RFP 27-1001 ARFF Organizational Study.pdf

CAPITAL REGION AIRPORT COMMISSION

RICHMOND INTERNATIONAL AIRPORT

REQUEST FOR PROPOSALS (RFP) #27-1001

FOR

ARFF DEPARTMENT ORGANIZATIONAL STUDY AND

STAFFING ANALYSIS

September 3, 2026

This public body does not discriminate against faith-based organizations or a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state or federal law relating to discrimination.

REQUEST FOR PROPOSALS

Title: ARFF Department Organizational Study and Staffing Analysis

Issue Date: Thursday, September 3, 2026

RFP Number: 27-1001

Issuing Agency:

Capital Region Airport Commission 1 Richard E. Byrd Terminal Drive

Suite C Richmond International Airport

Richmond, VA 23250

Deadline for Questions: Tuesday, September 22, 2026, 4:00 PM EDT

Deadline for Agency Responses: Friday, September 25, 2026, 4:00 PM EDT

Sealed Proposals Due: Tuesday, October 6, 2026, 4:00 PM EDT

All Inquiries Should be Directed to:

Arquesia S. Haskins, ACE, VCO, VCA Senior Procurement Specialist Email: ahaskins@flyrichmond.com Fax: (804) 652-2605

TABLE OF CONTENTS PAGE

I. Scope of Services 4

II. Selection Criteria 7

III. Contact with Capital Region Airport Commission Members 8

IV. Questions, Addenda, and Optional Pre-Proposal Conference/Site Visit 8

V. Proposal Submission Requirements 8

VI. Deadline for Submission of Proposals 9

VII. Oral Presentations 10

VIII. Disadvantage Business Enterprise (DBE) Policies and Requirements 10

IX. Proposal Preparation and Submission Requirements 16

X. Evaluation, Selection and Award 18

XI. General Terms and Conditions 19

XII. Special Terms and Conditions 32

ATTACHMENT A: REFERENCE FORM 37

ATTACHMENT B: ADDENDA ACKNOWLEDGEMENT FORM 38

ATTACHMENT C: OFFEROR INFORMATION AND OFFEROR LIST 39

ATTACHMENT D: LETTER OF INTENT 40

ATTACHMENT E: GOOD FAITH EFFORTS DOCUMENTATION 41

ATTACHMENT F: CONTRACT PARTICIPATION FORM 42

ATTACHMENT G: CRAC FORM SO-1A 43

ATTACHMENT H: FORM OF CONTRACT 49

ATTACHMENT I: PROCUREMENT MILESTONE SCHEDULE 60

EXHIBIT 1: MANDATORY FEDERAL SOLICITATION PROVISIONS 61

REQUEST FOR PROPOSAL

For

ARFF DEPARTMENT ORGANIZATIONAL STUDY AND STAFFING ANALYSIS

The Capital Region Airport Commission (the “Commission”) is soliciting proposals from qualified professional consulting firms to conduct a comprehensive organizational study and staffing analysis of the Airport Rescue and Fire Fighting (“ARFF”) Department at Richmond International Airport (“RIC” or the “Airport”). The Consultant shall provide all professional labor, supervision, expertise, travel, data collection, stakeholder engagement, benchmarking, analysis, modeling, reports, presentations, and incidental services necessary to complete the Study. The work shall be independent, evidence-based, defensible, tailored to RIC, and coordinated with the Commission's designated Project Manager and stakeholders.

PURPOSE: Richmond International Airport is a 14 CFR Part 139-certificated commercial service airport currently classified as ARFF Index C. The Airport supports passenger, cargo, general aviation, military, and governmental activity. The Commission’s ARFF Department provides continuous emergency-response readiness in support of Airport certification, life safety, operational continuity, and the Airport’s existing and evolving facilities and aviation activity.

The Commission’s goal for the project is to obtain an independent, evidence-based assessment of the ARFF Department’s organizational structure, staffing levels, shift coverage, supervisory structure, position classifications, training, certifications, policies, facilities, vehicles, equipment, operational tools, and integration with the Airport’s Safety Management System.

The selected Consultant will evaluate current ARFF operations against applicable federal requirements, FAA guidance, recognized industry standards, and relevant peer-airport practices. The Study will identify operational and organizational risks, assess current and future staffing and resource needs, and provide practical, prioritized recommendations supported by staffing and cost models and an implementation roadmap.

This procurement will be conducted through a competitive Request for Proposals process.

Proposals will be evaluated based on the Offeror’s technical approach, relevant qualifications and experience, proposed personnel, ability to perform the required services, past performance, and cost. Price will be a factor in the selection process but will not be the sole determining factor.

I. SCOPE OF SERVICES

A. General Scope The selected Consultant shall evaluate current ARFF operations against applicable federal requirements, current FAA guidance, recognized industry standards, and relevant peer-airport practices and shall provide actionable, prioritized, and financially informed recommendations.

1. Confirm regulatory compliance and identify operational, staffing, organizational, and readiness risks.

2. Determine appropriate staffing levels, shift coverage, supervisory structure, position classifications, and succession needs.

3. Benchmark RIC against comparable 14 CFR Part 139 airports, with emphasis on ARFF Index C operations.

4. Assess existing and planned facilities, vehicles, equipment, PPE, rescue tools, communications, technology, and training resources.

5. Develop practical recommendations supported by cost modeling, priorities, dependencies, and implementation timeframes.

6. Provide editable models, data, reports, and presentation materials that can support future Commission decisions.

B. Applicable Regulatory and Standards Framework

The Consultant shall evaluate requirements and guidance applicable to the Study, including current provisions of 14 CFR Part 139; applicable FAA Advisory Circulars and CertAlerts; OSHA and Virginia requirements; the Airport Certification Manual; Airport Emergency Plan; Safety Management System; and relevant NFPA standards, including NFPA 403 and NFPA 1003. References include FAA AC 150/5210-7E, AC 150/5210-14C, AC 150/5210-17C, and any successor or other current guidance applicable to the work.

C. Task Responsibilities:

Task 1 - Project Initiation and Existing Conditions Assessment

1. Conduct a kickoff meeting and confirm the work plan, data request, interview plan, site activities, quality-control procedures, and schedule. Review available organizational charts, position descriptions, staffing and shift schedules, vacancies, leave and overtime data, policies, SOPs, training records, mutual-aid agreements, ACM, AEP, SMS materials, prior inspection information, operating and capital information, and relevant plans.

2. Conduct interviews and site observations and document staffing by rank, shift, and function; span of control; succession risks; vacancies; operational dependencies; and current governance and reporting relationships.

Task 2 - Staffing and Organizational Analysis

1. Analyze regulatory and effective staffing, vehicle coverage, response readiness, leave relief, training backfill, overtime, mandatory holdovers, mutual aid, supervisory coverage, recruitment, retention, compensation alignment, position classifications, career development, and succession planning.

2. Develop a quantitative staffing model addressing current operations and reasonable growth scenarios and clearly distinguish regulatory minimums, recommended operating levels, and industry-practice benchmarks.

Task 3 - Peer-Airport Benchmarking

1. Recommend a defensible group of approximately eight (8) to twelve (12) peer airports and obtain Commission concurrence before full data collection. Compare organizational structure, FTEs, shift minimums, schedules, compensation, overtime, fleet, facilities, training, certifications, technology, operating and capital considerations, mutual aid, accreditation, and recent organizational changes. Normalize comparisons where appropriate and identify data limitations.

Task 4 - Fleet, Equipment, Technology, and Facilities

1. Inventory and assess existing and planned ARFF vehicles, extinguishing-agent capacity, condition, reliability, maintenance history, useful life, replacement timing, PPE, SCBA, rescue tools, consumables, radios, alerting systems, CAD/AVL integration, simulation technology, station location, apparatus bays, living and administrative areas, training space, and fitness and wellness resources.

2. Provide prioritized lifecycle, operational, and capital recommendations. Assess potential ARFF applications of advanced technologies, including UAV/drone capabilities, without duplicating or prejudicing any separate Commission procurement.

Task 5 - Training, Certification, Policies, and SMS Integration

1. Evaluate initial and recurrent training, live-fire access, documentation, certification status, EMS expectations, driver/operator competencies, simulation opportunities, instructor capacity, policy currency, ACM alignment, emergency planning, safety reporting, risk management, and coordination with ATC, TSA, mutual-aid partners, and other Airport departments. Recommend a multi-year training and certification plan with associated resource and cost considerations.

Task 6 - Recommendations and Implementation Roadmap

1. Develop specific recommendations for organizational structure, staffing by shift and rank, minimum staffing policy, position descriptions, recruitment and retention, compensation alignment, succession planning, fleet and equipment, facilities, technology, policies, training, and governance.

2. Categorize each recommendation by regulatory, safety, operational, workforce, and fiscal impact; priority; estimated cost; dependencies; responsible party; and recommended implementation timeframe.

D. Required Deliverables

• Project management plan, confirmed schedule, and data request.

• Existing Conditions and Data Validation Memorandum.

• Peer-Airport Benchmarking Matrix with supporting sources and assumptions.

• Quantitative Staffing Model in editable Microsoft Excel format.

• Draft Report with executive summary, findings, cost modeling, prioritized recommendations, and a five-year implementation roadmap.

• Commission review workshop and written comment-resolution matrix.

• Final Report in editable Microsoft Word and PDF formats.

• Executive Summary slide deck in Microsoft PowerPoint suitable for Commission leadership or Board presentation.

• All supporting editable data files, matrices, calculations, and models.

• One-page summary of the ten highest-priority recommendations.

E. Project Schedule

1. The anticipated period of performance is approximately six (6) months from Notice to

Proceed through acceptance of the Final Report. Offerors shall propose a detailed schedule identifying tasks, milestones, meetings, data dependencies, Commission review periods, and deliverable dates. The Commission anticipates receiving the Draft Report approximately sixteen (16) weeks after Notice to Proceed and the Final Report approximately twenty (20) weeks after Notice to Proceed, subject to data availability and Commission review.

F. Commission Responsibilities and Data Handling

1. The Commission will designate a Project Manager, facilitate reasonable access to personnel and available records, coordinate operational access, and review deliverables. Available information may include organizational charts, staffing information, department policies, training records, fleet and equipment inventories, facility information, and other operational documentation, as appropriate.

2. Some information may be security-sensitive, personnel-related, confidential, or exempt from public disclosure. The Consultant shall use appropriate safeguards, limit access to authorized personnel, and comply with Commission instructions and applicable handling requirements. The Commission will determine whether specific information is Sensitive Security Information or otherwise protected.

II. SELECTION CRITERIA

The general evaluation criteria and points assigned to each criterion will be used by the Commission in evaluating responses for the selection of a firm to perform these services are as follows:

Evaluation Criteria Points A. Technical Approach and Methodology: Understanding of the project, completeness and feasibility of the proposed approach, data-validation plan, staffing-model methodology, benchmarking approach, quality control, and treatment of assumptions and data limitations.

B. Firm Qualifications and Relevant Experience: Demonstrated experience conducting ARFF, airport public-safety, organizational, staffing, operational, or directly comparable studies for 14 CFR Part 139 airports.

C. Qualifications and Availability of Key Personnel: Relevant experience, credentials, assigned roles, availability, commitment, and continuity of the proposed Project Manager and team.

D. Project Schedule, Management, and Deliverables: Ability to complete the Study within the required period and provide clear, usable, and editable deliverables.

E. Cost Proposal and Overall Value: Reasonableness, completeness, transparency, and overall value of the all-inclusive cost proposal.

Total Points 100

Any resulting contract from this RFP shall be awarded to the Offeror whose proposal is determined to be the most advantageous to the Commission, taking into consideration the evaluation factors set forth in this RFP. The Commission is not required to award a contract based solely on price and reserves the right to award a contract to the Offeror whose proposal represents the most highly qualified offeror based on the scoring criteria.

III. CONTACT WITH CAPITAL REGION AIRPORT COMMISSION MEMBERS

All Offerors are hereby placed on notice that neither the Commission nor its employees or agents shall be lobbied either individually or collectively regarding this RFP.

Offerors, consultants, and their agents are hereby advised that they are not to contact members of the Capital Region Airport Commission or staff members for such purposes as holding meetings of introduction, dinners, submission of information/ literature not part of the RFP response, etc., if they intend to submit, or have submitted a proposal.

ANY FIRM CONTACTING INDIVIDUALS MENTIONED HEREIN

SHALL BE IN VIOLATION OF THIS WARNING AND SHALL BE

DISQUALIFIED AUTOMATICALLY FROM FURTHER

CONSIDERATION FOR THIS RFP.

IV. QUESTIONS, ADDENDA, AND OPTIONAL PRE-PROPOSAL CONFERENCE/SITE VISIT

A. Questions regarding this solicitation must be submitted in writing no later than 4:00 PM EDT on Tuesday, September 22, 2026, to Arquesia S. Haskins, Senior Procurement Specialist for the Commission, via e-mail to ahaskins@flyrichmond.com or by fax to 804- 652-2605. The responses to submitted questions will be provided by the Commission no later than 4:00 PM EDT on Friday, September 25, 2026. Any changes to the RFP will be issued by written addendum. Addenda, if any, will be published on Virginia’s Marketplace website: https://eva.virginia.gov/index.html.

The Commission will conduct an optional, non-mandatory Pre-Proposal Conference and Site Visit on Wednesday, September 16, 2026, from 2:00 PM to 3:00 PM EDT in the South Conference Room at Richmond International Airport.

Offerors may attend the Pre-Proposal Conference either in person or virtually through Microsoft Teams. The site visit will be available to in-person attendees only.

mailto:ahaskins@flyrichmond.com https://eva.virginia.gov/index.html

Microsoft Teams Meeting Information

Join Online: Join the Microsoft Teams meeting Meeting ID: 244 471 129 901 285 Passcode: Yb24Ac77

Join by Phone: +1 321-754-9474 Phone Conference ID: 999 260 817# Local Numbers: Find a local dial-in number

The meeting is intended to provide Offerors with an overview of the Commission’s objectives, the ARFF operating environment, available project information, security and access considerations, and conditions that may affect the proposed approach, schedule, and cost.

Attendance is not required to submit a Proposal. Statements made during the conference or site visit will not modify this RFP. Only a written addendum issued by the Commission may modify the requirements of this solicitation.

B. Addenda

The Commission reserves the right to modify, change, amend, or withdraw this RFP. Any such change to this RFP shall be made in writing. The Commission will notify all known respondents of amendments by issuance of an addendum and will, if necessary, adjust the due date of the proposal. An Addenda Acknowledgement Form (Attachment B) has been provided; include this form when submitting your response package, sign, and date.

V. PROPOSAL SUBMISSION

Offerors must submit their proposal to the Commission either electronically or in hard copy.

A. Electronic submissions shall be submitted in eVA, the Commonwealth of Virginia’s e-procurement portal. The following are instructions for submitting an electronic proposal:

1. Go to www.eva.virginia.gov

2. Click on "I Sell To Virginia"

3. Click on "eVA Supplier Training:, and

4. Click on Viewing and Responding to Solicitations Video"

Offerors needing assistance submitting their proposals electronically shall contact eVA Customer Care at 866-289-7367 or by email at, eVaCustomerCare@dgs.virginia.gov.

B. Hard Copy submissions shall be delivered to the airport’s physical address at:

1 Richard E. Byrd Terminal Drive, Suite A, Richmond International Airport, VA 23250. The offeror shall submit one (1) original hard copy and one (1) electronic copy on a USB Drive. NOTE: If the proposal is being submitted in hard copy, the electronic copy of the proposal on the USB Drive must be an exact match of the paper copy, including signatures on all required forms, pamphlets, charts, promotional material, etc. There should be no deviation between the hard copy https://teams.microsoft.com/meet/244471129901285?p=QLLDLKJzy3mR83r68G tel:+13217549474 https://dialin.teams.cloud.microsoft/5ff9e17f-3fed-4d7c-88f0-3124f9dafc7d?id=999260817 http://www.eva.virginia.gov/ mailto:eVaCustomerCare@dgs.virginia.gov and the USB copy.

C. Identification and Delivery of Proposal Envelope: The signed proposal should be submitted in a sealed envelope or package and addressed as follows:

• Name of Offeror

• Street or Box Number

• City, State, Zip Code

• RFP # and Title

• Due Date and Time No other correspondence or other proposals should be placed in the envelope.

It is the Offeror’s responsibility to ensure delivery of their proposal to the appropriate place and at the appropriate time.

Proposals received by the Commission may not be modified or amended by the Offeror by means of verbal discussion, telecommunications, or written addendum prior to oral presentation. Following delivery of its Proposal, an Offeror may withdraw the Proposal prior to the deadline for submitting proposals. However, if the Offeror wishes to be considered under this RFP, the Offeror must re-submit a Proposal prior to the established deadline.

VI. DEADLINE FOR SUBMISSION OF PROPOSALS

The deadline for submission of proposals is Tuesday, October 6, 2026, 4:00 PM EDT. Any proposals received after the specified deadline will be returned to the sender unopened. All Offerors interested in performing the services described in this RFP shall furnish sufficient technical, supervisory, and administrative services to ensure expeditious prosecution of the work and shall submit electronically in accordance with the submission requirement.

VII. ORAL PRESENTATION

At the Commission’s option and sole discretion, it may select candidates to participate in an oral interview process. These interviews will be conducted by the Commission, at the Commission’s offices. The oral presentation will provide an opportunity for the offeror to clarify or elaborate on the proposal. This is a fact-finding and explanation session only and will not include negotiation.

The Commission will schedule the time and location of these presentations and notify candidates selected for the oral interview of their interview appointment times and location. Oral presentations are an option of the Commission and may or may not be conducted.

Should an Offeror receive a request for an oral presentation, the evaluation criteria relative to the oral presentation will be detailed in a written notice of the request.

Offerors are cautioned, however, that oral presentations are at the sole discretion of the Commission, and the Commission is not obligated to request or require such.

Accordingly, Offerors should submit proposals that are as comprehensive as possible yet concise and to the point, clearly describing the details of services that the Offeror intends to provide to the Commission and responding to the requirements of this RFP. This RFP does not commit the Commission to pay costs or expenses of any kind incurred by the various Offerors during proposal preparation, submittal, or presentations, if any. Responses to this RFP are neither required nor encouraged to prepare speculative creative examples.

VIII. DISADVANTAGED BUSINESS ENTERPRISE (DBE) POLICIES AND REQUIRMENTS

A. COMMISSION POLICIES

DBE Program Policy. The Commission has established a Disadvantaged Business Enterprise (DBE) Program to meet the U.S. Department of Transportation (DOT) DBE Program regulatory requirements and to increase the opportunities for businesses contracting with Richmond International Airport. The Commission has received Federal financial assistance from DOT, and as a condition of receiving this assistance has signed an assurance that it will comply with Title 49, Code of Federal Regulations, Part 26 (49 CFR Part 26).

It is the policy of the Commission to ensure that DBEs and small business concerns, as both are defined in 49 CFR Section 26.5, have an equal opportunity to compete for and participate in DOT-assisted contracts. The Commission is committed to taking all reasonable steps to eliminate obstacles to the participation of DBEs and other small business concerns as prime contractors or subcontractors in Commission procurements.

It is also the Commission’s policy:

i. to ensure nondiscrimination against any person or company because of race, creed, color, sex, age or national origin in the award or performance of any contract subject to the requirements of 49 CFR Part 26.

ii. to create a level playing field on which DBEs and other small businesses can compete fairly for DOT-assisted contracts.

iii. to ensure that its DBE program is narrowly tailored in accordance with applicable law.

iv. to ensure that only firms that fully meet 49 CFR Part 26 eligibility standards are permitted to participate as DBEs.

v. to help remove barriers to the participation of DBEs and other small businesses in DOT-assisted contracts at RIC; and

vi. to assist in the development of firms that can compete successfully in the marketplace outside the DBE Program.

The Commission’s DBE Program applies only to Airport Improvement Program (AIP) funded projects. This RFP is not AIP funded project.

The Commission encourages businesses that may qualify as DBEs to seek DBE certification. Businesses not certified as DBEs by one of the Virginia Unified Certification Program agencies do not count toward the Commission’s DBE participation achievements in its AIP-funded projects.

Firms interested in applying for DBE certification should contact either the Virginia

Department of Small Business and Supplier Diversity (http://sbsd.virginia.gov) or the Metropolitan Washington Airports Authority (www.mwaa.com). There is no need to apply to both agencies. DBE certification by either of these Virginia Unified Certification Program agencies is fully accepted throughout Virginia.

B. DEFINITIONS

Disadvantaged Business Enterprise (DBE) is a for-profit small business that is: 51 percent owned by one or more individuals who are both socially and economically disadvantaged or, in the case of a corporation, in which 51 percent of the stock is owned by one or more such individuals; (2) whose management and daily business operations are controlled by one or more of the socially and economically disadvantaged individuals who own it, and (3) certified in accordance with the certification standards of 49 CFR Part 26 by either the Virginia Department of Small Business and Supplier Diversity (formerly Virginia Department of Minority Business Enterprise) or the Metropolitan Washington Airports Authority.

Small Business Concern is, concerning firms seeking to participate as DBEs in DOT-assisted contracts, a small business concern as defined under section 3 of the Small Business Act and Small Business Administration regulations implementing it (13 CFR part 121) that also does not exceed the cap on average annual gross receipts specified in 49 CFR Section 26.65(b).

C. DBE GOAL AND PARTICIPATION

i. 0% Goal: Pursuant to the FAA Interim Rule (49 CFR Parts 23 and 26) published October 3, 2025, and in coordination with the Virginia Unified Certification Program (UCP) agencies — the Virginia Department of Small Business and Supplier Diversity and the Metropolitan Washington Airports Authority — and the FAA, all existing DBE participation goals, and related goal counting, are suspended until firms have been reevaluated and recertified under the new race-and gender-neutral standards. During this pause, the Commission will not set DBE goals in active procurements. This suspension remains in effect until the Virginia UCP agencies complete their review and reevaluation of firms certified under the prior DBE framework. After that process concludes, goals will resume in accordance with updated FAA guidance issued through the Virginia UCP. All other portions of 49 CFR Part 26 remain in effect.

ii. Solicitation Language – No DBE Goal: The requirements of 49 CFR Part 26, including any amendments thereto, apply to this contract. It is the policy of the Commission to practice nondiscrimination based on race, color, sex, or national origin in the award or performance of this contract. There are no DBE participation goals assigned to this procurement. The Commission encourages participation by all firms qualifying under this solicitation regardless of business size or ownership.

iii. GOOD FAITH EFFORTS (VOLUNTARY) http://sbsd.virginia.gov/ http://www.mwaa.com/

Good Faith Efforts: Because there are no DBE participation goals assigned to this procurement, the Good Faith Efforts requirements of 49 CFR § 26.53 do not apply. The Commission nonetheless encourages Proposers to undertake the following types of actions, which the Commission considers can reasonably be expected to achieve DBE participation in the performance of its contracts:

1. Attending pre-proposal meetings that are scheduled by the Commission.

2. Advertising in general circulation, trade association, and DBE-oriented media concerning this Agreement opportunity.

3. Negotiating in good faith with interested DBEs. Evidence of such negotiation includes the names, addresses, and telephone numbers of DBEs that were considered; a description of the information provided regarding the plans and specifications for the work selected for DBE participation; and evidence as to why additional agreements could not be reached for DBEs to perform the work.

4. Not rejecting DBEs as being unqualified without sound reasons based on a thorough investigation of their capabilities.

5. Effectively using the services of available community organizations;

contractors’ groups; local, state, and Federal business assistance offices;

and other organizations that aid in the recruitment and placement of firms.

The Commission encourages each Proposer to complete and return with its proposal the Good Faith Efforts Documentation (Attachment E) concerning the voluntary good faith efforts they made to seek DBEs or SBE’s to participate in this contract opportunity. Efforts that are merely pro forma are not considered good faith efforts, even if they are sincerely motivated if, given all relevant circumstances, they could not reasonably be expected to obtain DBE/SBE participation. For example, advertising or bulk mailings, alone or together, are considered pro forma unless followed up with telephone calls and/or correspondence consistent with normal business practice.

iv. Participation: DBEs participating in the contract must perform a commercially useful function, as defined in 49 CFR Section 26.55, by being independently responsible for the execution of a distinct element of the work and carrying out its responsibilities by performing, managing, and supervising the work involved. To perform a commercially useful function, the DBE must also be responsible, with respect to materials and supplies used on the contract, for negotiating price, determining quality and quantity, ordering the material, installing (where applicable), and paying for the material itself.

v. Fostering Small Business Participation: In accordance with 49 CFR §

26.39, the successful Offeror must structure subcontracting opportunities under this contract to facilitate competition by small business concerns and must take reasonable steps to eliminate obstacles to their participation, including avoiding unnecessary or unjustified bundling of contract requirements that may preclude small business participation as subcontractors. On contracts not having a DBE contract goal, the successful Offeror must provide subcontracting opportunities of a size that small businesses, including DBEs, can reasonably perform, rather than self-performing all of the work involved.

D. REQUIRED DOCUMENTS TO BE SUBMITTED WITH OFFER

i. Contract Participation Form: All Proposers must submit a Contract Participation

Form (Attachment F) that provides all information required for all firms participating in the contract.

ii. Letter of Intent: All Proposers must submit with their proposals a completed Letter of Intent (Attachment D) that provides all information required for each firm intended to be utilized in the contract.

Please note: The successful Proposer will be required to: (1) enter a contract with the DBEs and/or SBE’s submitted in the Letter of Intent with their proposals;

and (2) provide a copy of each subcontract it executes with these firms upon execution of a contract between the successful Proposer and the Commission.

Failure to submit the required documents and information with the Proposer’s offer may result in rejection of the offer.

E. PRE- AND POST-AWARD SUBSTITUTIONS

The Commission expects contractors to achieve DBE participation in AIP-funded projects using the firm(s) specified on the Contract Participation Form (Attachment F). On occasion, it may be necessary to substitute for other firms to achieve DBE participation. No substitution may occur without the Commission’s prior written approval. The Commission will approve a proposed substitution if it determines that the offeror has acted in good faith in attempting to meet the DBE participation achievement and if the Commission concurs that the substitution is necessary. The following are some examples of when substitution may be necessary:

i. The listed DBE fails or refuses to execute a written contract.

ii. The listed DBE fails or refuses to perform the work of its contract in a way consistent with normal industry standards, provided, however, that good cause does not exist if the failure or refusal of the DBE to perform its work results from the bad faith or discriminatory action of the Prime and/or Contractor.

iii. The listed DBE fails or refuses to meet the Prime and/or Contractor’s reasonable, nondiscriminatory bond requirements.

iv. The listed DBE becomes bankrupt, insolvent, or exhibits credit unworthiness.

v. The listed DBE is ineligible because of suspension and debarment proceedings under 2 CFR Parts 180, 215, and 1,200 or applicable state law.

vi. The Commission has determined that the listed DBE is not a responsible Prime and/or Contractor.

vii. The listed DBE voluntarily withdraws from the project and provides to the

Commission written notice of its withdrawal.

viii. The listed DBE is ineligible to receive DBE credit for the type of work required.

ix. A DBE owner dies or becomes disabled with the result that the listed DBE is unable to complete its work on the contract.

x. Other documented good cause that the Commission determines compels the termination of the DBE, provided that good cause does not exist if the Prime and/or Contractors seeks to terminate a DBE it relied upon to obtain the contract so that the Prime and/or Contractor can self-perform the work for which the DBE was engaged or so that the Prime and/or Contractor can substitute another DBE or non-DBE after contract award.

The prime contractor is required to notify the Commission’s DBE Liaison Officer immediately of a DBE’s inability or unwillingness to perform and to provide a written request to terminate and/or substitute a DBE subcontractor. Before transmitting such a request, the prime contractor must give notice in writing to the DBE subcontractor, with a copy to the Commission, of its intent to request to terminate and/or substitute, and the reason for the request.

The prime contractor must give the DBE five (5) days to respond to the prime contractor's notice and advise the Commission and the contractor of the reasons, if any, why it objects to the proposed termination of its subcontract and why the Commission should not approve the prime contractor's action. If required in a particular case as a matter of public necessity (e.g., safety), the Commission may provide a response period shorter than five (5) days.

In addition to post-award terminations, the provisions of this section apply to pre-award deletions of or substitutions for DBE firms put forward by offerors in negotiated procurements.

F. GOOD FAITH EFFORTS WHEN A DBE IS REPLACED ON A CONTRACT

In the unusual event that a DBE contractor must be replaced on an AIP-funded contract, the Commission requires contractors to make good faith efforts to find another DBE subcontractor to substitute for the original DBE. These good faith efforts shall be directed at finding another DBE to perform at least the same amount of work under the contract as the DBE that was terminated, to the extent needed to meet the contract goal established for the procurement.

In this situation, the Commission will require the prime contractor to obtain the Commission’s prior approval of the substitute DBE and to provide copies of new or amended subcontracts. The substitute DBE must be certified in accordance with 49 CFR Part 26. When a substitute DBE cannot be identified, a contractor must provide documentation of the good faith efforts made to locate another DBE to perform the work.

If the contractor fails or refuses to comply in the time specified, the Commission will issue an order stopping all or part of payment/work until satisfactory action has been taken. If the contractor still fails to comply, the Program Manager may issue a termination for default proceeding.

G. POST AWARD COMPLIANCE

Monitoring Payments: The Commission requires prime contractors to pay subcontractors for satisfactory performance of their contracts within five (5) business days after receiving payment from the Commission. The Commission also requires prime contractors to maintain records and documents of payments to DBEs for three years following the performance of the contract. These records will be made available for inspection upon request by an authorized representative of the Commission or DOT.

The Commission will keep a running tally of actual payments to firms for work committed to them at the time of contract award on its Monthly Report of Subcontractor Participation Form.

The Commission will perform interim audits of contract payments to DBEs. The audit will review payments to DBE subcontractors to ensure that the actual amount paid to DBE subcontractors equals or exceeds the dollar amounts stated in the schedule of DBE participation.

i. Compliance Reviews: The Commission conducts post-award compliance reviews to ensure that the named DBEs and other businesses on the original or, as a result of the contract modification, amended Contract Participation Form (Attachment F), submitted to, and accepted by the Commission, perform the work as assigned, and at least at the agreed price that was identified on Contract Participation Form. Specifically, compliance reviews verify (1) the participation of those DBEs and other subcontractors identified on the Contract Participation Form; (2) the scope of work for each DBE and other subcontractors listed on the Contract Participation Form; and (3) at least at the agreed price identified for each DBE and other subcontractors listed on Contract Participation Form.

ii. Monthly Reports. Prime and/or Contractor shall track and submit a monthly Audit of DBE

Participation in the online diversity management software format required by the Commission, reporting on DBE utilization in Prime and/or Contractor’s operations, including subcontracts, purchase or lease agreements, or other agreements covered by 49 CFR Part 26, in the Commission’s diversity management system https://flyrichmond.diversitycompliance.com. The Commission reviews these monthly Audits to ensure that the DBE participation levels remain in compliance with any contract requirements and to verify that the work committed to DBEs is performed by DBEs. This information will also be used to provide statistical data on DBE participation achievements to the FAA. The Commission may also perform interim audits of contract payments to DBE management firms or subcontractors. Such audits may review payments to DBE subcontractors and gross receipts earned by or payments for goods and services and management agreements to DBEs to ensure that the actual amount equals or exceeds the dollar amounts stated in letters of intent or other agreements with DBEs.

iii.Records of Payments to DBEs. The Prime and/or Contractor shall maintain records and documents of payments to DBEs for three (3) years following the performance of the Prime and/or Contractor agreement or management agreement to be awarded as a result of this solicitation. The Prime and/or Contractor shall make these records and documents available for inspection https://flyrichmond.diversitycompliance.com/ upon request by any authorized representative of the Commission or DOT. This reporting requirement also extends to any certified DBE.

H. DBE PROGRAM ENFORCEMENT AND COMPLIANCE

The Commission will bring to the attention of the DOT any false, fraudulent, or dishonest conduct in connection with the DBE program so that the DOT can take steps (e.g., referral to the Department of Justice for criminal prosecution, referral to the DOT Inspector General, action under suspension and debarment or Program Fraud and Civil Penalties rules) provided in 49 CFR §26.107. We also will consider similar action under our legal authorities, including responsibility determinations in future contracts. These matters will be brought to the attention of the Commission’s legal counsel for investigation and any required legal action.

Failure to carry out the requirements of 49 CFR Part 26 is a material breach of the contract and may result in the termination of the contract or such other remedies the Commission deems appropriate.

IX. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS

a. General Requirements:

To be considered for selection, Offerors must submit a complete response to this RFP. A complete proposal package should not exceed fifteen pages (attachments will not be counted in the page limit specified above). Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

Offerors are to submit written proposals that present the Offeror’s qualifications, expertise, and understanding of the services to be performed under this RFP.

Offerors are asked to address each requirement and evaluation criteria and to be specific in presenting their qualifications. Proposals should be as thorough and detailed as possible so that the Commission may properly evaluate an Offeror’s capabilities to provide the required services. Offerors are encouraged to elaborate on their qualifications and performance data or staff expertise pertinent to the proposed undertaking, and on the qualifications and performance data of other firms proposed to participate in the proposed undertaking.

Proposals must be signed by an authorized representative of the Offeror. The signed proposal should be returned in a package, sealed, and identified with the RFP number and title as shown on the front page of the Request for Proposals.

Failure to submit all information requested may result in the Commission requiring prompt submission of missing information and/or the Evaluation Team giving a lowered evaluation of the proposal. An explanation describing how you will accomplish each requirement must be included in your proposal. The phrase “fully comply” without an explanation is unacceptable. If a requirement is not being provided, state “Not Provided.” Proposals that are substantially incomplete or lack key information may be rejected by the Commission. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

b. Specific Requirements. Proposals should be organized as follows, addressing the specific matters noted:

Tab A -- Responsible Party and Cover Letter Provide a signed letter of transmittal identifying the authorized signatory, acknowledging all Addenda, confirming Proposal validity, and identifying the individual authorized to negotiate on behalf of the Offeror.

Provide the Offeror's legal name, business address, telephone number, email address, ownership structure, primary contact, and any former names under which the firm has operated.

Tab B -- Firm Qualifications and Key Personnel Describe the firm's history, ownership, locations, organizational capacity, airport/ARFF practice, and experience conducting organizational studies, staffing analyses, operational assessments, or directly comparable public-safety consulting engagements.

Identify the Project Manager and key personnel; provide roles, resumes, credentials, relevant experience, office locations, availability, percentage commitment, and a continuity plan.

Demonstrate experience supporting 14 CFR Part 139 commercial service airports and direct knowledge of ARFF regulatory and operational requirements.

Tab C -- Relevant Experience, Past Performance, and References Describe at least four (4) recent engagements, including at least three (3) directly comparable engagements completed within the past seven (7) years, preferably Part 139 ARFF studies. Include client, contact information, airport index, scope, dates, contract value, the Offeror's role, and measurable outcomes.

Submit Attachment A, Reference Form, and CRAC Form SO-1A, Attachment G, as applicable. Disclose litigation, administrative proceedings, investigations, or actual or potential conflicts of interest related to the Offeror's professional activities during the five (5) years preceding this RFP.

Tab D -- Technical Approach, Operations, and Project Schedule Provide a detailed methodology for each Scope task, including data collection and validation, interviews and stakeholder engagement, staffing-model development, peer-airport selection and benchmarking, quality control, risk management, and treatment of assumptions or data limitations.

Provide a preliminary list of approximately eight (8) to twelve (12) proposed peer airports with the rationale for selection.

Provide a task-level schedule showing milestones, meetings, Commission decision points, data dependencies, review periods, and deliverable dates within the approximately six-month performance period.

Provide a representative redacted report excerpt, executive summary, staffing model, or other directly comparable work product.

Tab E -- Cost, Subcontractors, Participation, Exceptions, and Required Forms Submit a separate, clearly labeled cost proposal containing an all-inclusive not-to-exceed fee by task and deliverable, labor classifications, hours and rates, travel and reimbursables, assumptions, and a proposed milestone payment schedule.

Identify each proposed subcontractor, its role, qualifications, percentage of work, and applicable certification status. Submit Attachments C through F as applicable.

Identify all exceptions, deviations, assumptions, conflicts, certifications, disclosures, and completed RFP Attachments. Requested exceptions not specifically identified may be deemed waived.

X. EVALUATION, SELECTION AND AWARD

Following receipt of proposals, the Commission will evaluate and rank them based on the evaluation criteria outlined in this RFP. The Commission may engage in individual discussions with two or more Offerors deemed qualified, responsible, and suitable based on initial responses and with emphasis on the evaluation factors outlined in this RFP, to provide the required services. Repetitive informal interviews shall be permissible. Offerors shall be encouraged to elaborate on their qualifications and performance data or staff expertise pertinent to this solicitation, as well as alternate concepts. At the discussion stage, the Commission may discuss non-binding estimates of total project costs, including, but not limited to, life-cycle costing, and where appropriate, nonbinding estimates of price for services. Any fee request will require submission via email to the Procurement Manager 24 hours after request. If an Offeror is unable to provide said Fee Proposal within the time allotment, discussions will move to the next highest scored Offeror. The Fee Proposal shall consist of, at a minimum, position title, hourly labor rates, subconsultant/subcontractor cost with a separate breakdown of the items above, and any additional service rates.

Proprietary information from competing offers shall not be disclosed to the public or competitors.

After discussions outlined in the paragraph above, based on the evaluation factors outlined in this RFP, and all information developed in the selection process to this point, the Commission shall select, in the order of ranked preference, two or more Offerors. Negotiations shall then be conducted, beginning with the Offeror ranked first. Price shall be considered but need not be the sole or primary determining factor.

Offerors shall state any exception to any liability provisions contained in the RFP in writing at the beginning of negotiations, and such exceptions shall be considered. If a satisfactory and advantageous contract with the Commission can be negotiated that provides the best value to the Commission, the award shall be made to that Offeror. Otherwise, negotiations with the Offeror ranked first shall be formally terminated and negotiations conducted with the Offeror ranked second, and so on until such a contract can be negotiated. Notwithstanding the foregoing, the Commission in its sole discretion, may award contracts under this procurement to more than one Offeror, primarily based on focus areas of Professional Architectural Design Services. Should the Commission determine in writing and its sole discretion that only one Offeror is fully qualified, or that one Offeror is more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that Offeror. Offerors whose proposals are not accepted will be notified as soon as the Commission approves the selected contractor or contractors.

The Commission intends to select one or more Offerors whose terms will be most advantageous to the Commission based upon the criteria outlined in this Request for Proposals. The Commission, however, specifically reserves the right in its sole discretion to:

a. reject any and all responses received, to waive any irregularity or informality, and to select, negotiate, and accept the Proposal if it is deemed to be in the best interest of the Commission,

b. request additional information from any and all Offerors to assist it in its evaluation process,

c. negotiate the terms and conditions of any contract with the selected Offeror, and, in its sole discretion, award contracts to more than one Offeror, and

d. cancel this RFP at any time before an award and is not required to furnish a reason why a particular proposal was not deemed the most advantageous.

Offerors may be notified in writing of the Commission’s decision to award a contract resulting from this RFP. In addition, public notice of the award will be published on Virginia’s Marketplace website: https://eva.virginia.gov and on the Commission’s public notice boards located on the ground floor of the terminal building near the chapel and on the 2nd floor near the business center, 1 Richard E. Byrd Terminal Drive, Richmond International Airport, VA.

a. GENERAL TERMS AND CONDITIONS A. Applicable Laws and Courts: Any contract resulting from this Request for

Proposals shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the Circuit Court of the County of Henrico. The contractor shall comply with all applicable Federal, State, and local laws and regulations, including the Rules and Regulations of the Commission.

B. Announcement Of Award: Upon the award or the announcement of the decision to award a Contract as a result of this solicitation, the Commission will publicly post notice of the award on Virginia’s Marketplace website: https://eva.virginia.gov and by posting on the public notice boards located on the ground floor of the terminal building near the chapel and on the 2nd floor near the business center, 1 Richard E. Byrd Terminal Drive, Richmond International Airport, VA.

C. Antitrust: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the Capital Region Airport Commission all rights, title, and interest in and to all causes of the action may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or…