RFP 2027-020 Stream Restoration and Environmental.pdf

Project: 2027-020 Revised 10.2025

RFP for Stream Restoration Page 1 of 33

ROANOKE COUNTY

FINANCE & MANAGEMENT SERVICES DEPARTMENT

PURCHASING DIVISION

On behalf of the Roanoke County Board of Supervisors

REQUEST FOR PROPOSAL

Professional Services

RFP # 2027-020

On Call Contract for Stream Restoration and Environmental Professional Services

OPENING DATE: September 16, 2026

OPENING TIME: 2:00 P.M.

The Request for Proposal and related documents may be obtained during normal business hours from the Purchasing Division, at the Roanoke County Administration Building, 5204 Bernard Drive SW, Suite 300F, Roanoke, VA 24018. This document may be viewed and/or downloaded from eVA at the following website:

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyna me=County%20of%20Roanoke. If you have any problems accessing the documents, you may contact Purchasing at (540) 772-2061.

THIS PUBLIC BODY DOES NOT DISCRIMINATE

AGAINST FAITH-BASED ORGANIZATIONS

DATE of RFP: 2027-020 https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke

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REQUEST FOR PROPOSAL (RFP)

RFP No. 2027-020 Issue Date: August 25, 2026

Title: On Call Stream Restoration and Environmental Professional Services

Issued By: County of Roanoke, on behalf of Choose an item. Development Services Roanoke County Administration Building Purchasing Division 5204 Bernard Drive, SW, Suite 300-F Roanoke, VA 24018-0798 Phone (540) 283-8150 Email: drago@roanokecountyva.gov

Sealed proposals must be received via hand delivery, mail, or electronic submission through eVA, on or before 2:00 P.M., September 16, 2026.

If proposals are hand delivered or mailed, send directly to the Purchasing Division at the address listed above. To submit an online proposal through eVA, refer to the online bidding instructions available at the following link: https://www.youtube.com/watch?v=KSxcAkOekW0.

Further instructions to Offerors are outlined in Sections 3 and 4 of this RFP.

All questions must be submitted in writing before 5:00 p.m., September 9, 2026. If necessary, an addendum will be issued and posted to eVA at the following website:

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County% 20of%20Roanoke.

THIS PUBLIC BODY DOES NOT DISCRIMINATE AGAINST FAITH-BASED ORGANIZATIONS.

The County reserves the right to cancel this RFP and/or reject any or all proposals and to waive any informalities in any proposal.

This section is to be completed by the Offeror and this page must be returned with the proposal. In compliance with this request for proposal and subject to all terms and conditions imposed herein, which are hereby incorporated herein by reference, the undersigned offers and agrees to furnish the services and/or items requested in this solicitation if the undersigned is selected as the successful Offeror.

Unless the proposal is withdrawn, the Offeror agrees that any prices or terms for such proposal shall remain valid for sixty (60) days after opening. Notices of proposal withdrawal must be submitted in writing to the Purchasing Division.

Legal Name and Address of Firm:

_________________________________________Date:___________________________________

_________________________________________By:_____________________________________

_________________________________________Name:__________________________________ (Please Print) __________________________ Zip: ___________Title:____________________________________

Phone: __________________________________FAX:____________________________________

Email: _____________________________ Business License# _____________________________

Virginia State Corporation Commission Identification Number: _______________________________ https://www.youtube.com/watch?v=KSxcAkOekW0 https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke

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TABLE OF CONTENTS

REQUEST FOR PROPOSAL NO. 2027-020

On Call Stream Restoration and Environmental Professional Services

Contents

INTRODUCTION

SECTION 1. PURPOSE

SECTION 2. BACKGROUND

SECTION 3. PROPOSAL SUBMISSION INSTRUCTIONS

SECTION 4. GENERAL INSTRUCTIONS TO OFFERORS

SECTION 5. MISCELLANEOUS

SECTION 6. PROTESTS

SECTION 7. SERVICES AND/OR ITEMS REQUIRED

SECTION 8. EVALUATION CRITERIA

SECTION 9. SELECTION PROCESS

SECTION 10. INFORMATION ON CONTRACT TO BE AWARDED

ATTACHMENT A: SAMPLE CONTRACT

EXHIBIT 1: SCOPE OF WORK/FEE SCHEDULE

ATTACHMENT B: DIRECT CONTACT WITH STUDENTS FORM (N/A) ............... Error!

Bookmark not defined.

ATTACHMENT C: CONSENT TO CONDUCT TRANSACTION BY ELECTRONIC

MEANS

ATTACHMENT D: PROPOSAL RESPONSE AND CHECKLIST

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COUNTY OF ROANOKE, VIRGINIA

REQUEST FOR PROPOSAL

FOR

On Call Stream Restoration and Environmental Professional Services

RFP NUMBER 2027-020

INTRODUCTION

The Roanoke County Board of Supervisors (hereinafter referred to as “Owner”), is seeking proposals and qualifications from Offerors to provide Stream Restoration and Environmental Professional Services in accordance with all terms, conditions and specifications as set out in this Request for Proposal (RFP). The RFP and related documents may be obtained during normal business hours from the Roanoke County Purchasing Division,

(540) 772-2061. This document may be viewed and/or downloaded from eVA at the following website:

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=Cou nty%20of%20Roanoke.

If you have any problems accessing the documents, you may contact Purchasing at (540) 283- 8150 or drago@roanokecountyva.gov.

Proposals must be received by hand delivery, mail, or electronic submission through eVA, at or before 2:00 p.m., local time on September 16, 2026.

If submitting electronically via eVA, Offeror should refer to the instructions available at the following link: https://www.youtube.com/watch?v=KSxcAkOekW0. In order to submit a proposal through eVA the Offeror must be a registered vendor in eVA.

If Offeror encounters any issues submitting an online proposal through eVA, Offeror shall contact eVA Customer Care for assistance.

If hand delivering or mailing a sealed proposal response, the proposal package must be received by the County of Roanoke Purchasing Division, at the Roanoke County Administration Building, 5204 Bernard Drive, Suite 300F, Roanoke, VA 24018, at or before the stated RFP due date and time.

Faxed or e-mailed proposals are not acceptable.

Further instructions for submission are outlined in Sections 3 and 4 of this RFP.

The County of Roanoke, Virginia, and its officers, employees or agents will not be responsible for the opening of a proposal envelope or package prior to the scheduled opening if that envelope or package is not appropriately sealed and marked as specified.

The County of Roanoke, Virginia reserves the right to cancel this RFP and/or reject any or all proposals, to waive informalities in any proposal, to award any whole or part of a proposal, and to award to the Offeror whose proposal is determined to be in the best interest of the Owner.

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke mailto:_______________@roanokecountyva.gov

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Project evaluation and award will be accomplished in accordance with this RFP and Section 10.9 of the County of Roanoke Procurement Policy & Procedures Manual. If an award of a contract is made, notification of such award will be posted for public review on eVA:

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=Co unty%20of%20Roanoke or you may contact Purchasing directly at (540) 283-8150 to request a copy of the award notification.

Unless the proposal is withdrawn, the Offeror agrees that any prices or terms for such proposal shall remain valid for sixty (60) days after opening. Notices of proposal withdrawal must be submitted in writing to the Purchasing Manager.

Inquiries regarding this RFP should be directed to Dawn M. Rago, at (540) 283-8150 or via email at drago@roanokecountyva.gov. Inquiries for information regarding procurement procedures and/or proposal submission shall be directed to the Roanoke County Purchasing Division.

Each Offeror is solely responsible for ensuring that such Offeror has the current, complete version of the RFP documents, including any addenda, before submitting a proposal. The County is not responsible for any RFP obtained from any source other than the County.

Contact Purchasing by phone at (540) 283-8150, or by email at drago@roanokecountyva.gov.

Respectfully, Dawn M. Rago Senior Buyer

Date: August 25, 2026 https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke mailto:____________@roanokecountyva.gov mailto:____________@roanokecountyva.gov

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County of Roanoke, Virginia Request for Proposal No. 2027-020

On Call Stream Restoration and Environmental Professional Services

SECTION 1. PURPOSE.

The purpose of this Request for Proposal (RFP) is the procurement of On Call Stream Restoration and Environmental Professional Services consistent with the terms and conditions herein set forth. Final scope of services will be negotiated with the successful Offeror.

SECTION 2. BACKGROUND.

NOT USED

SECTION 3. PROPOSAL SUBMISSION INSTRUCTIONS.

A. Proposals must be submitted in accordance with the instructions and requirements contained in this RFP, including the Introduction. Failure to do so may result in the proposal being considered non-responsive and it may be rejected. An Offeror must promptly notify the Purchasing Division of any ambiguity, inconsistency, or error which may be discovered upon examination of the RFP. An Offeror requiring clarification or interpretation of this RFP should contact Dawn M. Rago at (540) 283-8150.

B. Proposals must be received by hand delivery, mail, or electronic submission through eVA, at or before 2:00 p.m., local time on September 16, 2026. Proposals appropriately received will be opened at this time. Proposals received after 2:00 p.m. will not be accepted or considered.

C. If submitting electronically via eVA, Offeror should refer to the instructions available at the following link: https://www.youtube.com/watch?v=KSxcAkOekW0. In order to submit a proposal through eVA the Offeror must be a registered vendor in eVA. If Offeror encounters any issues submitting an online proposal through eVA, Offeror shall contact eVA Customer Care for assistance. The time of receipt for proposals submitted electronically through eVA shall be determined by the time clock included in the eVA submittal system. The electronic proposal submission shall contain a second copy of the proposal redacted to remove all confidential and proprietary material.

D. If hand delivering or mailing a sealed proposal response, the proposal package must be received by the County of Roanoke Purchasing Division, at the Roanoke County Administration Building, 5204 Bernard Drive, Suite 300F, Roanoke, VA 24018, at or before the stated RFP due date and time. The time of receipt shall be determined by the time clock stamp in the Purchasing Office or if it is not working, such time shall be determined by the Purchasing official who is to open the proposals.

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Each proposal, one (1) original, marked as such and three (3) copies, marked as such, must be appropriately signed by an authorized representative of the Offeror, and must be submitted in a sealed envelope or package. A removable media storage device containing two (2) digital copies of the proposal, one as submitted, and one redacted to remove all confidential and proprietary material, should be included in the proposal packet. The notation “Stream Restoration and Environmental Professional Services”, RFP No. RFP 2027-020 , Offeror’s Name, and the specified opening time and date should be clearly marked on the front of that sealed envelope or package. If the Roanoke County Administration Building is closed for business at the time scheduled for the proposal opening, the sealed proposal will be accepted and opened on the next business day of the County, at the originally scheduled hour.

E. Faxed or e-mailed proposals are not acceptable.

SECTION 4. GENERAL INSTRUCTIONS TO OFFERORS.

A. Until such time that an award is published, direct contact with any County or Owner employee without the express permission of the Purchasing Division Director or designated representative, on the subject of this proposal, is strictly forbidden. Violation of this Instruction may result in disqualification of Offeror’s proposal.

Unless participating in a pending solicitation, prospective vendors may visit County or Owner departments without advance approval of the Office of the Purchasing Division to make sales calls, drop off literature, or conduct demonstrations. Advance appointments must be confirmed with the Director or their designee for the department to be visited.

Vendors are restricted from contact with departments during active solicitations for the particular goods or services offered by vendors.

During an active solicitation all communications (email, phone, text, letter) must be conducted through the Office of the Purchasing Division. Purchasing staff will coordinate responses to any inquiries, as necessary. If any vendor involved in a pending solicitation or bid violates this communication protocol, any submittals from the vendor may be rejected at the discretion of the Purchasing Division.

B. Prospective Offerors, sometimes referred to as providers, operators, contractors, consultants, or vendors, are to address the criteria below at a minimum as part of their submitted proposal.

Each proposal should include a transmittal letter and management overview of the proposal.

Proposals are to include and may be evaluated on the following factors, together with such other factors as will protect and preserve the interests of the Owner, which may also be considered.

1. Organizational structure of firm and qualifications of management personnel.

Prospective Offerors should submit at a minimum the length of time in the business, corporate experience, strengths in the industry, business philosophy, and a description of the organizational structure of the firm; a description of the organizational structure for the management and operation of the services requested and/or provision of the items

RFP for Stream Restoration Page 8 of 33 referred to in this RFP, including an organizational chart denoting all positions and the number of personnel in each position. (See Attachment D)

2. Financial condition of the firm and ability to perform all obligations of any resultant contract. The sufficiency of the financial resources and the ability of the Offeror to comply with the duties and responsibilities described in this RFP. Each Offeror shall provide a current annual financial report and the previous year’s report and a statement regarding any recent or foreseeable mergers or acquisitions. Financial statements may be marked as “confidential” in accordance with the requirements set out in Section 4(A) of this RFP.

(See Attachment D)

3. Experience in providing the services and/or items requested by this RFP. (See Attachment D)

4. References: each Offeror should provide the names, addresses, and telephone numbers of at least three (3) references in connection with supplying the services or items requested in this RFP, especially from other local government operations similar to those being requested in this RFP by the Owner. Each reference should include organizational name, official address, contact person, title of contact, and phone number. (See Attachment D)

5. The conditions, if any, of the proposal or exceptions to the sample contract. (See

Attachment D)

6. Conflict of Interest: each Offeror is to state whether or not any of Offeror’s owners, officers, employees, or agents, or their immediate family members, is currently, or has been in the past year, an employee of the County or Owner, or has any responsibility or authority with the County or Owner that might affect the procurement transaction or any claim resulting therefrom. If so, please state the complete name and address of each such person and their connection to the County or Owner. Each Offeror is advised that the Ethics in Public Contracting and Conflict of Interests Act of the Virginia Code, as set forth in Section 4 of this RFP, apply to this RFP. (See Attachment D)

7. Each Offeror is required to disclose if it has ever been debarred, fined, had a contract terminated, or found not to be a responsible bidder or Offeror by any federal, state, or local government, and/or private entity. If so, please give the details of each such matter and include this information with the proposal response.

8. The ability, capacity, and skill of the Offeror to provide the services and/or items described in this RFP and in a prompt and timely manner without delay or interference.

9. The character, integrity, reputation, judgment, experience, efficiency and effectiveness of the Offeror.

10. The quality and timeliness of performance of previous contracts or services of the nature described in this RFP.

11. Compliance by the Offeror with laws and ordinances regarding prior contracts, purchases, or services. (See Attachment D)

12. Price: Prospective Offerors must submit the price such Offeror proposes to charge the Owner for providing the required services and/or items, including all fees and costs and how they are calculated, (See Attachment D)

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Marketing and effectiveness of the firm: Prospective Offerors should submit, at a minimum, a description of the marketing approach and promotions they intend to pursue to maximize revenues generated from the services or items requested in this RFP. Provide examples of any promotions or promotional materials. (See Attachment D)

13. Revenue Control: Prospective Offerors will explain the method of controlling, securing and maximizing revenues at the locations described in this RFP.

C. Also include any other materials you may want to submit as part of your proposal response.

D. Responses to this RFP must be in the prescribed format (Attachment D – Proposal Response and Checklist).

E. Offeror shall provide one redacted copy of its proposal fit for public dissemination in the event the Owner must respond to a Freedom of Information Act request. Reference Section 3 above for instructions specific to the mode of submission. Offeror shall not mark its entire proposal as confidential and/or redact the entire proposal; doing so may result in the disqualification of Offeror’s proposal.

F. The Owner may request additional information, clarification, or presentations from any of the Offerors after review of the proposals received.

G. The Owner has the right to use any or all ideas presented in reply to this RFP, subject only to the limitations regarding proprietary/confidential data of Offeror.

H. The Owner is not liable for any costs incurred by any Offeror in connection with this RFP or any response by any Offeror to this RFP. The expenses incurred by Offeror in the preparation, submission, and presentation of the proposal are the sole responsibility of the Offeror and may not be charged to the Owner.

I. Only the County or Owner will make news releases pertaining to this RFP or the proposed award of a Contract.

J. Each Offeror who is a stock or nonstock corporation, limited liability company, business trust, or a limited partnership or other business entity shall be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity if required by law.

Each such Offeror shall include in its proposal response the Identification Number issued to it by the Virginia State Corporation Commission (SCC) and should list its business entity name as it is listed with the SCC. Any Offeror that is not required to be authorized to transact business in the Commonwealth as a domestic or foreign business entity as required by law shall include in its proposal response a statement describing why the Offeror is not required to be so authorized. (See Va. Code Section 2.2-4311.2).

SECTION 5. MISCELLANEOUS.

A. Ownership of Material - 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. Trade secrets or proprietary information submitted by the Offeror shall not be subject to public disclosure under the Freedom of Information Act, unless otherwise required by

RFP for Stream Restoration Page 10 of 33 law. However, the Offeror must invoke the protection of Section 2.2-4342(F) of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must SPECIFICALLY identify the data or materials to be protected and state the reason why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line-item prices, and/or total proposal prices as proprietary, or trade secrets, is NOT ACCEPTABLE and may result in REJECTION of the proposal.

B. As this is a RFP, no information regarding the proposal records or the contents of responses will be released except in accordance with Section 2.2-4342 of the Code of Virginia. Once an award has been made, all proposals will be open to public inspection subject to the provisions set forth above.

C. IMPORTANT NOTICE - ADDENDUMS AND NOTICES OF AWARD

Any interpretation, correction, or change of the RFP will be made by an addendum. The County Purchasing Division or its designee will issue Addenda that will be posted to eVA and be available for review and/or download at the following website:

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyna me=County%20of%20Roanoke.

Prospective Offerors are encouraged to visit the eVA website often to obtain addenda if they are not signed up to receive automatic notifications from eVA. The County does not provide direct notification of changes to the original solicitation documents. The County assumes no responsibility or liability for informing recipients of downloaded documents or changes to original documents. It is the sole responsibility of those bidders/offerors to ensure they have copies of any addenda.

The official solicitation documents, addenda and project information are those posted on the eVA website. The County is not responsible for 3rd party postings of our solicitations or information about our solicitations.

Interpretations, corrections or changes of this RFP made in any other manner will not be binding and Offerors must not rely upon such interpretations, corrections, or changes.

D. No Offeror shall confer on any public employee having official responsibility for a purchasing transaction any payment, loan, subscription, advance, deposit or money, service, or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged.

E. The County and Owner may make investigations to determine the ability of the Offeror to perform or supply the services and/or items as described in this RFP. The County and Owner reserve the right to reject any proposal if the Offeror fails to satisfy the County and Owner that it is qualified to carry out the obligations of the proposed contract.

F. The successful Offeror must comply with the nondiscrimination provisions of Virginia Code Section 2.2-4311, which are incorporated herein by reference.

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke

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G. The successful Offeror must comply with the drug-free workplace provisions of Virginia Code Section 2.2-4312, which are incorporated herein by reference.

H. It is the policy of the County of Roanoke to maximize participation whenever possible by minority and women owned business enterprises in all aspects of County contracting opportunities.

I. The successful Offeror shall comply with all applicable County, State, and Federal laws, codes, provisions, and regulations. The successful Offeror shall not during the performance of any resultant contract knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

J. Providers of any outside services shall be subject to the same conditions and requirements as the successful Offeror in regards to law, code, or regulation compliance.

The Owner reserves the right of approval for any subcontract work, including costs thereof.

K. Ethics in Public Contracting. The provisions, requirements, and prohibitions as contained in Sections 2.2-4367 through 2.2-4377, of the Virginia Code, pertaining to bidders, offerors, contractors, and subcontractors are applicable to this RFP.

L. Conflict of Interests Act. The provisions, requirements, and prohibitions as contained in Sections 2.2-3100, et seq., of the Virginia Code are applicable to this RFP.

M. The procurement provisions of the Virginia Public Procurement Act as well as the Roanoke County Procurement Manual, apply to this RFP, unless specifically modified herein. The County’s Procurement Manual can be reviewed on the County’s electronic procurement website.

N. Insurance Requirements:

Successful Offeror, and any of its subcontractors, shall, at its sole expense, obtain and maintain during the life of the resulting Contract the insurance policies and/or bonds required. Any required insurance policies and/or bonds shall be effective prior to the beginning of any work or other performance by successful Offeror, or any of its subcontractors, under any resultant Contract. The policies and coverages required are those as may be referred to in the sample contract and/or the terms and conditions attached to this RFP. All such insurance shall be primary and noncontributory to any insurance or self-insurance the Owner may have.

SECTION 6. PROTESTS.

Any Offeror who wishes to protest or object to any award, determination of non-responsibility, or ineligibility pursuant to this RFP must do so in writing, signed by a representative of the entity, and delivered to the County Purchasing Manager within ten (10) days of the award or announcement, as provided in §§ 2.2-4357, 4358, and 4359 of the Code of Virginia. Contractual claims must comply with § 2.2-4360, requiring written notice of intent to file a claim at the time of occurrence and a written claim within sixty (60) days after final payment. Protests and claims must include the information required by the applicable Code sections, including §§ 2.2-4363 and 4364 for legal actions and finality of decisions.

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SECTION 7. SERVICES AND/OR ITEMS REQUIRED.

A description and/or listing of the services and/or items that the successful Offeror will be required to provide to the Owner under a resulting contract are those that are set forth in this RFP, below, referred to in any way in the sample contract, in any terms and conditions, and/or in any attachments to this RFP.

Each Offeror should carefully read and review all such items and should address such items in its proposal. However, the final description of the services and/or items to be provided to the Owner under this RFP is subject to negotiations with the successful Offeror, and final approval by the Owner.

Such services will include, but are not necessarily limited to, the following:

We will advise the Consultant on the generalities of the project and allow them to propose based on what we need for the particular project.

Roanoke County has an ongoing MS4 permit obligation for certain pollutant limits. This On Call Contract will support our permit compliance efforts for those permit obligations and, where possible, address ongoing flood mitigation needs as part of the proposed work.

This On Call Contract will include but not be limited to the following services:

1. Field investigation and project selection services and scoping services

2. Design of stream restoration projects and related environmental design and permitting services

3. Other stormwater compliance design, permitting, and construction administration services as required

4. Related grant funding application assistance as needed

5. Please provide an hourly rate sheet, including any reimbursable items.

SECTION 8. EVALUATION CRITERIA.

Offerors will be evaluated for selection on the basis of those most qualified to meet the requirements of this RFP. The County of Roanoke does not use a numerical or weighted scoring system when evaluating selection criteria. Major criteria to be considered in the evaluation may include, but shall not necessarily be limited to, the items referred to above and those set forth below:

A. The background, education and experience of the Offeror in providing similar services or items elsewhere, including the level of experience in working with municipalities and the quality of services performed or items supplied.

B. The Offeror's responsiveness and compliance with the RFP requirements and conditions.

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C. Determination that the selected Offeror has no contractual relationships which would result in a conflict of interest with the Owner’s contract.

D. The Offeror’s ability, capacity and skill to fully and satisfactorily provide the services and/or items required in this RFP.

E. The quality of Offeror’s performance in comparable and/or similar projects.

F. Whether the Offeror can provide the services and/or deliver the items in a prompt and timely fashion.

G. Offeror’s willingness to accept the sample contract (Attachment A).

SECTION 9. SELECTION PROCESS.

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

1. The Owner’s designee shall engage in individual discussions with two 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, design, construction, life cycle cost, 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.

2. 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.

3. Negotiations shall then be conducted, beginning with the Offeror ranked first. If a contract satisfactory and advantageous to the Owner 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 Owner 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.

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B. All proposals submitted in response to this RFP will be reviewed by the Purchasing

Division or its designee for responsiveness prior to referral to a selection committee or person. A committee consisting of Owner personnel and/or others and/or an appropriate individual will then evaluate all responsive proposals, conduct the negotiations, and make recommendations to the Owner as appropriate. The award of a contract, if made, will be made to the Offeror whose proposal best furthers the interest of the Owner. The County reserves the right to reject any and all proposals, to waive any informality or irregularity in the proposals received, and to make the award to the Offeror whose proposal is deemed to be in the best interest of the Owner.

C. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the selection committee or person.

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. Oral presentations are strictly at the option of the Owner and may or may not be conducted.

D. The Owner reserves the right to make multiple awards as a result of this solicitation.

SECTION 10. INFORMATION ON CONTRACT TO BE AWARDED.

The Sample Contract marked as Attachment A to RFP # 2027-020 contains terms and conditions that the Owner plans to include in any contract that may be awarded, but such terms and conditions may be changed, added to, deleted, or modified as may be agreed to between the Owner and the Offeror during negotiations. However, if an Offeror has any objections to any of the terms or conditions set forth in the Sample Contract or any changes or additions thereto that the Offeror wants to discuss during negotiations, the Offeror should set forth such objections, changes, or additions in such Offeror’s proposal submitted in response to this RFP. Otherwise, submission of a proposal by an Offeror will obligate such Offeror, if it is the successful Offeror, to enter into a contract containing the same or substantially similar terms and conditions as contained in such Sample Contract. Other terms and conditions, if necessary, will be negotiated with the successful Offeror.

Please be advised that Roanoke County will not accept the following terms in any Contract that results from this solicitation:

A. is in conflict with Virginia law;

B. makes the contract subject to, governed by, or interpreted under the laws of a state or country other than the Commonwealth of Virginia;

C. requires or permits any litigation arising from the public contract to be conducted in a court other than the Roanoke County General District Court or the Roanoke County Circuit Court;

D. requires other dispute resolution proceeding arising from the public contract to be conducted outside of the Commonwealth of Virginia;

E. limits the liability of the Contractor for actual damages to County property or for personal injury; or

F. requires the County to indemnify or hold harmless the Contractor for the Contractor’s (or Contractor’s subcontractors’ or agents’) negligent actions or inactions.”

END

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ATTACHMENT A: SAMPLE CONTRACT

COUNTY OF ROANOKE, VIRGINIA

SAMPLE

CONTRACT BETWEEN THE ROANOKE COUNTY BOARD OF SUPERVISORS AND

FOR CONSULTANT SERVICES

This Contract 2027-020, made at Roanoke, Virginia, on , 20 , by and between Roanoke County Board of Supervisors (hereinafter referred to as “Owner”), and

(hereinafter referred to as "Consultant").

W I T N E S S E T H:

NOW THEREFORE, for and in consideration of the benefits which will accrue to the parties hereto by virtue of this Contract and the Respective Covenants contained herein, IT IS

MUTUALLY COVENANTED AND AGREED AS FOLLOWS:

SECTION 1. PROJECT.

The term Project as used in this Contract refers to the following:

• General Project Description

• Special Features

• Purpose of the Project

SECTION 2. CONSULTANT SERVICES.

[PLEASE NOTE: If the Project will require initial work from the Consultant, such as conceptual drawings, and the Owner will then decide whether to proceed with additional services from the Consultant for other Phases, the Project Manager must see the Construction Cost Technician and the County Attorney’s office to obtain appropriate language to add to the RFP and Contract.] [DELETE THIS NOTE when printing the Contract.]

Consultant shall provide the following professional services together with the preparation of Project plans, design drawings and specifications for the orderly development of the Project:

A. SCOPE OF SERVICES.

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The Consultant shall commence, carry on, and complete the Project with all dispatch in a sound, economical, and efficient manner, in accordance with the provisions hereof and all applicable laws. In accomplishing the Project, the Consultant shall take reasonable professional efforts to ensure that the work involved is properly coordinated with any related work being carried on by the Owner or by other Owner employees, consultants, representatives, or attorneys.

[Insert Detailed Scope of Services for the Project here or as Exhibit 1. Scope may need to be negotiated with selected offeror]

1. Attend general public meetings (conducted and scheduled by the Owner) as the

Owner may request. meetings are anticipated for this project.

2. Record a written record of all Project meetings with the Owner. Meeting minutes shall be submitted to the Owner not more than 10 days after the meeting.

3. This Project is a Design to Budget Project. The budget for this Project is $ , and this amount includes all of the Consultant’s fees, costs, and expenses. This cost will include all work required for a complete, usable and properly working Project. The Consultant is specifically advised of budget constraints for this Project and the Owner expects and the Consultant agrees to provide an acceptable design in accordance with the Project description and within the stated budget.

4. The Consultant and the Owner agree that should the Design to Budget cost identified in the paragraph above be exceeded by the low bidder by more than 10%, any revision to the Project plans and specifications necessary to bring the cost of the Project within the Design to Budget cost will be completed by the Consultant at no additional cost to the Owner.

5. A detailed cost estimate commensurate with the level of design shall be supplied by the Consultant with each Project phase submittal. Should any cost estimate indicate a problem in securing a bid within the Design to Budget cost, the Consultant shall notify the Owner to redefine the Project scope, materials of construction, etc., as necessary to resolve the estimated cost of construction within the Design to Budget cost.

6. The Owner may, from time to time, require changes in the scope of the services of the Consultant to be performed hereunder. Such changes, which are mutually agreed upon by and between the Owner and the Consultant, shall be incorporated in written amendments to this Contract. Any changes requiring any increase in the Contract sum shall be subject to the verification of funding by the County’s finance and management services department and approval by the Owner.

B. PROJECT SCHEDULE.

1. The Owner and the Consultant agree that time is of the essence and that delays in the design or construction may significantly impact the feasibility and/or cost of the Project.

2. The Project design development will correspond to the following definitions:

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a. Conceptual Design Phase shall include surveys, design drawings and outline specifications to refine the Project scope and confirm project feasibility and the Design to Budget cost.

b. Preliminary Design Phase shall include subsurface investigations, detailed design drawings and specifications in sufficient detail to clearly define all items which may affect the project Design to Budget cost.

c. Final Design Phase shall include final detailed design drawings, specifications and contract documents in a ready to bid form.

d. Project Bid Phase shall include all consulting services necessary to advertise the Project, conduct a pre-bid conference, provide contract addenda as necessary, receive bids, evaluate and tabulate bids and provide a recommendation for award of the construction contract.

e. Construction Phase shall include all consulting services necessary to administer the construction of the Project.

3. The following is the Project schedule:

▪ Conceptual Design Phase

▪ Preliminary Design Phase

▪ Final Design Phase

▪ Bidding Phase

▪ Construction Phase

▪ Record Drawings

C. PROJECT DELIVERABLES.

The Consultant agrees to deliver to the Owner in a timely and proper manner the following:

1. Completed set of original plan sheets deemed constructible by the Owner Engineer with original certification seals and signatures. Such plans shall be printed on bond paper (20 pound minimum) or as otherwise requested by the Owner Engineer.

2. Prepare and provide all Project documents with original certification and regulatory approval signatures.

3. Reproducible copy of all Project documents prepared by the Consultant.

4. All Project drawings in AutoCAD (Release 2018 or newer) format together with any related symbol and/or font libraries.

5. Copies of all Project calculations including complete reproducible calculation notebook(s) with a CD, or other agreed upon digital format, containing final electronic files used to generate calculations, details, certifications, cost estimates, survey notes, charts, reports, studies, sketches, maps, and other documentation as may be reasonably required by the Owner Engineer for the Project.

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D. PERSONNEL.

1. The Consultant hereby designates assignments for this Project as follows:

• Principal in Charge:

• Project Manager:

• Project Architect:

• Civil Engineer:

• Structural Engineer:

• Mechanical Engineer:

• Electrical Engineer:

2. Where circumstances require substitution for any of the above listed personnel assignments, the Consultant shall so advise the Owner in writing. The substitute shall be of the same or greater level of expertise and experience as the personnel being replaced. The Owner reserves the right to accept or reject any initial or substituted Project personnel. The Consultant’s Project Manager shall not be reassigned or replaced during the term of the Contract without the express written approval of the Owner.

SECTION 3. CONSULTANT FEES.

The Consultant and Owner agree as follows:

A. All work under this Contract shall be on a lump sum basis. The lump sum fee shall be determined on the basis of man-hours and associated hourly rates for all work required by the Project Description. The Consultant agrees that the lump sum fee is full and complete compensation for the completed Project design, contract documents, and all costs incurred and services rendered by the Consultant, without condition or limitation.

B. A task list showing Project tasks and associated man-hours is attached as Attachment A.

C. Hourly rates for all personnel associated with the Project are included in Attachment D.

These rates shall remain in effect for the Contract term. Escalation of rates is not permitted.

D. The lump sum fee for the Project will be paid, subject to approval by the Owner of the

Consultant’s services, in accordance with the following Project phases:

• Conceptual Design Phase

• Preliminary Design Phase

• Final Design Phase

• Bidding Phase

• Construction Phase

• Total Lump Sum Fee

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E. Work shall not begin on any phase of the Project without express written authorization from the Owner. The Owner and the Consultant agree that the Owner has the right to terminate or stop, in whole or in part, with or without cause, the Consultant’s services at any time and the Owner may cancel this Contract at any time with or without cause and without incurring any liability, damages, or cost to the Consultant, except as set forth in Section 6E.

SECTION 4. PAYMENT FOR CONSULTANT SERVICES.

The Owner and Consultant agree that the Owner will only pay the Consultant a portion of the total lump sum fee set forth above for each project phase completed and accepted by the Owner. The Consultant shall submit a request for payment not more than once each month. The payment requested shall be in proportion to the services completed by Project phase and approved by the Owner. The Owner shall have the final decision with respect to the proportion of the Project completed. A written progress report detailing work completed, identified problems, and remaining work shall accompany each request for payment.

SECTION 5. SPECIAL CONDITIONS.

A. It is agreed by the Parties hereto that one (1) reproducible copy each of the drawings, tracings, construction plans, specifications, maps, and other documents (including electronic data) prepared or obtained under the terms of the Contract shall be delivered to and become the property of the Owner and basic survey notes and sketches, charts, computations, and other data shall be made available, upon request, to the Owner without restriction or limitation on their use at no additional cost to the Owner.

B. It is agreed by the Parties hereto that the Consultant shall proceed to furnish professional services on any phase of the Project under the terms provided in this Contract only after a Notice to Proceed with the next phase has been given to the Consultant in writing by the Owner.

C. Each party binds itself, its principals, successors, executors, administrators, and assigns to perform all covenants and provisions of this Contract. Except as above noted, neither the Owner nor the Consultant shall assign or transfer its interest in this Contract without the written consent of the other Party hereto, which consent shall not be unreasonably withheld.

D. The term of this Contract will be completed upon final approval and acceptance of the completed Project by Owner and any participating agencies. However, nothing contained herein shall be construed to establish a period of limitation with respect to any obligation which the Consultant might have under the Contract or the law of Virginia, including liability for errors and omissions.

E. The Consultant agrees to conduct all the services in compliance with all applicable requirements imposed by or pursuant to Title VI of the Civil Rights Act of 1964, Part 21 of the Regulations of the Secretary of Transportation and Executive Order No. 11246, "Equal Employment Opportunity" as supplemented in Department of Labor Regulations (41 CFR, Part 60); and agrees to comply with all applicable standards, orders, or regulations issued pursuant of the Clean Air Act of 1970; and will maintain an Affirmative Action Program, if required by applicable law.

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F. Owner advises Consultant that failure of Consultant to carry out the requirements set forth in 45 Federal Register 21186, Section 23.43 (a) (1980) dealing with minority business enterprise, where appropriate, shall constitute a breach of contract and may result in termination of this Contract or such remedy as Owner deems appropriate.

G. Consultant agrees that the work and services (which shall include, but not be limited to, all plans, drawings, and specifications) Consultant provides for the Owner pursuant to this Contract will comply with all applicable federal, state, and local laws, codes, and regulations that are in effect as of the date of the Contract. Furthermore, Consultant shall, in a timely manner, inform in writing the Owner, during the term of the Contract and until completion of the Consultant’s services, about changes or modifications of all such laws, codes, or regulations that may affect or require modification or changes to any part of the Project so that Owner will be able to determine if changes or modifications should be made to the Project before completion. Consultant further agrees that Consultant does not, and shall not during the performance of this Contract, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

H. The Consultant agrees that the Owner, and any approving Federal or State Agency or any of their duly authorized representatives, shall have access to any books, documents, papers, and records of the Consultant which are pertinent to this Project for the purpose of making an audit, examinations, excerpts, or transcriptions.

I. The Consultant shall, at its sole expense, obtain and maintain during the life of this Contract the insurance policies and bonds required by this Section. Any required insurance policies and bonds shall be effective prior to the beginning of any work or other performance by the Consultant under this Contract. All such insurance shall be primary and noncontributory to any insurance or self-insurance the Owner may have. The following polices and coverages are required:

1. Commercial General Liability. Commercial General Liability insurance shall insure against all claims, loss, cost, damage, expense or…