managing work activities o Using AMP outputs to support operational and capital planning decisions

• Providing training materials and documentation to support ongoing program sustainability

The selected solution shall be practical and able to be maintained internally by Town staff.

Project Schedule The work funded under this Scope of Work shall be completed in accordance with the Virginia Department of Health Planning and Development Grant award. The consultant shall coordinate with the Town to ensure all deliverables are completed within the grant timeframe. Failure to meet the project schedule may result in withdrawal of grant funding.

III. Grant Funding and Billing Requirements

This project is funded in part through a Virginia Department of Health (VDH) Planning and Development Grant, which is limited to drinking water system activities. The Town will supplement grant funds with local funds to support wastewater asset management activities under the same contract.

Any services related to wastewater assets or systems shall be clearly identified, tracked, and billed separately from drinking water system services. Offerors shall structure their work approach and invoicing such that costs attributable to drinking water assets can be clearly distinguished and documented for reimbursement purposes.

Invoices submitted under any resulting contract shall separately itemize drinking water and wastewater tasks, deliverables, and associated costs, as applicable. Failure to clearly allocate costs may result in ineligibility for reimbursement of certain expenses.

IV. Submission Requirements and Instructions

Interested firms shall submit a Proposal limited to ten (10) single-sided, 8.5” x 11” pages, excluding required cover letter and conflict of interest disclosure.

Each Proposal shall include the following:

1. Cover Letter

2. Firm Background and Qualifications, including office location(s)

3. Proposed Project Team, including brief resumes of key personnel

4. Relevant Project Experience o Description of up to three (3) similar projects completed within the past five years

5. Understanding of the Project and Technical Approach, including:

o Understanding of the Town’s asset management goals and constraints o Proposed project timeline o General methodology for planning-level AMP development and risk prioritization o Approach to GIS / asset management tools and staff training o Description of how the firm would manage asset management activities across both drinking water and wastewater systems, including tracking and cost allocation to support grant compliance

6. Conflict of Interest Disclosure (does not count toward page limit)

Cost proposals shall not be submitted as part of the Proposal, but will be required after the Town ranks the Offerors based on qualifications.

Submission Deadline Proposals must be received no later than July 20, 2026, 3:00 PM.

Delivery Address

Town of Bowling Green Attention: Town Manager’s Office

117 Butler Street Bowling Green, VA 22427

V. Questions and Contact

All inquiries regarding this RFP must be submitted in writing no later than July 6, 2026, 12:00 PM, to:

Mr. Jeffrey Smith Email: jsmith@townofbowlinggreenva.gov

VI. Evaluation and Award

Proposals will be evaluated and firms will be initially ranked based on the following criteria:

Relevant Asset Management Planning Experience (30%) Demonstrated experience developing asset management programs for municipal water systems, particularly planning‑level AMPs for small or mid‑sized utilities.

Understanding of the Project and Technical Approach (25%) Demonstrated understanding of the Town’s goals, data environment, and constraints, and the quality and practicality of the proposed technical approach.

Qualifications of Proposed Project Team (20%) Experience, expertise, and availability of key personnel proposed for the project.

Experience with Asset Management Tools and Training (15%) Demonstrated experience implementing or supporting asset management tools and conducting effective training for municipal staff.

Applicable Schedule and Grant Requirements (10%) Demonstrated ability to complete projects within applicable timelines and comply with state or federally funded project requirements.

The Town shall select two or more offerors deemed to be fully qualified and best suited among those submitting proposals, on the basis of the factors set out above. Top ranked offers may be required at that time to submit its pricing for the scope of work to the Town. Negotiations shall then be conducted with each of the offerors so selected. The offeror shall state any exception to any contractual terms or conditions, including any liability provisions contained in the Request for Proposal in writing at the time of responding to such Request for Proposal. Such exceptions shall be considered during negotiation but shall not be used as a basis for scoring or evaluating which offerors are selected for negotiations. Price shall be considered, but need not be the sole or primary determining factor. After negotiations have been conducted with each offeror so selected, the Town shall select the offeror which, in its opinion, has made the best proposal and provides the best value, and shall award the contract to that offeror. Should the Town 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 mailto:jsmith@townofbowlinggreenva.gov

Town reserves the right to reject any or all proposals, cancel the RFP, or award one or multiple offerors if justified.

VII. General Conditions

The following General Conditions shall apply to any Agreement resulting from this RFP:

Termination for Convenience. The Town shall have the right to terminate the contract at its convenience, with or without cause, by specifying the date of termination in a written notice. In this event, the Contractor shall be entitled to just and equitable compensation for any satisfactory work completed. All work produced shall become the property of the Town.

Assignment of Interest. The Contractor shall not assign any interest in the resulting contract and shall not transfer any interest in the same without prior written consent of the Town which the Town shall be under no obligation to grant.

Release of Data. No reports, information or data given to or prepared by the Contractor under the resulting contract shall be made available to any individual or organization by the Contractor without the prior written approval of the Town, which approval the Town shall be under no obligation to grant.

Binding Effect. The terms, provisions, covenants and conditions contained in any resulting contract shall apply to, insure to the benefit of, and be binding upon the parties hereto and upon their respective heirs, legal representatives, successors, and permitted assigns except as otherwise expressly provided.

Ethics in Public Contracting. Contractor hereby certifies that it has familiarized itself with Article 6 of Title 2.2 of the Virginia Public Procurement Act (Va. Code §2.2-4367 et seq.), and that all amounts received by it, pursuant to this procurement, are proper and in accordance therewith.

Partial Invalidity. Neither any payment for, nor acceptance of, the whole or any part of the services by the Town, nor any extension of time, shall operate as a waiver of any provision of this contract, nor of any power herein reserved to the Town, or any right to damages herein provided, nor shall any waiver of any breach of any contract be held to be a waiver of any other or subsequent breach. Failure of the Town to require compliance with any term or condition of any contract shall neither be deemed a waiver of such term or condition nor a waiver of the subsequent enforcement thereof.

Subcontractors and Assignments. The Contractor shall not sublet or assign this contract or any portion thereof without the prior written consent of the Town. In seeking consent for any subcontract or assignment, the Contractor shall furnish all information required by the Town to permit the Town to ascertain the qualifications of the proposed Subcontractor to perform the work, and the Contractor shall submit a copy of the subcontract to the Town for approval. The subcontract shall incorporate by reference all provisions and conditions of this contract.

Contractual Disputes. Contractual claims, whether for money or other relief, shall be submitted by Contractor in writing no later than sixty days after final payment; however, written notice of

Contractor's intention to file such claim shall have been given at the time of the occurrence or beginning of the work upon which the claim is based. The Town shall consider the claim, and shall make a written determination as to the claim within forty-five days after receipt of the claim. Such decision shall be final and conclusive unless Contractor appeals within six months of the date of the final decision by instituting legal action as provided in Section 2.2-4364 of the Code of Virginia.

Governing Law; Venue. The laws of the Commonwealth of Virginia shall govern this contract and any legal action to enforce the provisions of this contract shall be filed in the Caroline County, Virginia, Circuit Court.

Attorney Fees. In the event of any action brought by either party against the other to enforce any of the obligations hereunder or arising out of any dispute concerning the terms and conditions hereby created, each party shall be responsible for its own attorney fees.

Nondiscrimination. During the performance of this contract, the contractor agrees:

(a) not to discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment except where there bona fide occupational qualification reasonably necessary to the normal operation of the contractor. Notices setting forth the above language shall be posted in conspicuous places, available to employees and applicants for employment.

(b) The Contractor, in all solicitations or advertisements for employees placed by or on the Contractor's behalf, will state that such contractor is an equal opportunity employer.

(c) Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the above requirements.

(d) The Contractor will include the provisions of paragraphs (a), (b) and (c) in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

(e) The Town of Bowling Green is an Affirmative Action/Equal Opportunity Employer. MBE/WBE firms are encouraged to submit proposals. Firms must comply with the following: the President’s Executive Order # 11246 prohibiting discrimination in employment regarding race, color, creed, sex, or national origin; the President’s Executive Orders # 12138 and 11625 regarding utilization of MBE/WBE firms; and the Civil Rights Act of 1964. Firms must certify that they do not or will not maintain or provide for their employees any facilities that are segregated on the basis of race, color, creed, or national origin.

Drug-Free Workplace. During the performance of this contract, Contractor agrees to:

(a) provide a drug-free workplace for Contractor’s employees;

(b) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition;

(c) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and

(d) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor during the performance of this contract for goods or services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

Compliance with state law; foreign and domestic businesses authorized to transact business in the Commonwealth; provision of SCC Identification Number.

Contractor, whether 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 of Virginia as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Contractor shall provide the Town with its State Corporation Commission Identification Number.

If Contractor 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, Contractor shall provide the Town with a statement describing why it is not required to be so authorized.

Failure to comply with provision shall result in the Contractor not receiving an award of this Agreement unless a waiver of this requirement is granted by the Town Administrator. Contractor shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of this Agreement, and such failure to comply with this provision may result in the Town voiding this Agreement as authorized by Section 2.2-4311.2 of the Code of Virginia.

Compliance with federal, state, and local laws and federal immigration law; required contract provisions. Contractor shall not during the performance of the contract for goods and services, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

Indemnity. The Contractor shall indemnify and hold harmless the Town and its officers and employees, against all claims, damages, losses and expenses, including but not limited to attorney’s fees, arising out of or resulting from the performance of the work described herein, provided that any such claims, damages, losses or expenses (1) are attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, including loss of use resulting there from, and (2) are caused in whole or in part by any negligent acts or omissions of the Contractor, any Subcontractor, or anyone directly or indirectly employed by any of them, regardless of whether or not it is caused in part by a party indemnified hereunder. This indemnification clause shall apply to the fullest extent permitted by law. The Town is not permitted under Virginia law to provide a similar indemnification to the Contractor, and any proposal including such a requirement may be deemed non-conforming.

Cooperative Procurement. This solicitation is a cooperative procurement being conducted on behalf of other public bodies pursuant to § 2.2-4303 of the Code of Virginia.

ATTACHMENT A

COVER SHEET

Company Name

Address

Email Address

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Signature

Printed Name

Title ___________________________________________________