RFP_408197_Scope_Terms_and_Conditions.pdf

Solicitation 408197

HRSD Procurement Office Page 1 of 46

Solicitation 408197

Title RFP: SWIFT Research Center Educational and Outreach Improvements

(GN016230)

Due Date 23-SEP-2026 14:30:00 Award Date Not Specified Time Zone Eastern Time

Note A pre-proposal conference and site visit will be held on September 1, 2026, from 12:00 p.m. to 2:00 p.m. The purpose of this conference is to allow potential Offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation. If you are interested in attending, please contact Amy Murphy at amurphy@hrsd.com, to sign up and received additional information.

Please submit your response online only:

Organization HRSD Purchaser Murphy, Amy

Phone (757) 460-7312 Email amurphy@hrsd.com

Responses shall only be accepted online through Hampton Roads Sanitation District 's (HRSD) Oracle ERP system "iSupplier Portal" by the due date and time specified. Late responses and other types of responses shall not be accepted.

HRSD Procurement Office Page 2 of 46

Table of Contents

1 Header Information

1.1 General Information

1.2 Terms

1.3 Requirements

1.4 Attachments

2 Price Schedule

2.1 Line Information

2.2 Line Details

2.2.1 Line 1

HRSD Procurement Office Page 3 of 46

1 Header Information

1.1 General Information

Title RFP: SWIFT Research Center Educational and Outreach Improvements

(GN016230)

Description A pre-proposal conference and site visit will be held on September 1, 2026, from

12:00 p.m. to 2:00 p.m. The purpose of this conference is to allow potential Offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation. If you are interested in attending, please contact Amy Murphy at amurphy@hrsd.com, to sign up and received additional information.

Due Date 23-SEP-2026 14:30:00 Award Date Not Specified Purchaser Murphy, Amy

Email amurphy@hrsd.com

Note A pre-proposal conference and site visit will be held on September 1, 2026, from 12:00 p.m. to 2:00 p.m. The purpose of this conference is to allow potential Offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation. If you are interested in attending, please contact Amy Murphy at amurphy@hrsd.com, to sign up and received additional information.

1.2 Terms

Ship-To Address SWIFT Research Center

6909 Armstead Road Suffolk, VA 23435 United States

Bill-To Address Accounts Payable

PO BOX 5915

Virginia Beach, VA 23471-0915 United States

Payment Terms Net 30 Carrier Best Way FOB Destination Freight Terms Freight Prepaid

1.3 Requirements

Bidders/Offerors Certification By the submission of this online response, the Bidder/Offeror is duly authorized to bind the company and is familiar with all aspects of the bid/proposal and fully meets the requirements found in this solicitation.

Circle one from the response values below:

Yes Proof of Authority to Transact Business in Virginia

Pursuant to Virginia Code 2.2-4311.2, a Bidder/Offeror must provide their State Corporation Commission (SCC) number on the below line otherwise you must state why your firm is not required to have a (SCC) number. Any bidder/offeror described herein that fails to provide the required information shall not receive an award unless a waiver of this requirement is granted by the Procurement Office. If this bid/proposal for goods or services is accepted by HRSD, the undersigned agrees that the requirements of the Code of Virginia Section 2.2-4311.2 have been met. Please complete the following by providing the requested information.

Type No Response Required Please supply your company's Identification Number that has been issued by the State Corporation Commission (SCC) if you do not have one please enter N/A and complete the below questions.

Provide your answer below

HRSD Procurement Office Page 4 of 46

Proof of Authority to Transact Business in Virginia

Bidder/Offeror is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust.

Circle one from the response values below:

Yes N/A

Bidder/Offeror is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia(not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the Bidder/Offeror in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from Bidder/Offeror's out-of-state location.

Circle one from the response values below:

Yes N/A

Bidder/Offeror is an out-of-state business entity that is including with this bid/proposal an opinion of legal counsel which accurately and completely discloses the undersigned Bidder's/Offeror's current contracts with Virginia and describes why those contracts do not constitute the transaction of business in Virginia within the meaning of 13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia.

Attach opinion to your response for this solicitation.

Circle one from the response values below:

Yes N/A

Bidder/Offeror does not have an Identification Number issued to it by the SCC and such Bidder/Offeror is not required to be authorized to transact business in Virginia by the SCC. Please state the reason(s) or enter N/A if this does not apply to your company.

Provide your answer below

Answer YES if you have not completed any of the foregoing options but currently have pending before the Virginia SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for bids/proposals(HRSD reserves the right to determine in its sole discretion whether to allow such waiver).

Circle one from the response values below:

Yes N/A

Provide Legal Name of Company (as listed on W-9)

Provide your answer below

HRSD Procurement Office Page 5 of 46

Submittal Requirements Have you attached a copy of your Certificate of Insurance? (Sample copy shall be acceptable with submittal)

Circle one from the response values below:

Yes No N/A

Have you included information about your company's experience in providing the goods/services described herein?

Circle one from the response values below:

Yes No N/A

Have you included the names, qualifications and experience of personnel to be assigned to the project?

Circle one from the response values below:

Yes No N/A

1.4 Attachments

Name Data Type Description Solicitation Viewing Instructions

Short Text In order to view this solicitation and all associated documents you must log into HRSD's Online Procurement System.

Attachment 3 File 3- HRSD Community Commitment Program Framework

Attachment 1 File 1- Location of SWIFT Research Center Attachment 2 File 2- Sample Reference Questionnaire

HRSD Procurement Office Page 6 of 46

2 Price Schedule

2.1 Line Information

Retainage Retainage Attributes Negotiable Maximum Retainage Amount No Retainage Rate (%) No

Line Item, Rev Target Quantity (N/A)

Unit Unit Price Amount Promised Date

1 For the purposes of the online submittal, the sum of one dollar ($1.00) should be entered on the line item provided. Offerors shall submit a detailed breakdown of proposed pricing for all applicable services as an attachment.

2.2 Line Details

2.2.1 Line 1 For the purposes of the online submittal, the sum of one dollar ($1.00) should be entered on the line item provided. Offerors shall submit a detailed breakdown of proposed pricing for all applicable services as an attachment.

Need-By Date Not Specified NIGP Code

(CURRENCY_COD

E=USD)

Not Specified

Ship-To Address Design-Const SWIFT 1434 Air Rail Avenue Virginia Beach, VA 23455 United States

HRSD Page 7 of 46

Terms and Conditions

Table of Contents

Terms and Conditions

I. PURPOSE

A. Purpose

II. BACKGROUND

A. Background

III. STATEMENT OF NEEDS

A. Introduction B. Project Description C. Scope of Work D. Other Services Required E. Minimum Consultant Qualifications F. Attachments

IV. REPORTING AND DELIVERY REQUIREMENTS

A. Reporting and Delivery Requirements

V. PRE-PROPOSAL CONFERENCE

A. Pre-Proposal Conference

VI. INSTRUCTIONS TO OFFERORS

A. Instructions to Offerors B. Solicitation Inquiries C. Submittal of Responses D. Technical Assistance E. Receipt and Opening of Solicitations

VII. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS

A. General Requirements B. Specific Proposal Requirements

VIII. EVALUATION AND AWARD CRITERIA

A. Evaluation Criteria B. Interviews/Demonstrations C. Award of Contract

IX. GENERAL TERMS AND CONDITIONS

A. Announcement of Award B. Anti-Discrimination C. Anti-Trust D. Applicable Law and Courts E. Assignment of Contract F. Authorization to Transact Business in Virginia G. Availability of Funds H. Changes I. Clarification of Terms J. Contract Documents K. Debarment Status L. Default M. Discounts

HRSD Page 8 of 46

N. Disputes O. Drug-Free Workplace P. Ethics in Public Contracting Q. Faith-based Organizations R. Forced or Indentured Child Labor S. HRSD Procurement Policy T. Immigration Reform and Control Act of 1986 U. Indemnification V. Informality W. Invoices/Payment X. Mandatory Use of HRSD Form and Terms and Conditions Y. Minority Owned Businesses Subcontracting and Reporting Z. Non-Publicity AA. Precedence of Terms AB. Qualifications of Bidders/Offerors AC. Taxes AD. Testing/Inspection AE. Title VI Civil Rights Obligations AF. Withdrawal or Modification of Responses Prior to Due Date

X. SPECIAL TERMS AND CONDITIONS

A. Acceptance and Testing B. Audit C. Best and Final Offer D. Certification Testing Period - Systems, Solutions, or Software E. Clean Air Act F. Component Warranty G. Confidentiality H. Consultant Substitution I. Contract Period J. Contractor Experience K. Contractor Registration L. Current Software Version M. Demonstrations N. Definitions O. Delivery and Storage P. Documentation of Existing Site Conditions Q. Excessive Downtime R. Expense Reimbursements S. Final Inspection T. Hazardous Chemical Communication Program U. Insurance V. Labeling of Hazardous Substances W. Laws and Regulations X. Limitation of Use - Software Y. Limitation of Use - System Software Z. New Equipment AA. Non-Exclusive Contract AB. Maintenance Manuals AC. Open Source

HRSD Page 9 of 46

AD. Ownership AE. Performance and Payment Bonds AF. Preventive Maintenance AG. Prime Contractor Responsibilities AH. Product Information AI. Proposal Acceptance Period AJ. Protection of Persons and Property AK. Qualified Repair Personnel AL. References AM. Safety Data Sheets AN. Software Disposition AO. Software Evolution AP. Software or Hardware Substitution AQ. Source Code AR. Subcontractors AS. Superintendence by Contractor AT. Support Service Period (Routine) AU. System Environment AV. Term of Software License AW. Term of System Software License AX. Termination for Cause AY. Termination for Convenience AZ. Third Party Acquisition of Software BA. Unifier Enterprise Project Management System BB. Use of Contract by Other Public Bodies BC. Use of HRSD Facilities BD. Use of Premises and Removal of Debris BE. Warranty BF. Warranty Against Shutdown Devices BG. Warranty of Materials and Workmanship BH. Warranty of Software BI. Work Hours BJ. Work Site Damages

XI. METHOD OF PAYMENT

A. Method of Payment

XII. PRICING

A. Pricing

HRSD Page 10 of 46

Terms and Conditions

I. PURPOSE

A. Purpose

The purpose of this Request for Proposal, RFP #408197, is to solicit sealed proposals to establish a contract through competitive negotiations to obtain a qualified firm to provide professional services to redesign HRSD's SWIFT (Sustainable Water Initiative for Tomorrow) Research Center's Educational and Outreach Areas located at the Nansemond Treatment Plant.

II. BACKGROUND

A. Background

HRSD is a political subdivision of the Commonwealth of Virginia. Our promise and vision are to treat wastewater and recover natural resources to protect public health and the environment so that our communities will have clean waterways and reliable water resources for generations to come.

For more than 80 years HRSD has been the regional wastewater treatment provider for southeastern Virginia, an area of more than 5,000 square miles and serving more than 1.9 million people across 20 cities and counties.

HRSD is an innovative, forward-thinking, and highly regarded agency throughout the industry and has received numerous awards and patents and is consistently recognized for its work. For more information about HRSD, please visit www.hrsd.com.

The SWIFT (Sustainable Water Initiative for Tomorrow) Research Center serves as a critical research facility, fully operational advanced water treatment facility, and a public outreach center for SWIFT. The facility has the capacity to generate one (1) million gallons per day (MGD) of SWIFT Water®, which meets drinking water quality regulations and is compatible with the Potomac aquifer. Each year, the SWIFT Research Center welcomes a wide range of stakeholders, students, elected officials, national and global utility partners, economic development, HRSD staff, and community members to learn about SWIFT. To enhance the visitor experience and support outreach efforts, HRSD is seeking a Firm to provide guidance, design, and implement elements to create a more interactive, informative, dynamic, and accessible experience at the SWIFT Research Center.

III. STATEMENT OF NEEDS

A. Introduction http://www.hrsd.com

HRSD Page 11 of 46

1. Offeror shall provide professional services including schematic design services, detailed design services, creative content development, procurement support, and implementation ("turn-key") services for the SWIFT Research Center Educational and Outreach Improvements (GN016230) (Project). The SWIFT Research Center (SRC) is located within HRSD's Nansemond Treatment Plant at 6909 Armstead Road, Suffolk, Virginia. Attachment 1 - Location of the SWIFT Research Center and Other Graphical Information. A web-based virtual tour of the SRC is available at:

https://www.hrsd.com/sites/default/files/assets/videos/SWIFT_VirtualTour/index.html.

2. All Offerors shall demonstrate prior experience in delivering projects of similar scope and complexity, showcasing experience in successfully designing and implementing innovative, interactive, and educational spaces.

3. HRSD's program management team, AECOM Technical Services, Inc. and Hazen and Sawyer, PC, assisted with the development of this RFP and are precluded from competing for this Project and shall not be included on any professional services team as either a prime or subconsultant.

B. Project Description

The goal of this Project is to enhance the visitor experience at the SWIFT Research Center and support outreach efforts, by creating a more interactive, informative, dynamic, and accessible experience at the SWIFT Research Center. Updates to the SWIFT Research Center shall be completed to support an increased engagement effort by Spring 2027.

C. Scope of Work

1. The Firm shall provide to HRSD appropriate designs, implementation of turn-key elements, updated audio/visual technology, and associated informative content in accordance with all requirements stated herein.

2. The Firm shall provide design services in accordance with all Federal, State, and Local requirements. In addition, the project shall be delivered in accordance with HRSD Design and Construction Standards (available for review at www.hrsd.com/standards) and HRSD IT Department requirements.

3. The Work to be performed under this Contract includes, but is not limited to:

Technical Scope of Work

a. The Firm shall provide alternative schematic designs for reimagining the physical space to create a more interactive, updated, engaging, educational, and accessible environment.

Recommendations may include improvements to navigation, addition of key educational touchpoints such as the interactive exhibits and visual exhibits, and addition of designated areas for digital learning, tactile exploration (e.g. a tabletop representation of the facility's processes and infrastructure), or sensory elements (e.g. water flow simulations or ambient sounds). Creation of a centralized hub for visitor assistance, supplemental materials, and methods for gathering visitor feedback is desired.

https://www.hrsd.com/sites/default/files/assets/videos/SWIFT_VirtualTour/index.html http://www.hrsd.com/standards

HRSD Page 12 of 46

b. The Firm shall provide alternative schematic designs to provide modern visual display fixtures and immersive lighting/sound systems to enhance the visitor. Recommendations may include incorporating visual elements like video walls, monitors, kiosks, or other display technologies.

Audio and visual systems shall be coordinated to create a cohesive and seamless experience.

c. The Firm shall provide creative content for all proposed video wall monitors and graphics, incorporating updated visuals, voiceovers, and research data that reflect SWIFT's latest initiatives and messaging.

d. The Firm shall provide guidance, documentation, and creative material for establishing a self-guided tour of the SWIFT Research Center, incorporating engaging, educational, visual, and auditory elements tailored for a general audience.

e. The Firm shall provide recommendations for audio systems (e.g. voice amplification or other systems) or other solutions to enhance guided tours of the facility.

f. The Firm shall collaborate with HRSD to develop creative and user-friendly digital and physical creative content that enhances the educational value of the visitor experience. This may include designing a user-friendly app-based or web-accessible platform to deliver supplemental educational materials, videos, and tour information, with an emphasis on accessibility, interactivity, and compliance with WCAG 2.1 standards.

g. The Firm shall perform a site analysis to identify possible locations within the site for an outdoor event space. The location must accommodate both internal HRSD events and events involving non-HRSD staff and stakeholders. The space shall be adaptable to various functions and capable of supporting diverse activities. The evaluation must consider compliance with all local, state, and accessibility requirements. If requested, Firm will provide alternative schematic designs for this space.

h. The Firm is encouraged to integrate eco-friendly materials and energy-efficient systems to reinforce SWIFT's sustainability goals.

i. All designs and physical modifications shall comply with ADA and WCAG 2.1 standards, including tactile signage, braille descriptions, and wheelchair-accessible pathways.

j. The Firm shall review life safety and accessibility requirements and standards to identify and document necessary updates. Recommendations may include improvements to egress routes, exit signage, accessible access routes, and door hardware upgrades. All updates must meet current codes and standards.

k. Based on the final designs selected, the Firm shall provide turn-key services to implement design elements at the SWIFT Research Center.

4. Specific Requirements

HRSD Page 13 of 46

a. Schematic Design Services: Provide schematic design(s) which considers alternatives that address capital costs and maintenance and life-cycle costs.

b. Detailed Design Services: Submit necessary review packages during the detailed design as negotiated with HRSD. As part of each review package, provide an updated project budget and schedule.

c. Creative Content Development Services: Provide printed, three-dimensional, audio, visual, and web-based creative content for HRSD's use.

d. Procurement Support Services: Assist in the procurement of specific elements that are not provided by Firm, as agreed to by HRSD. All HRSD Procurement Policy requirements shall be maintained when providing support to HRSD, through such efforts as specification development.

e. Implementation ("Turn-key") Services: Provide elements necessary to meet the goals of the project.

f. Additional Services: Provide these services as needed during the delivery of this Project.

g. The Firm shall consult with Federal, State, and local authorities to fully coordinate the proposed work with other interested parties; revise the construction plans and specifications and other contract documents to meet Federal, State, and local agency requirements; and prepare applications for any necessary permits as required.

h. The Firm shall provide localities or other applicable agencies with reproducible and electronic copies of construction plans and specifications and other contract documents for incorporation into their contract documents as appropriate. Electronic copies should be in a format used and/or compatible with the State and/or localities, etc.

i. The Firm shall provide meaningful support and commitment to HRSD's Community Commitment Program in coordination with the HRSD's Steering Committee and HRSD's framework document. Submit Firm's Community Commitment Plan for Steering Committee review. Submit on a monthly basis, via the Community Commitment Program database, updates describing progress towards commitments stated in accepted Plan.

D. Other Services Required

1. Ongoing services may be required for proposed components of the redesign of the SCR. If needed, HRSD reserves the right to enter into direct contracts with the offeror or any subcontractor as part of this solicitation.

2. Due to the unknown nature of the proposed redesign from each firm, HRSD reserves the right to add

HRSD Page 14 of 46 additional terms and conditions to the final contract as it relates to the proposed project elements.

3. Firm shall provide training for HRSD staff for all components implemented as part of the redesign so that HRSD is able to effectively operate and maintain the entire design.

E. Minimum Consultant Qualifications

1. Firm must have been in business for a minimum of five (5) years.

2. Firm and subconsultants must provide a minimum of three (3) recent references for similar type projects, preferably water-related spaces and content.

3. Provide a minimum of two (2) examples of projects where you meet schedules, stayed within budget, and were able to implement a quality product.

F. Attachments

Attachment 1 – Location of the SWIFT Research Center and Other Graphical Information

Attachment 2 – Reference Questionnaire

Attachment 3 – HRSD Community Commitment Program Framework

IV. REPORTING AND DELIVERY REQUIREMENTS

A. Reporting and Delivery Requirements

Please review the statement of needs for any reporting or delivery requirements.

V. PRE-PROPOSAL CONFERENCE

A. Pre-Proposal Conference

A pre-proposal conference and site visit will be held on September 1, 2026 from 12:00 p.m. to 2:00 p.m.. The purpose of this conference is to allow potential Offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation. If you are interested in attending, please contact Amy Murphy at amurphy@hrsd.com to sign up and receive additional information.

The site visit will start immediately after the pre-proposal conference and will be limited two (2)-hour duration from the scheduled start time.

HRSD Page 15 of 46

1. The purpose of the site visit is to give Offerors an understanding of the scale of the Project and familiarize them with site constraints.

2. Offerors' investigations shall be limited to visual inspection of the existing site conditions and inspection of the SWIFT Research Center. No sampling of materials or destructive testing shall be performed during this walkthrough.

3. No further inspections of the interior space of the existing facilities will be allowed.

While attendance at this conference and site visit is not a prerequisite to submitting a proposal, Offerors who intend to submit a proposal are encouraged to attend the conference at the specified time and date. HRSD will not reschedule additional pre-proposal conferences.

Have a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

The Offeror's online submittal to this solicitation constitutes certification that he/she is aware of the optional pre-proposal conference and is aware of the conditions under which the work must be accomplished. Claims, as a result of failure to attend the optional pre-proposal conference, will not be considered by HRSD.

VI. INSTRUCTIONS TO OFFERORS

A. Instructions to Offerors

This is an HRSD Request for Proposal solicitation for sealed proposals to establish a contract through competitive negotiations for the requested goods/services. THIS IS NOT AN ORDER.

B. Solicitation Inquiries

Please direct all questions concerning this solicitation to the HRSD Procurement Office Purchaser indicated in the solicitation. Direct contact with HRSD departments, other than the Procurement Office, concerning this solicitation is prohibited. HRSD disclaims any responsibility for documents distributed by other parties. Any changes to this solicitation shall be issued from HRSD's Procurement Office through HRSD's Online Oracle ERP system.

C. Submittal of Responses

HRSD only accepts responses submitted online through HRSD's Online Oracle ERP system. Failure to submit a response through HRSD's Online Oracle ERP system will be rejected by HRSD. It is the responsibility of the Offeror to assure that their response is submitted in HRSD's Online Oracle ERP system prior to the due date and time. All times listed in the HRSD solicitation are Eastern Standard Times. Late responses shall not be accepted.

HRSD shall not be responsible for late or lost responses due to an improper online submittal by Offeror.

D. Technical Assistance

HRSD Page 16 of 46

If you experience difficulties logging into your account or using HRSD's Oracle ERP system, please contact the help desk at erphelp@hrsd.com for assistance.

E. Receipt and Opening of Solicitations

Online responses received will be opened at the HRSD Department of Finance Procurement Office, 1434 Air Rail Ave., Virginia Beach, VA 23455 at the time stated in the solicitation. For Request for Quote and Invitation for Bid, Bidders' names and prices will be made public for the information of Bidders and others interested who may be present either in person or by representative. For Request for Proposal and Request for Technical Proposals, only the Offerors' names shall be made public. The official or agent of HRSD, whose duty it is to open them, will decide when the specified time has arrived. No responsibility will be attached to any official or agent for the premature opening of a response not properly submitted. No decisions relating to an award of a contract shall be made at the solicitation opening.

VII. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS

A. General Requirements

1. RFP Response:

In order to be considered for selection, Offerors must submit a response online through HRSD's Oracle ERP system no later than the published due date and time. No other distribution of the proposal shall be made by the Offeror. No offer received after the time designated for receipt of offers shall be considered.

2. Proposal Preparation:

a. Proposals shall be submitted online through HRSD's Oracle ERP system by an authorized representative of the Offeror. All information requested must be submitted. Failure to submit all information requested may result in the Procurement Office requiring prompt submission of missing information and/or giving a lower evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the Procurement Office. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

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

c. Proposals should be organized in the order in which the requirements are presented in the RFP and should be contained in a single volume. All documentation submitted with the proposal should be contained in that single volume.

d. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, subletter, and repeat the text of the requirement as it appears in the RFP. If a response covers mailto:erphelp@hrsd.com

HRSD Page 17 of 46 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 contents which cross references the RFP requirements.

Information which the Offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

e. Trade Secrets/Proprietary Information - Ownership of all data, materials and documentation originated and prepared for HRSD pursuant to the RFP shall belong exclusively to HRSD 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, in writing, prior to or upon submission of the data or other materials, and must specifically identify the data or other materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be clearly identified by highlighting specific words, figures, or paragraphs that constitute trade secret or proprietary information. Offerors shall also be required to mark the corresponding pages with the word "confidential" in the upper right hand corner of each page, submit an index with proposals entitled "Trade Secrets/Proprietary Information" referencing all protected page numbers and section numbers, and state reasons why protection is necessary for each item. Index page must be submitted in the front of each Offeror's proposal. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in the rejection of the proposal.

f. All proposal preparation costs incurred are the responsibility of the Offeror.

B. Specific Proposal Requirements

Proposals should be as thorough and detailed as possible so that HRSD may properly evaluate your capabilities to provide the required goods/services. Your proposals shall be limited to twenty-five (25) pages excluding option cover sheet, table of contents, tabs, transmittal letter, and appendices as described herein. Pages in excess of those specified above will not be reviewed. Offerors shall segregate the response into three (3) parts and shall provide the following specific information:

1. Part 1- Qualifications

a. Brief description of the Firm.

b. Proposed organization of Firm and subconsultants and describe the proposed structure of the team for HRSD's Project, including an organizational chart.

c. Identification, location, qualifications, and experience of project manager and principal project team members including subconsultants for HRSD's Project. Provide short form resumes with a minimum of three (3) references and maximum of five (5) reference project descriptions in Part 3

– Appendices. Indicate involvement of proposed team members in each reference project by clearly stating their role.

HRSD Page 18 of 46

d. Demonstrate experience of Firm and subconsultants on similar projects. Provide a minimum of three (3) projects with a maximum of five (5) projects. Highlight experience with success in designing and implementing turnkey, interactive, and educational spaces. Preference is for water related spaces and content. For each reference project, indicate proposed team members' involvement, provide an Owner reference (name, title, phone, email), and provide a description of the total project costs.

i. Demonstrated past project performance by providing the following:

ii. Demonstrated ability to meet schedules and timeliness of project delivery. Describe a minimum of two (2) and a maximum of three (3) example projects providing such information as proposed initial schedule compared to final completion timeline, duration of design and implementation phases, and how project timelines were maintained.

iii. Demonstrated ability to stay within budget. Describe a minimum of two (2) with a maximum of three (3) projects providing such information as original total project budget, final total project costs, and issues affecting the overall project cost.

iv. Demonstrated ability to implement a quality approach and deliver quality projects.

Describe a minimum of two (2) with a maximum of three (3) projects providing such information as alignment with Owner's desired outcomes and achievement of a favorable outcome balancing cost, time, and quality from the position of the Owner.

Highlighting how decisions were made that led to positive outcomes for all stakeholders involved.

2. Part 2 – Technical Approach

a. Understanding of Project and alignment with HRSD's Strategic Plan

b. Approach to management of Project

c. Approach to a cost-efficient design of Project, including technical and creative elements

d. Approach to providing educational value

e. Strategies for improving accessibility and inclusivity

f. Approach to increasing sustainability and resilience

g. Schedule indicating proposed time frame required for Project activities and anticipated staff workload versus capacity during proposed Project duration (assume December 1, 2026, as the Notice to Proceed date). Large format schedules may be included in Part 3 – Appendices and must be referenced within this section.

HRSD Page 19 of 46

h. Describe a proposed Community Commitment Plan that will align with HRSD's Strategic Plan and expectations as described in Attachment 3 – HRSD Community Commitment Program Framework. Highlight areas where the Firm will meaningfully provide support to the communities served by HRSD (e.g. philanthropy, community, involvement, volunteerism, corporate responsibility, job training, mentor/protégé programming). Include proposed timeline for plan implementation. Proposed plan may be included in Part 3 – Appendices and must be referenced in this section.

3. Part 3 – Appendices

a. Resumes of key personnel.

b. Offeror may expand upon project-specific information in the Appendices section for the projects chosen to showcase experience of the Firm and teaming partners. Points of contact must be current.

c. References: The Firm must include a table of at least three (3) references and verify that their point of contact information is current. The evaluation committee may contact the references that were provided and ask the questions listed in Attachment 2-Questionnaire.

d. Company literature providing general information on Offeror to include company name, office location(s), officers and personnel by discipline and office location.

e. Any other relevant information.

4. Part 4- Proposed Price

a. Offerors shall submit a detailed breakdown of proposed pricing for all applicable services in a section of their proposal outlined "Proposed Pricing." For the purposes of the online submittal, the sum of one dollar ($1.00) should be submitted on the line item provided.

b. The selected Offeror shall be compensated for services in accordance with the approved contract.

Progress payments will be based on the completion of project tasks and deliverables as outlined in the approved project schedule and Scope of Work. Please provide a breakdown of costs associated with the first phase of the project for evaluation purposes. Please include estimated number hours, number of people, and hourly rate/s for the Schematic Design Services Phase only.

c. Due to the unknown elements of the final design, costs for other phases will be negotiated after the final design is determined.

i. Detailed Design Services

ii. Creative Content Development Services

iii. Procurement Support Services

HRSD Page 20 of 46

iv. Travel expenses for on-site work

v. Third-party costs

vi. Recurring subscription/SaaS

vii. Optional Add-Ons

viii. Additional Services if needed. (Hourly Rates)

VIII. EVALUATION AND AWARD CRITERIA

A. Evaluation Criteria

Proposals shall be evaluated by HRSD using the following:

Evaluation Criteria Maximum Points Available

1. Approach to cost-efficient design, including technical and creative elements

2. Schedule for project 15

3. Experience of personnel and subconsultants for project (including location of personnel)

4. Past project performance 10

5. Project understanding and alignment with HRSD's Strategic Plan

6. Approach to providing education value 10

7. Management approach 5

8. Experience and organization of Firm and subconsultants on similar projects

9. Strategies for improving accessibility and inclusivity

10. Approach to increasing sustainability and resilience

11. Approach to HRSD's Community Commitment Program

12. Cost 5

TOTAL 100

B. Interviews/Demonstrations

Offerors who submit a proposal in response to this RFP may be required to attend an interview and/or provide a demonstration of their products/services offered. This provides an opportunity for the Offeror to clarify or elaborate on their proposal. This is a fact finding and explanation session only and does not include negotiation.

The HRSD Procurement Officer will schedule the time and location of the interview and/or demonstrations.

HRSD will determine if the interviews and/or demonstrations will be held virtually or on site at an HRSD location, all costs involved shall be the responsibility of the Offeror. Interviews and/or demonstrations are an

HRSD Page 21 of 46 option of HRSD and may or may not be conducted.

C. Award of Contract

Selection shall be made of two or more Offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposal, including price.

Negotiations shall be conducted with the Offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected, HRSD shall select the Offeror which, in its opinion, has made the best proposal, and shall award the contract to that Offeror. HRSD may cancel this Request for Proposal or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous.

Should HRSD determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than others under consideration, a contract may be negotiated and awarded to that Offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the Contractor's proposal negotiated.

IX. GENERAL TERMS AND CONDITIONS

A. Announcement of Award

Upon the award or the announcement of the decision to award a contract as a result of this solicitation, results will be available on HRSD'S web site (https://erpprodext.hrsd.com:4443).You must log in to the system to view this information otherwise you can find a list of all awards located on HRSD's website under Procurement Public Notices at https://www.hrsd.com/bids-and-rfps.

B. Anti-Discrimination

By submitting your response, Bidders/Offerors certify to HRSD that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be subject to the same rules as other organizations that contract with HRSD to account for the use of the funds provided; however, if the faith-based organization segregates HRSD funds into separate accounts, only the accounts and programs funded with HRSD funds shall be subject to audit by HRSD. (Code of Virginia, § 2.2- 4343.1E).

In every contract over $10,000 the provisions in 1. and 2. below apply:

1. During the performance of this contract, the contractor agrees as follows:

a. The contractor will not discriminate against any employee or applicant for employment because of https://erpprodext.hrsd.com:4443 https://www.hrsd.com/bids-and-rfps

HRSD Page 22 of 46 race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, status as military family, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rules or regulations shall be deemed sufficient for the purpose of meeting the requirements of this section.

d. If the contractor employs more than five employees, the contractor shall (i) provide annual training on the contractor's sexual harassment policy to all supervisors and employees providing services at HRSD and (ii) post the contractor's sexual harassment policy in (a) a conspicuous public place in each building located in the Commonwealth that the contractor owns or leases for business purposes and (b) the contractor's employee handbook.

e. The requirements of these provisions 1. and 2. are a material part of the contract. If the Contractor violates one of these provisions, HRSD may terminate the affected part of this contract for breach, or at its option, the whole contract. Violation of one of these provisions may also result in debarment from State contracting regardless of whether the specific contract is terminated.

f. In accordance with Executive Order 61 (2017), a prohibition on discrimination by the contractor, in its employment practices, subcontracting practices, and delivery of goods or services, on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age, political affiliation, disability, or veteran status, is hereby incorporated in this contract.

2. The contractor will include the provisions of 1. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or supplier.

C. Anti-Trust

By entering into a contract, the Contractor conveys, sells, assigns, and transfers to HRSD all rights, title and interest in and to all causes of the action it 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 acquired by HRSD under said contract.

D. Applicable Law and Courts

This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law provisions, and any litigation with respect thereto shall be brought in the circuit courts of the Commonwealth. HRSD and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

HRSD Page 23 of 46

E. Assignment of Contract

The Contractor may not assign, in whole or in part, the Contract or its rights, duties, obligations, or responsibilities hereunder without the prior written consent of HRSD, which consent may be withheld at the sole and absolute discretion of HRSD. For the purposes of the Contract, the term "assign" shall include, but shall not be limited to, the sale, gift, assignment, pledge, or other transfer of any ownership interest in the Contractor provided, however, that the term shall not apply to the sale or other transfer of stock of a publicly traded company. Any assignment consented to by HRSD shall be evidenced by a written assignment agreement executed by the Contractor and its assignee in which the assignee agrees to be legally bound by all the terms and conditions of the Contract and to assume the duties, obligations, and responsibilities being assigned.

F. Authorization to Transact Business in Virginia

By submitting a response to HRSD a contractor organized as a stock or non-stock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described above that enters into a contract with a public body pursuant to the Virginia Public Procurement Act shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

G. Availability of Funds

It is understood and agreed between the parties herein that HRSD shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

H. Changes

By written notice to the Contractor, HRSD may from time to time make changes, within the general scope of the contract, in the goods or services to be provided by the Contractor, the method of shipment or packing, or the place of delivery or the place of performance. The Contractor shall promptly comply with the notice and shall make all subsequent shipments of goods and performance of services in conformity to the notice. If any such change causes an increase or decrease in the Contractor's cost of performance or the time required for performance, an equitable adjustment in the contract price and/or the time allowed for performance of the contract shall be negotiated and the contract modified accordingly by written supplemental agreement. Any claim by the Contractor for adjustment under this clause must be asserted by written notice to the purchasing agent within (30) days from the date of receipt by the Contractor of the change notice. If the parties fail to agree to an adjustment, the question of an increase or decrease in the contract price or time allowed for performance shall be resolved in accordance with the procedures for resolving disputes provided by the disputes clause of the contract. Neither the existence of a claim, a dispute, submission of the dispute to HRSD resolution process, litigation or any portion of this provision or changes shall excuse the Contractor from promptly proceeding with performance of the contract as changed by the notice.

HRSD Page 24 of 46

I. Clarification of Terms

It shall be the responsibility of the Bidders/Offerors to examine the entire contents of the solicitation. If any prospective Bidder/Offeror has questions about the specifications or other solicitation documents, the prospective Bidder/Offeror should contact the Procurement Official whose name appears on the face of the solicitation prior to the due date. Any revisions to the solicitation will be made only by an amendment issued by the Procurement Office.

J. Contract Documents

The Contract entered into by the parties shall consist of the online submittal by the Contractor through HRSD's online procurement system, HRSD's Purchase Order, General and Special Terms and Conditions, the Specifications with drawings, if any, including all modifications thereof, all of which shall be referred to collectively as the Contract Documents.

Bidders are advised that HRSD does not sign standard contract forms which may be used by the Bidder. Your online submittal certifies the Bidder is an agent or officer authorized to bind the company to the terms and conditions of this solicitation.

K. Debarment Status

By submitting their response, Bidders/Offerors certify that they are not currently debarred by HRSD or the Commonwealth of Virginia from submitting responses on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

L. Default

In case of failure to deliver goods or services in accordance with the contract terms and conditions, HRSD, after due oral and written notice, may procure them from other sources and hold the Contractor responsible for any resulting additional purchase and administrative costs.