RFP #26067

Stafford County, Virginia

Request for Proposals for

Transportation Engineering Services

PROPOSAL DUE:

2:00 PM, Eastern Standard Time (EST) Monday, July 27, 2026

Questions Due Date/Time: Questions from Offerors must be received by June 29, 2026, at 2:00 p.m. local prevailing time. Questions must be emailed to the Contracts Officer listed below. The subject line must include RFP #26067 or your question(s) may not be received and answered in a timely manner. The County is not responsible for verbal clarification of information provided by parties other than staff of the Procurement Division.

REQUEST FOR PROPOSALS

Issue Date: June 2, 2026

Title: Transportation Engineering Services

Issuing Locality & Address: Stafford County Central Procurement Division 1300 Courthouse Road P.O. Box 339 Stafford, Virginia 22554

Location of Work: Various Stafford County Locations

Period of Contract: One (1) year with three (3) optional one (1) year renewals

All inquiries for information should be directed to: Stafford County Procurement Division

Procurement Manager: Alice Gillispie, VCO/VCA

Phone #: (540) 658-4192, Email: procurement@staffordcountyva.gov

Sealed proposals for furnishing the services described herein will be received until 2:00 p.m. local time on July 27, 2026. No late proposals will be accepted. For help in submitting your proposal in the eVA system, please call eVA Customer Care 1-866-289-7367 or visit https://eva.virginia.gov/get-help-customer-care-forms.html Electronic submission via the eVA system only. Proposals must be received on or before the deadline stated.

PRE-PROPOSAL CONFERENCE: A pre-proposal conference is not scheduled.

PRE-AWARD MEETINGS OR INQUIRIES: No meetings or inquiries, between proposing firms and County departmental staff concerning this project will take place during this RFP process. All inquiries concerning this RFP shall go through the Procurement Division via email provided above, with the subject titled RFP# 26067, Transportation Engineering Services mailto:asukeforth@staffordcountyva.gov https://eva.virginia.gov/get-help-customer-care-forms.html https://eva.virginia.gov/get-help-customer-care-forms.html

AFFIRMATION AND SIGNATURE.

In compliance with this Request For Proposals (RFP), which includes the attached Table of Contents and all provisions, attachments, and appendices attached and referenced therein, and subject to all the terms and conditions set forth herein, the undersigned Offeror agrees to furnish the services described in the RFP, consisting of Categories A, B, and/or C as further defined in this RFP, and submits this signed proposal which includes this completed and signed page, completed and signed Architectural / Engineering (A/E) Data forms, and other data as required by the RFP. It is understood that this proposal and the scope of services may be modified, by mutual agreement in subsequent negotiations.

Name and Address of Offeror:

Date:

By:

Signature in Ink

Typed Name:

ZIP:

Title:

FEIN/SSN#

Phone No.

Email:

Table of Contents

I. PURPOSE AND INTENT

II. BACKGROUND

III. SCOPE OF SERVICES

IV. PROPOSAL REQUIREMENTS

V. SOLICITATION REQUIREMENTS

VI. EVALUATION AND AWARD OF CONTRACT

VII. ADDITIONAL TERMS

I. PURPOSE AND INTENT

Stafford County, Virginia (the “County”) is seeking proposals from qualified professional Architectural and/or professional Engineering (A/E) firms to establish term contracts to provide transportation engineering, transportation construction management and inspection, and transportation planning and analysis on as-needed basis, as further described in Section III, Scope of Services. The County seeks to contract with multiple A/E firms who will agree to be available to provide these services in a timely manner. Offerors may be selected to provide services for more than one category described in Section III.

Offerors may provide proposals for one, all, or any combination of categories stated in Section III in which the Offeror has an interest. Offerors will be evaluated for each category separately, and it is not mandatory for Offerors to be qualified in all categories to be selected for one category.

The County anticipates awarding contracts to at least one, but not to exceed three (3) qualified prime A/E firms in each category stated in Section III as a result of this RFP.

The County has the following estimates for Virginia Department of Transportation (VDOT) Locally Administered Projects (LAP) and Stafford County administered contracts for on-call services over the base + renewal period (up to four years):

Cat. A - Planning/Studies (total estimate $6,375,000) Cat. B - Construction Engineering Inspection (total estimate $10,875,000) Cat. C - Engineering and Design (3 firms - total estimate $13,875,000)

Per § 2.2-4303.1. Architectural and professional engineering term contracting; limitations, the sum of all projects (task orders) assigned to an A/E during a given contract term shall not exceed $10 million, and the fee for any single task order shall not exceed $2.5 million.

This RFP does not commit Stafford County to award a contract, to pay any costs incurred in the preparation of a proposal for this request, or to procure or contract for services.

II. BACKGROUND

Stafford County locally administers the design, right-of-way acquisition, utility relocation, and construction of a wide variety of transportations related projects. Typical projects administered by the County include, but are not limited to, design and construction of sidewalks, trails, turn lanes, shoulders, additional travel lanes, adjustments to traffic signals, realignment of curves, drainage improvements, new roadways alignments and interchange modifications. Projects are located on secondary roads and primary roads throughout the County and may be financed with any combination of local, state and federal funding sources. Close coordination with the Virginia Department of Transportation (VDOT) is required to ensure that all applicable state and federal requirements are followed during all phases of a locally-administered project.

III. SCOPE OF SERVICES

Stafford County is seeking proposals from qualified Offerors who are headquartered or have a full time regional office within 3 hours of Stafford County to provide services for any or all of the following categories:

A. Transportation Planning & Studies

i. General Scope. Offeror shall provide transportation planning and modeling services including, but not limited to, training and delivery of models and software, transportation master planning, travel demand management and forecasting, transportation impact fee studies, signal warrant analysis, transportation demand management studies, traffic impact studies, traffic analysis and simulation, speed and delay studies, shared parking studies, parking plans, infrastructure inventories, corridor studies and traffic feasibility studies. Attachment M, VDOT Mandatory Federal-Aid Contract Provisions, shall apply to all proposals for A/E services submitted under this category.

ii. Specific VDOT LAP Requirements. All work for the VDOT LAP program shall be required to abide by the latest edition of the VDOT’s LAP Manual, or the edition in effect as of the beginning of design work requested.

iii. Specific VDOT Requirements. All work for the VDOT LAP program shall be required to abide by the latest edition of VDOT’s Road and Bridge Specifications, VDOT’s Road Design Manual, VDOT’s Minimum Quality Assurance and Quality Control, Federal Acquisition Regulations (FAR), and Federal Highway Administration Uniform Act, or the edition in effect as of the beginning of design work requested.

iv. Specific County Requirements. In addition to the terms and conditions required for all VDOT projects, all projects shall also abide by Attachment R, General A/E Terms and Conditions. In the event of an inconsistency between County and VDOT requirements, the inconsistency shall be resolved by giving precedence to the VDOT requirements.

B. Transportation Construction Engineering Inspection

i. General Scope. Offeror will be required to provide construction management services for

County Transportation Projects and County’s LAP projects, where applicable, to include, but not limited to: ensuring compliance with construction drawings, biddability reviews, constructability reviews, CTDR, RFI coordination, data/records management for construction documentation, project site representation, project material testing/inspection, and general services to promote adequate project site representation to include an RCE for all projects during utility relocations and construction. Attachment M, VDOT Mandatory Federal-Aid Contract Provisions, shall apply to all proposals for A/E services submitted under this category.

ii. Key Personnel. Offeror will be required to provide, at a minimum, the following personnel:

a. Responsible Charge Engineer (1)

i. 7+ years of experience

ii. PE

b. Construction Manager (1)

i. 5+ years of experience

c. Project Controls Specialist (1)

i. 3+ years of experience

d. Environmental Compliance Inspector (1)

i. 3+ years of experience

e. Construction Inspector I (2)

i. 3+ years of experience

f. Construction Inspector II (2)

i. 5+ years of experience

g. Construction Inspector – Project Records Manager (1)

i. 3+ years of experience *See Annex A- Category B and C Classifications for qualifications and responsibilities

iii. Specific VDOT LAP Requirements. All work for the VDOT LAP program shall be required to abide by the latest edition of the VDOT’s LAP Manual, or the edition in effect as of the beginning of design work requested.

iv. Specific VDOT Requirements. All work for the VDOT LAP program shall be required to abide by the latest edition of VDOT’s Road and Bridge Specifications, VDOT’s Road Design Manual, VDOT’s Minimum Quality Assurance and Quality Control, Federal Acquisition Regulations (FAR), and Federal Highway Administration Uniform Act, or the edition in effect as of the beginning of design work requested.

v. Specific County Requirements. In addition to the terms and conditions required for all VDOT projects, all projects shall also abide by Attachment R, General A/E Terms and Conditions. In the event of an inconsistency between County and VDOT requirements, the inconsistency shall be resolved by giving precedent to the VDOT requirements.

vi. Offerors shall be required to utilize Procore Project Management software, provided by Stafford County, for all project management and project documentation activities.

This includes, but is not limited to, project communications, submittals, RFIs, meeting minutes, schedules, and document control. Offerors shall coordinate with the County for Procore onboarding and comply with all County-established Procore workflows, permissions, and data standards.

C. Transportation Engineering & Design

i. General Scope. Offeror shall provide all necessary and/or required project management, engineering, and design elements of projects conducted under the Virginia Department of Transportation’s (VDOT) Locally Administered Projects (LAP) program and transportation projects not conducted under VDOT LAP program for transportation improvement projects including, but not limited to: project management, preliminary, detailed and final designs of public roadways, contract award documents, intersection or sight improvements, safety improvements, signal timing modifications, stormwater culvert modification, turn lane design, signal retiming, signal optimization, advanced traffic management systems design, right-of-way acquisition management, utilities relocation management, pedestrian/bicycle facilities design, studies, evaluations, analysis, recommendations, cost and time estimates, project permitting, reports, feasibility studies, RFI reviews, field inspections and investigations. VDOT Mandatory Federal-Aid Professional Services shall apply to all proposals for A/E services submitted under this category.

ii. Key Personnel. Offeror will be required to provide, at a minimum, the following personnel:

a. Engineer Project Manager (1)

i. 15+ years of experience

ii. PE

b. Hydraulic Engineer (1)

i. 7+ years of experience

ii. PE

c. Roadway Engineer (1)

i. 7+ years of experience

ii. PE

d. Traffic Engineer (1)

i. 7+ years of experience

ii. PE

e. Environmental Specialist (1)

i. 5+ years of experience

f. Licensed Surveyor (1)

i. 7+ years of experience

g. Right-of-Way Specialist (1)

i. 5+ years of experience

*See Annex A- Category B and C Classifications for qualifications and responsibilities

iii. Additional Personnel: During the staffing roster submission process at pre-award, the selected offeror(s) should provide a wide array of staff. Staff names of Additional Personnel and Working Titles may also be shown on the team’s Organizational Chart.

• Engineer Project Manager

• Geotechnical Engineer

• Hydraulics Engineer

• In Plan Utilities Engineer

• Lead Planner Engineer

• Materials Engineer

• Roadway Engineer

• Signals Engineer

• Structures & Bridge Engineer

• SUE Specialist

• SUE Engineer

• Task Lead

• Traffic Engineer

• Administrative Assistant

• CADD Technician

• Construction Manager

• Data Analyst

• Data Engineer

• Engineering Technician

• Environmental SME

• Environmental Compliance Inspector

• Environmental Regulatory Specialist

• Environmental Specialist

• Geologist

• Geotechnical Engineer

• Geologist Specialist

• GIS Specialist

• GPR Specialist

• Instrument Person

• ITS Technician

• Landscape Architect

• Licensed Surveyor

• LIDAR Specialist

• Modeler

• Natural Resource Scientist

• Public Relations Specialist

• Remote Pilot

• Researcher

• Rod Person

• S&B Inspection Team Leader

• S&B Inspector

• Scanner Field Technician

• SUE Crew Chief

• SUE Field Technician

• Survey Crew Chief

• Survey Photogrammetrist

• Survey Technician

• Technical Project Manager

• Traffic/ ITS Specialist

*Adjustments to these individuals during the life of the contract will be made in writing. Stafford County reserves the right to require resumes for such additions as necessary. Stafford County believes that this designation will help the project manager oversee the many and varied tasks that may be assigned during any given contract term.

iii. This work is to be accomplished utilizing computerized design and drafting systems compatible with VDOT’s automated design and drafting systems.

VDOT’s roadway design system is GEOPAK Civil Design Software and the drafting system is MicroStation. VDOT uses OpenRoads software. Projects will be developed utilizing VDOT’s policies and procedures and FHWA’s guidelines.

iv. VDOT utilizes Bentley ProjectWise collaboration software. Offeror will be required to submit project related documents through ProjectWise for VDOT review.

v. Specific VDOT LAP Requirements. All work for the VDOT LAP program shall be required to abide by the latest edition of the VDOT’s LAP Manual, or the edition in effect as of the beginning of design work requested.

vi. Specific VDOT Requirements. All work for the VDOT LAP program shall be required to abide by the latest edition of VDOT’s Road and Bridge Specifications, VDOT’s Road and Bridge Standards, VDOT’s Road Design Manual, VDOT’s Minimum Quality Assurance and Quality Control, Federal Acquisition Regulations (FAR), and Federal Highway Administration Uniform Act, or the edition in effect as of the beginning of design work requested or any other applicable manual as required by applicable law or regulations.

vii. Specific County Requirements. In addition to the terms and conditions required for all VDOT projects, all projects shall also abide by Attachment R, Stafford County General A/E Terms and Conditions. In the event of an inconsistency between County and VDOT requirements, the inconsistency shall be resolved by giving precedent to the VDOT requirements.

viii. Offerors shall be required to utilize Procore Project Management software, provided by Stafford County, for all project management and project documentation activities. This includes, but is not limited to, project communications, submittals, RFIs, meeting minutes, schedules, and document control. Offerors shall coordinate with the County for Procore onboarding and comply with all County-established Procore workflows, permissions, and data standards.

IV. PROPOSAL REQUIREMENTS

A. Proposals. Qualified Offerors are encouraged to submit proposals for any individual category or multiple categories as outlined in Section III of this RFP. A separate proposal must be provided for each category. Offerors will be evaluated for each category separately, and it is not mandatory for Offerors to be qualified for all categories to be selected for one category. However, regardless of whether applying for one or all categories, the selected A/E’s shall furnish all expertise, labor and resources, in accordance with the requirements of that category.

B. Proposal Requirements. Each Proposals shall include: the completed and signed RFP cover page signed by an authorized representative of the Offeror. By submitting a proposal, the Offeror certifies that all information provided in response to this RFP is true and accurate. Failure to provide information required by this RFP will ultimately result in low scoring of the proposal.

C. Proposal Forms. Proposals shall include the forms attached to this RFP, as listed below in Section E, and prepared simply and economically, providing a straightforward, concise description of the firm’s capabilities for satisfying the requirements of the RFP. Emphasis should be on completeness and clarity of content within the provided forms. Elaborate brochures and other representations beyond those sufficient for presenting a complete and effective proposal are neither required nor desired. Photographs of past projects or other elaborate material are not required under this RFP. Proposals which do not include the attached forms and/or do not include the requested information and data may be considered as nonresponsive to the RFP. Offerors selected for interviews may, at that time, present supplemental data to further clarify their qualification, skills, abilities, performance record, and approach to providing the services.

D. Confidential and Proprietary Information. All proceedings, records, contracts and other public records relating to procurement transactions shall be open to the inspection of any citizen, or any interested person, firm or corporation, in accordance with the Virginia Freedom of Information Act, Virginia Code § 2.2-3700 et seq., except as provided below:

• Cost estimates relating to a proposed procurement transaction prepared by or for a public body shall not be open to public inspection.

• Any competitive negotiation offeror, upon request, shall be afforded the opportunity to inspect proposal records within a reasonable time after the evaluation and negotiations of proposals are completed but prior to award, except in the event that the public body decides not to accept any of the proposals and to reopen the contract. Otherwise, proposal records shall be open to public inspection only after award of the Contract.

• The County reserves the right to impose restrictions over the inspection of procurement transaction records to ensure the security and integrity of the records.

• Trade secrets or proprietary information submitted (completed Attachment C Form) by an Offeror in connection with a procurement transaction shall not be subject to the Virginia Freedom of Information Act (§ 2.2-3700 et seq.) if the Offeror has (i) invoked the protections of this section prior to or upon submission of the data or other materials,

(ii) identified the data or other materials to be protected, and (iii) stated the reasons why protection is necessary. An Offeror shall not designate as trade secrets or proprietary information (a) an entire proposal; (b) any portion of a proposal that does not contain trade secrets or proprietary information; or (c) line item prices or total proposal prices.

E. RFP Attachments. The following documents and forms are attached to this RFP:

1. Attachment A: Trade Secrets/Proprietary Information Form

2. Attachment B: State Corporation Commission Form

3. Attachment C: SWAM Vendor Data Form

4. Attachment D: References

5. Attachment E: Firm Data Sheet

6. Attachment F: Certification Regarding Debarment

7. Attachment G: Critical Infrastructure Information/Sensitive Security Information

• Items #1-7 are within the RFP document

8. Attachment H: Form C-48 PSC, Subconsultant Solicitation Form

9. Attachment I: Form C-111 PSC, Minimum DBE & SWaM Requirements

10. Attachment J: Form C-112A PSC, Certification of Binding Agreement

11. Attachment K: Form C-63, Vendor Payment Compliance Report

12. Attachment L: Mandatory Federal Provisions

13. Attachment M: Section 107.15 Special Provisions

14. Attachment N: USDOT 1050.2A Appendix A and E

15. Attachment O: 41 CRF 601.4 (a)

16. Attachment P: Nondiscrimination Provision

17. Attachment Q: Stafford County Title VI Program

• Items #8-17 see “Attachments H-P”; Attachment Q is hyperlink

18. Attachment R: Architect and Engineering General Terms and Conditions

19. Attachment S: Term Contract for Professional Services

20. Annex A: Category B and C Classifications Descriptions

• Items #18-19 see “Attachments R-S”

• Items #20 see “Annex A-Category C and C Classifications Descriptions”

If changes to the County’s General A/E Terms and Conditions are desired, Offeror shall provide requested changes and the justification for these changes with their Proposal.

Offeror will not have the ability to redline or take exceptions to contractual terms after proposals have been submitted.

If changes to the County’s Term Contract Terms are desired, Offeror shall provide requested changes and the justification for these changes with their Proposal. The clauses marked with an asterisk * in this attachment are terms that the County considers mandatory in accordance with Virginia code and policy, however the Offeror can submit exceptions or recommended language revisions to any terms.

Offeror will not have the ability to redline or take exceptions to contractual terms after proposals have been submitted.

https://staffordcountyva.gov/government/departments_f-o/title_vi_plan_.php

RFP #26067 Page 13 of 33

F. Proposal Checklist.

The Offeror must submit their proposal package/s with the following documents attached. Each document listed below shall be a separate attachment and titled as indicated.

Note: If submitting for multiple categories, One Proposal per category.

Submission Requirement Notes RFP Section completed Signed Cover Sheet [Offeror’s Name] Cover Sheet Pages 1- 3 Understanding of Scope of Work [Offeror’s Name] Scope of Work Offeror Provided Revisions to Stafford County AE Terms & Conditions and/or Term Contract for Professional Services

All proposed changes to the AE Terms & Conditions and Term Contract must be submitted with your proposal submission

Attachments R,S

Attachments A-R Includes Stafford, VDOT LAP and federally required terms, conditions and requirements

Attachments A-Q

DPOR License [Offeror’s Name] DPOR License Full size copies of Commonwealth of Virginia DPOR registration certificate for the Key Personnel

Offeror Provided

W-9 [Offeror’s Name] W-9 http://www.irs.gov/pub/irs-pdf/fw9.pdf

Offeror Provided

Signed Addenda Acknowledgement [Offeror’s Name] Addendum [#] Each addendum (if any) should be a separate Attachment

Offeror Provided http://www.irs.gov/pub/irs-pdf/fw9.pdf

G. Electronic Submission. Proposals are to be submitted electronically, in the file format requested, via Electronic Virginia (eVA) website. There is a 60MB size limit for each file. If you need assistance, please refer to the eVA site in advance of the submission deadline:(https://dgs.virginia.gov/globalassets/business-units/dps/documents/buyers/sourcing-and-contracting-user-guide.pdf ) and/or call eVA Customer Care.

If Offeror invokes any proprietary and\or confidential information, Proprietary Information, a redacted version of the Offeror’s proposal shall be uploaded and identified as “Redacted” and include Attachment A, along with the Offeror’s full proposal response.

H. Proposal Period. Proposals will remain valid for two hundred forty (240) calendar days after the date specified for receipt of proposals.

V. SOLICITATION REQUIREMENTS

A. Competition Intended. It is the County’s intent that this RFP permits competition. It shall be the Offeror’s responsibility to advise the Director of Procurement in writing if any language, requirements, specifications, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in the RFP to a single source. Such notification must be received by the Director of Procurement or appointed designee not later than ten

(10) days prior to the proposal due date.

B. Owner’s Right to Issue RFP’s. The County reserves the right, at its sole discretion, to issue RFP’s for similar work, for other disciplines or types of work, and for other projects as the need may occur.

C. Addenda.

1. The County may issue an addendum to modify or add to the terms of the RFP, or to change the time or date for submission. Any such addendum will be issued by the County and available on the eVA site (eVA - Virginia's eProcurement Marketplace).

2. Each Offeror is responsible to verify for itself if any addendum has been issued prior to submission of its proposal; the County is not responsible to notify Offerors of the issuance of an addendum. The requirements or clarifications contained in any addenda issued must be included in the Proposals received.

D. Rejection of Proposals. The County may reject any proposal not in compliance with the prescribed RFP procedures, requirements, rules, or laws, and the County may at its discretion reject any and all proposals.

E. Participation of Disadvantaged Business Enterprises (DBE) Small, Women-Owned, Minority-Owned, Military Family-Owned, Service Disabled Veteran-Owned Businesses and Employment Service Organizations (SWaM). The County strongly encourages increasing opportunity for use of these businesses in all aspects of procurement to the maximum extent feasible. Where it is practicable for any portion of the awarded contract to be subcontracted to other suppliers, the contractor is encouraged to offer such subcontracting https://dgs.virginia.gov/globalassets/business-units/dps/documents/buyers/sourcing-and-contracting-user-guide.pdf https://dgs.virginia.gov/globalassets/business-units/dps/documents/buyers/sourcing-and-contracting-user-guide.pdf https://eva.virginia.gov/index.html opportunities to small, women, minority, service disabled veteran-owned businesses and employment service organizations.

VI. EVALUATION AND AWARD OF CONTRACT

1. Selection Evaluation Committee. A Selection Evaluation Committee (“Committee”) has been established to review and evaluate all proposals submitted in response to this RFP. The Committee shall conduct a preliminary evaluation of all proposals on the basis of the information provided with the proposal, and the evaluation criteria listed below.

2. Contact with Selection Committee. No Offeror, including any of their representatives, subcontractors, affiliates and interested parties, shall contact any member of the Committee or any person involved in the evaluation of the proposals relative to this solicitation. Committee members will refer any and all contacts related to this procurement to the Contracts Officer named on the front of the RFP.

The County in its sole and absolute discretion may disqualify an Offeror for having contact with a member of the Committee or a person involved in the evaluation of the proposals for this RFP.

3. Proposed Scoring of Proposals. Proposals may be evaluated by the Committee using, but not limited to, the following criteria:

Evaluation Criteria Weight (%) Cat. A

Weight (%) Cat. B

Weight (%) Cat C

Firm’s Expertise, Project Experience & Qualifications in providing services of similar size, scope, and features as those required for the Scope of Services of this RFP

15% 10% 12%

Firm size, capacity and workload to provide the requested projects, including small projects within established budgets

10% 8% 8%

Experience on VDOT Locally-Administered Projects in conformance to federal, state, and local Codes, Standards, Accessibility and Building Efficiency

2.5% 24% 20%

Firm’s approach/methodology to complete any project task orders in a timely manner 15% 10% 12% Experience & Qualifications of Project Manager to be assigned to projects 27.5% 20% 20% Experience & Qualifications of Project Team with VDOT, LAP, federal, and state design regulations

25% 20% 18%

Proven experience of Proposed Team working together on previous projects to complete on-time and within budget

5% 8% 10%

Overall Suitability 100% 100% 100%

In addition, the Committee will consider the Offeror’s overall suitability to provide the services within various time, budget and operational constraints, and all information provided in the proposal. The committee will also consider the comments and/or recommendations of the Offeror’s previous clients, as well as other references. The provided projects and references ideally should be within the past 5 years to provide best determination of suitability.

4. Presentations and Negotiation.

1. After evaluation of the proposals received in response to the RFP, the County may engage in individual discussions and/or interviews with two or more Offerors, per category provided in Section III, deemed fully qualified, responsible and suitable on the basis of initial responses, and with professional competence to provide the required services.

2. Repetitive informal interviews are permitted.

3. Interviews may include a presentation by the Offeror and questions regarding the proposal and services to be provided.

4. Additional criteria for selection interviews, if any, will be distributed at the time interviews are scheduled.

5. Offerors are encouraged to elaborate on their qualifications, performance data, and staff expertise relevant to the proposed contract.

6. Offerors may also propose alternate concepts.

7. At the conclusion of the informal discussions and/or interviews and on the basis of evaluation factors set forth in Subsection C, immediately above, and the information provided and developed in the selection process to this point, the County shall rank, in the order of preference, the interviewed Offerors whose professional qualifications and proposed services are deemed most meritorious.

8. Negotiations shall then be conducted with the Offeror ranked first within each category. If a contract satisfactory and advantageous to the County can be negotiated at a fee considered fair and reasonable (documented in the Memorandum of Negotiations (MON) which will be an exhibit to the contract), then 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 a contract can be negotiated at a fair and reasonable fee. If other interviewed Offerors were also determined to be qualified, negotiations may be conducted in order to establish acceptable MONs with them as well.

5. Award. Once negotiations have been conducted with each Offeror(s) so selected, the County shall select the Offeror(s) which, in its opinion, has made the best proposal, and shall award the Contract to that Offeror. The County may issue term contracts to the most qualified and best suited firms in which negotiations were conducted for each RFP category listed in Section III. When multiple awards are made, the County will follow the Task Order process below among the term A/E’s awarded under each RFP Category during the contract term. Should the

County determine in writing and in its sole discretion that only one Offeror is fully qualified for an RFP Category, or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror.

VII. ADDITIONAL TERMS

A. Contract Term. Upon award of a contract, the County and A/E will execute a Term Contract for Professional Services (Attachment A). Any Term Contract issued under this RFP shall be for a period of one (1) year (“Contract Term”). The County may, at its sole discretion, renew the contract for three (3) additional one (1) year Contract Terms.

B. Contract Renewal. Upon a determination by the County to renew the contract for an additional term, written notification will be given to the firm. Price increases may be negotiated only at the time of renewal upon request. If the County elects to exercise the option to renew the contract for an additional renewal term, the contract price(s) for the renewal term shall not exceed the most recently published VDOT Program-Wide Inflation Escalation Memo rates published in June for the term year.

C. Task Orders. A/E services will be ordered under the specified Term Contract as task orders and shall authorize the A/E to perform the services for a lump sum amount at the hourly rates agreed to and set forth in the Term Contract (“Task Orders”). All Tasks Orders will incorporate the terms and conditions of the Term Contract, and include the A/E’s proposal, and A/E Fee Proposal Worksheet. Task Orders may be issued at any time during the Contract Term. No Task Order shall guarantee work beyond the scope stated in the Task Order; however, the County may reduce or increase the scope of services at any time. The County may, but is not required to, use the same A/E Contractor used for preliminary work, such as feasibility studies, programming, or bridging documents, throughout an entire project. The A/E completing such preliminary work shall not be prohibited from participating in competitive negotiation procurement for such future services.

D. Task Order Distribution. The County will follow the Task Order distribution process stated herein for distributing the Task Orders among the Term Contractors during the contract term. However, the County also reserves the right to issue Task Orders to other A/E's under Term Contracts at its sole discretion, based on its evaluation of each A/E's qualifications, expertise, current workload, capabilities, performance record, location or distance to the project, and other factors as may be pertinent to the particular project. Price shall not be a factor in the procedure for distributing multiple projects. It is understood that more than one Task Orders may, at the County’s sole discretion, be offered to the A/E during the Contract Term.

Although the potential exists for multiple Task Orders during the Contract Term, services are ordered based on need, therefore the County does not represent or guarantee that the A/E will receive any Task Orders.

When a new task order is required under a particular category, the County will follow a rotational order (alphabetically by vendor next on the list for that category), however the County also reserves the right to go out of rotational order and select an A/E based on factors listed below. In such cases, a signed deviation justification memo will be saved to the file. Then, for the next task order, the alphabetical rotation will resume.

Factors that will be used to determine a deviation from the task order distribution include, but are not limited to:

• current task orders already assigned

• past history of project execution with Stafford County

• project size and scope

• consultant’s resources available

• expertise in the specific project scope

The County cannot guarantee quantity, size or scope of projects to be assigned or awarded to any individual A/E. If award of a task order does not move forward for any reason with the County’s first selection of the A/E in the category, then another A/E in the category will be chosen using the criteria stated herein. However, no A/E shall continuously refuse small projects in an effort to only obtain larger ones.

E. Contract Requirements.

1. Fees. Labor rates shall be used by the A/E in arriving at lump sum fees and any hourly rate for work proposed for each Task Order issued under the Term Contracts resulting from this solicitation. Any individual Task Order fee and the aggregate total of fees for all Task Orders issues during the Contract Term shall not exceed the limits specified in Virginia Code § 2.2-4303.1.

2. Subconsultants. The County reserves the right to provide input on the final selection of sub-consultants and has ultimate discretion on whether a sub-consultant may be included in the A/E’s design team. Notwithstanding the foregoing, the County intends to give broad discretion to the A/E to assemble a design team that will result in the best possible execution of the Task Order.

3. Debarment Status. The Offeror shall certify that it is not currently debarred or enjoined by the Commonwealth of Virginia from submitting bids or proposals on contracts for the type of goods and/or services covered by the Contract, nor are they an agent of any person or entity that is currently so debarred or enjoined.

4. Use of Federal Funds. Federal funds are anticipated for this project. In the event that any or all of the available funding is provided through a federal grant, ARPA funds, or other Federal agency the terms and conditions found on the County Procurement page shall apply in addition to any grant-specific terms.

https://cdn.staffordcountyva.gov/Procurement/Additional%20Terms%20and%20Conditions%20For%20Federally%20Funded%20Transactions%20-%202020.pdf

F. Taxpayer Identification Number. The Offeror shall furnish to the County its Federal

Employer Identification Number (FEIN) if a corporation or a partnership or its Social Security Number (SSN) if a sole proprietor, at the time of Contract award.

G. Ethics in Public Contracting.

1. The Offeror shall not offer or receive any kickbacks or inducements from any other offeror, supplier, manufacturer or subcontractor in connection with this project. The Offeror shall not confer on any public employee having official responsibility for this project any payment, loan, subscription, advance, deposit of money, services or anything of value, present or promised, unless consideration of substantially equal or greater value was exchanged.

2. Offeror’s proposal shall not be the result of, or affected by, any unlawful act of collusion with another person or company engaged in the same line of business or commerce, or any act of fraud punishable under Virginia Code § 18.2-498.1, et seq.

Offeror understands that fraud and unlawful collusion are crimes under the Virginia Governmental Frauds Act, the Virginia Conspiracy to Rig Bids to Government laws (Va. Code § 59.1-68.6 et seq.), the Virginia Antitrust Act (Va. Code § 59.1-9.1 et seq.), and Federal Law, and can result in fines, prison sentences, and civil damage awards.

3. Offeror shall comply with applicable provisions of the State and Local Government Conflict of Interests Act (§ 2.2-3100, et. seq. of the Code of Virginia). Specifically, without limitation, no County employee or a member of the employee’s immediate family shall have a proscribed personal interest in contract.

4. Offeror shall comply with the applicable provisions of the Virginia Public Procurement Act, Art. 6 Ethics in Public Contracting (Virginia Code § 2.2-4367, et seq.), and any other applicable law as set forth therein.

H. Authorization to Conduct Business in the Commonwealth.

1. An Offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 of the Code of Virginia shall include in its proposal the identification number issued to it by the State Corporation Commission. Any offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law shall include in its proposal a statement describing why the Offeror is not required to be so authorized.

2. Any business entity other than a professional corporation, professional limited liability company or sole proprietorships that do not employ other individuals for which licensing is required must be registered in the Commonwealth of Virginia with the Department of Professional & Occupational Regulation http://www.dpor.virginia.gov/, Virginia Board for Architects, Professional Engineers, Land Surveyors and Landscape Architects (Board). Board regulations require that all branch offices of professional corporations and business entities located in Virginia, which offer or render any professional services relating to the professions regulated by the Board shall be registered as separate branch office with the Board. All offices, including branches, which offer or render any professional service, must have at least one full-time resident http://www.dpor.virginia.gov/ professional in responsible charge who is licensed in the profession offered or rendered at that office.

3. All firms involved that are to provide professional services must meet these criteria prior to submitting a proposal to the County. Individual engineers shall meet the requirements of Chapter 4, Title 54.1 of the Code of Virginia.

[END OF REQUEST FOR PROPOSAL 26067]

Attachment A: Trade Secrets/Proprietary Information Form

TRADE SECRETS/PROPRIETARY INFORMATION IDENTIFICATION

IF NO PROTECTION IS NEEDED STATE “N/A” ON THE TABLE BELOW AND SIGN.

Trade secrets or proprietary information submitted by any Offeror in connection with a procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information Act, however, the Offeror must invoke the protection of §2.2-4342(F) of the Code of Virginia, in writing, prior to or upon submission of the data or other materials, and must clearly and specifically identify the data or other materials to be protected, and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by the Bidder/Offeror on the table below. If the Offeror fails to identify any protected information on the table below, the Offeror by return of this form, hereby releases the County and all of its employees from any and all claims, damages, demands or liabilities associated with the County’s release of such information, and agrees to indemnify it for all costs, expenses and attorney’s fees incurred by the County as a result of any claims made by Offeror regarding the release of such information.

By submitting its bid or proposal, Offeror understands and agrees that any language seeking protection from public disclosure, any specific documents or information, unless identified on the table below, are null and void and of no legal or binding effect on the County. The classification of line item prices, and/or total bid prices as proprietary or trade secrets is not acceptable. If, after being given reasonable time, the Offeror refuses to withdraw such a classification designation, the bid/proposal will be rejected.

SECTION/TITLE PAGE

NUMBER(S)

REASON(S) FOR WITHHOLDING

FROM DISCLOSURE

COMPANY NAME:

SIGNATURE:

Attachment B: State Corporation Commission Form

Virginia State Corporation Commission (SCC) registration information.

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 offeror’s 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.

**NOTE** >> Check the following box if you have not completed 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 (the Commonwealth reserves the right to determine in its sole discretion whether to allow such waiver): �

Authorized Signature Date

Title

DPOR licenses and SCC registrations

1. The Commonwealth of Virginia SCC registration detailing the name, registration number, corporation type, business entity status.

2. For this RFP, the Commonwealth of Virginia DPOR registration information for each office practicing or offering to practice any professional services in Virginia: Provide the business name, address, registration type, registration number, expiration date.

DPOR INFORMATION FOR INDIVIDUALS

Business Name

Individual’s Name

Office Location Where

Professional Services will be Provided (City/State)

Individual’s

DPOR

Address

Registration Type

Registration Number

Expiration Date

3. For this RFP, the Commonwealth of Virginia DPOR license information for each of your Key Personnel practicing or offering to practice professional services in Virginia: Provide the name, the address, type, the registration number, and the expiration date.

Provide the office location where each of the Key Personnel is offering to practice professional services.

4. For this RFP, the Commonwealth of Virginia DPOR license information for those services not regulated by the Board for Architects, Professional Engineers, Land Surveyors, Certified Interior Designers, and Landscape Architects (e.g. real estate appraisal): the business name, the address, the registration type, the registration number, and the expiration date.

SCC & DPOR INFORMATION FOR BUSINESSES

Business Name

SCC Information DPOR Information

SCC

Number

SCC Type of Corporation

SCC

Status

DPOR

Registered

Address

DPOR

Registration

Type

DPOR

Registration

Number

DPOR

Expiration

Date

Attachment C: SWAM Vendor Data Form

The Procurement Policies and Regulations of Stafford County, Virginia and relevant Federal and State Laws, Orders and Regulations, require Stafford County to ensure that its procurement practices are non-discriminatory and promote equality of opportunity for Disadvantaged Business Enterprise (DBE), and Small Women-Owned, Minority-Owned, Military Family-Owned, Service Disabled Veteran-Owned (SWaM) Business Enterprises and Employment Service Organizations.

Definitions:

1. Small Business:

For the purposes of this document a small business concern is one which, regardless of ownership or control:

(a) does not exceed two-hundred and fifty (250) employees.; or

(b) gross annual income does not exceed ten (10) million and is independently owned and operated (not subsidiary of another firm).

2. SWaM Business:

A business entity which is operated and controlled by a minority.

(a) The terms "operated and controlled" shall mean that the managerial and official staff of this entity shall be comprised of minority persons, sufficient in ratio and gross earnings to demonstrate that the business transactions are, in fact, controlled by minority persons; and that the primary power, direct or indirect, to influence the management of this entity shall rest with minority persons or a corporation, partnership, or sole proprietorship in which minority persons collectively own operate, control and share in earnings of fifty -one percent (51%) or more of such an enterprise.

(b) SWaM entities shall be defined as provided in Virginia Code § 2.2-4310, as amended.

PLEASE CHECK THE FOLLOWING INFORMATION RELEVANT TO YOUR FIRM:

SWaM Business Firm: Yes No Small Business Firm: Yes No

The above information is requested for statistical purposes only. All Bidders tendering responses will receive equal consideration for award.

CONTACT FOR ADMINISTRATION:

NAME:

ADDRESS (OFFICE): _

TELEPHONE (OFFICE):

49 CFR 26.23

It is the policy of the Virginia Department of Transportation and Stafford County that

Disadvantaged Business Enterprises (DBE) as defined in 49 CFR Part 26 shall have the maximum opportunity to participate in the performance of federally funded consultant contracts. A list of Virginia Department of Small Business and Supplier Diversity (DSBSD) certified DBE firms is maintained on their web site (http://www.dmbe.virginia.gov/) under the DBE Vendor Directory of Virginia Unified Certification Program. Consultants are encouraged to take all necessary and reasonable steps to ensure that DBE firms have the maximum opportunity to compete for and perform services on the contract, including participation in any subsequent supplemental contracts. If the consultant intends to subcontract a portion of the services on the project, the consultant is encouraged to seek out and consider DBE firms as potential subconsultants. The consultant is encouraged to contact DBE firms to solicit their interest, capability and qualifications. Any agreement between a consultant and a DBE firm whereby the DBE firm promises not to provide services to other consultants is prohibited. Stafford County will follow VDOT guidance on a DBE Goal. The DBE contract goal for this procurement is _0_%.

In accordance with the Governor’s Executive Order No. 20, the Virginia Department of Transportation also requires a utilization of Small, Women and Minority (SWaM) Businesses to participate in the performance of state funded consultant contracts.