RFP A303 ENTIRE DOCUMENT.pdf

JULY 10, 2026

REQUEST FOR PROPOSAL

RFP # 26-07283-A303

HENRY COUNTY PURCHASING DEPARTMENT

The County of Henry solicits firms to submit proposals for “A/E Services for Bassett Community Center Improvements.” Proposals will be received until 3:00 p.m., Local Prevailing Time, July 28, 2026, in the:

Purchasing Department, Room 210 Henry County Administration Building

P.O. Box 7, Collinsville, VA 24078 (U.S. Postal Service) or 3300 Kings Mountain Road, Martinsville, VA 24112 (UPS or FedEx) or at https://eva.virginia.gov (Electronic Submission)- See Submission and Receipt of Request for Proposals (RFPs) on page two (2) for instructions.

Each Offeror shall choose only one (1) method of submission. It is the responsibility of the offeror to ensure that their proposal is received in the Purchasing Department, Room 210, by the designated deadline. Henry County is not responsible if the proposal does not reach this specific destination by the appointed date and time. Relying on a courier that makes an error does not excuse a late submission. We do not accept late proposals for any reason.

Feel free to contact the Purchasing Office, at 276-634-4670, before the deadline to confirm that we received your proposal. Proposal submissions will not be opened in advance of the closing date therefore the County will only be able to confirm that we received your proposal, not if the files are accessible in case of electronic responses. If there are any computer/(eVA) issues, corrupt files, power outages, etc., Henry County will not be held responsible. We will not accept proposals after the deadline designated.

https://eva.virginia.gov/

RFP# 26-07283-A303

If you desire not to quote on this proposal, please forward your acknowledgement of NO PROPOSAL SUBMITTED to the above address. Otherwise, your name shall be removed from our vendors list after three (3) non-responses. Proposals received after the announced time and date of receipt, by mail or otherwise, will be returned unopened. If the County closes its offices due to inclement weather or for other reasons, the scheduled Request for Proposal submission deadline will be extended to the first open business day at the same time, unless an addendum is done that states otherwise.

Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms, local, faith-based, small, women-owned and minority-owned, (SWAM) , and military family-owned businesses, are encouraged to submit a proposal.

The County reserves the right to reject any or all of the proposals, to waive informalities and to award in part or in whole any or all proposals to multiple vendors or a single vendor as a result of this solicitation. Any proposal submitted MUST be signed by an individual authorized to bind the offeror.

Submission and Receipt of Request for Proposals:

1.) Each offeror submitting a paper copy of their proposal shall have one (1) proposal and one (1) USB Flash Drive (see Proprietary Information Requirement below) in a sealed envelope and mark outside of envelope with company name, subject, RFP number and closing date of Request for Proposal. The offeror may use U.S. Postal Service, UPS, FedEx or in person delivery at the addresses listed on page one (1).

2.) Each offeror submitting an electronic copy of their proposal shall provide one (1) electronic copy of their proposal (see Proprietary Information Requirement below) to Virginia’s Electronic Procurement System (eVA) at https://eva.virginia.gov by the deadline date and time for submittal of proposals. To respond to electronically, vendors will need to be registered suppliers on the (eVA) website. To register as a new supplier, visit: https://eva.virginia.gov/register-now.html . If you need supplier training, please visit: https://eva.virginia.gov/supplier-training-materials.html . If you have questions or issues during the process of submitting a proposal, contact (eVA) customer care at 1-866- 289-7367. Please ensure you have allotted ample time to submit your proposal document(s).

A.) Only one (1) or two (2) maximum documents shall be attached in (eVA) or your RFP may be rejected. Electronic document size shall be no larger than 25 mb, combined if attaching two (2) documents. Zip files are not accepted. All documents shall be in PDF format.

https://eva.virginia.gov/ https://eva.virginia.gov/register-now.html https://eva.virginia.gov/supplier-training-materials.html

B.) Faxed RFPs will not be accepted and electronic RFPs will only be accepted through (eVA).

Enclosed is a “Proposal Requirements and Non-Collusion Statement” that must be signed and returned with the proposal or proposal may be rejected.

Proprietary Information Requirement Any proprietary information submitted by a vendor shall be in a separate sealed envelope and duly marked as proprietary along with the RFP number and company name. A cover sheet must be attached on the front of all proprietary documents, within the envelope, stating the reason why protection is necessary. No vendor is allowed to mark their entire Request for Proposal (RFP) as proprietary per the Code of Virginia 2.2-4342 (F).

Also, if a USB Flash Drive is required it shall have proprietary information listed in separate documents on the Flash Drive, from the rest of the RFP and be clearly named as proprietary documents. If these requirements are not met then the vendor may be rejected for not complying. All other documents are subject to the Freedom of Information Act and open to public viewing.

Contract Period A notice of award will be signed and publicly posted in the Purchasing Office of the County once this RFP has been awarded. The date on the notice of award will be when the RFP becomes effective (not date of service). This contract shall be good until completion of this project. The above terms shall override any other written terms in this RFP and/or verbal comments made during negotiations, unless authorized by Chief Purchasing Agent.

Piggyback Clause This contract shall be available for piggybacking for any other state and local agency or government agency.

Illegal Aliens Vendor promises they will not hire illegal aliens. By signing this proposal the vendor confirms this promise.

Permits/Licenses Vendors and any subcontractors used shall be responsible for acquiring all the proper permits/licenses required by local and state authorities in conjunction with this proposal. Proposal prices shall include these fees and no additional costs are to be assessed to the County. Vendor’s attention is directed to the requirements of title 54, chapter 11, of the code of Virginia pertaining to registration of contractors. (if applicable)

State Corporation Commission Identification Number:

Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to B-30 Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC). Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized. Indicate the above information on the SCC Form provided and include with your response.

Forced or Indentured Child Labor:

Applicable in all solicitations and contracts over $10,000: during the performance of this contract the use of forced or indentured child labor is prohibited. Any contractor shall include prohibition in every subcontract that exceeds $10,000 and shall be binding upon each subcontractor or vendor.

For the purposes of this section, “forced or indentured child labor” means all work or service obtained from any person younger than 18 years of age under the menace of any penalty for the nonperformance of such work or service and for which such person does not offer himself voluntarily or performed by any person younger than 18 years of age pursuant to a contract the enforcement of which can be accomplished by process or penalties.

Contact for RFP Please contact David Moore at dmoore@henrycountyva.gov for any questions pertaining to this

RFP.

SPECIAL TERMS AND CONDITIONS

During the performance of any contract awarded pursuant to this RFP, the contractor agrees as follows:

A. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, or national origin, or handicaps, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the operation of the contractor. The Contractor agrees to post in conspicuous places, available to provisions of this nondiscrimination clause.

B. The Contractor, in all solicitations or advertisements for employees placed 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, rule or regulations shall be deemed sufficient for the purpose of meeting the requirements of this section.

The Contractor shall include in provisions of the foregoing paragraph A, B, and C in every subcontract or purchase order over $10,000 so that the provisions will be binding upon each subcontractor or vendor.

PROPOSAL REQUIREMENTS AND NON-COLLUSION STATEMENT

My signature certifies that the proposal as submitted complies with all Terms and Conditions as set forth.

My signature also certifies that the accompanying proposal is not the result of, or affected by, any unlawful act of collusion with another person or company engaged in the same line of business or commerce, or any act of fraud punishable under Title 18.2, Chapter 12, Article 1.1 of the Code of Virginia as amended. Futhermore, I understand that fraud and unlawful collusion are crimes under the Virginia Governmental Frauds Act, the Virginia Bid Rigging Act, and Virginia Antitrust Act, and Federal Law, and can result in fines, prison sentences, and civil damage awards.

I hereby certify that I am authorized to sign as a Representative for the Firm:

NAME OF FIRM ________________________________________________

ADDRESS ___________________________________________________

SIGNATURE ___________________________________________________

NAME (TYPE/PRINT) __________________________________________

TITLE _________________________________________________________

DATE _________________________________________________________

TELEPHONE ( ) _____________________________________________

FAX ( ) ___________________________________________________

EMAIL ADDRESS _______________________________________________

Since becoming effective on July 1, 2007, Henry County has required all vendors to abide by the following legislation.

Code of VA § 22.1 - 296.1 Provides that as a condition of awarding a contract for the provision of services that require the Contractor or his employees to have direct contact with students on school property during regular school hours, the School Board must require the Contractor to provide certification that all employees who will have direct contact with students have not been convicted of a violent felony set forth in the definition of barrier crime in subsection A of § 19.2 - 392.02; any offense involving the sexual molestation or physical or sexual abuse or rape of a child, or the solicitation of any such offense; or any crime of moral turpitude. The Bill also provides that the requirement be waived in emergency situations when it is reasonably anticipated that the Contractor or his employees will have no direct contact with students.

Please indicate appropriate box below.

_________ I agree to abide by legislation Code of VA § 22.1 - 296.1.

_________ This legislation does not apply to this solicitation.

The awarded vendor may be required to provide additional paperwork but only a signature is necessary at this time.

Authorized Vendor Signature Date

Company Name

Printed Name and Title

Subcontractor Information

Must fill form out completely even if no subcontractors are being used.

You must check appropriate box below and list any subcontractors that will be used for this RFP# 26-07283- A303 for A/E Services for Bassett Community Center Improvements.

__________I will be using subcontractors. (See list below)

__________I may or may not be using subcontractors. Not sure at this time. If you are the awarded vendor, you are responsible for contacting Commissioner of Revenue’s Office at (276-634- 4691) with subcontractor information. Payment of invoices is contingent upon receiving required information.

__________I will not be using subcontractors.

1.) Subcontractors Company Name______________________________________________________

Contact Person _________________________________Telephone # __________________

2.) Subcontractors Company Name______________________________________________________

3.) Subcontractors Company Name______________________________________________________

4.) Subcontractors Company Name______________________________________________________

5.) Subcontractors Company Name______________________________________________________

6.) Subcontractors Company Name______________________________________________________

Vendors Company Name _____________________________________________________________

Vendors Authorized Signature __________________________________Date: ___________________

Vendors Telephone #____________________________ Federal ID # __________________________

*Notes- Add a separate sheet if you need additional space for subcontractors.

Vendors and any subcontractors used shall contact the Commissioner of Revenue’s Office at (276-634-4691) to inquire about getting a Henry County Business License.

SCC REGISTRATION FORM

VIRGINIA STATE CORPORATION COMMISSION (SCC)

REGISTRATION INFORMATION

The offeror:

☐is a corporation or other business entity with the following SCC identification number:

-OR-

☐ is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust.

☐ 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 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 offeror’s out-of-state location).

☐ is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and completely discloses the undersigned offeror’s current contacts with Virginia and describes why those contacts 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.

Please check the following box below if you have not completed any of the foregoing options but currently have pending before the 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 once issued (Henry County/Henry County Public Service Authority reserves the right to determine in its sole discretion whether to allow such waiver):

☐ SCC application is pending, and offeror requests a waiver.

REQUEST FOR PROPOSAL

BASSETT COMMUNITY CENTER IMPROVEMENTS

PLANNING, FEASIBILITY & VIABILITY STUDY

SCOPE OF WORK

Henry County, Virginia is seeking proposals for professional services from qualified firms to prepare a planning, feasibility and viability study analyzing and evaluating renovation and reuse of the Bassett Community Center. This project budget is funded with federal CDBG planning grant funds through the Virginia department of Housing and Community Development. The budget is $75,000 with $62,500 available for Preliminary Architecture Report, Preliminary Engineering Report, and Master Plan development. The study will include assessment of existing building uses, potential new building uses, identification and cost estimates of interior renovations, and plans/alternatives including ADA compliance standards.

BACKGROUND

Bassett Community Center has been one of the most important recreational and social institutions in the Bassett area for more than six decades. The nonprofit organization was established in 1959 and opened its doors around 1960 to provide recreational, educational, and community activities for residents of Bassett and surrounding communities in Henry County. The center faced increasing financial challenges as the local economy changed and manufacturing employment declined in the region. Additional setbacks included flood damage and maintenance issues.

In 2019, the facility was forced to close after losing funding. Asbestos and lead paint remediation has been completed.

DELIVERABLES

The successful proposer must be able to perform the following services:

Architectural

• Existing building assessment

• Gymnasium condition assessment

• ADA compliance review

• Space programming analysis

• Community use assessment

• Concept renovation plans

Engineering

• Structural evaluation of the building

• HVAC evaluation

• Electrical service capacity review

• Plumbing and sewer review

• Stormwater and drainage assessment

• Environmental assessment (Radon)

• Attendance at project team meetings (estimated 6-8 meetings) is required. In addition, a presentation of final studies shall be presented to the project team and governing bodies.

Development of Master Plan

Utilizing cost estimates from the completed PAR/PER and public input on potential services to be offered at the facility, develop a master plan to include the sustainability and feasibility of a renovated community center utilizing potential CDBG and non-CDBG funds for a future proposed construction project. Master plan shall include infrastructure upgrade recommendations.

RFP SUBMISSION REQUIREMENTS

1. Name and basic information of the consulting firm submitting the proposal.

2. Description of the organization’s experience in preparation of planning and feasibility studies pertaining to community centers.

3. List of the firms or entities, including the names and contact information, for which the proposer has conducted similar studies. Include a brief summary of the purpose of the study and any measurable results to date.

4. Describe the approach or process that your firm will undertake to gather research, including identifying potential demand generators, conducting personal and/or group interview sessions.

5. Describe the methods for presenting the findings, conclusions, and recommendations.

6. Provide a schedule and time frame for completion of study within four (4) months.

7. Proposals must be valid for a period of sixty (60) days from the RFP due date.

SPECIAL TERMS & CONDITIONS: AWARD OF CONTRACT

SELECTION PROCESS

The County of Henry intends to award a contract to the company which best satisfies its needs. A selection committee will be established to represent the best interest for the County and will be evaluating each proposal submitted. The company may be contacted by the committee for additional information as necessary.

The County will short-list companies deemed fully qualified, responsible and suitable on the basis of initial responses and the ability to provide the required services. Companies shall be encouraged to elaborate on their qualifications and performance data or staff expertise pertinent to the proposed project.

At the conclusion of the interviews, the committee will rank in the order of preference the interviewed companies whose professional qualifications and proposed services are deemed most meritorious. Negotiations shall then be conducted, beginning with the company ranked first. If a contract that is satisfactory and advantageous to the County can be negotiated at a price considered fair and reasonable, the award shall be made to the company.

Otherwise, negotiations with the company ranked first shall be formally terminated and negotiations will then be conducted with the company ranked second, and so on until such a contract can be negotiated at a fair and reasonable price.

The County reserves the right to make a final selection of the company, waive informalities and/or irregularities, accept or reject any or all proposals for services and award the contract as deemed to be in the best interest of the County.

SELECTION CRITERIA

Respondents will be evaluated by the Selection Committee based upon the following criteria:

Qualification of firm’s staff, project manager and project team. Firm’s recent seven (7) years’ experience/history in providing similar services.

Preference may be given to those firms with experience in community center planning and viability for similar projects.

25%

Capacity and evidence of delivering projects within the required time – deliverables must be accomplished within four (4) months of contract award unless otherwise advised by Henry County.

Identify the project team’s current workload.

Preference may be given to the project team that demonstrates the ability to take on additional work to meet the County’s schedule.

25%

Previous experience working specifically with local governments and examples of such.

20%

Understanding of the project and scope of work. 20% Stability – in the event of loss of key project staff or their associated subcontractors, does the firm have the ability to continue the project within the same time requirements and how will this be accomplished?

10%