REQUEST FOR PROPOSALS

(RFP)

RFP # 27-02-CH

Issue Date: September 10, 2026

Title: Commonwealth Wastewater Infrastructure Needs Assessment (CWNA) and Clean Watersheds

Needs Survey (CWNS) Data Collection, Analysis and Reporting Services

Commodity Code: 92642, 91843

Issuing Agency: Commonwealth of Virginia Department of Environmental Quality Attn: Connie Hall, Contract Officer P. O. Box 1105 Richmond, VA 23218

Using Agency And/Or Location Department of Environmental Quality Where Work Will Be Performed: Statewide

Initial Period Of Contract: One Year (1) year, with one (1) successive, one (1) year optional renewal period.

Electronic Sealed Proposals Will Be Received Until 3:00 PM Est. on October 9, 2026, For Furnishing The Goods/Services Described Herein (Note: There is no “Public Bid Opening”; the date referenced in the Virginia Business Opportunities (VBO) refers to the due date/time for the sealed proposals).

All Inquiries For Information Should Be Directed To: Connie Hall, Contract Officer, Phone: (804) 659-2693 or E-mail: Connie.hall@deq.virginia.gov

In Compliance With This Request For Proposals And To All The Conditions Imposed Therein And Hereby Incorporated By Reference, The Undersigned Offers And Agrees To Furnish The Goods/Services In Accordance With The Attached Signed Proposal Or As Mutually Agreed Upon By Subsequent Negotiation.

Name And Address Of Firm:

____________________________________________ Date: ________________________________________

___________________________________________ By: _________________________________________

_____________________________________________ (Signature In Ink)

__________________________Zip Code:________ Name: ________________________________________ eVA Vendor ID or DUNS Number: ____________ (Please Print)

Fax Number: (___) ________________________ Title: _________________________________________ Telephone Number:(___)______________________ Telephone Number:(__ _)_________________________ E-mail Address_________________________________________ ___________________

OPTIONAL PREPROPOSAL CONFERENCE: A virtual optional preproposal conference will be held at 10:00 AM on September 21, 2026 (Refer to Section VIII herein). * If special ADA accommodations are needed, please contact Connie Hall (804-659-2693; Connie.hall@deq.virginia.gov) by September 16, 2026.

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, sexual orientation, gender identity, political affiliation, or veteran status, status as a military family, or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph A.(6) in General Terms and Condition 3. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

mailto:Connie.hall@deq.virginia.gov

TABLE OF CONTENTS

PAGE

I. PURPOSE

II. OPTIONAL USE

III. BACKGROUND

IV. STATEMENT OF NEEDS

V. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

VI. EVALUATION AND AWARD CRITERIA

VII. REPORTING AND DELIVERY INSTRUCTIONS

VIII. OPTIONAL PREPROPOSAL CONFERENCE

IX. GENERAL TERMS AND CONDITIONS

X. SPECIAL TERMS AND CONDITIONS

XI. METHOD OF PAYMENT

XII.PRICE SCHEDULE

XIII. ATTACHMENTS

ATTACHMENT A / OFFEROR DATA SHEET …………………………………….38

ATTACHMENT B / STATE CORPORATION COMMISSION FORM…………….39

ATTACHMENT C / PROPRIETARY/TRADE SECRET INFORMATION

IDENTIFICATION……………………………………………………………………40

ATTACHMENT D / SMALL BUSINESS SUBCONTRACTING PLAN…………...41

ATTACHMENT E / ANTI-DISCRIMINATION CHECKLIST……………………...43

ATTACHMENT F/ PRICE SCHEDULE .......................................... ………………...44

ATTACHMENT G / EPA CWNS CATEGORIES

ATTACHMENT H / EPA CWNS 2027 DOCUMENTS LIST

I. PURPOSE:

The intent and purpose of this Request for Proposals (RFP) is to solicit sealed proposals to establish a term contract through competitive negotiation with a qualified source that can provide the Commonwealth Wastewater Infrastructure Needs Assessment (CWNA) and Clean Watersheds Needs Survey (CWNS) Data Collection, Analysis and Reporting Services (“CWNA/CWNS Data Services"), as specified herein, for the Department of Environmental Quality, an agency of the Commonwealth (“Commonwealth”) of Virginia, hereinafter referred to as the “DEQ.”

II. OPTIONAL USE CONTRACT (Ancillary Services):

The resulting contract will be an optional use, requirements-based contract for ancillary services. The DEQ is in no way required to make purchases from the Contractor and may, in its sole discretion, purchase the identical and/or similar goods/services from other sources. Any estimates/quantities contained herein do not represent a purchase commitment by the DEQ.

III. BACKGROUND:

Data Collection and Reporting of Clean Water Project Needs for State and Federal Needs Assessments

1. Commonwealth Wastewater Infrastructure Needs Assessment (CWNA)

The CWNA is the Commonwealth’s estimate of wastewater infrastructure funding needed to implement the Virginia Wastewater Infrastructure Policy (§ 62.1-223.1) and not eligible for grant funding under the Virginia Water Quality Improvement Act (§ 10.1-2117 et seq.). The assessment divides estimated needs into two (2) categories:

Community wastewater infrastructure needs, which are centralized systems typically financed through local sewer user fees supplemented by federal and state funds. These needs are collected by DEQ.

Onsite wastewater infrastructure needs, which include decentralized and septic systems typically funded by private homeowners with limited public support. These needs are collected in coordination with the Virginia Department of Health (VDH).

The CWNA is authored by DEQ in partnership with VDH and in consultation with stakeholders identified in § 62.1-223.3. The inaugural CWNA was published in 2023 and outlines statewide wastewater infrastructure needs over a 20-year period (2024–2044). The assessment is required every four (4) years and relies on comprehensive and reliable data to maintain eligibility for federal funding and support targeted resource allocation.

2. EPA’s Clean Watersheds Needs Survey (CWNS)

The CWNS is the Environmental Protection Agency (EPA)’s congressionally mandated national survey of capital costs needed to meet Clean Water Act goals. The survey documents needs for publicly owned wastewater treatment and collection facilities, stormwater and Combined Sewer Overflow (CSO) control facilities, nonpoint source pollution projects, and decentralized wastewater management.

‘Needs’ are defined as currently unfunded projects (or portions of projects) and their associated capital costs that address water quality or related public health problems existing as of January 1, 2027, or anticipated within the following 20 years. Eligible projects may use Clean Water State Revolving Fund criteria for the purpose of determining eligibility, but they are not required to meet all Clean Water SRF program requirements. Projects must not have begun construction or received external funding before January 1, 2027.

Projects planned after December 31, 2046, are excluded. Small Publicly Owned Treatment Works (POTW)s (≤1 MGD) will not be reported individually.

The most recent CWNS was conducted in 2022. Data entry for the 2027 survey will open January 4, 2027, and close October 29, 2027.

3. DEQ Responsibilities:

a. DEQ leads the collection and reporting of clean water project needs for both state and federal needs surveys.

(1) In support of the CWNA, DEQ determines—every four (4) years—an estimate of the wastewater infrastructure funding required to:

(a) implement the Commonwealth’s Wastewater Infrastructure Policy (§ 62.1-223.1); and

(b) address needs not eligible for grant funding under the Virginia Water Quality Improvement Act (§ 10.1-2117 et seq.).

(2) DEQ submits this estimate to the Governor and General Assembly by July 1, 2023, and by July 1 every four years thereafter.

b. DEQ participates in EPA’s CWNS to support nationwide funding allocations, federal program planning, and Clean Water State Revolving Fund capitalization.

4. Project Scope – DEQ is seeking contractor support to:

a. Collect, review, validate, and analyze technical data and needs data across all applicable needs categories, including wastewater infrastructure, stormwater infrastructure, nonpoint source controls, and decentralized wastewater treatment facilities.

b. Collect, review, validate, annotate, and submit designated documents, and complete all components of the 2027 U.S. Environmental Protection Agency’s Clean Watersheds Needs Survey for the Commonwealth of Virginia.

c. Draft and finalize the 2027 Commonwealth Wastewater Infrastructure Needs Assessment Report.

5. Level of Difficulty

The anticipated level of difficulty for this effort is moderate to high due to the technical and logistical complexity of coordinating statewide needs assessments. The process requires interpreting detailed federal guidance, evaluating engineering and financial documentation, validating diverse data sources, and ensuring compliance with strict eligibility and documentation standards.

Contractor engagement spans municipalities, utilities, authorities, planning district commissions, and local governments with varying technical capacity and practices. The timeline is driven by federal and state requirements, necessitating simultaneous outreach, data review, and reporting while maintaining accuracy and completeness.

IV. STATEMENT OF NEEDS:

A. Definitions For purposes of Section IV, the following definitions apply:

1. Ancillary Services: Services not included in the contract “Total Fixed Price” for the (CWNA) and

(CWNS) Data Collection

2. Normal Business Hours: Monday through Friday, 8:00 AM to 5:00 PM EST.

3. Overtime Hours: Monday through Friday, 5:00 PM to 8:00 AM EST, weekends, and Virginia State-observed holidays.

4. State Correction Request (SCR): A status issued by EPA when a submitted facility record contains errors or requires clarification.

5. Contractor’s Project Team - includes, but not limited to, the following Contractor personnel roles:

a. Project Manager: (e.g., daily management of project Tasks, major and minor deliverable review, timeline management, primary point-of-contact for DEQ, project approval authority, coordination of meetings with DEQ).

6. DEQ Project Team - includes the following DEQ personnel roles:

a. DEQ Overall Project Manager (“Project Manager”; DEQ staff).

b. DEQ Subject Matter Experts (SME) – (DEQ staff).

c. DEQ Contract Administrator (or designee; DEQ Central Office staff).

d. DEQ Central Office Technical and Policy Liaison.

7. Annotate: Highlighting or otherwise identifying relevant information—such as cost, project title, or year—within designated documents.

8. Decentralized Wastewater Treatment Infrastructure: A system using natural processes and/or mechanical components to collect, treat, disperse, or reclaim wastewater from a single dwelling or building, or from multiple buildings served under common ownership. Wastewater is conveyed to a treatment and dispersal system located on or near the site.

9. Designated Documents: Documents used to support reported needs. These may be:

a. Prior Approved Documents: Documents EPA has already deemed acceptable for CWNS reporting.

b. Documents Requiring EPA Approval: Documents that must receive EPA approval before use in CWNS submissions. (See Attachment G)

10. Eligible: Meeting criteria under one (1) or more of the twelve Clean Water State Revolving Fund

(CWSRF) eligibility, qualifying a project for funding under federal SRF guidelines.

11. Facility(ies): An infrastructure asset or program that addresses a current or projected water-quality problem or a public-health problem related to water quality.

12. Needs: Unfunded projects (or portions thereof) and their associated capital costs that address a water-quality or related public-health problem existing as of January 1, 2027, or anticipated to occur within the next twenty years.

13. Needs Category: Categories of capital project types eligible for CWSRF funding and included in the CWNS (See Attachment H).

14. Needs Data: Data collected for facilities or groups of related facilities that describe documented needs, need-related areas, and cost model inputs.

15. Nonpoint Source Control Infrastructure: Infrastructure used to manage or treat nonpoint source pollution.

16. Nonpoint Source Pollution: Pollution originating from diffuse sources that do not meet the legal definition of “point source” in Section 502(14) of the Clean Water Act.

17. Stormwater Infrastructure: Infrastructure used to collect, convey, treat, or infiltrate stormwater.

18. State Specific Approach (SSA): A needs-estimation methodology developed by a state when no existing documentation is available. SSAs serve as primary documentation by using available data to identify needed projects and estimate associated costs.

19. Technical Data: Facility-level data describing system characteristics—such as wastewater or stormwater flow, population served, discharge details, effluent characteristics, unit processes, and utility management. Technical data do not document needs.

20. Wastewater Infrastructure: A managed system consisting of wastewater collection sewers and a wastewater treatment plant serving a defined service area.

B. General Requirements: at a minimum the Contractor should

1. Furnish (as applicable) all personnel (i.e. labor and supervision), expertise, labor, supervision, and administrative resources necessary to provide the Commonwealth Wastewater Infrastructure Needs Assessment (CWNA) and Clean Watersheds Needs Survey (CWNS) Data Collection, Analysis and Reporting Services ("CWNA/CWNS Data Services") (to include any “Ancillary Services”) specified herein, and in response to, this RFP.

2. Upon DEQ request:

a. Participate in meetings and coordination activities.

b. Provide periodic status updates in formats and at intervals agreed upon with DEQ.

C. Needs Assessment Action Plan Services: - the Contractor should

1. Schedule and conduct and/or participate in virtual meetings with DEQ, and/or other entities, in accordance with the meeting schedule (and upon request by DEQ at no additional cost).

2. Tasks: - Perform the following Tasks 1-6 to support DEQ in meeting said deliverables.

Task 1 – Review Training; development and submission of methodology (to be completed within 15 calendar days of the contract effective date)

Conduct a comprehensive review of all applicable “CWNA/CWNS DATA SERVICES” materials to ensure full understanding of federal and state requirements and prior approaches. Review the most current EPA

CWNS State Coordinator Manual, CWNS Detailed Scope and Methods, and the CWNS Pre-Survey

Package, and the 2023 Commonwealth Wastewater Infrastructure Needs Assessment.

a. Review all instructions, manuals, and guidance provided for completing CWNS data submissions.

b. Review all recorded CWNS training sessions, including webinar presentations and technical briefings.

c. Review prior State Specific Approaches (SSAs) developed by the Commonwealth and other states.

d. Review previous Commonwealth Wastewater Infrastructure Needs Assessment (CWNA) reports and all relevant DEQ program materials.

Task 2 – Training; development and submission of methodology (to be completed within 30 calendar days after completion of Task 1)

Determine and develop an approved methodology (or methodologies) for collecting technical data and needs data for all applicable needs categories, including wastewater infrastructure, stormwater infrastructure, nonpoint source controls, and decentralized wastewater treatment facilities across the Commonwealth.

a. Develop a plan for surveying and collecting designated documents, technical data, and needs data from all relevant facilities and sources. If digital tools or platforms are incorporated into the Contractor’s workflow, they should be consistent with Commonwealth policies and standards.

b. Develop and maintain a timetable for all deliverables that ensures sufficient time to meet all CWNS and CWNA deadlines, updating the timetable as needed throughout the project.

c. Work with DEQ and VDH to determine whether a State-Specific Approach (SSA) is necessary for any type of data collection. If an SSA is needed:

1. Adapt an EPA-approved SSA developed by another state; or

2. Develop a new SSA for DEQ to submit to EPA for approval as part of the CWNS submission process.

d. Compile and continually update a statewide inventory of facilities relevant to “CWNA/CWNS DATA

SERVICES”

e. Establish dedicated communication channels (e.g., email, phone, virtual meeting scheduling) to support facilities and stakeholders throughout the data collection process.

f. The Contractor shall use an organized and efficient approach for collecting, storing, and uploading documentation. Any tools or methods used for these activities should align with applicable Commonwealth information security and data standards.

g. Provide a clear process for gathering and submitting facility documents.

h. Present the proposed methodology/methodologies to DEQ for review and approval.

i. Collaborate with DEQ to finalize processes, roles, and responsibilities to ensure proper

Commonwealth oversight and effective project implementation.

Task 3 – Implementation of methodology/ Data Collection (to be completed within 90 calendar days after completion of Task 2)

Implement the DEQ-approved methodology for collecting, validating, and organizing technical data, needs data, and documentation across all relevant facilities. Collect designated documentation for facilities and projects that support reported capital needs.

a. Documentation should include a description of the project(s) that will solve a problem (project description) and the cost of each project (project cost).

b. If documented costs are unavailable, the Contractor may use EPA-developed cost estimation tools where applicable.

c. Implement all State-Specific Approaches (SSAs) approved by EPA for use in the Commonwealth.

d. Validate documentation and information received to ensure compliance with required reporting standards.

e. Track submission status and maintain a detailed log of responses, pending items, and follow-up actions needed from facilities or data providers.

f. Resolve discrepancies by coordinating directly with data providers to obtain corrections, clarifications, or supplemental documentation.

g. Apply quality assurance and quality control (QA/QC) procedures to ensure data accuracy, integrity, traceability, and compliance with DEQ and EPA requirements.

h. The Contractor shall support electronic submission of documentation and will mutually agree to the method of submitting data.

i. The Contractor shall follow DEQ guidance for appropriate handling, transfer, and retention of project-related data and documentation.

j. Prepare interim datasets for DEQ review and incorporate DEQ feedback into updated project and facility records.

Task 4 – Draft and complete the CWNA Report (to be completed within 45 calendar days after completion of Task 3)

Prepare the 2027 Commonwealth Wastewater Infrastructure Needs Assessment (CWNA) Report in coordination with DEQ and VDH.

Draft the 2027 CWNA in partnership with DEQ and VDH, ensuring the report reflects approved methodologies, validated data, and all required components.

a. Provide draft sections or the full draft report to DEQ based on the mutually agreed upon review schedule.

b. Incorporate all comments and revisions provided by DEQ, VDH, and any relevant stakeholders.

c. Produce the final CWNA Report with all revisions fully incorporated and the content aligned with project requirements.

d. Verify that the final report complies with DEQ stylistic standards, accessibility requirements, and formatting guidelines.

e. Provide all final files in the required formats (e.g., Word, PDF, accessible versions), along with any supporting appendices, datasets, graphics, or documentation packages.

Task 5 – CWNS Data Entry (to be completed within 189 calendar days after completion of Task 4)

Support DEQ in preparing and providing all required data and documents for submission to EPA.

a. Organize, review, and annotate designated documents as needed to support CWNS reporting requirements.

b. Use EPA-provided cost estimation tools, along with best professional engineering judgment where appropriate, to accurately develop and report project cost estimates.

c. The Contractor shall enter the required information according to EPA and DEQ guidelines.

Note: DEQ will submit all information to EPA as final.

d. Support DEQ in providing any needed corrections within EPA deadlines, including addressing SCR findings within ten (10) business days.

Task 6 – Including the Final Project Report and written recommendations for future needs assessments (to be completed in alignment with the established project schedule and deadlines)

a. Participate in all additional processes necessary to ensure full completion of the “CWNA/CWNS

DATA SERVICES”. Work collaboratively with DEQ to ensure successful completion of all project components, including finalizing the 2027 U.S. Environmental Protection Agency’s Clean

Watersheds Needs Survey (CWNS) and completing the 2027 Commonwealth Wastewater

Infrastructure Needs Assessment (CWNA).

b. Conduct debriefing sessions with DEQ to review project outcomes, challenges encountered, and opportunities for process improvement.

c. Provide written recommendations to DEQ outlining potential enhancements for future needs assessments and participation in CWNS and CWNA cycles.

D. Contractor / Contractor Personnel Requirements:

1. Contractor Requirements:

The contractor shall disclose involvement in developing designated documents (Attachment H) for local governments and wastewater authorities and shall upon request provide reasonable information of their involvement.

2. Contractor Personnel Requirements:

a. Qualification Requirements All “CWNA/CWNS DATA SERVICES” should be performed only by personnel who are fully qualified, trained, and experienced in performing the work specified in this RFP.

b. Staffing

The Contractor should ensure that adequate personnel are assigned to each Task and that staffing levels support completion of all services within the timeframes specified in the Contractor’s proposal.

c. Project Manager

The Contractor should assign a Project Manager to the DEQ contract. The Project Manager should:

(1) Direct all “CWNA/CWNS DATA SERVICES” performed under this contract.

(2) Be available during normal business hours to answer questions, provide clarification, and meet virtually with the DEQ Contract Administrator when necessary or upon DEQ request.

(3) Provide Task reports and invoices to the DEQ Contract Administrator and support contract renewals and related administrative tasks.

(4) Remain accessible via telephone and email during normal business hours.

If the Project Manager’s contact information changes, the Contractor shall provide updated information to the DEQ Contract Administrator immediately upon the change becoming effective.

E. Needs Assessment Action Plan Service - Price / Quote / Invoicing Requirements:

1. Task 1 through Task 6:

a. General Requirements:

(1) The Contractor should complete and provide all deliverables to DEQ by the dates prescribed in Section IV. G. Payment for each deliverable will be made in accordance with Section G contingent upon DEQ’s determination that the deliverable is satisfactory.

(2) The Payment Schedule will begin following execution of the Contract between DEQ and the Contractor.

(3) Omission in Section IV.F of duties described elsewhere in this RFP does not absolve the

Contractor of responsibility for those duties. Section IV.F outlines deliverables that can be described chronologically; duties not suited to chronological listing remain fully required.

b. Deliverables:

The Contractor should complete the following Deliverables:

(1) Deliverable A: Completion of Task 1 and Task 2 (Training; development and submission of methodology).

(2) Deliverable B: Completion of Task 3 (Implementation of methodology / Data Collection).

(3) Deliverable C: Completion of Task 4 (Draft and complete the CWNA Report).

(4) Deliverable D: Completion of Task 5 (CWNS Data Entry).

(5) Deliverable E: Completion of Task 6 (including the Final Project Report and written recommendations for future needs assessments).

c. Payment / Invoice Schedule per Task:

Deliverable Deliverable Milestone Date Invoice Due No Later Than

Deliverable A No later than December 16, 2026 January 10, 2027

Deliverable B No later than March 10, 2027 April 10, 2027

Deliverable C No later than April 23, 2027 May 10, 2027

Deliverable D No later than October 29, 2027 November 10, 2027

Deliverable E No later than December 31, 2027 January 10, 2028

Deliverable Milestone Dates and Invoice Due Dates are subject to change based on U.S.

Environmental Protection Agency requirements and timelines. These dates may be revised at the sole discretion of DEQ.

2. Ancillary Services – Quote / Invoicing Requirements:

a. Quote: The Contractor should submit a written quote to the DEQ Contractor Administrator that identifies the:

(1) Project team (Contractor project team), and team member responsibilities;

(2) Applicable contract job classification(s);

(3) Total fixed price for completing the services; and the (f) “Start” and “completion” dates

/ timeframes for the ancillary services.

b. Terms and Conditions: The terms and conditions of RFP #: 27-02-CH should supersede any terms and conditions that may be included with, attached to, or incorporated by reference in, the Contractor’s quote for such services.

Note: If the DEQ determines that the quoted price is not fair and reasonable, DEQ, in its sole discretion, may request the Contractor to reevaluate the price. If the revised price is determined, by DEQ in its sole discretion, not to be fair and reasonable, DEQ reserves the right to obtain additional quotes from other vendors.

c. Prior Authorization - the Contractor should:

(1) Obtain written authorization to proceed from DEQ, prior to performing any ancillary services.

(2) Not exceed the total fixed price without prior written approval from the DEQ Contract Administrator.

d. Invoicing Requirements – the Contractor should:

In the event:

(a) Services carry over into another contract period, invoice in accordance with the rates in effect at the time services were initiated (e.g. services are initiated during the 2026 - 2027 contract period and carry over into the 2027 - 2028 contract period; the Contractor should invoice for services performed during the 2027-2028 contract period, at the 2026

- 2027 contract rates).

(b) At the time the Contractor is to provide / perform the quoted services, the Contractor is unable to furnish the job classification quoted for the service, the Contractor should invoice the DEQ based upon the contract hourly rate for the job classification identified in the Contractor’s quote (e.g., if the Contractor submitted the quote based upon a “QA/QC Reviewer” and must use a “Data Manager” to perform the work because the Contractor did not have a “QA/QC Reviewer” available, the Contractor should invoice the DEQ at the contract hourly rate for the “QA/QC Reviewer” job classification), or invoice based upon the classification with the lowest hourly rate (e.g., if the Contractor submitted the quote based upon a “Data Manager” and must use a “QA/QC Reviewer” to perform the work because the “Data Manager” was not available, and the “QA/QC Reviewer” position has a lower contract hourly rate, the Contractor should invoice DEQ at the contract hourly rate for the “QA/QC Reviewer”).

F. DEQ Project Responsibilities (All Tasks) DEQ will:

1. Provide overall project guidance, including clarification of objectives, required report components, expectations for data use, and documentation standards.

2. Provide the Contractor with all relevant datasets, validated project records, “CWNA/CWNS

DATA SERVICES” materials, and supporting documentation in DEQ’s possession.

3. Provide the Contractor with prior statewide wastewater infrastructure needs assessments, regulatory references, guidance documents, and any necessary DEQ program materials for report development.

4. Make DEQ l staff available to address questions related to regulatory interpretation, data anomalies, eligibility criteria, CWNA/CWNS requirements, and unique cases encountered during the project.

5. Participate in periodic check-ins, standing meetings, or coordination calls to confirm direction and provide clarification as needed.

6. Review draft report sections, interim deliverables, and full draft reports within agreed-upon timeframes and provide feedback.

7. . Submit the final CWNS data to EPA through the approved submission process.

8. Coordinate with EPA when questions arise regarding CWNS reporting requirements, eligibility, or changes in federal guidance.

9. Provide final approval of the completed Commonwealth Wastewater Infrastructure Needs

Assessment (CWNA) report.

V. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:

A. GENERAL INSTRUCTIONS:

1. Electronic RFP Submission Response Through eVA: In order to be considered for selection, Offerors shall submit a complete proposal response to this RFP electronically through eVA (i.e., a mailed, faxed or E-mailed proposal will not be accepted); and Offerors shall:

a. Be registered in eVA.

b. Submit their entire proposal electronically through eVA, to include all attachments.

c. Proprietary Information: If an Offeror’s proposal contains proprietary or trade secret information (“proprietary information”), the Offeror shall submit each as follows:

(1) A complete electronic version of the entire proposal, including all attachments, excluding any proprietary information, and clearly labeled as “NON-PROPRIETARY”; and

(2) A complete electronic version of the entire proposal, including all attachments, including proprietary information, and clearly labeled as “PROPRIETARY”.

Note: This electronic submission must clearly identify if it excludes or includes proprietary information; DEQ will not be responsible for the Offeror’s failure to exclude proprietary information.

d. Sign the electronic submissions(s) (i.e., the signature page shall be submitted as a “PDF” document with the electronic submission; a typewritten or stamped signature is not acceptable).

e. Submit all proposal documents in Adobe Acrobat Portable Document format:

Note: If the RFP price schedule provided to Offerors with the RFP is in an Excel format, Offerors may upload the completed price schedule on the Excel document provided by DEQ with the RFP.

f. Be solely responsible for:

(1) All efforts to submit their proposal electronically, to include obtaining any necessary assistance from eVA Customer care; eVA Customer Care requests must be submitted on a “Supplier Assistance Request Form”: eVA Supplier Assistance Request Form (virginia.gov).

(2) Assuring that their proposal is received in eVA by the time and date indicated. Proposals submitted after the proposal submission deadline will not be accepted; and proposals submitted elsewhere, including to other state or federal agencies will not be accepted.

Refer to the cover page of this document for the proposal submission deadline:

In no event will the Agency (i.e., DEQ) be responsible for any technical issues that the Offeror may encounter with eVA; nor will DEQ accept any proposal that is received in eVA after the due date and time established for this RFP.

Note – Offerors:

Are strongly encouraged to submit their proposal sufficiently early to allow for any delays they may encounter with obtaining assistance from eVA Customer Care or with any technical issues.

Should:

RFP Status: Check the status of the solicitation on eVA at www.eva.virginia.gov by clicking on Business Opportunities and then click on Virginia Business Opportunities (VBO)(Virginia Business Opportunities (cgieva.com)) for any updates, changes, amendments, cancellations, etc.; and

Electronic submission guidance:

- Visit: eVA - Virginia's eProcurement Marketplace

- Click “I Sell To Virginia” (I Sell to Virginia)

- Click “eVA Supplier Training” (Supplier Training Materials (virginia.gov)); and

- Click “Viewing and Responding to Solicitations Video” (Viewing Responding to

Solicitations Video - YouTube).

No other distribution of the proposal shall be made by the Offeror.

2. The version of the solicitation issued by DEQ, as amended by any addenda, is the mandatory controlling version of the document. Any modification of or additions to the solicitation by the Offeror shall not modify the official version of the solicitation issued by DEQ unless accepted in https://dgs.virginia.gov/procurement/eva---virginias-eprocurement-portal/eva-customer-care-forms/supplier-hypercare-support-for-the-eva-transition/ http://www.eva.virginia.gov/ https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp https://eva.virginia.gov/index.html https://eva.virginia.gov/i-sell-to-virginia.html https://eva.virginia.gov/supplier-training-materials.html https://www.youtube.com/watch?reload=9&v=KSxcAkOekW0 https://www.youtube.com/watch?reload=9&v=KSxcAkOekW0 writing by DEQ. Such modifications or additions to the solicitation by the Offeror may be cause for rejection of the proposal; however, DEQ reserves the right to decide, on a case-by-case basis, in its sole discretion, whether to reject such a proposal. If the modifications or additions are not identified until after the award of the contract, the controlling version of the solicitation document shall still be the official state form issued by DEQ.

3. Communications regarding this RFP shall be formal from the date of issue for this RFP, until either a Contractor has been selected or DEQ rejects all proposals. Formal communications shall be directed to the DEQ Office of Procurement Services (OPS). Informal communications, including but not limited to, request(s) for information, comments or speculations, regarding this RFP to any DEQ employee other than an OPS representative may result in the offending Offeror’s proposal being rejected.

4. Proposal Preparation:

a. Proposals shall be signed by an authorized representative of the Offeror. All information requested should be submitted. Failure to submit all information requested may result in the Purchasing Agency requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the Purchasing Agency. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

All information requested by this RFP on the ownership, utilization and planned involvement of small businesses, women-owned businesses and minority-owned businesses must be submitted. If an Offeror fails to submit all information requested, the issuing agency may require prompt submission of missing information after the receipt of Contractors’ proposals.

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

c. Proposals should be organized in a single document (with the exception of “ATTACHMENT F”, the “PRICE SCHEDULE”), with information presented in the same order in which the requirements are presented in the RFP, to include the same “TAB” headings. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of this RFP. It is also helpful to cite the paragraph number, subletter, and repeat the text of the requirement as it appears in this RFP. If a response covers more than one page, the paragraph number and subletter should be repeated at the top of the next page. The proposal should contain a table of content which cross-references the RFP requirements. Information which the Offeror desires to present that does not fall within any of the requirements of this RFP should be inserted at an appropriate place or attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

d. As used in this RFP, the terms "must", "shall", "should" and “may” identify the criticality of requirements. "Must" and "shall" identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as "should" or “may” are highly desirable, although their absence will not have a large impact and would be useful but are not necessary. Depending on the overall response to this RFP, some individual "must" and "shall" items may not be fully satisfied, but it is the intent to satisfy most, if not all, "must" and "shall" requirements. The inability of an Offeror to satisfy a "must" or "shall" requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offeror’s proposal.

e. The proposal should be submitted as a single document where practical (the Excel price schedule may be a separate document). All documentation submitted with the proposal should be contained in that single volume.

f. Ownership of all data, materials, and documentation originated and prepared for the State pursuant to this RFP shall belong exclusively to the State and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted and must identify the data or other materials to be protected and state the reasons why protection is necessary. If applicable, the proposal must be labeled to denote proprietary or trade secret information is contained in the document and written notice of proprietary or trade secret information must be submitted on “ATTACHMENT C / PROPRIETARY / TRADE SECRET INFORMATION IDENTIFICATION”. In addition, the specific (i.e.

specific words, figures or paragraphs submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line-item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable. If, after being given a reasonable time, as solely determined by the Purchasing Agency, the Offeror refuses to withdraw an entire classification designation, the proposal will be rejected".

E-mail correspondence containing a ‘boilerplate’ notice stating that the correspondence and/or attached materials is proprietary and/or trade secret information will not be recognized by the Purchasing Agency; Offerors must specifically invoke the protections of § 2.2-4342F of the Code of Virginia and identify the specific proprietary or trade secret information associated with the E-mail and/or attached materials, as instructed above.

5. Oral Presentation / Demonstrations: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the Agency. This provides an opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact-finding and explanation session only and does not include negotiation. The issuing agency will schedule the time and location of these presentations. Oral presentations are an option of the Purchasing Agency and may or may not be conducted.

DEQ expects Offerors who are invited to give an oral presentation will utilize the person or persons who will be working on the project to make the presentation so that the quality and experience of the Offeror’s staff can be evaluated. In the event DEQ requires an oral presentation, DEQ will schedule the oral presentation(s) for specific dates; these dates are critical and alternative dates may not be available.

Offerors should be prepared to conduct a demonstration of their current and/or proposed tracking process during the oral presentation.

B. SPECIFIC PROPOSAL INSTRUCTIONS: Proposals should be as thorough and detailed as possible so that DEQ may properly evaluate your capabilities to provide the required goods/services. Offerors are required to submit the following items as a complete proposal:

1. Return the RFP cover sheet and all addenda acknowledgments, if any, signed and filled out as required.

2. A written narrative statement specifically addressing each point under Section IV.B, the “PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS,” “TAB 1” through

“TAB 4.”:

a. Any reference by the Offeror to a supplemental attachment submitted by the Offeror, should identify the title of the supplemental attachment, and the specific page number of a multipage supplemental attachment, on which the response to “TAB 1” through “TAB 4” (as applicable) is located (e.g. “refer to pages 1 through 2 of Attachment 6A – TAB 2.A, Company Information).

b. Supplemental attachments should identify the title of the attachment, and the specific “TAB” / “TAB” subsection to which the supplemental attachment applies (e.g. “ATTACHMENT A - Capacity” / “TAB 2.B”).

TAB 1

Signed RFP coversheet;

Signed addenda (as applicable); and

“ATTACHMENT C / PROPRIETARY/TRADE SECRET INFORMATION

IDENTIFICATION”.

TAB 2 Company Information:

A. Overview: Submit a brief history and description of your company’s operations, to include the following information:

1. The scope and nature of your company;

2. Years of operation;

3. The organizational structure of your company, etc.;

4. The link to your company’s website;

5. The same information requested in (TAB 2.A.1 through 4) for all subcontractors, consultants, or other entities that are part of your proposed project team:

a. Describe the organizational relationship between your company and those entities; and

6. Other introductory information your company wishes to submit.

B. Capacity: For your company, and all subcontractors, consultants, or other entities that are part of your proposed project team:

1. Describe the size of the company.

2. Identify the number of full-time employees typically employed to perform

“CWNA/CWNS DATA SERVICES” or substantially similar service.

3. Identify the company’s standard hours of operation.

4. Identify:

a. The company’s typical annual “sales” (i.e. dollar volume of workload) volume for “CWNA/CWNS Data Services”. What size business account the DEQ would represent in terms of the company’s typical annual “sales” (i.e.

dollar volume of workload) volume for “CWNA/CWNS Data Services” or substantially similar service; for example: “Out of x many ongoing account relationships, the DEQ would be in the top x %.”

b. What size business account DEQ would represent in terms of the company’s typical annual “sales” (i.e. dollar volume of workload) volume for

“CWNA/CWNS Data Services” or substantially similar service; for example:

“Out of x many ongoing account relationships, DEQ would be in the top x

5. Identify any Commonwealth entities for which your company, or any of its affiliates or employees has, or is currently, providing services related to developing documents utilized during this RFP development and provide a description of the service provided.

C. Offeror Data Sheet: (Complete “ATTACHMENT A”).

Note: References identified on “ATTACHMENT A” may be the same as provided in response to TAB 4.A or may be in addition to those provided in response to

TAB 4.A.

D. State Corporation Commission Form: Required of all Offerors pursuant to Title 13.1 or Title 50 of the Code of Virginia. (Complete “ATTACHMENT B”).

TAB 3 CWNA/CWNS Data Services:

A. General - Submit a narrative statement in your own words, that:

1. Describes the scope of the services requested in this RFP; and demonstrates an in-depth understanding of the:

a. Purpose;

b. Requirements; and

c. Deliverables requested in this RFP; and

2. Describe your company’s approach for:

a. Quality control and assurance; and

b. Ensuring timely submission of all contract deliverables.

B. “CWNA/CWNS Data Services” - describe in detail, your company’s approach and methodology for completing the Services by December 31, 2027, to include your company’s methodology for/submit your company’s:

1. Proposed project schedule that demonstrates your company’s ability to start work immediately upon contract award, to include the project deliverables, to include:

a. Describe approach and methodology;

b. Project schedule showing ability to begin immediately;

c. Task 1-6 breakdown;

d. DEQ coordination requirements;

e. Number of virtual meetings included in the total fixed price (see

“ATTACHMENT F”, the “PRICE SCHEDULE”);

f. Number of revisions included in the total fixed price (see

“ATTACHMENT F”, the “PRICE SCHEDULE”);

g. Milestones and risks;

h. Developing the CWNA report + CWNS data submission;

i. Confidentiality protection; and

j. Project Manager / Team commitments.

2. Developing the Assessment.

3. Samples - submit a sample of the following:

a. CWNA Methodology Document

b. Facility Inventory Summary;

c. Needs Documentation Annotation Samples;

d. Wastewater Infrastructure Needs Summary;

e. Stormwater Needs Summary;

f. Nonpoint Source Needs Summary;

Decentralized Wastewater Needs Analysis;

g. CWNA Draft Report Example;

h. CWNS Data Entry QA/QC Report Sample; and

i. Retrofitting Plan (wastewater/stormwater version).

Note:

If the Offeror does not have a sample of the specific document(s) identified in TAB 3.B.4, the Offeror should submit a sample that is most similar to the sample document requested.

The Offeror may submit a redacted sample, provided sufficient content is available for review.

4. Project Manager and Project Team: Identify the percentage of time the proposed project manager and the members of the proposed project team will be dedicated to any contract resulting from this RFP.

TAB 4 Experience and Qualifications:

Describe your company’s specific experience in managing and providing data services similar to the CWNA/CWNS Data Services; specified herein, and in response to, this RFP, for governmental and/or private entities, to include, but not limited:

A. General:

1. Identify the number of continuous years your company has provided the “CWNA/CWNS Data Services” herein, or a substantially similar service, and in response to, this RFP for governmental and/or private entities.

2. Provide a list of governmental and private entities with which your company currently has a term contract for providing the “CWNA/CWNS Data Services” specified herein, or a substantially similar service, and in response to, this RFP.

3. Identify the number of continuous years each of your company’s proposed subcontractors has provided the “CWNA/CWNS Data Services” specified herein, or a substantially similar service, and in response to, this RFP for governmental and/or private entities.

4. Explain how your company’s experience is relevant to the “CWNA/CWNS Data Services” specified in this RFP; and specifically address your company’s technical expertise with:

a. Developing and implementing methodologies for surveys and collection of documents/information;

b. Conducting outreach to and receiving information from varied municipalities public and private utility operators, and stakeholders in rural and/or urban areas;

c. Data governance and management;

d. Complying with federal and state reporting requirements including project schedules, development of success metrics, and timely submissions;

e. Reviewing plans and specifications for wastewater facilities;

f. Reviewing planning and budgeting documents, including, but not limited to, Capital Improvement Plans and Comprehensive Wastewater Plans, and;

g. Reviewing Watershed Implementation Plans.

5. Describe your company’s familiarity with applicable Virginia laws and regulations.

6. Identify all proposed subcontractors and describe, per “task”, what “CWNA/CWNS Data Services” will be assigned per subcontractor; and describe their qualifications and their specific work experience associated with the services specified herein, or a substantially similar service, and in response to, this RFP.

B. Personnel:

1. Proposed Project Team:

a. For each Project Team member (“Principal” and “Project Manager” , and any other project team members e.g. subject matter experts, outreach specialists, data analysts, etc.), to be assigned:

(1) Identify the individual’s title;

(2) Describe the individual’s relevant education;

(3) Describe the individual’s qualifications and specific work experience associated with the CWNA/CWNS Data Services, per “task”, as specified herein, and in response to this RFP;

(4) Submit a resume or brief biography for each individual to be assigned per “task”; and

(5) Identify if that individual is employed by your company or works for a subcontractor (and identify the subcontractor).

b. Provide a general definition of your company’s personnel categories (i.e.

Principal, Project Manager, etc., and for the other project team members (identified in “ATTACHMENT F” the “PRICE SCHEDULE”).

2. Principal and Project Manager:

a. Identify their name and title; tenure with your company; days / hours of availability; business address; and telephone (toll-free if available) / mobile number; and E-mail address.

b. Submit a resume.

3. General:

a. Describe your company’s methodology for ensuring that all assigned personnel are capable, qualified and experienced in performing the applicable “CWNA/CWNS Data Services” specified herein.

TAB 5 Sustainability: Provide information to demonstrate the overall environmental impact of your proposed…