REQUEST FOR PROPOSAL

RFP 27-01

RESIDENTIAL AND BUSINESS SURVEY

Town of Herndon

777 Lynn Street

Herndon, VA 20170

RELEASE DATE: July 27, 2026

DEADLINE FOR QUESTIONS: August 10, 2026, 10:00 am

RESPONSE DEADLINE: August 27, 2026, 11:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/herndon-va

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

Town of Herndon

REQUEST FOR PROPOSAL

Residential and Business Survey

1. Posting Notice

2. Introduction

3. Questions or Inquiries

4. Information for Offerors

5. Scope of Services

6. Proposal Requirements and Preparation

7. Proposal Evaluation

8. Contract Award

9. Contract Term

10. Vendor Questionnaire

11. General Terms & Conditions

Attachments:

A - Appendix A

Request For Proposal #RFP 27-01 Title: Residential and Business Survey

1. Posting Notice

All times listed in this RFP are Eastern Standard Time.

Proposals shall be submitted electronically via the Town of Herndon's eProcurement Portal. Current solicitations can be viewed and downloaded here: https://procurement.opengov.com/portal/herndon-va.

To log in or register your company to receive notifications of the Town's solicitations, go to the Town's eProcurement Portal. On the registration form, enter the required information. Registration is free, so be sure to select your "category codes" for the type of work/services that you provide. Do not attempt to submit a proposal via eVA as we use eVA for advertising only.

The Town uses eVA and OpenGov to notify and distribute solicitation documents. Solicitations are also advertised on the Commonwealth of Virginia's eVA Procurement Portal, where they may be downloaded and viewed.

Bidding Documents may be obtained commencing Monday, July 27, 2026 through the procurement portal.

All questions or requests for information must be submitted through the procurement portal at https://procurement.opengov.com/portal/herndonva no later than 10:00 am on MondayMonday, August 10, 2026. The Town will answer all questions and inquiries through the procurement portal. Clarifications and additional information, if any, will be issued as addendums on the procurement portal by 3:00 pm on Wednesday, August 12, 2026. It is the responsibility of the prospective offeror to check the procurement portal for addenda or updates.

The Town will post addendums on its Procurement Portal at https://procurement.opengov.com/portal/herndon-va and the Commonwealth of Virginia Department of General Services’ central electronic procurement website (eVA) https://eva.virginia.gov by 3:00 p.m on Wednesday, August 12, 2026. The Town will post the award information on its Procurement Portal at https://procurement.opengov.com/portal/herndon-va .

The Town of Herndon reserves the right to reject any and all proposals or to accept the proposal(s) which, in its judgment, will be in its best interest.

NO PROPOSAL MAY BE WITHDRAWN FOR A PERIOD OF HUNDRED TWENTY (120) DAYS SUBSEQUENT TO THE DATE OF THE PROPOSAL OPENING. Any proposal may be withdrawn PRIOR to the scheduled time for proposal opening or authorized postponement thereof.

https://procurement.opengov.com/portal/herndonva https://procurement.opengov.com/portal/farmvilleva https://procurement.opengov.com/portal/herndon-va https://eva.virginia.gov/

2. Introduction

2.1. Purpose

The Town of Herndon is seeking a qualified firm to develop, conduct, analyze and present the results of two statistically valid surveys of 1) town residents; and 2) town businesses, soliciting their opinions on a range of issues relevant to customer satisfaction with town services.

Individuals or firms interested in providing these services must have a demonstrated record in working with localities or other comparable entities in customer service surveys of this or a similar nature.

2.2. Background

The Town of Herndon is the third largest town in the Commonwealth, home to more than 24,500 residents. Herndon is 22 miles west of Washington, DC, and is readily accessible to the entire metropolitan area via Metrorail’s Silver Line; the Herndon Station opened in 2022. Amidst a 21st century Northern Virginia landscape of high-rise buildings, industrial complexes and commercial strip centers, Herndon maintains a small-town charm that is evident in the downtown, neighborhoods and commercial areas. Its award-winning Community Center is a central hub, and it boasts 11 parks within its 4.2 square mile boundary. The W&OD trail, which spans 45 miles from Arlington to Purcellville, runs through the heart of Herndon’s historic downtown.

Herndon is part of Fairfax County; as such, town residents pay taxes to both the town and county. Fairfax County provides services to town residents including schools, fire and rescue, and social services. The town maintains its own streets; provides a full range of Public Works services (trash/recycling collection, snow removal, etc); has its own independent police force; offers a range of programs, classes and activities through its Parks & Recreation dept; and more. The town operates under a council/management form of government. The town’s Mayor and councilmembers serve two-year terms, while the town staff (approximately 270 FTEs) operates under the direction of the Town Manager, who is the chief administrative official.

Located in Fairfax County, the center of the Dulles Technology Corridor, Herndon enjoys a significant corporate presence that includes Amazon Web Services, Beacon Roofing Supply, Boeing, Hawkeye 360, Karsun Solutions, Northwest Federal Credit Union, Peraton, Serco, and a significant federal presence. The community is populated by a wide array of businesses, from home-based occupations to corporate headquarters, and from small family-owned grocery stores to firms specializing in computer software development and systems integration. There is also a strong presence in telecommunications, internet and internet-related services, financial services, and government contractors. A sizable proportion of these jobs are high value-added positions characterized as technical, professional, scientific service occupations.

Per Census Bureau data, the town’s median household income in 2024 was $148,000. As of May 2026, current unemployment rates are 4.3 percent nationally, 3.6 percent for the Commonwealth of Virginia and 3.4 percent for Fairfax County.

Periodically, the town conducts surveys to gauge resident and business owner satisfaction with its programs and services. The most recent surveys were conducted in FY 2023.

Accordingly, the town is seeking a Contractor to design, administer, and analyze a survey of a representative sample of the town’s diverse residential community. As a secondary project, the town is seeking a quote for a similar survey of town businesses. The first residential survey will be conducted in spring 2027, and the first business owner survey may be conducted in Spring 2027; the exact timing is not determined. Offerors must include requested information for conduct of the residential and business surveys, as indicated throughout this Request for Proposals (RFP).

3. Questions or Inquiries

All questions or requests for information must be submitted through the procurement portal at https://procurement.opengov.com/portal/herndonva no later than 10:00 am on Monday, August 10, 2026. The Town will answer all questions and inquiries through the procurement portal. Clarifications and additional information, if any, will be issued as addendums on the procurement portal by 3:00 pm on August 12, 2026. It is the responsibility of the prospective offeror to check the procurement portal for addenda or updates.

https://procurement.opengov.com/portal/farmvilleva

4. Information for Offerors

4.1. Offerors Responsibility

Offerors shall examine the scope of services, terms and conditions and locations of this Request for Proposal and shall exercise their own judgment as to the nature and total amount of all work required for acceptable performance. The Town cannot accept any plea of ignorance of conditions that exist or that may hereinafter exist, or of conditions or difficulties encountered in the work as a result of failure to make the necessary examination and investigation as an excuse for any failure or omission on the part of the offeror to fulfill in every detail the requirements of this Request for Proposal or is acceptable as a basis for any claims whatsoever for extra compensation.

4.2. Competition Intended

It is the Town’s intent that this Request for Proposal (RFP) permits competition. It shall be the Offeror’s responsibility to advise the Purchasing Agent in writing if any language, requirement, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. The Purchasing Agent must receive such notification not later than five (5) business days prior to the date set for acceptance of proposals.

4.3. Ethics in Public Contracting

A. The provisions contained in Sections 2.2-4367 of the Virginia Public Procurement Act as set forth in the Code of Virginia (1950), as amended, are applicable to all contracts solicited or entered into with the Town of Herndon.

B. By submitting their proposal, all Offerors certify that their proposal are made without collusion or fraud and they have not offered or received any kickbacks or inducements from any other Offeror, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

4.4. Debarment Status

By submitting a proposal and/or acceptance of a Town Purchase Order or Contract, all firms certify that they are not currently debarred from doing business with or in the Commonwealth of Virginia, nor are they an agent of any person or entity that is currently debarred from doing business with or in the Commonwealth of Virginia.

4.5. Projected Requirements/Estimated Quantities

The quantities specified in this solicitation are estimated only and are given for the information of offerors and for the purpose of proposal evaluation. They do not indicate the actual quantities that will be ordered since the actual volume will depend upon requirements that develop during the contract period.

4.6. Offeror Capabilities/Inspections

Upon request, any offeror may be required to give evidence that the offeror maintains a permanent place of business and has the following to support this: Adequate on-site inventory to deliver the items properly and expeditiously has adequate insurance for both itself and any subcontractors; has adequate financial status to meet obligations incidental to the work and has appropriate technical expertise. The offeror’s failure to demonstrate the capabilities and resources listed above shall result in a determination of non-responsibility and shall be cause of rejection of the proposal.

4.7. Cancellation of Orders

Purchases made under this contract are for readily available items specified herein. Time is of the essence in furnishing the items ordered. The Town reserves the right to cancel the order and/or refuse delivery if the items ordered are not furnished within the period of time specified in this contract.

4.8. Additions/Deletions

The Town reserves the right to add similar items/services or delete items/services specified in the subsequent contract as requirements change during the period of the Contract. The Town of Herndon and the Contractor will mutually agree to prices for items/services to be added to the contract. Contract amendments will be issued for all additions or deletions.

4.9. Right to Reject Proposals

An authorized representative of the firm shall sign all proposals, and the Offeror shall submit all information as requested. Failure to submit all requested information may result in the rejection of the proposal.

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

4.10. Contract Order of Precedence

In the event of conflict, the provisions of the Contract and any subsequent amendments shall take precedence over any other contractual documents. The Contract consists of the following documents (the “Contract Documents”), that in the event of conflict shall have the following priority (highest to lowest):

A. Contract Amendment(s)

B. Contract:

1. Solicitation and addendums

2. Signed Offeror’s Proposal as submitted

3. Duly Signed Summary of Negotiations and Acceptance

4.11. Delays and Suspensions

A. The Town may direct the Contractor, in writing, to suspend, delay, or interrupt all or any part of the work of this contract for the period of time deemed appropriate for the convenience of the Town. The Town will extend the Contractor's time of completion by a period of time that in the discretion of the Purchasing Agent is reasonably suited for completion of work. The Town may further amend the contract by mutual agreement for any increase in the cost of performance of the contract (excluding profit) resulting solely from the delay or suspension of the contract. No adjustment shall be made under this clause for any delay or interruption resulting from any other cause, including the fault or negligence of the Contractor.

B. If the Town does not direct the Contractor, in writing, to suspend, delay, or interrupt the contract, the Contractor must give the Town Purchasing Agent written notice if the Town fails to provide data or services that are required for contract completion by the Contractor. The Town may extend the Contractor's time of completion by a period of time that in the discretion of the Purchasing Agent is reasonably suited for completion of work. The Town may further amend the contract by mutual agreement for any increase in the cost of performance of the contract (excluding profit) resulting solely from the delay or suspension of the contract. No adjustment shall be made under this clause for any delay or interruption resulting from any other cause, including the fault or negligence of the Contractor.

C. The Contractor shall continue its work on other phases of the project or contract, if in the sole discretion of the Purchasing Agent such work is not impacted by the Town’s delay, suspension, or interruption. All changes to the work plan or project milestones shall be reflected in writing as a contract amendment.

5. Scope of Services

5.1. Scope of Services

A. General outline of scope of work should include (but not be limited to) the following, for each survey:

1. Initial meeting with town staff, in person or virtual

2. Development of survey instrument, methodologies, and results

3. Development of survey instrument and sampling methodology

4. Survey administration

5. Delivery of comprehensive survey report, to include trend analysis incorporating data from past surveys

6. Presentation of comprehensive survey report to Herndon Town Council at a council work session, in person

B. For the residential survey, the successful offeror shall confer with town staff to identify topic areas to be addressed in the survey and develop a draft survey instrument that will be 10 to 12 minutes in length with a minimum of two (2) open-ended questions. Questions may include obtaining feedback from residents on town services, but not limited to: water/sewer service, maintenance of streets, traffic/transportation issues, snow removal, street lighting, cleanliness of streets and buildings, programs at the community center and golf course, recreational opportunities, quality of neighborhood life, maintenance of properties in the neighborhoods, trash and recycling, service received from employees, budget, and communication of town information, policies and procedures. The successful offeror will be provided a list of street names and address ranges that are located in the corporate limits of the town and will be responsible for obtaining contact (phone, electronic) information based on the street names/addresses. If the methodology includes telephone calls, they should be made in the evening hours when the majority of residents should be available; A mechanism by which mobile and landline phone numbers are included should be provided.

C. For the business survey, the successful offeror shall confer with town staff to identify topic areas to be addressed in the survey and develop a draft survey instrument that will be 10 to 12 minutes in length with a minimum of two (2) open-ended questions. The survey shall be designed not only to assess business satisfaction with Town services, but also to evaluate the overall business climate, identify opportunities for business retention and expansion, measure awareness and utilization of Town programs and services, assess workforce and infrastructure needs, understand perceptions of the Town's business environment, and identify priorities that will support future economic development policy, strategic planning, and resource allocation.. The survey should provide valid data that allows the Town to identify trends, compare responses across business sectors and geographic areas where appropriate. The successful offeror will be provided with a list of current businesses that are within the corporate limits of the town. If the methodology includes telephone calls, they should be made during business hours, 9am-5pm (Monday-Friday) when the majority of business owners and contacts should be available.

D. The successful offeror shall design a sampling and weighting approach that accurately represents the Town’s resident population, proposes and uses an adequate sample size, clearly defines eligibility, minimizes bias, and fully documents the methodology. Sampling methods must ensure respondents are Town residents. The Town prefers approaches that reduce the need for weighting.

E. A pre-test of the survey will be conducted on 30 residents and may require revising the survey, in coordination with town staff, accordingly. A pre-test of the commercial businesses survey will be conducted on approximately 15 businesses and may require revising the survey, in coordination with town staff, accordingly.

F. The successful offeror shall execute a plan to collect responses, administer the survey, and prepare results for analysis.

G. The successful offeror will deliver a report detailing the methodology, results, and analysis (.pdf), along with all collected data in tabular formats (.csv and/or *.xlsx).

H. Survey presentation: In-person. The successful offeror will present a summary of the methodology and results to the Herndon Town Council using visual aids in PowerPoint (*.pptx) and provide the same materials in *.pdf format

5.2. Project Methodology

A. Methodology. Prior surveys have been administered via landline telephone, with 300 surveys completed using randomly selected telephone numbers for the residential survey and 150 surveys completed for the business survey. The most recent surveys, conducted in CY 2023, also incorporated cell phone numbers. Offeror shall identify the process and resources by which comprehensive, methodologically sound, and representative surveys may be conducted; while this RFP presumes telephone surveys, offeror may recommend alternate methodologies that efficiently and effectively result in representative survey results from which generalizations may reasonably be made. Offeror shall propose, and provide a rationale for, a target sample size and composition.

B. Survey Scope. For the residential survey, offeror shall work with town staff to develop a survey instrument that 1) results in an instrument length that is optimal for successful completion; 2) includes both multiple choice and open-ended questions; and 3) obtains feedback on town services to include (but not limited to) water/sewer service, street maintenance, traffic/transportation issues, snow removal, cleanliness of streets and buildings, programs at the community center and golf course, recreational opportunities, quality of neighborhood life, maintenance of neighborhood properties, communication of town information, town budget process and service received from town employees at town facilities. Further, as applicable, the offeror shall develop comparisons to prior surveys that illuminate trends and patterns. For the business survey, offeror shall work with town staff to develop a similar survey instrument, with questions modified as appropriate to a commercial audience.

C. Timeline/Deliverables. Offeror shall provide a detailed project timeline that provides approximate dates and durations, with targeted delivery and presentation of final report. For each survey, timeline should include (but not be limited to) initial meeting with town staff, development of survey instrument, sampling of survey, conduct of survey, delivery of survey results, presentation to town staff virtually, and a formal presentation to the Herndon Town Council at a council work session. The town estimates a three-month duration for each survey project, with final presentation (in person) to the Herndon Town Council. Offeror shall provide separate quotes for the resident and business surveys.

D. Town staff responsibilities. Offeror shall provide an itemization of materials, resources and information required from town staff to ensure successful completion of project. This will include raw data when available, as well as geographical parameters of town/potential survey respondents. A comprehensive written report and oral presentation of past survey findings, presented/approved at a meeting of the Herndon Town Council, will be provided to the successful offeror.

E. Cost and payment schedule. Offeror shall provide prices for services that itemize work to be performed, deliverables with timetables, detailed pricing indicating the cost elements necessary to complete the task(s). The Offeror shall provide the costs for residential and business surveys separately, taking into account the degree to which preparation for the residential survey will inform the business survey. The costs shall be associated with establishing and implementing, analyzing, and reporting the results of the survey. These costs should include 1) all contemplated research activity and 2) costs associated with the formal in-person presentation at the Herndon Town Council meeting.

5.3. Survey Execution

The first resident and business survey will be conducted in Spring 2027. Subsequently, the town might conduct residential and/or business surveys every other year; the determination will depend on budget approval. The town will confirm which survey shall be conducted within 60 (sixty) days prior to the beginning of each survey.

6. Proposal Requirements and Preparation

6.1. Proposal Requirements

In order to be considered for selection, Offerors must submit a complete response to this RFP, through the Section 10 - Vendor Questionnaire, question 6. Proposals shall be signed by an authorized representative of the Contractor. All information requested must be submitted. Failure to submit all information requested may result in the Purchasing Agent requiring prompt submission of the missing information and/or giving a lowered evaluation of the proposal. Proposals that are substantially incomplete or lack key information may be rejected by the Town at its discretion. Offerors shall submit written proposals that present the Offeror’s qualifications and understanding of the work to be performed. The Offeror’s proposal should be prepared simply and economically, providing a straightforward and concise description of the capabilities to satisfy the requirements of the RFP. The Offeror should provide all the information that it considers pertinent to its qualifications for the project and which responds to the scope of services and criteria listed herein. Emphasis should be placed on completeness and clarity of content. To assist in the evaluation process, Offerors shall consider font size to be no smaller than 10.

6.2. Proposal Preparation

A. General Requirements: In order to be considered for selection, offerors must submit a complete response to this RFP. A complete response will consist of a proposal addressing all RFP specific requirements below

B. Specific Requirements: Proposals should be as thorough and detailed as possible so that an Evaluation Committee may properly evaluate Offeror’s ability to provide the required services.

Offerors are required to submit and address the following information, bound in the order specified, which will constitute a complete proposal:

1. Cover page listing the name of the firm, address, phone number and email address of the contact person for questions on the proposal.

2. Table of Contents.

3. Introduction/Executive Summary: Provide a brief written introduction of the firm, its size (distinguish between professional and administrative) and its ability to service a client such as the Town of Herndon.

4. A written narrative that addresses proposed methodology, a sampling design/plan, and quality controls that would be applied.

5. A list of the firms with current clients and the number of years it has supported them.

6. Representative samples of similar work developed for other clients, preferably government clients.

7. The Offeror's primary contact as well as resumes of key personnel who will be directly involved with this project. Please indicate the approximate percentage of time each person will work on this project, and their individual experience in working on similar assignments, with specific reference to their individual work, not necessarily the firm’s experience.

8. A project timeline that identifies milestones and key deliverables.

9. Cost

a. provide the costs for residential and business surveys separately, taking into account the degree to which preparation for the residential survey will inform the business survey. The costs shall be associated with establishing and implementing, analyzing, and reporting the results of the survey. These costs should include:

i. all contemplated research activity;

ii. all costs associated with the formal in-person presentation at the Herndon Town Council meeting.

10. Appendix A - Proposal form completed, signed, and dated.

6.3. Proposal Organization

The written narrative statement shall include the following:

TAB 1

Introduction

• Cover Page ( Section 6.2.B.1)

• Table of Content ( Section 6.2.B.2)

• Executive Summary (Section 6.2.B.3)

TAB 2

Methodology

• Proposed methodology and Ability to Meet/Exceed Requirements (Section 6.2.B.4)

TAB 3

Similar Services

• Similar Services and Related Experience – List of firms with current clients;

preferably government clients - (Section 6.2.B.5 and 6)

TAB 4

Team Experience

• Experience – resumes of key personnel and percentage of time each person will work on this project (Section 6.2.B.7)

TAB 5

Timeline

• Project Timeline (Section 6.2.B.8)

TAB 6

Cost

A. Residential Survey Cost (Section 6.2.B.9)

B. Business Survey Cost (Section 6.2.B.9)

TAB 6

Proposal Forms

• Appendix A- Proposal Forms (Section 6.2.B.10)

6.4. Oral Presentation, Interviews

Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the Evaluation Committee. This will provide an opportunity for the Offeror to clarify or elaborate on the proposal but will in no way change the original proposal. The Purchasing Agent will schedule the date, time and location of these presentations. Oral presentations are an option and may not be conducted; therefore, proposals should be completed. The oral presentation must be attended by the project manager and/or main project representative.

7. Proposal Evaluation

The Town will select the proposal that is responsive and the most advantageous to the Town as determined by the Town. The Town intends to award a contract, subject to the terms of this RFP, to the Offeror that offers the best overall value. An evaluation committee will independently review, evaluate and rank each proposal received using the following criteria:

First Impression Score - 5-point scale:

0 = The proposal fails to address the criterion or cannot be assessed due to missing or incomplete information.

1 = Poor. The criterion is inadequately addressed, or there are serious inherent weaknesses.

2 = Fair. The proposal broadly addresses the criterion, but there are significant weaknesses.

3 = Good. The proposal addresses the criterion well, but a number of shortcomings are present.

4 = Very Good. The proposal addresses the criterion very well, but a small number of shortcomings are present.

5 = Excellent. The proposal successfully addresses all relevant aspects of the criterion. Any shortcomings are minor.

Numbers:

Maximum Score for any Criteria is 5.0.

Scores are entered in whole or half numbers.

Determine weighted score by multiplying Weight time Score.

Maximum Total Weighted Score is 500.

7.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Offeror’s proposal met the specific requirements listed on Section 6

A. Introduction

0-5 Points 5 (5% of Total)

2. Proposed Methodology (Section 6.2.B.4) 0-5 Points 35 (35% of Total)

3. Experience (Sections 6.2.B.5, 6, and 7)

A. Similar Services

B. Team Experience

0-5 Points 20 (20% of Total)

4. Project Timeline (Section 6.2.B.8) 0-5 Points 15 (15% of Total)

5. Cost

A. Residential Survey Cost

B. Business Survey Cost

0-5 Points 25 (25% of Total)

7.2. Phase 2 - Presentations

No. Evaluation Criteria Scoring Method Weight (Points)

1. Presentation/Preparedness

Was the firm prepared for their presentation?

Was the presentation clear, informative, and thorough?

Did the presentation indicate a thorough understanding of the project? Is the appropriate emphasis placed on the various work task(s)?

Was the presentation more specific to the Town's project or a "generic" presentation?

Did the firm develop a workable approach to the project?

Is the time frame proposed acceptable?

0-5 Points 50 (50% of Total)

2. Project Team

Did the project team participate in the presentation?

How effectively did they communicate ideas and respond to questions?

Did the project manager participate in the presentation?

How effectively did he/she communicate ideas and respond to questions?

Was there participation from any subcontracted firms?

What was the impact of their participation?

3. Questions

Did they answer questions satisfactorily?

Were questions answered directly or evasively?

Were answers to questions clear and concise or scrambled and verbose?

8. Contract Award

NON-PROFESSIONAL SERVICES NEGOTIATION PROCEDURE:

A. Under the standard competitive negotiation process, a contract may be awarded to the responsible Offeror whose proposal is determined to be most advantageous to the Town, taking into consideration all factors, including pricing, as set forth herein. The Town reserves the right to make multiple awards.

B. A selection committee will be established to review and evaluate all proposals submitted in response to this Request for Proposal. This committee will score the proposals based upon the criteria listed in Section 7 - Proposal Evaluation.

C. No Offeror, including any of their representatives, subcontractors, affiliates, and interested parties, shall contact any member of the selection committee or any person involved in the evaluation of the proposals. Selection committee members are instructed to refer any and all calls related to this procurement to the procurement official named on the cover page. Failure to comply with this directive may, at the sole discretion of the Town, result in the disqualification of an offeror from the procurement process.

D. Based on the results of the proposal evaluation, the highest-rated offeror(s) may be invited by the Town Purchasing Agent to attend an oral interview with the selection committee to confirm the proposal’s contents.

E. Selection shall be made of two or more of the highest-ranked offerors to enter into negotiations with an assigned negotiations team. Negotiations shall then be conducted with each of the offerors so selected. After negotiations have been conducted, the Town will select the offeror, which, in its opinion, has made the best proposal and award a contract to that offeror.

F. Should the Town determine in writing and in its sole discretion that only one offeror is fully qualified or that one offeror is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that sole offeror.

G. The offeror’s initial proposal should be submitted with their most complete and favorable offer from a technical standpoint. Should proposals require additional clarifications and/or supplementary information, firms should be prepared to submit such additional clarification and/or supplementary information in a timely manner when so requested. If the offeror fails to submit this information in a timely manner, as specified, the offeror may be considered non-responsive.

H. The Selection Committee may make such reasonable investigations as it deems proper and necessary to determine the ability of the offeror to perform the work. The Selection Committee and/or its representative(s) reserve the right to inspect the Offeror’s physical premises prior to award to satisfy questions regarding the Offeror’s capabilities.

I. Contract award for services specified in this RFP are non-exclusive and does not preclude the Town from awarding other contracts or issuing orders with other firms for similar services. The Town also reserves the right to add other Town facilities to the awarded contract.

9. Contract Term

The resulting contract will cover a period of one term of (2) years from the date of award (approximately October, 2026 - first term). At the sole discretion of the Town of Herndon, and upon mutual written agreement with the Contractor, at the expiration of the first term, this contract can be renewed for an additional four (4) terms of two (2) years each to total eight (8) years. Should the contract be renewed, the prices for the renewal contract shall be no greater than the percentage change of the CPI-U for the Washington-Arlington-Alexandria, DC-VA-MD-WV area, as listed for the most recent twelve (12) month period on the U.S. Department of Labor’s Bureau of Labor Statistics website:http://www.bls.gov/eag/eag.dc_washington_md.htm#eag_dc_washington_md.f.4

The contractor may request a price adjustment no more frequently than once per term. The contract's renewal shall depend on the Contractor’s performance and ability to follow the instructions of this solicitation.

http://www.bls.gov/eag/eag.dc_washington_md.htm#eag_dc_washington_md.f.4

10. Vendor Questionnaire

10.1. Have all Specifications included in this Request for Proposal been met?* ☐ Yes ☐ No

*Response required

When equals "No"

10.1.1. If no, please list all exceptions in detail.*

*Response required

10.2. Contact Information*

Please provide the following information:

Person to contact regarding this bid

Title

Phone number

Email address

Name of the person authorized to bind the Firm

Name of the Company

Address

*Response required

10.3. Certification Regarding Debarment*

This is to certify that this person/firm/corporation is not now debarred by the Federal Government or by the Commonwealth of Virginia or by any other state, town, city, or county from submitting proposals for such work nor are they an agent of any person or entity that is now debarred.

☐ Please confirm

*Response required

10.4. SWaM Status*

A certified SWaM Business is one that holds a current certification from the Virginia Department of Small Business and Supplier Diversity (SBSD), the U.S. Small Business Association (SBA), the Women's Business Enterprise National Council (WBENC), National Minority Supplier Development Council (NMSDC) or from other U.S. State and some local government supplier diversity program.

Is your company a certified Small, Woman or Minority Owned (SWaM) Business or Disadvantaged Business Enterprise?

☐ Yes

☐ No

*Response required

When equals "Yes"

10.4.1. What is your company's certification type?

Select all that apply

Select all that apply

☐ Small Business ☐ Woman-Owned Business ☐ Minority-Owned Business ☐ Service-Disabled Veteran (SDV) ☐ Disadvantaged Business Enterprise (DBE)

When equals "Yes"

10.4.2. Certification Information*

If applicable, please provide the Certification Entity/Agency and the Certification Number(s)

*Response required

10.5. Indicate the length of time you have been in business providing this type of service and/or product. years, months*

______________Years, __________ Months

*Response required

10.6. Offeror's Proposal*

Please upload your proposal here.

*Response required

10.7. Does your proposal have proprietary information? *

Trade secrets or proprietary information submitted by an offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected including the section of the proposal in which it is contained and the page numbers, and state reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures or paragraphs that constitute trade secrets or proprietary information. In addition, a summary of proprietary information shall be submitted on this form. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable

☐ Yes

☐ No

When equals "Yes"

10.7.1. Upload the redacted copy of your proposal.*

*Response required

10.8. In the space below, enter the name and contact email of the person who has signature authority for the Offeror's company, and is hereby agreeing to the statement above. *

*Response required

10.9. Authorization*

In accordance with the terms, conditions and specifications of this Request for Proposal, the authorized person(s) agrees to furnish the items and/or services requested. The authorized person(s) acknowledges that their proposal is valid for a period of 120 days from the due date and certifies they have read, understand, and agrees to all terms and conditions and requirements of this Request for Proposal, and is authorized to contract on behalf of the firm submitting the response.

☐ Please confirm

11. General Terms & Conditions

Vendor: The general rules and conditions that follow apply to all purchases and become a definite part of each formal solicitation and resulting Contract award issued by the Town of Herndon, unless otherwise specified. Bidders, Offerors, Contractors, Vendors or their authorized representatives are expected to inform themselves fully as to the conditions, requirements, scope of work or specifications before submitting bids or proposals; failure to do so is, solely, at the Bidder’s, Offeror’s, Contractor’s or Vendor’s own risk and relief cannot be secured on the plea of error.

Subject to all State and local laws, policies, resolutions, and regulations and all accepted rules, regulations and limitations imposed by legislation of the Federal Government, bids or proposals on all solicitations issued by Town of Herndon will bind Bidders or Offerors to applicable conditions and requirements herein set forth unless otherwise specified in the solicitation.

11.1. AUTHORITY

The Procurement Official has the sole responsibility and authority for negotiating, placing and when necessary, modifying every solicitation, Contract and purchase order (except for capital construction projects) issued by the Town. In the discharge of these responsibilities, the Procurement Official may be assisted by assigned buyers. Unless specifically delegated by the Procurement Official, no other Town officer or employee is authorized to order supplies or services, enter into purchase negotiations or Contracts, or in any way obligate the government of the Town for indebtedness. Any purchase ordered, or Contract made which is contrary to these provisions and authorities shall be of no effect and void and the Town shall not be bound thereby.

11.2. DEFINITIONS

A. AGENCY: Any Department, Agency, Authority, Commission, Board or other unit in the

Administrative Service of the Town.

B. BEST VALUE: As predetermined in the solicitation, means the overall combination of quality, price, and various elements of required services that in total are optimal relative to a public body’s needs.

C. BID: The offer of a Bidder to provide specific goods or services at specified prices and/or other conditions specified in the solicitation.

D. BIDDER/OFFEROR: Any individual, company, firm, corporation, partnership or other organization bidding on solicitations issued by the Procurement Official and offering to enter into Contracts with the Town. The term "Bidder" will be used throughout this document and shall be construed to mean "Offeror" where appropriate.

E. CONTRACTOR: Any individual, company, firm, corporation, partnership or other organization to whom an award is made by the Town.

F. GOODS: All material, equipment, supplies, printing, and automated data processing/information technology hardware and software.

G. INFORMALITY: A minor defect or variation of a bid or proposal from the exact requirements of the invitation to bid or the request for proposal which does not affect the price, quality, quantity or delivery schedule for the goods, services or construction being procured.

H. INVITATION FOR BID (IFB): A request which is made to prospective suppliers (Bidders) for their quotation on goods or services desired by the Town. The issuance of an IFB will contain or incorporate by reference the specifications and contractual terms and conditions applicable to the procurement.

I. PROFESSIONAL: Any type of professional service which is either: 1) performed by an independent Contractor within the practice of accounting, actuarial services, architecture, dentistry, land surveying, landscape architecture, law, medicine, optometry, pharmacy, or professional engineering (which shall be procured as set forth in the Code of Virginia §2.2-4301 in the definition of competitive negotiation and in conformance with the Purchasing Regulations, required but not furnished by its own employees, which is in its nature so unique that it should be obtained by negotiation on the basis of demonstrated competence and qualification for the type of professional service required and at fair and reasonable compensation rather than by competitive sealed bidding.

J. PROCUREMENT OFFICIAL: The Procurement Official employed by the Town Council of the Town of Herndon.

K. REQUEST FOR PROPOSAL (RFP): A request for an offer from prospective Offerors that will indicate the general terms which are sought to be procured from the Offeror. The RFP will specify the evaluation factors to be used and will contain or incorporate by reference other contractual terms and conditions applicable to the procurement.

L. RESPONSIBLE BIDDER/OFFEROR: An individual, company, firm, corporation, partnership or other organization having the capability in all respects to perform fully the Contract requirements, and also having the moral and business integrity and reliability which will assure good faith performance, and having been prequalified, if required.

M. RESPONSIVE BIDDER/OFFEROR: An individual, company, firm, corporation, partnership or other organization having submitted a bid which conforms in all material respects to the invitation for bid or request for proposal.

N. SERVICES: Any work performed by an independent Contractor wherein the service rendered does not consist primarily of acquisition of equipment or materials, or the rental of equipment, materials and supplies.

O. SOLICITATION: The process of notifying prospective Bidders or Offerors that the Town wishes to receive bids or proposals on a set of requirements to provide goods or services. The notification of the Town requirements may consist of public advertising (newspaper, Town Web Site, or other electronic notification), the mailing of Notices of Solicitation, Invitation for Bid (IFB) or Request for Proposal (RFP) or telephone calls to prospective Bidders or Offerors.

P. STATE: Commonwealth of Virginia.

11.3. CLARIFICATION OF TERMS

If any prospective Bidder/Offeror has questions about the specifications or other solicitation documents, the prospective Bidder/Offeror should contact, in writing, the Purchasing Agent NO LATER THAN TEN (10) WORKING DAYS BEFORE due date. Revisions to the solicitation are made only by addendum issued by the Purchasing Office. Questions shall be answered in writing via addendum and shall be posted on the Commonwealth of Virginia’s Procurement Website (eVA), and on the Town of Herndon’s website.

11.4. PROPOSAL FORMS

Unless otherwise specified in the solicitation, all proposals submitted shall include Appendix A, properly signed in ink in the proper spaces and submitted through this website.

11.5. ERRORS IN PROPOSALS

When an error is made in extending total prices, the unit price will govern. Erasures in proposals must be initialed by the Offeror. Carelessness in quoting prices or in preparation of a proposal otherwise, will not relieve the Offeror. Offerors are cautioned to recheck their proposals for possible errors. Errors discovered after public opening cannot be corrected and the Offeror will be required to perform if his or her proposal is accepted.

11.6. COMPLETENESS

To be responsive, a proposal must include all information required by the solicitation.

11.7. ACCEPTANCE OF PROPOSALS

Unless otherwise specified, all formal proposals submitted shall be valid for a minimum period of one hundred twenty (120) calendar days following the date established for acceptance. At the end of the one hundred twenty (120) calendar days the proposal may be withdrawn at the written request of the Offeror.

If the proposal is not withdrawn at that time, it remains in effect until an award is made or the solicitation is canceled.

11.8. PROPOSALS FOR ALL OR PART

Unless otherwise specified by the Procurement Official or by the Offeror, the Procurement Official reserves the right to make award on all items in the aggregate or on any of the items on an individual basis, whichever is in the best interest of the Town. An Offeror may restrict his or her proposal to consideration in the aggregate by so stating but shall name a single unit price on each item proposed. Any proposal in which the Offeror names a total price for all the articles without quoting a unit price for each and every separate item may not be considered for award.

11.9. PRICING

The subsequent Contract will be a firm-fixed price agreement. The fee(s) will remain firm and will include all charges that may be incurred in fulfilling the requirements of this initial Contract. If the Town elects to exercise the option to renew the Contract for an additional one-year period, the Contract price(s) for the additional year shall not exceed the Contract price(s) of the original Contract increased/decreased by no more than the percentage increase/decrease of the commodities category of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.

11.10. PROPOSAL OPENING

In case of proposals received in response to a Request for Proposals, public openings are not required, if a public opening is held, only the names of the Offerors are read aloud.

11.11. OMISSIONS & DISCREPANCIES

Any items or parts of any equipment listed in this solicitation which are not fully described or are omitted from such specification, and which are clearly necessary for the completion of such equipment and its appurtenances, shall be considered a part of such equipment although not directly specified or called for in the specifications. Should an Offeror find discrepancies or ambiguities in, or omissions from, the solicitation, including the drawings and/or specifications, he or she shall notify the Procurement Official at least ten (10) days prior to the date set for the opening of proposals. If necessary, the Procurement Official will post a written addendum for clarification to all Offerors no later than three (3) days before the date set for opening of proposals. Notifications regarding specifications will not be considered if received within ten (10) days of the date set for opening of proposals

11.12. OFFEROR INTERESTED IN MORE THAN ONE PROPOSAL

The Procurement Officer or designee will reject multiple proposals, if more than one proposal is offered by any one party, either directly or by or in the name of his or her clerk, partner, or other persons. A party who has quoted prices on work, materials, or supplies to an Offeror is not thereby disqualified from quoting prices to other Offerors or firms submitting a proposal directly for the work, materials or supplies.

11.13. TAX EXEMPTION

The Town of Herndon is exempt from the payment of federal excise or state sales taxes on all tangible, personal property for its use or consumption. The Purchasing Office will furnish a Tax Exemption Certificate (Form ST-12) upon request and if applicable to this contract.

11.14. PROHIBITION AGAINST UNIFORM PRICING

The Procurement Official shall encourage open and competitive proposals by all possible means and shall endeavor to obtain the maximum degree of open competition on all purchase transactions using the competitive negotiation, or open market…