RFP_408300_Scope_Terms_Conditions.pdf

Solicitation 408300

HRSD Procurement Office Page 1 of 43

Solicitation 408300

Title RFP: Capital Improvement Program Support Services Due Date 30-SEP-2026 14:30:00 Award Date Not Specified

Time Zone Eastern Time

Note A pre-proposal conference will be held via Microsoft Teams on September 9, 2026, at 1:00 p.m. EST. If you are interested in joining the conference call, please contact Amy Murphy at amurphy@hrsd.com to register and a meeting request will be sent with a link to the meeting. 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.

While attendance at this conference 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. Any changes resulting from this conference will be issued in a written amendment to the solicitation.

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.

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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

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1 Header Information

1.1 General Information

Title RFP: Capital Improvement Program Support Services

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

Email amurphy@hrsd.com

Note A pre-proposal conference will be held via Microsoft Teams on September 9, 2026, at 1:00 p.m. EST. If you are interested in joining the conference call, please contact Amy Murphy at amurphy@hrsd.com to register and a meeting request will be sent with a link to the meeting. 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.

While attendance at this conference 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.

Any changes resulting from this conference will be issued in a written amendment to the solicitation.

1.2 Terms

Effective Start Date 01-JAN-2027 Effective End Date Not Specified

Ship-To Address Multiple (See Below) See Below Virginia Beach, VA 23455 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

Total Agreement Amount (USD)

Not Specified

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 License Requirements

Contractor Name (if not applicable enter N/A in the field)

Provide your answer below

Subcontractor (if applicable otherwise enter N/A in the field)

Provide your answer below

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License Requirements

Virginia Contractor Number

Value Type Numeric Value only Provide your answer below

Specialty if Applicable (otherwise type N/A)

Provide your answer below

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

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.

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Proof of Authority to Transact Business in Virginia

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

1.4 Attachments

Name Data Type Description Attachment 5 - 2030 Vision Strategic Plan, Hampton Roads Sanitation District

File

Attachment 2 - Professional Services Agreement (EJCDC Model Form of Agreement)

File

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 1 - Reference File

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Name Data Type Description Questionnaire Attachment 3 - Pre-RFP Information Session Slides and Attendance List

File

Attachment 4 - Project Management Organization Benchmarking Study Report

File

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2 Price Schedule

2.1 Line Information

Line Item, Rev / Job

Target Quantity (N/A)

Unit Unit Price Amount Bid Minimum Release Amount

1 For the purposes of the online submittal, the sum of one dollar ($1.00) should be submitted on the line item provided.

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 submitted on the line item provided.

Shopping Category Requisition Use Only NIGP Code

(CURRENCY_COD

E=USD)

Not Specified

Minimum Release Amount (USD)

Not Specified

Estimated Total Amount (USD)

Not Specified

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Terms and Conditions

Table of Contents

Terms and Conditions

I. PURPOSE

A. Purpose

II. BACKGROUND

A. Background

III. STATEMENT OF NEEDS

A. Project Description B. Definitions C. Scope of Work D. Minimum Consultant Qualifications E. 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 F. Tentative Procurement Schedule

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

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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. Audit B. Best and Final Offer C. Confidentiality D. Consultant Substitution E. Continuity of Services F. Contract Period G. Definitions H. Expense Reimbursements I. Hazardous Chemical Communication Program J. Insurance K. Laws and Regulations L. Non-Exclusive Contract M. Prime Contractor Responsibilities N. Proposal Acceptance Period O. Protection of Persons and Property P. References Q. Renewal of Contract R. Subcontractors S. Terms T. Transportation Worker Identity Credentials (TWIC) and Norfolk International Terminals (NIT) Virginia Port Authority Requirements U. Unifier Enterprise Project Management System V. Use of Contract by Other Public Bodies W. Warranty X. Work Hours

XI. METHOD OF PAYMENT

A. Method of Payment

XII. PRICING

A. Pricing

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Terms and Conditions

I. PURPOSE

A. Purpose

The purpose of this Request for Proposal, RFP #408300, is to solicit sealed proposals to establish a contract through competitive negotiations to select qualified consulting firm, or teams of firms (Firm) to provide professional services to support HRSD's Program Support Office (PSO) and Capital Improvement Program (CIP) as outlined below.

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 .

In alignment with HRSD's Strategic Plan, a Program Support Office (PSO) Department has been created within the Engineering Division structure to increase transparency and optimize delivery of HRSD's capital improvement program (CIP).

The Work to be performed under this Contract includes but is not limited to the focus areas defined hereunder in the Scope of Work. These focus areas and scope items were developed based on HRSD's initial, informal needs assessment, informed by internal discussions and the conclusions of a PSO focus group convened to evaluate the feasibility of establishing a project office to support CIP implementation.

III. STATEMENT OF NEEDS

A. Project Description

HRSD requests Proposals from qualified consulting firms, or teams of firms (Firm) to support the PSO and provide Professional Services for Capital Improvement Program (CIP) Support Services, such as Portfolio, Program and Project Management Support; CIP Planning Support; Program Controls Support; Change http://www.hrsd.com

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Management, Communication, and Training; Project Management Information Services (PMIS); and Innovation/ Artificial Intelligence (AI) tools, technology and future needs.

HRSD's intent is to establish a multi-year contract for these services. This is an estimated use contract and will be paid with the funds associated with each individual task order. There are no minimum hours or tasks billed;

hours and tasks are billed as they are used or completed.

Each task order shall include a scope of work, period of service, and payments to Firm which shall be jointly prepared and reviewed by HRSD and Firm for each task order, as appropriate. A task order must be executed by HRSD and Firm prior to beginning Work for each assignment.

As part of this engagement Staff augmentation may be required under this contract for at least the first two years of its term. HRSD expects augmented roles/staff members to work on-site alongside PSO staff at HRSD's office located at 1434 Air Rail Avenue, Virginia Beach on a day-to-day basis. Additional staff (as required and agreed to by HRSD and the Firm) will perform assigned tasks as outlined in the scope of work from the respective Firm's offices and will travel to HRSD offices, as needed, for the entire contract period.

B. Definitions

Terms used in this Request for Proposals (RFP) have the meanings indicated below:

1. Amendment: Written or graphic instruments issued by HRSD prior to the opening of Proposals to revise, clarify, or correct the RFP.

2. Authorized Representative: Agent or officer designated to represent and bind the firm to the terms and conditions of this solicitation.

3. Contract: The entire and integrated written agreement between HRSD and Firm concerning the Work.

4. Contract Price: The money that HRSD has agreed to pay Firm for completion of the Work in accordance with Agreement.

5. Contractor: The person, firm or corporation named as such in the contract and includes the plural number and the feminine gender when such are named in the contract as the Contractor.

6. Firm: The individual or entity with which HRSD has contracted for performance of the Work, as designated in the Agreement.

7. HRSD: Shall mean the Hampton Roads Sanitation District.

8. HRSD's Consultant: An individual or entity with which HRSD has contracted to furnish services (typically including planning and advisory services) to HRSD with respect to the Project. HRSD's Advisor shall also be used interchangeably with HRSD's Consultant.

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9. Notice of Award: The written notice by HRSD to successful Offeror stating that HRSD will enter into the Professional Services Agreement with the Offeror.

10. Notice to Proceed: A written notice by HRSD to Firm fixing the date on which the Contract Times will commence to run and on which Firm shall start to perform the Work.

11. Offeror: Refers to the firm or the team of firms submitting a proposal for this project.

12. Subcontractor: Those having a direct contract with the Contractor and it includes one who furnishes material work to a special design but does not include one who merely furnishes material not so worked.

13. Professional Services Agreement (PSA): The written instrument, executed by HRSD and Firm, that sets forth the terms, conditions and contract price.

14. Professional Services: Work performed by an independent Firm within the scope of work defined under this RFP.

15. Project: The total undertaking to be accomplished for HRSD by engineers, consultants, Firm, subconsultants, and others, including all scope items as defined under this RFP and of which the Work is to be performed.

16. Project Manager (PM): Refers to any HRSD staff member.

17. Proposal: The documents submitted by Firm in response to the RFP.

18. Proposal Documents: The Public Notice, RFP, Attachments, and all Amendments issued prior to acceptance of Proposals.

19. Request for Proposals: The document prepared by or for HRSD specifying and describing HRSD's objectives, the procedures to be followed in preparing and submitting a Proposal, and the process for evaluating Proposals and awarding a Contract.

20. Selection Committee (Committee): HRSD staff and other stakeholders that are responsible for evaluating the responses to the RFP.

21. Work: The parts required to be performed or furnished by Firm under the Contract. Work includes and is the result of performing or furnishing Professional Services required and all labor, services, and documentation necessary to produce such Professional Services as required by the Contract. Work excludes the equipment, machinery, tools, vehicles, supplies, etc. used by the Firm to complete the work.

In addition to terms specifically defined, terms with initial capital letters in the RFP include references to

HRSD Page 13 of 43 identified articles and paragraphs, and the titles of other documents or forms.

C. Scope of Work

The Firm shall provide to HRSD appropriate professional consulting services in accordance with all requirements stated herein.

• The Firm shall provide services in accordance compliance with industry standards and any applicable federal, state, and local laws, ordinances, and regulations including HRSD Design and Construction Standards (available for review at www.hrsd.com/standards), Virginia Department of Transportation (VDOT), Environmental Protection Agency (EPA), United States Army Corps of Engineers (USACE), Virginia Department of Environmental Quality (DEQ), Virginia Department of Health (VDH), Virginia Occupational Safety and Health Agency (VOSHA) and Occupational Safety and Health Agency (OSHA) rules and regulations.

• All deliverables will adhere to guidelines and standards of the Association for the Advancement of Cost Engineering (AACE); and the Project Management Book of Knowledge (PMBOK), the Standard for Artificial Intelligence in Portfolio, Program and Project Management, and the Practice Standard for Scheduling by Project Management Institute (PMI).

• Tasks shall be carried out through augmented staff or additional staff members working from their respective offices. The tasks listed are not presented in order of priority, nor are they guaranteed. The inclusion of these tasks does not obligate HRSD to issue task orders for any of these services.

• For the purposes of this scope of work, the term "PM" refers to any HRSD staff member.

1. Portfolio, Program and Project Management support:

The firm shall assist the PSO in delivering a comprehensive range of support services to optimize the CIP and ensure successful implementation in alignment with HRSD's defined metrics and strategic plan goals.

The work primarily includes assisting the PSO in developing portfolio, program, and project management practices and processes for its CIP, including recommending improvements to enhance project planning and execution, supporting more effective individual project delivery, increasing efficiency in resource utilization, and strengthening coordination among projects to advance HRSD's strategic goals. The firm shall review the existing organizational structure to assess resources, budgets, software, tools, and all other elements essential to delivering CIP. These services may include:

a. Assisting in the development of the PSO Charter and Work Plan(s) for short, medium, and long-term horizons.

b. Assisting in developing PSO's vision and governance structure, strengthening program and project management practices within HRSD to plan and implement the CIP.

c. Assisting the PSO to develop and update business processes, standard operating procedures, and project management templates to effectively implement the CIP projects.

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d. Assist the PSO in identifying a blue ribbon panel of peer utilities and local public agencies that can provide valuable insights and lessons learned to support the establishment & implementation of the PSO and the enhancement of CIP implementation. This effort will also include determining the key success and performance factors essential for effective PSO implementation.

e. Conducting readiness assessments for change management initiatives and identifying opportunities to improve CIP project implementation processes.

f. Identifying critical bottlenecks that impact effective CIP project planning and execution, including defining a capital project and roles & responsibilities of a project manager, and developing solutions for identified critical bottlenecks.

g. Assessing organizational and departmental structures to enhance CIP project planning and implementation.

h. Developing a risk management framework to track risks from CIP planning phase through closeout, including risk metrics, assessment methods, monetization of risks, escalation, and mitigation processes.

i. Supporting the HRSD Project Managers (PMs) in developing risk register templates for various projects and in maintaining project-specific risk assessment registers. This includes evaluating the likelihood and consequences of potential project delivery risks across all CIP phases, including planning, pre-design, design, bidding, and construction, and collaborating with PMs on these items throughout the project life cycle.

j. Creating a CIP reporting framework, preparing monthly and quarterly summary reports, and designing dashboards to present information at portfolio, program, and project levels for diverse audiences including executive leadership, department directors, project managers, and other stakeholders.

k. Defining project delivery guidelines to support effective planning and implementation of CIP projects.

l. Establishing approaches for estimating and tracking the resources required throughout the CIP project lifecycle.

m. Assisting in the evaluation of design and construction standards to standardize and support implementation of the CIP.

n. Mentoring project managers to strengthen their skills in portfolio, program, and project management.

o. Supporting enhancements to CIP budgeting methodologies and processes through monitoring and evaluation of related policies and procedures.

p. Defining Key Performance Indicators (KPIs) for monitoring CIP implementation progress and recommending performance and accountability improvements based on identified KPIs.

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q. Developing a Quality Assurance (QA) program for the CIP and supporting its implementation and ongoing monitoring.

r. Assisting in the development of new tools and dashboards to track contract progress, budgets, and related activities.

s. Assisting in the development and implementation of a program management plan to improve CIP planning and implementation. The program management plan shall provide an integrated framework to effectively implement CIP projects and optimize CIP delivery.

t. Assisting the HRSD PMs in developing project-level attributes, such as scope, cost, and schedules, and defining project performance domains throughout the project life cycle.

u. Assisting the PSO to identify and document stakeholder requirements and key factors essential for successful CIP project implementation including creating consultant/professional engineer/contractor performance review framework.

v. Assisting PMs in preparing required project management documentation across the project life cycle.

w. Supporting the PSO in analyzing project data and identifying innovative approaches to optimize CIP planning and implementation, with particular focus on costs, project and program delivery timelines, and risk.

x. Developing a charter to establish a change control board to effectively track, monitor project deviations, and approve any project change orders. This would also include developing governance guidelines.

y. Mentoring PMs with project cost estimating, review of deliverables (including cost estimates, project schedules, project deliverables), value engineering, scheduling, permitting, and other programmatic services to ensure effective CIP project execution and project management of CIP projects.

2. CIP Planning Support:

The work tasks may include:

a. Conducting gap analyses of existing policies and procedures related to CIP planning and project implementation.

b. Identifying policies and procedures that support seamless integration of CIP planning and close-out activities with Asset Management practices.

c. Supporting the creation of new tools, methodologies, and analytical approaches - including financial analysis to optimize CIP planning and delivery in collaboration with various departments.

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d. Supporting the development of future CIP projects through project cost estimating, value engineering, scheduling, and other project identification tasks.

e. Resource planning for proposed CIP projects, including consideration of the preferred project delivery method.

f. Assist in preparing the CIP, establishing prioritization and optimization criteria, and conducting business case analyses for projects.

g. Conducting site visits and undertaking any required analysis to clearly define and identify project scope components of a CIP project.

h. Explore, identify, and implement a software solution or tool to support CIP portfolio prioritization, optimization, planning, and financial management. This work would also include conducting requirement analysis for a software solution or tool. At a minimum, the software solution or tool shall provide the following capabilities:

o A centralized platform for project creation, budgeting, scheduling, and resource planning, integrated with risk assessment.

o Prioritization and optimization of project schedules and costs based on defined metrics.

o Integration and automation with Primavera P6, Oracle EBS, and Unifier, including the ability to send approved CIP project data back into Unifier and EBS.

o Dashboard development for visualizing various optimized scenarios.

o Business intelligence analysis to evaluate multiple optimized scenarios.

o Creation of customizable project fact sheets to support CIP document preparation.

3. Program Controls Support:

The work tasks may include:

a. Assisting the PSO in developing program controls guidelines for the CIP, including training project managers and developing standard operating procedures.

b. Reviewing existing business processes in Unifier and supporting the PSO in determining which processes should be continued, modified, or replaced, as well as in creating new processes to optimize CIP implementation. The work would also include creating SOPs for each business process.

c. Developing scheduling templates for various project types and assisting the PSO in collecting necessary schedule data from project managers.

d. Identifying and developing schedule planning approaches and techniques for CIP projects, including portfolio-, program-, and project-level schedules

e. Supporting the PSO and PMs in preparing and updating project and program scheduling guidelines.

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f. Assisting PMs in developing and maintaining achievable schedules in Oracle Primavera P6, including portfolio master schedules, integrated program schedules, and preparing baseline schedules for projects.

g. Supporting the PSO in monitoring project implementation for both new and ongoing projects, reporting schedule variances, and forecasting completion dates.

h. Assisting PMs in reporting schedule updates—such as actual dates and forecasted milestones—using Oracle Primavera P6. This work may include tracking schedule progress and comparing actual performance to planned and projected schedules.

i. Supporting PMs in analyzing project schedules to ensure that estimated costs align with proposed timelines and that all projects are appropriately identified, scoped, budgeted, and sequenced. This may also include developing guidelines for schedule reviews and providing related training.

j. Working with the PSO and PMs to determine the appropriate class level of estimates based on project type, cost, and delivery methodology, and define how estimates should be structured (e.g., by phase, category, or cost code) to support effective cost tracking and management.

k. Supporting the PSO and PMs in implementing earned value management (EVM), including developing guidelines for calculating estimate at completion (EAC) and tracking earned value against planned value.

l. Reviewing current construction cost estimating methods across project phases—such as planning, design, and pre-construction—and recommending improvements to consolidate all cost components, including professional services, permits, and land acquisition.

m. Assisting the PSO in evaluating existing practices and developing a standardized cost-estimating procedure, including templates, to ensure consistent and appropriate application of contingencies, escalation factors, construction management fees, and other allowances.

n. Conducting reserve cost analyses, including the development of contingency reserves to address unforeseen costs or scope changes.

o. Assisting the PSO in estimating programmatic costs for various projects identified in the CIP. This may include carrying out predictive modeling and deterministic contingency estimation. If required, undertake cost estimates for various projects.

p. Supporting the PSO in preparing project variance reports that reflect material and labor cost escalations throughout the project lifecycle.

q. Performing trend analyses by reviewing historical cost data, identifying patterns, and developing cost forecasts for future projects.

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r. Assisting the PSO in developing and updating cost estimating guidance documents and providing necessary training and support to project managers and other staff members.

s. Assisting the PSO in compiling a project cost estimates database for the various phases of each project.

4. Change Management, Communication, and Training:

The work tasks may include:

a. Supporting the PSO in identifying, evaluating, integrating, delivering, and monitoring the change management practices and services required to establish and strengthen the PSO, including future policies, procedures, tools, and technologies needed to plan and implement the CIP. The firm shall work closely with the Director of Learning & Development or their designee, who will engage the appropriate work center leaders as needed. The firm shall collaborate with leaders of various work centers to ensure recommendations and deliverables align with internal practices, priorities, ongoing initiatives, and decision-making processes.

b. Assisting with the development and delivery of a training plan that identifies recommended learning needs to optimize the CIP program and project management practices, target audiences, training topics, delivery formats, supporting materials, and a proposed implementation timeline.

The plan will include training and workshops to develop skills for project managers and, as appropriate, external partners, including consulting firms, vendors, and contractors, on applicable current and future PSO-related policies, procedures, tools, Unifier, communication planning, project management practices, and CIP planning and delivery requirements. The firm shall identify avenues to develop a HRSD PM certification track and develop content and delivery methods in accordance with requirements as laid down by the PSO and Learning and Development Departments.

c. The firm shall collaborate with the Communications Division and Learning & Development Department to identify and address change management, communication, stakeholder engagement, and training needs that support CIP planning, implementation, and alignment with HRSD's strategic goals and initiatives. The firm shall support the PSO in developing and implementing change management strategies designed to optimize CIP planning and delivery under the strategic guidance of the Communications Division and Learning & Development Department, as applicable.

d. When communications support is requested, the firm shall work in coordination with the Communications Division. The firm may provide strategic communications support by working with the Communications Division. All communication strategies, plans, messaging, materials, stakeholder engagement approaches, and recommendations developed under this task shall align with HRSD's enterprise communications standards, organizational priorities, brand standards, messaging frameworks, and stakeholder engagement practices, and shall be developed in coordination with strategic leadership, governance, and technical oversight from the Communications Division.

5. PMIS, Innovation/AI tools, technology and future needs

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At present, the Engineering Division primarily uses Unifier and Primavera P6 to support CIP implementation. All project financials are maintained in Oracle EBS, and a few project managers continue to use Excel for day-to-day project monitoring across various phases. Unifier is generally used for project creation, stage gate confirmations, invoice processing, Requests for Information (RFI), and Purchase Orders (POs), change orders, submittal reviews, and monthly progress reporting. Primavera P6 is used for capital project scheduling, including developing project schedules based on standardized activity templates, as well as tracking progress and comparing updates against baseline schedules. Hyperion is used by the Finance Department for budgeting, ArcGIS is used for mapping, and Hexagon EAM is used for enterprise level asset management.

All tasks under this focus area shall be completed in collaboration with the Director of IT Enterprise Systems or their designee. The work tasks may include:

a. The firm shall explore, identify, and implement a Project Management Information System (PMIS) to support planning and management of CIP projects. This includes assisting the PSO in conducting a requirements analysis for the PMIS. The goal of this analysis is to collaborate with IT and other departments to determine whether current systems should be enhanced, replaced, or supplemented to create an integrated PMIS. At minimum, the PMIS is expected to include modules for document management, scheduling, resource management, cost management, risk management, communication, stakeholder management, and reporting. The firm shall assist the PSO in selecting a PMIS platform capable of integrating data from existing and future systems, as well as performing data quality checks and data cleanup as needed.

b. The firm shall assist the PSO in identifying and implementing a user-friendly platform that minimizes manual effort while leveraging existing tools used by project managers. The intent of this single PMIS platform is to support dashboard development, create data specific tables for evaluating CIP trends and implementation status, and enable more efficient execution of project management activities. The goal is integration - not replacement - of existing systems, with improved reporting and meaningful performance analytics.

c. The firm shall support the PSO in exploring, identifying, and implementing innovative tools for capital planning and CIP project management. This includes identifying opportunities to integrate Artificial Intelligence (AI) tools within current and future workflows and incorporating them into the PMIS. Any tools adopted must be cost effective, user friendly, and compliant with IT security protocols and data permission requirements. This scope is expected to include development of a Digital Project Manager Assistant (DPMA) to enable PMs and PMIS users to generate project management reports through natural language queries. The DPMA shall help reduce administrative workload by streamlining tasks such as invoice review, RFI responses, design reviews, project information compilation and analysis, setting up project management templates, and dashboard creation.

6. Miscellaneous Tasks:

a. HRSD is currently undertaking initiatives—including the enterprise archival strategy for Oracle E Business Suite historical data and ERP cloud integration—and the firm is expected to coordinate with

HRSD Page 20 of 43 the respective project teams, as appropriate, to ensure that all scope items defined herein are completed in an integrated and cohesive manner.

b. Any other assigned tasks that would support preparing the CIP, monitoring and tracking CIP projects, and any activities needed to optimize the CIP project delivery except planning, designing, and providing construction management, construction administration, or inspection services related to CIP projects.

D. Minimum Consultant Qualifications

1. Staff augmentation may be required under this contract for at least the first two years of its term. HRSD expects the following three augmented roles/staff members to work on-site alongside the Program Support Office (PSO) staff (located at 1434 Air Rail Avenue, Virginia Beach) on a day-to-day basis.

The minimum qualifications for these specific positions are outlined below.

a. Program Support Manager: Must hold a PMP or PgMP certification and have at least ten (10) years of experience in capital program management, capital planning, and leading teams performing similar scopes of work as defined in this RFP. It is preferred that Program Support Manager is an Engineer and possesses a professional engineering license in the Commonwealth of Virginia.

b. Business Process Manager: Must have at least ten (10) years of experience in capital planning, infrastructure project studies, and business process evaluations.

c. Program Support Analyst: Must have a minimum of seven (7) years of experience with Project Management Information Systems, Oracle Unifier, dashboard development, and integration of related software tools.

d. HRSD expects all other staff assigned to this project to have the appropriate experience to perform the full range of services required under each task order. Additional staff (as required and agreed to by HRSD and the Firm) will perform these tasks from the respective Firm's offices and will travel to HRSD offices, as needed, for the entire contract period.

2. References: The firm must provide a minimum of five (5) recent references with their offer. References furnished must be for similar type of services requested in this solicitation for which their firm or teaming firm has provided the services.

3. All Offerors shall demonstrate prior experience in CIP Planning; Program, Portfolio and Project Management; Program Controls; Change Management, Communication, and Training; PMIS; and implementation of Innovative/AI tools for capital project implementation. The experience and qualifications required in this RFP may be met collectively by all teaming firms included in the proposal.

E. Attachments

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Attachment 1 – Reference Questionnaire

Attachment 2 – Professional Services Agreement (EJCDC Model Form of Agreement)

Attachment 3 – Pre-RFP Information Session Slides and Attendance List

Attachment 4 – Project Management Organization Benchmarking Study Report, HRSD Project Management Benchmarking Study, January 13, 2025

Attachment 5 – 2030 Vision Strategic Plan, Hampton Roads Sanitation District

IV. REPORTING AND DELIVERY REQUIREMENTS

A. Reporting and Delivery Requirements

Please review the scope of work for any reporting or delivery requirements.

V. PRE-PROPOSAL CONFERENCE

A. Pre-Proposal Conference

A pre-proposal conference will be held via Microsoft Teams on September 9, 2026, at 1:00 p.m. EST. If you are interested in joining the conference call, please contact Amy Murphy at amurphy@hrsd.com to register and a meeting request will be sent with a link to the meeting. 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.

While attendance at this conference 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. Any changes resulting from this conference will be issued in a written amendment to the solicitation.

The Offeror's online submittal to this solicitation constitutes certification that your company 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.

HRSD Page 22 of 43

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. Questions received less than five (5) calendar days prior to the date for receipt of Proposals may not be answered.

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

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.

F. Tentative Procurement Schedule

The following is a tentative schedule for key procurement milestones. HRSD reserves the right to modify this tentative schedule as needed.

Pre-Proposal Conference: September 9, 2026, at 1:00 p.m. EST

Submittal of Questions: September 18, 2026, by 4:00 p.m. EST

Proposals Due: September 30, 2026, by 2:30 p.m. EST

Firm Presentations and Interviews: November 2, 2026

Notice of Decision to Award: November 20, 2026 mailto:erphelp@hrsd.com

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Request Commission Approval: December 15, 2026

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. HRSD may request evidence of authority to sign. A response submitted by:

i. A corporation shall be submitted in the corporate name by a corporate officer or authorized agent. The corporate address and state of incorporation shall be provided.

ii. A partnership shall be submitted in the partnership name by a partner. The official address of the partnership shall be provided.

iii. A limited liability company shall be submitted in the name of the Firm by a member or other authorized person. The state of formation of the Firm and the official address of the Firm shall be provided.

iv. A joint venture shall be submitted by an Authorized Representative of each joint venture, and the joint venture must have been formally established prior to the submittal of a Proposal. The official address of the joint venture shall be provided.

b. 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.

c. 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.

d. Proposals should be organized in the order in which the requirements are presented in the RFP.

e. 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

HRSD Page 24 of 43 number, subletter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and subletter should be repeated at the top of the next page.

The proposal should contain a table of 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.

f. 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.

g. 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 services. Note: Individual files may not exceed 128 megabytes (MB). Divide files into parts if necessary. Offeror shall limit the Proposal to eighteen (18), 8.5 x 11 pages, excluding optional cover sheet, table of contents, tabs, transmittal letter, materials for Part 4, and appendices as described herein. Pages in excess of those specified above will not be reviewed. Offerors shall segregate the response into four (4) parts and shall provide the following specific information:

1. Part 1 – Qualifications

a. Demonstrate experience of Firm and subconsultants on similar programs. Limit to five (5) programs. For each program, indicate proposed team members involved and their roles, the dates of the program, cost, and provide an Owner reference. Highlight experience with the major scope items described in Section III, B. Scope of Work.

b. Offeror shall provide a clear description of proposed staffing and organizational structure for all personnel, including those from subconsultants, based on the…