RFP_CIG_Clifton_Forge July 2026.pdf

Request for Proposals

Downtown Upper-Level Housing Feasibility Study & Preliminary Architecture/Engineering Reports (PER/PAR)

Town of Clifton Forge, Virginia

General:

The Town of Clifton Forge, Virginia (hereafter referred to as the TOWN) is seeking proposals from qualified firms (hereafter referred to as the FIRM) to complete a Downtown Upper-Level Housing Feasibility Study and Preliminary Architecture/Engineering Reports (PER/PAR).

The selected firm must be lawfully engaged in the practice of architecture, engineering, or related disciplines within the Commonwealth of Virginia.

This project will evaluate the feasibility of converting upper floors of existing downtown buildings into residential units and advance the two most viable buildings to preliminary design and cost estimation. The effort is funded through Virginia Housing’s Community Impact Grant (CIG) Planning Program.

Proposal Submission:

To be considered responsive, proposals must be submitted electronically to:

Maria Saxton, Director of Planning & Community Development Email: msaxton@cliftonforgeva.gov Email submissions must include the subject line: “Local Market Assessment Proposal.”

Proposals must be received no later than 5:00 PM on August 7, 2026.

Guidelines for Prospective Firm:

Firm must demonstrate the following:

- Relevant experience and expertise in conducting local housing market assessments.

- Qualified staff and technical capacity to meet project timelines and deliverables.

- A satisfactory performance record on similar past projects.

Project Timeline:

RFP Release: July 7, 2026 Questions Due: July 27, 2026 Proposals Due: August 7, 2026 mailto:msaxton@cliftonforgeva.gov

Selection and Contract Execution: August - September 2026 Project Completion Deadline: No later than six months after contract execution

Conditions of the Request:

This RFP does not commit the Town to award a contract or to pay any costs incurred in the preparation of a response. The Town reserves the right to accept or reject any or all proposals, in part or in whole, and to cancel or amend this solicitation as needed in the best interest of the Town.

Scope of Services:

Task 1: Feasibility Study (Multiple Buildings)

The FIRM shall:

1) Develop a preliminary development program for each participating building (unit types and general layout concepts)

2) Identify physical constraints and opportunities for upper-level residential use

3) Prepare conceptual layout options (test fits)

4) Provide order-of-magnitude cost ranges for major construction components

5) Evaluate alternative development scenarios, as appropriate

6) Identify and recommend the two (2) most viable buildings for advancement

Task 2: Preliminary Architecture/Engineering Reports (PER/PAR) – Top 2 Buildings

For the two selected buildings, the FIRM shall:

1) Assess building and infrastructure conditions

2) Prepare preliminary building layouts and design concepts

3) Identify required renovations and infrastructure upgrades

4) Evaluate alternative design approaches, as applicable

5) Provide preliminary cost estimates

Task 3: Final Deliverables

The FIRM shall provide:

1) A concise final report summarizing feasibility findings and PER/PAR results

2) Supporting graphics and conceptual layouts

3) Clear recommendations and next steps for implementation

Contract & Payment Terms:

The Town will enter into a not-to-exceed (NTE) contract for $40,000.

All deliverables, data, and documentation produced under this contract shall become the property of the Town of Clifton Forge.

Evaluation Criteria:

Proposals will be evaluated based on:

- Qualifications and experience with similar projects

- Understanding of adaptive reuse and housing feasibility

- Clarity and feasibility of proposed approach and schedule

- Cost-effectiveness

- Capacity to complete the work on time and within budget

Contract Terms:

All disagreements or disputes arising from this agreement shall be resolved under the laws and jurisdiction of the Commonwealth of Virginia. The Town may terminate the contract for cause or convenience under the terms outlined in the final agreement. The selected firm must agree to indemnify and hold harmless the Town of Clifton Forge for all liabilities arising from its performance.

Proposal Requirements:

Please include the following in your proposal:

- Statement of qualifications and relevant experience

- Description of proposed methodology and project schedule

- Budget with itemized cost breakdown (not to exceed $40,000 total)

- Up to three references from similar past projects

- Resumes of key personnel