TOWN OF DUMFRIES

RFP # 26-009 COMPREHENSIVE BUILDING CONDITION ASSESSMENT

REQUEST FOR PROPOSALS

#26-009

PROJECT TITLE: RFP #26-009 - COMPREHENSIVE BUILDING

CONDITION ASSESSMENT OF JEFF SIMPSON

BUILDING

ISSUE DATE: AUGUST 24, 2026

CONTRACT COMMENCEMENT AND EXPIRATION: The contract shall commence on the Commencement Date set forth in the contract for the Assessment Services and shall expire

90 calendar days from the Notice to Proceed, unless terminated earlier in accordance with the provisions of this Contract.

QUESTIONS: Questions must be submitted in writing to the Procurement Specialist no later than 12 noon, September 2, 2026. An electronic message may be submitted to athurston@dumfriesva.gov . If necessary, an addendum will be issued and posted on the Town website at Town of Dumfries, VA (dumfriesva.gov). It is the responsibility of the Offeror to download any addenda.

SEALED PROPOSALS WILL BE RECEIVED UNTIL 2:00 P.M. prevailing local time

September 14, 2026, in the Procurement Office, 17739 Main Street, Suite 200, Dumfries, Virginia 22026.

Responses to this solicitation may also be submitted electronically through the Commonwealth of Virginia electronic procurement portal (eVA). For guidance on how to submit your proposal, go to https://eva.virginia.gov/supplier-training-materials.html and select the “Steps for

Responding to a Request for Proposal (RFP)” PDF located under the sub-heading “Sourcing”.

Ayana B. Thurston, VCA Procurement Specialist mailto:athurston@dumfriesva.gov https://www.dumfriesva.gov/business/procurement.php https://eva.virginia.gov/supplier-training-materials.html

TABLE OF CONTENTS FOR RFP # 26-009

PAGE

A. PURPOSE 3

B. BACKGROUND 3

C. SCOPE OF WORK 6

D. CONTRACTOR ELIGIBILITY REQUIREMENT 6

E. PROCUREMENT SCHEDULE AND GENERAL PROVISIONS 7

F. PROPOSAL CONTENTS 8

G. FACTORS FOR CONSIDERATION AND EVALUATION

CRITERIA

9-11

H. INSTRUCTIONS TO OFFERORS 11

I. GENERAL TERMS AND CONDITIONS 15

J. FORMS 20-25

K. SAMPLE CONTRACT 26

I. PURPOSE

The Town of Dumfries, Virginia is seeking proposals from qualified, licensed professionals to conduct a comprehensive building condition assessment of the Jeff Simpson Building, located at 17757 Main Street, Dumfries, Virginia 22026.

The purpose of the assessment is to evaluate the building’s structural integrity, mechanical, electrical, and plumbing systems condition, life-safety considerations, and compliance with applicable building, fire, accessibility, and life-safety codes.

II. BACKGROUND

The Jeff Simpson Building was constructed in 1934 and is approximately 3900 square feet. It includes two floors plus a basement and is made primarily of wood, masonry, and concrete. The only known alteration to the building is the addition of a porch. The building functions as a community and cultural arts space, hosting public programs, municipal meetings, and private rentals such as receptions, meetings, reunions, and similar gatherings. This building is also a registered historic landmark and, as such, requires a Certificate of Appropriateness prior to proceeding with any applicable work.

Additionally, the building is designated as a municipal “Comfort Station” during periods of extreme heat and cold, providing temporary refuge to residents during emergency weather events.

Given its municipal ownership, public assembly occupancy, and emergency use, the Town seeks a detailed professional evaluation to ensure the facility’s safety, reliability, and compliance with applicable codes and standards.

III. SCOPE OF WORK

The selected consultant shall provide professional services including, but not limited to, the following tasks.

Structural Evaluation

• Visual inspection of all accessible structural systems, including:

o Foundations o Load-bearing walls o Columns and beams o Floor framing o Roof framing o Lateral force-resisting systems o Stairwells and railings

• Identification of:

o Settlement, deflection, or movement o Cracking, deterioration, corrosion o Impacts from water intrusion o Structural fatigue or distress

• Evaluation of:

o Windows, doors, emergency exits, and insulation o Structural capacity relative to current and anticipated occupancy loads o Presence or evidence of termites, rot, and/or mold o Existing fire escape(s) and emergency exit conditions

Mechanical Systems Evaluation

• Inspection of HVAC systems, including:

o Rooftop units o Split systems o Furnaces o Air handlers o Ductwork and ventilation components

• Evaluation of:

o System age, condition, serviceability, and remaining useful life o Heating and cooling capacity relative to building occupancy o Ventilation adequacy for public assembly use

• Identification of:

o Deferred maintenance issues o Code-related concerns o Operational deficiencies

• Development of order-of-magnitude cost estimates for recommended repairs or replacements

Electrical System Items o Main Service Panels: Check size, age, labels, rust, and safety hazards like double taps or recalled brands.

o Wiring and Outlets: Look for knob-and-tube or aluminum wiring, test ground-fault circuit interrupter (GFCI) protection near water, and check cover plates.

o Lighting and Fixtures: Test emergency lights, exit signs, and common area lighting.

o Grounding and Bonding: Verify proper grounding rods and water pipe bonding.

Plumbing System Items o Supply and Drain Pipes: Check material types (copper, PVC, galvanized steel, lead, polybutylene) for leaks, rust, or low water pressure.

o Water Heaters: Inspect age, tank condition, pressure relief valves, and gas or electrical connections.

o Fixtures and Drains: Test sinks, toilets, showers, and floor drains for slow drainage or damage.

o Backflow Preventers: Verify annual testing and proper installation on cross-connections.

Fire Code and Safety Items o Fire Sprinklers: Check clearance below heads, last inspection date, and physical damage or paint on heads.

o Alarms and Detection: Test smoke detectors, pull stations, and central monitoring connections.

o Egress Paths: Verify exit doors open easily, emergency lights function, and hallways stay clear of storage.

o Fire Extinguishers: Confirm correct types, clear access, and current annual inspection tags.

Code & Regulatory Review

• Assessment of compliance with the 2021 Virginia Uniform Statewide Building Code

(VUSBC)

• Evaluation under applicable provisions of the 2021 Virginia Existing Building Code

(VEBC) and 2021 Virginia Statewide Fire Prevention Code (VSFPC)

• Review of:

o Live load requirements o Roof load, wind load, and snow load criteria o Lateral load resistance and overall structural stability

• Identification of conditions affecting the building’s suitability as an emergency

Comfort Station

• ADA accessibility evaluation of the facility

Occupancy & Life Safety Considerations

• Confirmation that structural and mechanical systems support anticipated occupant loads

• Identification of modifications required to safely support continued public assembly use

• Assessment of building performance during extreme heat, cold, and weather events

• The assessment shall be non-destructive in nature. Any destructive or invasive testing must receive prior written authorization from the Town.

• Hazardous materials testing, including but not limited to asbestos and lead-based paint, is excluded from this scope of work unless specifically proposed by the Offeror as an optional add-on service.

DELIVERABLES

The consultant shall provide the following digital (PDF) deliverables:

• The consultant shall submit a detailed written report summarizing its findings within the required period following the Notice to Proceed. The report must be prepared, signed, dated, and sealed by the appropriate professionals licensed in the Commonwealth of

Virginia. The building condition assessment report must be signed and sealed by a

Virginia-licensed professional engineer:

o Photographic documentation of observed conditions o Identification of deficiencies categorized by severity within the report:

▪ Immediate

▪ Written notification within 24-hours of identification of deficiencies in this category to the Town if any deficiencies fall within this category

▪ Short-Term

▪ Long-Term o Professional recommendations for corrective actions o Order-of-magnitude cost estimates with a prioritized 5-year capital planning matrix for recommended repairs or replacements o Draft report, staff review period 3 weeks prior to contract end, final report, and formal presentation of the findings to the Town Manager, Public Works, and Town

Council

• An Executive Summary suitable for presentation to the Town Council at the conclusion of the tasks.

IV. Evaluation and Award Criteria

A. Evaluation Criteria

The Evaluation Committee will carefully evaluate all proposals received and select a limited number of offerors to present additional details via a presentation.

1) Expertise, experience and qualification of the Offeror’s personnel ….……………..25 pts.

2) Understanding of the scope of work and alignment with the Town’s goals………. ..25 pts.

3) Experience with similar building condition assessments ………..25 pts.

4) Project schedule and responsiveness…….……………………………………..........25 pts.

Total ……………………………………………………………………….100 pts.

I. CONTRACTOR ELIGIBILITY REQUIREMENT

To be eligible for contract consideration, the contractor must not have had any contracts terminated by the Town of Dumfries or any governmental agencies for cause within the past three (3) years. Any firm whose contract has been terminated within this timeframe will be deemed ineligible to submit proposals for this solicitation.

II. PROCUREMENT SCHEDULE AND GENERAL PROVISIONS

A. Schedule

The Town anticipates following the procurement schedule as shown below. The Town reserves the right to make changes to the schedule. All such changes shall be made by an addendum to this solicitation. Offerors must frequently monitor the Town’s webpage at the following location:

Town of Dumfries, VA (dumfriesva.gov) for information concerning this solicitation, including any addenda or notices.

Event Date

RFP Issued August 24, 2026

Final Questions Due (12:00 PM) September 2, 2026

Town Response to Questions September 8, 2026

Proposals Due (2:00 PM) September 14, 2026

Intent to Award Recommendation September 30, 2026

The Town intends to engage in competitive negotiation to reach an agreement on a contract, pursuant to the Virginia Public Procurement Act (VPPA), Va. Code §2.2-4302.2, with the top

Offeror deemed fully qualified, responsible, and best suited among those making proposals.

After negotiations are conducted, the Town shall select the Offeror which, in its opinion, has made the best proposal and provides the best value within the funds appropriated by the Town for the work, and shall award the contract to that Offeror.

Notice of Award, made as a result of this solicitation, will be made via official electronic mail.

B. Clarification of Terms

In order to ensure an impartial competitive process, questions and private communication from the Offerors during proposal preparation and initial evaluation period will not be accepted. If an

Offeror has questions about the Scope of Work or other solicitation documents, the Offeror should contact in writing the Contract Administrator, whose name appears in this solicitation.

The contract administrator for this solicitation is Ayana B. Thurston, Procurement Specialist. All questions should be emailed to athurston@dumfriesva.gov . Inquiries regarding this RFP will be accepted up until September 2, 2026 at 12:00 PM, and the inquiries together with the responses shall be distributed to all Offerors. Any revisions to the solicitation shall be made only by addendum issued by the Town.

https://www.dumfriesva.gov/business/procurement.php mailto:athurston@dumfriesva.gov

C. Permits and Licenses

Contractors must be qualified to do business in the Commonwealth of Virginia.

III. PROPOSAL CONTENTS

The proposal must include all the information set forth in this section and be organized as set forth in this section.

a. Tab 1- Signed Forms. This tab should include the completed and signed forms:

i. Proposal Signature Sheet

ii. Offeror Data Sheet

iii. Virginia State Corporate Commission Registration

Information Sheet (SCC)

iv. Proprietary/Confidential Information Identification

b. Tab 2- Statement of the Scope. In concise terms, state the Offeror's understanding of the scope of work presented by the RFP. The Offeror should address each section of the scope of services with an indication of the response.

The Offeror shall identify any exceptions, referenced to paragraph number, in a sub-section titled "Exceptions". Responses should directly reference each element of the Scope of Work outlined in Section III.

1. Outline the firm's approach to the Town’s project including scope of services to be performed.

2. Project Schedule, including anticipated site visit and report delivery timeline.

3. Ability of the firm and staff to meet the requirements and schedule.

4. Evidence of appropriate license or certification necessary to perform the services in the Commonwealth of Virginia.

c. Tab 3-Executive Summary. This tab should provide a brief summary of the proposal's contents, emphasizing any unique aspects or strengths of the proposal. The Executive Summary should not exceed three (3) pages.

d. Tab 4 - Key Personnel. This tab should include the resumes or curriculum vitae of the Offeror's key staff members. It should identify the specific employees assigned to provide the services solicited by this Request for

Proposals. For each key person identified by the Offeror, this tab should include the following information, provided in resume format:

i. Name and title.

ii. Office location and City/County of residence.

iii. Project responsibilities and roles.

iv. Educational background.

v. Professional registrations and memberships (if applicable).

vi. Years of relevant experience.

e. Tab 5 - Offeror History. This tab should include a comprehensive narrative history of the firm, including the development of its experience in providing structural and assessment services to governmental entities and the depth of resources to deliver municipal structural and assessment services solicited by this Request for Proposals. Explain the size of your firm, including years in business, office locations and legal structure.

f. Tab 6 - References. This tab should include the names, addresses and telephone numbers of at least three (3) comparable public sector references with whom the

Offeror has worked during the last five (5) years. The tab should briefly identify the project, location and services performed. The tab should also include an affirmative statement that the Offeror grants its consent for the Town to contact the Offeror's references for purposes of evaluating the Offeror for this Contract and acknowledges that any information obtained from the Offeror's references will not be disclosed to the Offeror. Offerors may not use the Town of Dumfries as one of their references.

g. Tab 7 – Assessment Approach. This tab should describe in detail the

Offeror's proposal for providing the services solicited by this Request for

Proposals including a fee proposal.

h. Tab 8- Subcontracting. This tab should identify any of the required services that you intend to subcontract, if any, providing the following information:

i. Reasons for subcontracting.

ii. Proposed subcontractor responsibilities.

iii. Identity of proposed subcontractors including location, relevant personnel and experience, previous use as a subcontractor, and any other relevant supporting information.

j. Tab 9 - Transmittal Letter - Each proposal must include a letter of transmittal containing the signature of the representative authorized to enter contracts for the prime contractor. The transmittal letter should not exceed two (2) pages in length. It should also include a brief background of the firm in general including the size and organizational structure.

IV. FACTORS FOR CONSIDERATION AND EVALUATION CRITERIA

A. These criteria are to be utilized in the evaluation of qualifications for the development of the shortlist of those Offerors to be considered for negotiations. Individual criteria will be assigned varying weights at the Town's discretion to reflect relative importance. Offerors are required to address each evaluation criterion in the order listed and to be specific in presenting their qualifications.

B. The Evaluation Committee will carefully evaluate all proposals received and select a limited number of Offerors to present additional details via an on-site evaluation. The evaluation committee will also use the following evaluation criteria in ranking and selecting

Offerors for negotiation pursuant to this Request for Proposals:

C. Available Evaluation Points - 100

Evaluation Criteria Points

1 Experience – Expertise, experience and qualification of the

Offeror’s personnel.

2 Understanding of the scope of work and alignment with the

Town’s goals.

3 Experience with similar building condition assessments of similarly sized organizations.

4 Project schedule and responsiveness 25

Total 100

The Town shall engage in individual discussions with two (2) or more Offerors deemed fully qualified, responsible, and suitable based on initial responses and 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 project, as well as alternative concepts. At the discussion stage the Town may discuss non-binding estimates of total project costs, including, but not limited to, life-cycle costing, and, where appropriate, non-binding estimates of the price for services. Proprietary information from competing Offerors shall not be disclosed to the public or to competitors. At the conclusion of the informal interviews, on the basis of evaluation factors published in the Request for

Proposals and all information developed in the selection process to this point, the Town shall select, in the order of preference, two (2) or more Offerors whose professional qualifications and proposed services are deemed most meritorious. Negotiations shall then be conducted, beginning with the Offeror ranked first. If a contract satisfactory and advantageous to the Town 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. The Town reserves the right to make multiple awards as a result of this solicitation. 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 and suitable than the others under consideration, a contract may be negotiated and awarded to that Offeror.

In negotiations regarding the terms of the contract, the Town has no legal authority to indemnify the Offeror. Firms submitting proposals agree that they will not ask the Town to indemnify them in any resulting contract.

V. INSTRUCTIONS TO OFFERORS

A. Proposal Submission Instructions and Preparation

1. GENERAL INSTRUCTIONS:

In order to be considered for selection, Offerors must submit a complete response to the RFP. Proposals may be submitted electronically through eVA or by U. S.

Mail, overnight service, or hand delivery.

I. Electronically through eVA

a. For guidance on how to submit a proposal, go to https://eva.virginia.gov/supplier-training-materials.html and select the “Steps for Responding to a Request for Proposal (RFP)” PDF located under the sub-heading “Sourcing”.

i. There is also an instructional video available on the

Supplier Training Materials page at:

https://www.youtube.com/watch?v=KSxcAkOekW0

b. It is the responsibility of the Offeror to ensure the proposal and all required attachments are properly completed, readable and uploaded to eVA by the date and time deadline stated on the electronic solicitation posting. Offerors should allow sufficient time to account for any technical difficulties they may encounter during online submission or uploading of documents.

i. In the event of technical difficulties, suppliers should contact eVA Customer Care at 1-866-289-7367 or via email: eVACustomerCare@DGS.Virginia.gov

II. If the Offeror determines that part or parts of its proposal are trade secrets or proprietary information that is not open to public inspection, the Offeror https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Feva.virginia.gov%2Fsupplier-training-materials.html&data=05%7C02%7Cathurston%40dumfriesva.gov%7Cc2fb5620981b4ccb6cad08ddd11df216%7C7079d4ce549847eea05514f8a097c225%7C0%7C0%7C638896648752531015%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=fr%2BqaRXcDdRR%2BTnOm4EFw7Q0LqPhu5%2FBAW7h50Xq%2BMQ%3D&reserved=0 https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.youtube.com%2Fwatch%3Fv%3DKSxcAkOekW0&data=05%7C02%7Cathurston%40dumfriesva.gov%7Cc2fb5620981b4ccb6cad08ddd11df216%7C7079d4ce549847eea05514f8a097c225%7C0%7C0%7C638896648752555727%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=ExYeNGO%2FBbCC8RhpkgSKEKahnIP%2BSSKJnCZaobxMztw%3D&reserved=0 mailto:eVACustomerCare@DGS.Virginia.gov must submit an additional copy of its proposal that eliminates such part or parts. This copy shall be identified with the words “REDACTED COPY” and should be submitted on the same CD or USB.

III. U.S. Mail, overnight service, or hand delivery. All proposals must be sealed and labeled on the outside of an opaque envelope or package to show the following:

a. Title of Proposal

b. Name of Offeror

c. Address of Offeror

d. RFP Number

e. Receipt and Closing Date

The proposal package must be submitted to the Procurement Office and include the following:

a. One (1) original marked “Original,”

b. Three (3) copies,

c. One (1) copy on USB of their proposal must be submitted to the Procurement Office.

Proposals shall be open to public inspection only after the award of the contract. The time proposals are received shall be determined with reference to the Town’s Manager’s Office

Official Clock. Offerors are responsible for ensuring that their proposals are stamped in by the

Procurement Office personnel by the deadline indicated. Late submissions, including those delayed by mail or delivery services, will not be considered. In the event the Town offices are closed due to inclement weather and/or emergency situations at the time set aside for a pre-proposal conference and/or the advertised proposal receipt date, the conference and/or receipt date will default to the next open business day at the same time and location.

a. Submit a digital version of the proposal in PDF or DOC format on a USB.

2. Proposal Preparation:

a. Proposals shall be signed by an authorized representative of the Offeror. All information requested must be submitted. Failure to submit all the information requested may result in the Procurement Office requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. The

Procurement Office may reject proposals which are substantially incomplete or lack key information. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

b. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

c. 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 number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, sub letter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and sub letter should be repeated at the top of the next page.

d. Proposals should contain a table of contents, which cross-references the RFP requirements. Information which the Offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

e. As used in this RFP, the terms "must", "shall", "should" and “may” identify the criticality of requirements. "Must" and "shall" identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as "should" or “may” are highly desirable, although their absence will not have a large impact and would be useful but are not necessary.

Depending on the overall response to the RFP, some individual "must" and "shall" items may not be fully satisfied, but it is the intent to satisfy most, if not all, "must" and "shall" requirements. The inability of an Offeror to satisfy a "must" or

"shall" requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offerors proposal.

f. Each copy of the proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume.

g. Ownership of all data, materials, and documentation originated and prepared for the Town pursuant to the RFP shall belong exclusively to the Town and be subject to public inspection in accordance with the Virginia Freedom of Information Act

(“FOIA”).

h. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under FOIA; however, the Offeror must invoke the protections of Va. Code § 2.2-4342 (F), 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 reasons 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 will result in rejection of the proposal.

4. 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 Town. 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 Procurement Office will schedule the time and location of these presentations. Oral presentations are an option of the Town and may or may not be conducted.

VI. GENERAL TERMS AND CONDITIONS

1. Proposal and Contract Requirements

This RFP plus the resulting offers and contract shall be consistent with and governed by the

VPPA. In the event of an inconsistency between the solicitation and the selection requirements set forth in this RFP versus those set forth in the VPPA, the inconsistency shall be resolved by giving precedence to the solicitation and selection requirements of the VPPA.

Town will consider contractors’ standard contracts for this engagement but reserves the right to use its own contract provisions.

2. Obligation of Offeror/Prospective Contractor

By submitting an offer, the Prospective Contractor agrees that it has satisfied itself from a personal investigation of the conditions to be met, that the obligations herein are fully understood, and no claim may be made, nor will there be any right to cancellation or relief from the Contract because of any misunderstanding or lack of information.

3. Qualification of Offerors

The Offeror must demonstrate to the satisfaction of the Town that it has the necessary experience, skilled personnel, and financial resources to perform the services required under this solicitation. Qualified Prospective Contractors shall have substantial recent experience in providing similar services on a scale equal to or greater than what the Town is requesting and meet the following requirements:

• Receive praise from past clients for the quality of work, timely delivery, and fair and equitable handling of change orders.

• Employ, or have the ability to hire, the necessary complement of personnel to complete all work in the specified time.

The Town may make such reasonable investigations as deemed proper and necessary to determine the competency and financial stability of the Offeror to perform the Contract. The

Offeror shall furnish the Town with such information and data for this purpose as may be requested.

If, after the investigation, the evidence of competency and financial stability is not satisfactory, in the sole opinion of the Town, the Town reserves the right to reject any offer.

4. Additional Information

Town reserves the right to ask any Offeror to clarify its offer.

5. Rejection of Offers

Town expressly reserves the right to reject any or all offers or any portion of an offer, and to re-solicit the services in question, if such action is deemed to be in Town’s best interest. Town will not compensate Offerors for the cost of offer preparation whether or not an award is consummated. The Town reserves the right to waive non-substantive irregularities.

6. Inspection of Offers

The Virginia Freedom of Information Act (“FOIA”), Va. Code §§ 2.2-3700 et seq. shall govern the release of public records related to the Contract. Trade secrets or proprietary information related to procurement may not be subject to public disclosure, provided the requirements at Va.

Code § 2.2-4342(F) are met.

7. Protest of Award

An Offeror who wants to protest an award or a decision to award a contract must submit the protest, in writing, to the Town no later than 10 days after either the decision to award or the award, whichever occurs first. The protest must include the basis for the protest and the relief sought. Within 10 days after receipt of the protest, the Procurement Specialist will issue a written decision stating the reasons for the action taken. This decision is final. Further action, by an

Offeror, may be taken by instituting action as provided by the Code of Virginia.

8. Debarment Status

By submitting a proposal, the Offeror certifies that it is not currently debarred from submitting proposals or contracts by any agency of the Commonwealth of Virginia, nor is it an agent of any person or entity that is currently debarred from submitting proposals or contracts by any agency of the Commonwealth of Virginia.

9. Anti-Discrimination

By submitting a proposal, the Prospective Contractor certifies to the Town that it will conform to the provisions of Va. Code § 2.2-4311 prohibiting discrimination.

10. Insurance

Town will require the Contractor to purchase and maintain insurance coverage to the levels described in this section. A description of the proposed insurance as specified below, including insurance carrier names and policy numbers, should be included in the Offeror’s proposal.

Include evidence of insurance as outlined below. If such insurance is incomplete, provide a letter from your insurance agent stating that the Offeror is eligible to obtain insurance to the prescribed limits should a contractual offer be extended.

1. The Contractor shall be responsible for its work and every part thereof, and for all materials, equipment, and property of any and all description used in connection therewith. The Contractor assumes all risks of direct and indirect damage or injury to any person or property wherever located, resulting from any action, omission, commission, or operation under the Contract, or in connection in any way whatsoever with the Contract work.

2. Liability insurance may be arranged by General Liability and automobile Liability policies for the full limits required, or by a combination of underlying Liability policies for lesser limits with the remaining limits provided by an Excess or Umbrella Liability policy.

3. The Contractor agrees to provide insurance issued by companies authorized to do business within the Commonwealth of Virginia, with the Best’s Key Rating of at least

A:VI.

4. The Contractor will provide an original, signed Certificate of Insurance, evidencing such insurance and such endorsements as prescribed herein and making Town an additional insured, and shall have it filed with the Procurement Specialist before a Contract is executed and any work is started.

5. MINIMUM INSURANCE COVERAGES AND LIMITS REQUIRED:

a. Workers' Compensation - Statutory requirements and benefits, regardless of being subject to Title 65.2 of the Code of Virginia of 1950 (Workers' Compensation).

Coverage shall include an "all states" endorsement and shall be provided for any proprietor, partner, executive officer, or member.

b. Employers' Liability - $100,000 bodily injury by accident each accident

$100,000 bodily injury by disease each employee

$500,000 bodily injury by disease policy limit

c. Commercial General Liability - $1,000,000 per occurrence, $2,000,000 aggregate.

Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage, as well as contractual liability coverage. The Town of Dumfries must be named as an additional insured and so endorsed on the policy.

d. Commercial Automobile Liability - $1,000,000 combined single limit each accident. Automobile Liability is to cover "any auto".

i. Instructions Regarding Insurance Certificates: The Contractor and its insurance company should carefully review the insurance requirements applicable to this contract. All requirements must be met before the Town will execute the contract. In particular, we would call your attention to the following:

1. Please note that the Insurance Certificate must state that the

Commercial General Liability and the Umbrella Liability

Insurance Policies, as applicable, name the "Town of Dumfries" as an additional insured. Many Certificates have a space headed

"Description" where the language may be inserted as follows: the

"Town of Dumfries is additional insured" or that the "Town of

Dumfries is additional insured with respect to General Liability;

and/or Umbrella Liability policies".

2. The Certificate Holder should be listed as:

The Town of Dumfries c/o Procurement Office

17739 Main Street, Suite 200 Dumfries, Virginia 22026 Contract No.26-009- Comprehensive Building Condition Assessment of the Jeff Simpson Building

3. The Contractor will provide an original, signed Certificate of insurance, and such endorsements as prescribed herein.

ii. Additional Insurance Requirements: Any additional specific insurance coverage to be provided by the Contractor will be stated in the Supplementary General Conditions.

e. Professional liability/errors-and-omissions insurance - $1,000,000.

6. The Contractor will provide on demand, certified copies of all insurance coverage on behalf of the Contract within ten (10) days of demand by Town. These certified copies will be sent to

Town from the Contractor’s insurance agent or representative.

7. No change, cancellation, or non-renewal shall be made in any insurance coverage without a

45-day written notice to the Procurement Specialist. The Contractor shall furnish a new certificate prior to any change or cancellation date. The failure of the Contractor to deliver a new and valid certificate will result in suspension of all payments until the new certificate is furnished to the Procurement Specialist.

8. Insurance coverage required in these specifications shall be in force throughout the Contract term. Should the Contractor fail to provide acceptable evidence of current insurance within five

(5) days of written notice at any time during the Contract term, Town shall have the absolute right to terminate the Contract without any further obligation to the Contractor, and the

Contractor shall be liable to Town for the entire additional cost of procuring the incomplete portion of the Contract at time of termination.

9. Compliance by the Contractor and all subcontractors with the foregoing requirements as to carrying insurance shall not relieve the Contractor and all subcontractors of their liabilities and obligations under this Contract or under any other section or provisions of the Contract.

10. The Contractor shall assume all on-the-job responsibilities as to the control of persons directly employed by it and of the subcontractors and any person employed by the subcontractor.

11. Nothing contained herein shall be construed as creating any contractual relationship between the subcontractor(s) and the Town. The Contractor shall be as fully responsible to Town for the acts and omissions of the subcontractors and of persons employed by them as it is for acts and omissions of persons directly employed by it.

12. Precaution shall be exercised at all times for the protection of persons (including employees) and property.

13. The Contractor shall comply with the Occupational Safety and Health Act of 1970, Public

Law 91-956, as it may apply to the Contract.

14. If the Contractor does not meet the specifications of these insurance requirements, alternate insurance coverage, satisfactory to the Procurement Specialist, may be considered.

15. Town shall be named an additional insured in the General Liability policies and stated so on the Certificate. This endorsement shall be added using form CG 2010(11/85) or its equivalent.

16. Waiver of subrogation endorsement under workers compensation shall be included to waive subrogation against Town or its officers and employees.

17. The Contractor will provide an original, signed Certificate of Insurance, evidencing such insurance and such endorsements as prescribed herein and making Town an additional insured, and shall have it filed with the Procurement Specialist before a Contract is executed and any work is started.

VII. COMPLETED FORMS MUST BE INCLUDED WITH THE

PROPOSAL SUBMISSION

REFERENCE FORM

Describe previous work experience for at least three (3) engagements that are similar in-service type, size, scope, and/or complexity in the past five (5) years. Information shall include, but is not limited to, the following.

Client Company’s Name ________________________________________________________

Contact Name _________________________________ Telephone Number ______________

Email Address ______________________________

Fax Number ______________________________

Address _____________________________________________________________________

Type of business, if not public transportation ________________________________________

Detailed scope of services

Beginning and ending dates _____________________________________________________

Contract value $_______________________

Other information:

OFFERORS MUST RETURN THIS COMPLETED FORM WITH PROPOSAL

PROPOSAL SUBMISSION FORM

RFP #26-009

SECTION I - COMPANY IDENTIFICATION AND OWNERSHIP DISCLOSURE

Company Contact Person

Address Title

Telephone No.

Remittance Address FAX No.

Email

Indicate Which Apply:

___Corporation. ___Partnership ___Sole Proprietorship___ -Small Business

Organized under the laws of the State of ________ ____ Age of Firm:______ years

Principal place of business at

Annual gross Receipts: Indicate by checking X the appropriate block that applies to your firm:

____ Less than $7,500,000 ____ More than $7,500,000

Following are the names and addresses of all persons having an ownership interest of 3% or more in the company: (Attach more sheets if necessary)

SECTION III - CONFLICTS OF INTEREST

This solicitation is subject to the provisions of Va. Code §§ 2.2-3100, et seq., the “State and Local

Government Conflicts of Interest Act.”

The Offeror is [ ] is not [ ] aware of any information bearing on the existence of any potential organizational conflict of interest.

SECTION IIII - COLLUSION

I certify that this offer is made without prior understanding, agreement, or in connection with any corporation, firm, or person submitting an offer for the same services, materials, or equipment, and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of the State and Federal law and results in fines, prison sentences, and civil damage awards. I hereby certify that the responses to the above representations, certifications, and other statements are accurate and complete. I agree to abide by all conditions of this RFP and certify that I am authorized to sign for the Offeror.

Signature Date

Name (Printed) Title

VIRGINIA STATE CORPORATION COMMISSION (SCC)

REGISTRATION INFORMATION SHEET

The Offeror:

□ is a corporation or other business entity with the following SCC identification number: ________________________________ -OR-

□ is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust -OR-

□ is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, Offices, facilities, or inventories in

Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the Offeror in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from Offerors out-of-state location) -OR-

□ is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and completely discloses the undersigned Offeror’s current contacts with Virginia and describes why whose contacts do not constitute the transaction of business in

Virginia within the meaning of § 13.1-757 or other similar provisions in Titles 13.1 or 50 of the

Code of Virginia.

Please check the following box if you have not checked any of the foregoing options but currently have pending before the SCC an application for authority to transact business in the

Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the

SCC identification number after the due date for proposals: □

Proprietary/Confidential Information Summary Sheet

NAME OF FIRM/OFFEROR: ______________________________

Trade Secrets and Proprietary Information: Ownership of all data, materials and documentation originated and prepared for the Town pursuant to RFP # 26-009 shall belong exclusively to the

Town and be subject to public inspection in accordance with the Virginia Freedom of

Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protections of Section 2.2-4342(F) of the Code of Virginia, in writing. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. THE CLASSIFICATION OF AN ENTIRE PROPOSAL

DOCUMENT, LINE-ITEM PRICES AND/OR TOTAL PRICES AS PROPRIETARY OR

TRADE SECRETS IS NOT ACCEPTABLE AND WILL RESULT IN REJECTION OF

THE PROPOSAL.

Document or Section/Title

Specific Page Number(s) Reason(s) for Withholding from Disclosure. See the

Reason Codes listed below.

Identify the reason for withholding from disclosure by applying the applicable code from below and/or by written explanation.

A = This page contains information relating to “trade secrets”, and “proprietary information” including possessions, operations, style of work, or apparatus, identify, confidential statistical data, amount, or source of any income of any person (or) partnership. “See Va.

Code Section 2.2-4342 (F). Unauthorized disclosure of such information would violate the

Trade Secrets Act 18 U.S.C. 1905.

B = This page contains proprietary information including confidential, commercial, or financial information which was provided to the Government on a voluntary basis and is of the type that would not customarily be released to the public. See Va. Code Section2.2-

4342(F).

C = This page contains proprietary information including confidential, commercial, or financial information. The disclosure of such information would cause substantial harm to our competitive position and impair the Government’s ability to obtain necessary information from contractors in the future.

Signature Date:

Name (Printed) Title:

MINORITY BUSINESS REPORT

It is the intent of the Town to promote small business (SBE), minority business (MBE), and women-owned business (WBE), you are requested to report the total dollars that will be sub-contracted to each of the business classifications pertaining to this contract. If you should sub-contract SBE’s, MBEs, and WBE’s, it is important that you list the dollar figures separately for each general classification.

The Town tracks the amount of business received by SBE (Small Business Enterprise), MBE (Minority

Business Enterprise), and WBE (Women Business Enterprise) firms—whether as a prime contractor or a subcontractor—which depends upon the business community partnering with us in this important endeavor. An SBE is a company that meets specific size standards set by the government and is independently owned and operated. An MBE is a business that is at least 51% owned, operated, and controlled by individuals who are members of a recognized minority group, such as African Americans, Hispanic Americans, Native Americans, Asian Pacific Americans, or Subcontinent Asian Americans. A

WBE is a business that is at least 51% owned, operated, and controlled by one or more women. Failure to report the dollars in the categories below may result in the application of stronger requirements being placed on bidders to assure that SBE, MBE, and WBE firms receive equitable opportunities and benefits from

Town contracts. Complete the following information and return this form with your proposal. IF you are an SBE, MBE or WBE, please check one of the following boxes:

□ SBE □ MBE □ WBE

If you do not intend to use subcontractors, even if you are a S/M/WBE, put zeros in the spaces below.

Total SBE Dollars to be Sub-contracted $_______________________

Total MBE Dollars to be Sub-contracted $_______________________

Total WBE Dollars to be Sub-contracted $_______________________

If you are not an SBE, MBE, or WBE and you do not plan to utilize such firms in this contract please state your reasons:

Complete and submit this form with Proposal Response

SAMPLE CONTRACT

CONTRACT: #26-009

This Contract is entered into this ____ day of ___________________, 2026, by and between the

Town of Dumfries, Virginia (“Town”), 17739 Main Street, Suite 200, Dumfries, Virginia 22026.

, and ____________________, the Contractor, ___________________________, (a ________

(partnership or corporation), authorized to do business in Virginia, for the services identified herein, on the following terms and conditions. This Contract is prepared in accordance with the

Virginia Public Procurement Act, Va. Code §§ 2.2-4300, et seq. (“VPPA”), which is incorporated herein by reference.

SECTION I

SPECIAL PROVISIONS

I.1 Contract Term

This is a task-based contract that shall terminate upon completion and acceptance of the final report.

I.2 Incorporation of Documents

The following documents are hereby incorporated by reference into this Contract:

1. Town’s Solicitation RFP #26-009, entitled “Comprehensive Building Condition

Assessment of Jeff Simpson Building”

2. Contractor’s Proposal dated ______________________.

3. ___________________

I.3 Precedence of Terms

In the event of an inconsistency between the above-referenced documents, the inconsistency shall be resolved by the following order of precedence:

a. The Virginia Public Procurement Act, Va. Code §§ 2.2-4300 et seq.

b. This executed Contract #26-009,

c. Town’s Solicitation RFP #26-009, entitled “Comprehensive Building Condition

Assessment of Jeff Simpson Building”

d. Contractor’s Proposal dated _______________________.

I.4 Provision of Services – Scope of Work

The Contractor shall provide Comprehensive Building Condition Assessment of the Jeff

Simpson Building as described herein and further outlined in Statement of Needs and

Contractor’s Proposal.

I.5 Contract Amount

The contract shall not exceed $[To be negotiated] as determined by the Scope of Work and agreed rates.

I.6 Method of Payment

The Contractor shall submit invoices on a monthly basis on the first day of the month identifying the services performed and the percentage of the work completed. The invoice should cite the

Purchase Order Number, Contract Number, and date of services. Town will make payment to the Contractor, net 30 days, after receipt of an acceptable invoice.

I.7 Time of the Essence and Completion

Time shall be of the essence to this Contract, except where it is specifically provided to the contrary.

I.8 Key Personnel

The Contractor shall assign to this Contract the following key personnel:

During the period of performance, the Contractor shall make no substitutions of key personnel unless approved in writing by the Contract Administrator.

The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumés for the proposed substitutes, and any additional information requested by the Contract Administrator. Proposed substitutes should have comparable qualifications to those of the persons being replaced.