TOWN OF DUMFRIES

RFP #26-018 QUANTICO CREEK PHASE III ENGINEERING AND CONSULTING SERVICES

REQUEST FOR PROPOSALS

RFP #26-018

PROJECT TITLE: RFP #26-018- QUANTICO CREEK PHASE III

ENGINEERING AND CONSULTING SERVICES

ISSUE DATE: September 29, 2026

CONTRACT COMMENCEMENT AND EXPIRATION: The Contract shall commence on the Commencement Date set forth in the contract for Quantico Creek Phase III Engineering and Consulting Services and shall expire three (3) years later, unless terminated earlier in accordance with the provisions of this Contract.

RENEWAL: The Town, at its sole option, may renew this Contract for up to four (4) one-year renewal terms, for a total contract term not to exceed seven (7) years, by furnishing the Contractor with written notice of its decision to renew the Contract at least 60 calendar days before the expiration of the then-current term.

QUESTIONS: Questions must be submitted in writing to Helary Escobar, Procurement Specialist, no later than 12:00 noon on October 5th, 2026. Questions may be submitted electronically to hescobar@dumfriesva.gov. The Town intends to issue responses to timely questions by October 7th, 2026. Any responses that modify or clarify the solicitation will be issued by addendum.

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

October 12th, 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”.

HELARY ESCOBAR

Procurement Specialist hescobar@dumfriesva.gov

Contract Administrator: Director of Public Works or designee https://eva.virginia.gov/supplier-training-materials.html

TABLE OF CONTENTS - RFP #26-018

PAGE

PURPOSE 4

BACKGROUND 4

STATEMENT OF NEEDS 5-6

CONTRACTOR ELIGIBILITY REQUIREMENT 6

PROCUREMENT SCHEDULE AND GENERAL PROVISIONS 7

PROPOSAL CONTENTS 8-9

FACTORS FOR CONSIDERATION AND EVALUATION CRITERIA 9-10

INSTRUCTIONS TO OFFERORS 10-13

GENERAL TERMS AND CONDITIONS 13-18

FORMS 19-27

SAMPLE CONTRACT 28-41

ATTACHMENT 42

I. PURPOSE

The Town of Dumfries, Virginia (the “Town”) seeks a qualified professional engineering firm to provide assessment, design, permitting, and related consulting services for

Quantico Creek Restoration Phase III. Phase III comprises approximately 1,200 linear feet of stream extending from the Main Street crossing to the Fraley Boulevard bridge. A project-limit map from the Council briefing will be included with this RFP. As part of the

Phase III effort, the selected firm shall evaluate and compare feasible alternatives for addressing existing creek and sediment conditions, including full dredging, targeted sediment removal, channel restoration without dredging, Low-Tech Process-Based

Restoration, and a no-action alternative. Low-Tech Process-Based Restoration may include Beaver Dam Analogs, Zeedyk structures, and Post-Assisted Log Structures, as appropriate to site conditions. The Town has not selected a preferred alternative. The evaluation shall identify the benefits, limitations, flood effects, environmental impacts

(including cultural and natural resource impacts), habitat effects, aesthetics, permitting feasibility, constructability, maintenance needs, planning-level implementation/construction costs, long-term performance, and upstream/downstream effects associated with each alternative and shall provide a recommended action or combination of actions for Town consideration. See Attachment A page 41

II. BACKGROUND

The Town is continuing its long-term restoration of Quantico Creek. Phase II is approximately 85 percent complete, with planting remaining. Phase III is the next planned restoration reach and will build upon prior Town restoration work and available background information. Existing information available for review may include Phase II deliverables, Ecosystems Quantico Creek briefings, and prior studies, including the

Quantico Creek Stream Restoration Assessment Summary prepared by McCormick

Taylor in January 2014. The selected firm shall coordinate with the Town and applicable local, state, and federal agencies and shall produce documents suitable for regulatory review, budgeting, bidding, construction, and future Town use.

III. STATEMENT OF NEEDS / SCOPE OF SERVICES

A. ASSESSMENT

The selected firm shall conduct sufficient assessment to characterize existing geomorphology, constraints, ecological potential, the surrounding environment, baseline aquatic resources, and sediment conditions required for alternatives evaluation and regulatory permitting. Work shall include stream and wetland delineation; tree survey and vegetative community assessment;

preparation and submission of a Preliminary Jurisdictional Determination to the U.S. Army

Corps of Engineers; topographic and site survey with control points, utilities, drainage structures, bridge constraints, and relevant upstream and downstream cross-sections; soils assessment, including bulk density, erodibility, and fertility analyses; a Bank Assessment for Non-point

Source Consequences of Sediment study; stream-flow and precipitation monitoring as appropriate; streambank stability and habitat assessment; evaluation of potential upstream and downstream effects; and geomorphic analysis, including pebble counts, stream classification, and bankfull analysis. The assessment shall include a sediment characterization and management evaluation addressing sediment quantity and depth, contamination or potential contamination, an appropriate sampling and laboratory-testing plan, sediment-management options, and the feasibility and requirements for removal and disposal. The assessment shall recommend functional restoration goals consistent with applicable Virginia Department of Environmental

Quality requirements for projects seeking TMDL credit. Core assessment deliverables shall include an Existing Conditions and Data Assessment, Assessment Technical Report, Preliminary

Jurisdictional Determination, Topographic & Site Survey, and a Stream Restoration Alternatives

Analysis. The alternatives analysis shall compare full dredging, targeted sediment removal, channel restoration without dredging, Low-Tech Process-Based Restoration, and a no-action alternative. Low-Tech Process-Based Restoration may include Beaver Dam Analogs (temporary man-made structures using wooden posts and woven branches to mimic natural beaver dams), Zeedyk structures (low-profile rock or wood installations used primarily in smaller or ephemeral channels), and Post-Assisted Log Structures (logs and woody debris secured with untreated wooden posts), where appropriate. The no-action alternative shall establish the baseline condition and evaluate the reasonably anticipated consequences of leaving existing creek and sediment conditions unchanged. The Town has not selected a preferred alternative. The Stream Restoration

Alternatives Analysis shall compare each alternative based on flood effects; environmental impacts, including cultural and natural resource impacts; habitat; aesthetics; permitting feasibility; constructability; maintenance needs; planning-level implementation/construction costs; long-term performance; and upstream/downstream effects. The alternatives analysis shall identify the pros and cons of each alternative and provide a recommended action or combination of actions for Town consideration. The assessment shall also evaluate opportunities and constraints for multimodal trails or bicycle paths within or adjacent to the project area, as appropriate.

B. PRELIMINARY DESIGN

Following completion of the Existing Conditions and Data Assessment and Stream Restoration

Alternatives Analysis, the selected firm shall present its findings, pros and cons, and recommended action to the Town. The Town will determine the preferred alternative or combination of alternatives to be advanced. The consultant shall not proceed to the next phase without written Town authorization. Upon authorization, the selected firm shall prepare a

Preliminary Design consisting of a concept design summary and map for the Town-approved alternative. Where restoration design is authorized, the selected firm shall use an appropriate natural-channel, function-based, dredging, sediment-management, Low-Tech Process-Based

Restoration, or other approach appropriate to the approved alternative. Work shall include, as applicable, constraints analysis addressing utilities, bridges, specimen trees, bedrock, access, unsuitable material, soil conditions, and other site limitations; adaptation of the Phase II hydrologic analysis; hydraulic analysis of existing conditions; development of stability thresholds and design criteria; and concept-level plan and profile information showing the proposed approach, alignment, stream features, typical sections, planting concepts, in-stream structures, dredging or sediment-removal limits, and other elements appropriate to the approved alternative. The Town will review and approve the Preliminary Design before the consultant proceeds to 60 percent design. The consultant shall address Town comments and provide written responses to review comments.

C. 60 PERCENT DESIGN

For the Town-approved alternative, and upon written authorization from the Town, the selected firm shall validate hydrologic information, update hydraulic modeling as needed, and advance the approved concept to 60 percent design. The firm shall develop grading and implementation details for proposed conditions, incorporate the analysis into 60% Design Plans, conduct a field review with the Town, refine the opinion of probable construction cost, and prepare applicable technical specifications. The consultant shall prepare and submit applicable Joint Permit

Application materials, including Nationwide Permit 27 or other applicable federal, state, and local authorization appropriate to the Town-approved alternative, to the Virginia Marine

Resources Commission, U.S. Army Corps of Engineers - Norfolk District, Virginia Department of Environmental Quality, and other agencies as required; coordinate with regulatory agencies;

and respond to agency comments. Regulatory review and approval dates are outside the consultant’s control and are not guaranteed by the consultant. Deliverables shall include 60%

Design Plans, a 60% Design Technical Report, updated cost estimate, applicable technical specifications, and applicable permit application submittals. The Town will review and approve the 60 percent design before the consultant proceeds to Final Design, and the consultant shall address Town and agency comments and provide written responses to review comments.

D. FINAL DESIGN

For the Town-approved alternative, and upon written authorization from the Town, the selected firm shall advance the approved design or implementation approach to Final Design and complete construction drawings, plans, final technical specifications, supporting analyses, calculations, agency coordination, and quality-control review. Final plans shall address grading, access and staging, erosion and sediment control, planting, stream structures, dredging or sediment-removal limits, cross-sections, utilities, disposal or management of removed material where applicable, and other relevant site features. As applicable to the approved alternative, the firm shall prepare a flood study identifying potential changes to Base Flood Elevations; update pollutant-reduction estimates; support Town land-disturbance review; prepare the Construction

General Permit application and stormwater pollution prevention plan; prepare construction permit documents; update the opinion of probable construction cost; and prepare the bid form.

The consultant shall be responsible for preparing and submitting permit applications, coordinating with regulatory agencies, and responding to agency comments; however, regulatory review and approval dates are outside the consultant’s control and are not guaranteed. Final deliverables shall include the final drawings, plans, specifications, applicable permit documents, final cost estimate, and other final technical documents required for the Town-approved alternative. The Town will conduct a Final Design review, and the consultant shall address Town and agency comments and provide written responses before final acceptance.

The base scope shall also include construction administration, construction inspection, post-construction monitoring, and FEMA map-revision services, as applicable to the Town-approved alternative and project requirements. Bid-phase support shall include responding to bidder technical questions, attending a pre-bid meeting as requested, reviewing proposed substitutions for technical compliance, preparing or supporting technical addenda, and providing an informal technical review of bidder capability or technical matters when requested by the Town. The consultant shall not serve as a voting member of the Town’s procurement evaluation team.

E. TOWN-FURNISHED INFORMATION AND PROJECT ASSUMPTIONS

The Town will make available existing background information in its possession that is reasonably necessary for the work, including, as available, the Quantico Creek Stream

Restoration Assessment Summary (McCormick Taylor, January 2014), Ecosystems Quantico

Creek briefings, Phase II deliverables, and available surveys, models, plans, GIS information, environmental records, and related project information. The selected firm remains responsible for verifying information used in its services. The Town will lead property-access and easement coordination, with participation and technical support from the selected consultant as needed.

The consultant shall provide the Town with final PDFs and all applicable editable/native project files, including survey files, CAD/design files, hydraulic and hydrologic modeling files, GIS files, and other electronic source files developed for the project. Services not expressly included in the final negotiated scope may be authorized only through a written contract amendment executed by the Town. The selected firm shall perform services only within the authorized project area unless the Town approves additional work in writing. Compensation for additional services shall be negotiated before the work begins.

F. MINIMUM QUALIFICATIONS

Offerors shall demonstrate experience with stream restoration assessment, natural-channel or function-based design, Low-Tech Process-Based Restoration where applicable, hydrologic and hydraulic modeling, permitting, preparation of construction documents, sediment management, sediment characterization, and sediment disposal planning. A Virginia-licensed professional engineer shall be responsible for the engineering work, with appropriately licensed or certified personnel for surveying, wetlands, environmental, sediment-related, and other specialty services.

Offerors shall demonstrate experience coordinating with the U.S. Army Corps of Engineers, Virginia Marine Resources Commission, Virginia Department of Environmental Quality, and local reviewing authorities, and the capacity to meet the negotiated schedule with effective project management and quality assurance/quality control.

IV. CONTRACTOR ELIGIBILITY REQUIREMENT

Offerors shall disclose any contract terminated for cause by the Town of Dumfries or another governmental agency within the past three (3) years. The Town may consider the circumstances, materiality, corrective actions, and relevance of any such termination in determining whether an

Offeror is responsible and eligible for contract award, consistent with applicable law and the terms of this solicitation.

V. 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.

September 29, 2026 RFP Issued by Town

October 5, 2026 12:00 Noon Final Questions Due

October 7, 2026 Town Response to Questions / Addendum

October 12, 2026 2:00 PM Proposals Due

October 16, 2026 Anticipated Intent to Award https://www.dumfriesva.gov/business/procurement.php

Offerors shall not include man-hour, price, fee, or cost estimates for professional services in the initial proposal. Consistent with Va. Code § 2.2-4302.2, the Town shall conduct individual discussions with two or more Offerors deemed fully qualified, responsible, and suitable, with emphasis on professional competence. Offerors will be encouraged to elaborate on qualifications, performance data, staff expertise, and alternative concepts during these discussions, and the Town may discuss nonbinding estimates of total project cost and price for services. The Town may also request oral presentations or interviews for clarification or fact-finding, but these are separate from, and do not substitute for, the required individual discussions. Following discussions, the Town shall rank in order of preference two or more Offerors whose qualifications and proposed services are most meritorious, and compensation shall be negotiated with the top-ranked Offeror thereafter.

If the Town determines in writing that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified and suitable than the others, the Town may, under § 2.2- 4302.2, negotiate and award a contract to that Offeror without the discussion/ranking process above. The Town’s written determination will be included in the procurement record.

COMPENSATION AND PAYMENT

Offerors shall not include price, fee, cost, or man-hour estimates for professional services in their initial proposals. Following completion of the qualifications-based selection process, the Town will negotiate a lump-sum contract amount with the highest-ranked Offeror. The negotiated lump-sum amount shall include all labor, project management, professional services, administrative costs, overhead, profit, travel, equipment, materials, and other costs necessary to complete the authorized Scope of Services, except for additional services specifically authorized in writing by the Town. Following execution of the Contract and receipt of all required documentation, the Town intends to issue payment of the negotiated lump-sum contract amount on or before October 30, 2026. The selected Offeror shall be prepared to commence work promptly following Contract execution and Notice to Proceed and shall comply with all applicable project-funding requirements. No additional compensation or change to the negotiated lump-sum contract amount shall be permitted unless authorized in advance through a written Contract amendment executed by the Town.

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 concerning this solicitation shall be submitted in writing to Helary Escobar, Procurement Specialist, at hescobar@dumfriesva.gov no later than October 7, 2026, at 12:00 noon. The Town intends to issue responses by October 9, 2026. Responses that modify or clarify the solicitation will be issued by addendum.

C. Permits and Licenses

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

VI. 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:

1. Proposal Submission Form

2. Reference Form

3. Virginia State Corporate Commission Registration

Information Sheet (SCC)

4. Proprietary/Confidential Information Identification

b. Tab 2 - Project Understanding and Technical Approach. In concise terms, state the Offeror's understanding of Quantico Creek Phase III and describe the proposed technical approach for existing-conditions and sediment assessment, alternatives analysis, preliminary design, 60 percent design, final design, permitting, bid support, construction administration/inspection, post-construction monitoring, and other services included in the Scope of Services.

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 and Project Team. Include resumes or curriculum vitae for key personnel, including the Virginia-licensed professional engineer responsible for the work and appropriately qualified surveying, wetlands, environmental, hydraulic/hydrologic, and other specialty personnel. Identify roles, availability, professional registrations, office location, and proposed subconsultants.

1. Name and title.

2. Office location.

3. Project responsibilities and roles.

4. Educational background.

5. Professional registrations and memberships (if applicable).

6. Years of relevant experience.

e. Tab 5 - Firm Qualifications and Relevant Experience. Provide a concise history of the firm and demonstrate experience with stream restoration assessment and design, hydrologic and hydraulic modeling, environmental permitting, construction documents, sediment management, sediment characterization, sediment disposal planning, and coordination with applicable regulatory agencies.

f. Tab 6 - Comparable Projects and References. Provide three (3) comparable projects completed within the past ten (10) years. For each project, identify the client, reference contact information, project scope, construction value if available, dates of service, and proposed team members who participated.

g. Tab 7 - Work Plan, Schedule, and Quality Control. Describe the proposed work plan, key milestones and review points, project management approach, schedule and capacity, and quality assurance/quality control procedures. Do not include price, fee, estimated staff hours/man-hours, or estimates of service costs in the initial technical proposal.

h. Tab 8 - Subconsultants. Identify any portion of the required professional services proposed to be performed by subconsultants, the reason for their use, their responsibilities, location, relevant personnel and experience, and prior working relationship with the Offeror.

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.

i. 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.

VII. FACTORS FOR CONSIDERATION AND EVALUATION CRITERIA

A. These criteria will be used to evaluate qualifications and develop a ranking of Offerors for professional engineering services. Price is not an evaluation criterion for the initial technical proposal.

Individual criteria are weighted as shown below.

B. The Evaluation Committee will evaluate all responsive proposals.

The Town may conduct oral presentations for clarification or fact-finding. Separate from any optional oral presentation, the Town shall engage in individual discussions with two (2) or more Offerors deemed fully qualified, responsible, and suitable, with emphasis on professional competence, before final ranking in order of preference.

C. Available Evaluation Points - 100

Evaluation Criteria Points

1 Understanding of the project and technical approach 30 2 Qualifications and relevant experience of the firm and proposed team

3 Experience on comparable projects and reference quality 20 4 Project management, schedule, capacity, and quality-control approach

5 Completeness, organization, and responsiveness of the proposal

Total 100

The Town shall engage in individual discussions with two (2) or more Offerors deemed fully qualified, responsible, and suitable, with emphasis on professional competence.

The Town will negotiate scope and compensation with the highest-ranked Offeror and may terminate negotiations and proceed to the next-ranked Offeror if a satisfactory agreement cannot be reached.

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.

VIII. 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 must submit an additional electronic copy through eVA that eliminates such part or parts. This copy shall be clearly identified as “REDACTED

COPY.”

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 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

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.

Proposal Records. Any Offeror may request to inspect proposal records within a reasonable time after evaluation and negotiations are completed, but prior to contract award, consistent with Va. Code § 2.2-4342. If the Town elects not to accept any proposal and reopens the procurement, no inspection of proposal records shall be permitted.

Following award of the contract, proposal records shall be open to public inspection in accordance with Va. Code § 2.2-4342.

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" and "shall" identify mandatory requirements. The terms "should" and "may" identify desirable or permissive provisions. Failure to satisfy a mandatory requirement may render a proposal nonresponsive when the requirement is material and cannot lawfully be waived.

The Town reserves the right to waive minor informalities or non-substantive irregularities to the extent permitted by law.

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 and Proprietary Information: Ownership of all data, materials and documentation originated and prepared for the Town pursuant to RFP #26-018 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 have first invoked the protections of Section 2.2- 4342(F) of the Code of Virginia, in writing by no later than the time of submission. 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.

4. Oral Presentation: The Town may require one or more Offerors to give an oral presentation for clarification or fact-finding. Any optional oral presentation is separate from the individual discussions required as part of the professional-services selection process. The Procurement Office will schedule the time and location of any oral presentation.

IX. 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 Offeror, and upon award the Contractor, shall be solely responsible for and shall assume and bear all risks associated with its labor, personnel, mental impressions and professional judgments, work, methods, means, techniques, sequences, procedures, materials, tools, and equipment used or furnished in connection with the performance of the contract resulting from this RFP. The Offeror/Contractor is solely responsible for the adequacy, safety, and suitability of its means and methods and for any loss, damage, or injury to persons or property arising out of or related to its performance, its agents, subcontractors, or suppliers, except to the extent such loss, damage, or injury is caused by the Town’s sole negligence or willful misconduct.

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".

e. Professional Liability / Errors and Omissions - $2,000,000 per claim and

$2,000,000 aggregate. Coverage shall apply to the professional engineering, surveying, environmental, design, and consulting services performed under this

Contract and shall be maintained for the duration of the Contract and for at least three (3) years following completion of the professional services. If written on a claims-made basis, the retroactive date shall precede the commencement of services under the Contract. The Town shall not be required to be named as an additional insured on professional liability coverage.

i. Instructions Regarding Insurance Certificates: The Contractor and his 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.26-018- Quantico Creek Phase III Engineering and Consulting Services

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.

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.

X. COMPLETED FORMS MUST BE INCLUDED WITH THE

PROPOSAL SUBMISSION

REFERENCE FORM

Describe previous work experience for three (3) comparable projects completed within the past ten (10) years that are similar in service type, size, scope, and/or complexity. 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 professional services provided:

Detailed scope of services

Beginning and ending dates _____________________________________________________

Contract value $_______________________

Other information:

OFFERORS MUST RETURN THIS COMPLETED FORM WITH PROPOSAL

PROPOSAL SUBMISSION FORM

RFP #26-018

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 IV - 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 those 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 #26-018 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 have first invoked the protections of Section 2.2-4342(F) of the Code of Virginia, in writing by no later than the time of submission. 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 Specific Reason Protection from Disclosure Is Necessarys 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…