RFP 960-27-001_ Architecture and Engineering Consulting Services for Burn Buildings 7-2-26.pdf

COMMONWEALTH OF VIRGINIA

DEPARTMENT OF FIRE PROGRAMS

1005 Technology Park Drive Glen Allen, VA 23059

REQUEST FOR PROPOSALS

Issue Date: 7/2/2026 RFP#960-27-001

Title: Architecture and Engineering Consulting Services for Burn Buildings

Project Code: 960 -27-001

Commodity Code: 92588- Structural Engineering

92533- Engineer Services, Professional 92556- Inspecting, Structural/Engineering 91842- Engineering Consulting

90607- Architect Services, Professional

Issuing Agency & Address: Commonwealth of Virginia Virginia Department of Fire Programs 1005 Technology Park Drive Glen Allen, VA 23059-4500

Initial Period Of Contract: One year with four optional renewal periods of one-year term

All inquiries for information should be directed to: Contract Officer, Kamisha Jackson E-mail: Kamisha.Jackson@vdfp.virginia.gov

PLEASE SUBMIT ALL PROPOSAL ELECTRONICALLY THROUGH eVA SUBMIISSION located at eVA, located at: http://www.eva.virginia.gov.

Sealed proposals for furnishing the services described herein will be received until 3:00 p.m. EST on Monday, August 3, 2026. Proposals must reach the above address by the deadline stated.

In compliance with this Request For Proposals, which includes the attached Table of Contents and all provisions and appendices attached and referenced therein, and subject to all the terms and conditions set forth herein, the undersigned offers and agrees to furnish the services described in the RFP cited above and submit this signed proposal which includes this completed and signed page, the completed and signed Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6 and other data as required by the RFP. It is understood that this proposal and the scope of services may be modified, by mutual agreement in subsequent negotiations.

Name And Address Of Offeror:

_________________________________ Date:____________________________

_________________________________ By_______________________________

(Signature in Ink) _________________________________ Typed Name:_______________________

_______________________Zip: Title:____________________________

FEIN/SSN # _______________________ Telephone No.( ) _______________

PRE-PROPOSAL CONFERENCE: An optional virtual pre-proposal conference will be held on Friday, July 10th, 2026, at 10:00am. Please pre-register by 4:00pm on Tuesday, July 7, 2026, by sending an email to Kamisha.Jackson@vdfp.virginia.gov containing the following information: Name of the Participant, Title of the Participant, Company Name, Email Address and Phone number.

TABLE OF CONTENTS

Section No. Description Page No.

I Applicability of the A/E Manual 3

II Purpose & Background 3

III Agency’s Right to Issue RFP’s and Project Orders 3

IV Scope of Services 3-4

V Participation of Small Businesses and Micro Businesses 4

VI Proposal Requirements 4-5

VIII Evaluation and Award of Contracts 5-6

IX Contract Term 6.-7

X Project Orders 7

XI Attachments 7 eVA Vendor Registration: The offeror shall be a registered vendor in eVA. See the attached eVA Vendor Registration Requirements.

[NOTE: Electronic copies of A/E Data Forms AE-1 through AE-6 (DGS-30-004) and the eVA Vendor Registration form (DGS-30-384) are available for download at the following website:

http://forms.dgs.virginia.gov/ ] mailto:Kamisha.Jackson@vdfp.virginia.gov http://forms.dgs.virginia.gov/

I. APPLICABILITY OF THE A/E MANUAL

The A/E Manual shall apply to the contract awarded pursuant to this RFP and is incorporated by reference herein in its entirety.

Offeror's attention is directed to Chapter 2, Definitions, for definitions of terms used in this RFP. The terms "Agency" and "Owner" are used interchangeably in the material referenced in this RFP and mean the public body issuing this solicitation for services and with whom the successful A/E Offeror will enter into an agreement.

Offeror's attention is also directed to the Terms and Conditions of the A/E Contract (CO-3a).

II. PURPOSE&BACKGROUND

The Virginia Department of Fire Programs (Agency) , often needs professional architectural and/or engineering (A/E) assistance for discrete, small projects such as investigations, studies, reports, design of small projects, and related services, particularly as it relates to Live Fire Training structures (burn buildings) throughout then Commonwealth of Virgina. The aim of this RFP is to contract with an A/E who will agree to be available to provide these services in a timely manner, thereby reducing the Agency’s cost and time for advertising and developing numerous RFP’s, and generally increasing the Agency’s efficiency in obtaining professional services/

The purpose and intent of this RFP is to solicit proposals for a Term Contract for such professional architectural and/or professional engineering services to be provided on a “as needed” basis pursuant to Project Orders issued during the contract term. The contract shall be renewable for a one-year term at the Agency’s option, for up to a maximum of four (4) one year term renewals.

III. AGENCY’S RIGHT TO ISSUE RFP’S AND PROJECT ORDERS

The Agency reserves the right, at its sole discretion, to issue RFP’S for similar work, for other disciplines or types of work, and for other projects as the need may occur. An A/E may have only one A/E Term Contact in effect with an Agency or its subsidiaries or branches at any time.

The Agency also reserves the right to issue Project Orders to other A/E’s under Term contracts at its sole discretion, based on its evaluation of each A/E’s qualifications, expertise, current workload, capabilities, performance record, location or distance to the project, and other factors as may be pertinent to the particular project. The Agency also reserves the right under the provisions of this Contract to issue Project Order to the A/E to provide services of a similar type or discipline covered by this RFP to subsidiary branch or state agency in the same geographic area.

IV. SCOPE OF SERVICES:

The following generally summarizes the Live Fire Training Structure scopes of services that the A/E may be required to perform, depending on the individual Project Order:

A. Provide evaluations, analysis, recommendations, cost and time estimates, reports, feasibility studies, preparation of schematic or preliminary designs, field inspections and investigations, and code compliance investigation for architectural projects (or structural engineering, or mechanical engineering projects, or civil engineering projects) for burn building projects located throughout the Commonwealth of Virginia

B . Develop a Preliminary Design submission consistent with the requirements of the A/E Manual. Respond to all Bureau of Capital Outlay Management (BCOM) and review agency comments and resolve outstanding design issues prior to submission of burn building construction documents.

C. Provide complete contract documents for small project designs in accord with the procedures of the A/E Manual for projects assigned by the Project Order.

D. Provide services to investigate problems and prepare recommendations for corrective action.

E. Prepare an A/E cost estimate for proposed projects.

F. Prepare feasibility studies for proposed projects.

G. Provide NFPA 1403 compliance in all investigations, inspections and kindred activities.

H. Other types of professional services of nature consistent with the intent of RFP.

V. PARTICIPATION OF SMALL BUSINESSES AND MICRO BUSINESSES:

Under Executive Order 35 (2019), Cabinet Secretaries and all executive branch agencies are directed to continue and advance the following on a race and gender neutral basis: exceed a target goal of 42% on discretionary spending with small businesses certified by DSBSD (the Virginia Department of Small Business and Supplier Diversity).

Owner’s Small Business Participation Goal: % 42

VI. PROPOSAL REQUIREMENTS:

A. Proposals shall be signed by an authorized representative of the A/E. By submitting a proposal, the Offeror certifies that all information provided in response to this RFP is true and accurate. Failure to provide information required by this RFP will ultimately result in rejection of the proposal.

B. Proposals should be prepared simply and economically, providing a straightforward, concise description of the A/E's capabilities for satisfying the requirements of the RFP. Emphasis should be on completeness and clarity of content.

C. The Offeror’s proposal shall include: the completed and signed RFP cover page 1; and the completed and signed Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6; The proposal shall be bound, either electronically or physically, in a single volume where practical. When submitted in paper format, one (1) manually signed original and [three (3) copies] of the proposal shall be submitted to the Agency.

D. All documentation submitted with the proposal shall be included in that single bound volume.

Elaborate brochures and other representations beyond those sufficient for presenting a complete and effective proposal are neither required nor desired.

E. Any information thought to be relevant, but not specifically applicable to the enumerated scope of Work, may be provided as an appendix to the proposal. If publications are supplied by the Offeror to respond to a requirement, the response should include reference to the document number and page number. Publications provided without such reference will not be considered relevant to the RFP.

F. To reduce the effort and expense of responding to RFP's, provide uniformity in the type information requested, and enhance the review and evaluation process, the standard Forms AE-1 through AE-6, ARCHITECTURAL/ENGINEERING FIRM DATA (DGS-30-004), shall be used by A/E's responding to State agency RFP's.

G. Descriptions of these forms and instructions for completing the forms are included in the A/E

Manual. Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6 are available for download at the http://forms.dgs.virginia.gov website.

VII. EVALUATION AND AWARD OF CONTRACTS:

A. Evaluation Criteria: Proposals shall be evaluated by the Agency using the following criteria:

1. Expertise, experience, and qualifications of the A/E's personnel in each discipline for that may provide services relevant to the RFP, including the qualifications and experience of the A/E’s Project Manager. (20 points)

2. Expertise, experience and qualifications of any special consultants proposed for providing the services described in Section IV, Scope of Services. This shall include experience working with burn buildings. (5 points)

3. Geographic location of the A/E's office where work will be performed in relation to the project location(s). (5 points)

4. A/E’s plan to respond to requests for services and ability to complete any Project

Orders in a timely manner. (5 points)

5. Expertise and past experience of the A/E in providing services on other Term

Contracts or on projects of similar size, scope and features as those required for the Scope of Services on this RFP. (20 points)

6. A/E’s willingness to provide services on the small projects associated with Term

Contracts for a reasonable fee as determined by the Agency. (5 points)

7. A/E's recent (past 5 years) experience / history in designing projects within an established "Design-not-to-exceed" budget. (5 points)

8. A/E's experience in providing services in conformance to the State's Construction and

Capital Outlay procedures including Codes, Standards, Accessibility and Building Efficiency. (5 points)

9. Use of small businesses as consultants, subcontractors, suppliers or support services.

(20 points)

10. Size of the firm relative to the size of the project(s). (5 points)

11. Financial Responsibility as evidenced by the A/E's carrying Professional Liability

Insurance. (5 points)

Generally, the selection committee will consider the A/E's overall suitability to provide the required services within the project's time, budget and operational constraints, and it will http://forms.dgs.virginia.gov/ consider the comments and/or recommendations of the A/E's previous clients, as well as other references.

B. AWARD OF CONTRACT: After evaluation of the Proposals received in response to the RFP, the Agency shall engage in individual discussions and interviews with two or more Offerors deemed fully qualified, responsible and suitable on the basis of initial responses, and with professional competence to provide the required services. Repetitive informal interviews are permitted. Offerors shall be encouraged to elaborate on their qualifications, performance data, and staff expertise relevant to the proposed contract. Offerors may also propose alternate concepts or methodology. At the conclusion of the informal interviews and on the basis of evaluation factors set forth in Section VII and the information provided and developed in the selection process to this point, the Agency shall rank, in the order of preference, the interviewed Offerors whose professional qualifications and proposed services are deemed most meritorious. Negotiations shall then be conducted with the Offeror ranked first. If a contract satisfactory and advantageous to the Agency can be negotiated at a fee considered fair and reasonable, the award shall be made to that Offeror. Otherwise, negotiations with the Offeror ranked first shall be formally terminated and negotiations conducted with the Offeror ranked second, and so on, until such a contract can be negotiated at a fair and reasonable fee.

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

Proprietary information from competing Offerors (including any data on estimated manhours or rates and the plan for accomplishing the scope of work) will not be disclosed to the public or to competitors, provided such information is duly marked as "Proprietary Information" by the Offeror and the designation is justified as required by Section 2.2-4342, Code of Virginia, as revised.

VIII. FEES:

A. The Memorandum of Understanding prepared by the Agency will document the negotiated acceptable labor rates for the various A/E classifications/disciplines/skill levels. These rates will be used by the Agency in arriving at lump sum fees and any hourly rate work that is authorized by the Agency for Project Orders issued under the Term Contract.

B. If the Project Order is to be performed on a lump sum basis, the Agency shall determine a lump sum based on the Scope of Services required , the estimated man-hours required for each classification/discipline/skill level, and the labor rates agreed upon during the contract negotiations. .

C. Any individual Project Order fee shall not exceed $200,000 and the aggregate total of fees for all Project Orders issued during the Contract Term shall not exceed $1,000,000.

IX. CONTRACT TERM

Under this Contract, Project Orders may be issued during the one-year following the date of execution of this Contract. This one-year period shall be referred to as the “Contract Term”. If a Project Order is issued during the Contract Term which, in the aggregate total of it, all previously issued Project Orders and any Change orders to the previous Project Orders reaches the $1,000,000 limit, then no further Project Orders may be issued during that Contract Term. It is understood that the A/E’s Work under the Project Orders issued may not be completed during the Contract Term; however, all terms and conditions of this Contract including all rights and obligations, shall survive until the Work is completed, except the Agency’s right to issue, and A/E right to accept, additional Project Orders.

The Agency may, at its sole discretion, renew the Contract for one additional one year Contract Term provided the option to renew was indicated in the RFP. If the Agency exercises its option to renew, the second Contract Term shall begin one year from the date of the execution of this Contract or the date that the Agency notifies the A/E that the option is to renew is being exercised, whichever occurs first. A new aggregates limit of $1,000,000 shall apply to the second Contract Term, without regard to the dollar amounts of Project Orders issued during the first year of the Contract. Any unused amounts from the first Contract Term are forfeited and shall not carry forward to the second Contract term. The Agency may, at its sole discretion, exercise the one year renewal a maximum of 4 times.

X. PROJECT ORDERS:

The first Project Order may be issued at any time during the term of the A/E Term Contract. It will authorize the A/E to perform the Work for a lump sum amount or at the marked up hourly rates agreed to and set forth in the MOU attached to the A/E Term Contract. The maximum fee allowed by law for any Project Order is $200,000 which includes all fees and reimbursable expenses and contingencies.

It is understood that more than one Project Orders may, at the Agency’s sole discretion, be offered to the A/E during the Contract Term. Although the potential exists for the multiple project orders during the Contract Term. Although the potential exists for the multiple project orders during the Contract Term with aggregate fees up to $1,000,000, the Agency does not represent or guarantee that the A/E will receive any Project Orders.

XI. ATTACHMENTS

Attachment A: eVA Vendor Registration Requirements (DGS-30-384)

Attachment B: Architectural/Engineering Firm Data, Forms AE-1 through AE-6 (DGS-30-004) eVA Vendor Registration Requirements:

DGS-30-385 (Revised 1/21) Vendor eVA Registration Requirements:

Vendor eVA Registration Requirements eVA Business-to-Government Vendor Registration, Contracts and Orders: The eVA Internet electronic procurement solution, web site portal www.eVA.virginia.gov, streamlines and automates government purchasing activities in the Commonwealth. The eVA portal is the gateway for vendors to conduct business with state agencies and public bodies. All vendors desiring to provide construction and/or professional services to the Commonwealth shall participate in the eVA Internet e-procurement solution by completing the free eVA Vendor Registration. All bidders or offerors must register in eVA and pay the Vendor Transaction Fees specified below; failure to register will result in the bid/proposal being rejected.

Vendor transaction fees are determined by the date the original purchase order is issued and the current fees can be found on the eVA website at https://eva.virginia.gov/eva-billing.html.

eVA Orders and Contracts: It is anticipated that the contract will result in multiple purchase orders (i.e., one for each delivery requirement) with the applicable eVA transaction fee assessed for each order.