RFP Major Thoroughfare Plan (Final TT03).pdf

GOOCHLAND COUNTY

Purchasing Department

P.O. Box 10, Goochland, Virginia 23063-0010 Phone: 804.556.5802 Fax: 804.556.5676

Email: tthompson@goochlandva.us

REQUEST FOR PROPOSALS

DATE OF THIS REQUEST: July 06, 2026

DESCRIPTION: PROFESSIONAL ENGINEERING & CONSULTING SERVICES FOR MAJOR

THOROUGHFARE PLAN UPDATE

QUESTION DEADLINE: July 17, 2026, 3:00 p.m. Local Prevailing Time (LPT)

PROPOSAL DEADLINE: July 31, 2026, 3:00 p.m. Local Prevailing Time (LPT)

SUBMISSION: One (1) hard copy of the proposal and an electronic copy shall be submitted. Electronic responses shall be submitted via DemandStar only at DemandStar Goochland County Procurement Opportunities. See APPENDIX A – Registering DemandStar – Goochland County.

Mailed or Walk-in Delivered response will be accepted at:

Goochland County Administration Building Tosh Thompson, Purchasing Manager 1800 Sandy Hook Road, Suite 352 Goochland, VA 23063

The face of the container shall be clearly marked as follows:

RFP #: 2027-02

RFP FOR: PROFESSIONAL ENGINEERING & CONSULTING SERVICES FOR MAJOR

THROUGHFARE PLAN UPDATE

OPEN: NO PUBLIC OPENING

For information relating to this RFP, contact:

Tosh Thompson, Purchasing Manager Ph: 804.556.5802 Fax: 804.556.5676 tthompson@goochlandva.us RFP# 2027-02, Professional Engineering and Consulting Services

Proposals must be submitted by the date and time stated above or they will remain unopened. No allowance will be made for postmark or error in delivery to incorrect address. It is the sole responsibility of the offeror to ensure timely and correct delivery of proposal to the Purchasing Department, Room 352, 3rd floor of the County Administration Building at the corner of Routes 522 and 6.

IMPORTANT – PLEASE NOTE:

Not all overnight delivery services guarantee timely next day delivery to this location. Please check with the service you use.

mailto:tthompson@goochlandva.us mailto:mzapata@goochlandva.us

RFP# 2027-02, Professional Engineering and Consulting Services 2

Obligation of Offeror: By submitting a proposal, Offeror covenants and agrees that it is satisfied, from its own investigation of conditions to be met, that it fully understands the obligation and that it will not make any claim for, or have right to cancellation or relief from the resulting contract, because of any misunderstanding or lack of information.

Offeror further agrees that conditions herein have been carefully read, and this proposal is submitted subject to all requirements stated herein. The undersigned hereby acknowledges and agrees, if this proposal is accepted, to furnish all services agreed upon in strict accordance with the contract.

Name and Address of Firm:

Date:

By:

(Signature in Ink)

Name:

(Please Print)

Title:

(Please Print)

FEI/FIN NO.

State Corporation Commission (SCC) NO.

Phone: ( )

Fax: ( )

Email:

ACKOWLEDGE RECEIPT OF:

Addendum 1 Addendum 2 Addendum 3

SUBMIT WITH PROPOSAL

Certification of Non-Collusion (Attachment A - page ) Certification Relating to Background Checks (Attachment B - page ) W-9 Form

RFP# 2027-02, Professional Engineering and Consulting Services 3

PURPOSE

The County seeks a qualified engineering consultant to prepare a Major Thoroughfare Plan (MTP) to be adopted as a component of the Comprehensive Plan. The MTP shall be a planning-level document that establishes a long-range vision for the County’s roadway and multimodal network, including implementation guidance.

All analyses shall be performed using methodologies consistent with applicable standards of the Virginia Department of Transportation, Institute of Transportation Engineers, and the Highway Capacity Manual, as appropriate for planning-level analysis.

BACKGROUND

Goochland County is a prosperous and vibrant community rich with history and opportunity. It is a community of approximately 29,000 located in Central Virginia, on the western edge of the Richmond Metropolitan Area approximately 25 miles southeast of Charlottesville. Goochland County maintains a AAA bond rating from both Standard & Poor’s and Moody’s rating agencies. The county has four interchanges along Interstate 64 and three along State Route 288 that serves as a limited access major arterial serving the southern and western Richmond Metropolitan area. The county is an exurban area that is experiencing significant development interest and growth.

The County requires a complete update of the county-wide Major Thoroughfare Plan (MTP). The last County-wide update to the MTP was completed in 2018. The location, land use type, and intensity of land development taking place is different than anticipated in the 2018 MTP. The updated plan will supersede the existing plan and become a component of the Comprehensive Plan.

SCOPE OF SERVICES AND DELIVERABLES

The Successful Offeror shall provide services including, but not limited to, the following:

Task 1: Project Management 1. Project Management Plan: The Consultant shall develop a project management plan (PMP) to outline planning team organization, roles and responsibilities, planning schedule (see 1.3 below), understanding of planning effort, coordination and communication procedures, document and graphics formatting protocols, filing protocols, and close-out procedures.

2. Invoice Preparation and Progress Reports: Invoices and Progress reports shall be submitted by the Consultant no later than 45 days following the month to which they apply. Each invoice shall also include a copy of the progress report or reports for the period covered by the invoice. Each progress report shall specify, for each type of work that has been assigned, deliverables that were completed during that month, physical and financial percent compete for that work, list of meetings attended, the precise nature of work that was done that did not result in a deliverable, whether the work is on schedule for timely delivery or not, issues that may delay the work in the future, actions by Goochland County or other remedial actions that are required, and for the following month, the anticipated work that shall be performed and the deliverables that shall be submitted. The Consultant shall prepare monthly invoices according to the Goochland County’s invoice procedures. The Consultant shall submit each invoice in a format acceptable to Goochland County.

3. Planning Schedule: A detailed schedule will be prepared, indicating tasks, critical dates, key milestones, deliverables, and Goochland County review requirements. The Consultant shall review progress during coordination meetings, and should reviews indicate a substantial change in

RFP# 2027-02, Professional Engineering and Consulting Services 4 progress, the schedule shall be updated as necessary. Issues that need resolution, or action items, shall be identified in the progress report. The Consultant will work closely and meet regularly with Goochland County staff to ensure progress is on schedule and within budget.

4. Web-based Collaboration: The Consultant will develop and maintain a web-based project collaboration site, such as SharePoint, that allows for online project management and file sharing.

KEY DELIVERABLES, TASK 1:

1. Project Management Plan

2. Planning Schedule (ongoing)

3. Monthly Progress Reports, Invoices, Billings, etc.

4. Web-based collaboration site

Task 2: Oversight Committee

1. Oversight Committee: The plan will include an Oversight Committee that is comprised of staff and decision makers from Goochland County Community Development, Economic Development, and Parks and Recreation as well as possibly elected/appointed officials. The Oversight Committee will be responsible for reviewing the technical memo findings and reviewing the final plan document.

KEY DELIVERABLES, TASK 2:

1. Oversight Committee Meetings (monthly meetings for 12 months)

2. Meeting materials from committee meetings (e.g. Agendas, PowerPoint Presentations, Meeting

Summary Notes) Task 3: Existing Conditions Data Collection and Analysis

1. Comprehensive Review of Existing Data and Plans: The plan will build upon all previously developed and available databases. The Consultant shall develop an existing conditions assessment for Goochland County that includes an evaluation of the existing thoroughfare plan. This will include a review of all relevant plans, studies, or improvements proposed and/or funded by the County, RRTPO, CVTA, VDOT, and private development. The County is also developing a new Strategic Plan. The Consultant will be expected to understand the new Strategic Plan and ensure the Major Thoroughfare Plan aligns with the new Strategic Plan.

2. Existing Alignment Review: The Consultant will evaluate existing built roadway conditions against the 2040 MTP and identify any inconsistencies with built alignments and cross sections versus existing alignments and cross sections.

3. Constraints Analysis: The Consultant will map natural and man-made constraints within the study area to support the later evaluation of the feasibility of proposed alignments.

4. Land Use Review: The Consultant will review and understand County growth patterns and Comprehensive Plan Land Use recommendations. This will include an understanding of the recently adopted Courthouse Small Area Plan and any planned developments. The Consultant will identify areas of the County that will contribute significant traffic to the road network.

5. Operations Review: Identify roadways currently operating at less than a Level of Service C.

RFP# 2027-02, Professional Engineering and Consulting Services 5

6. Pedestrian and Bicycle Infrastructure Review: This will build off of the recently adopted Parks and Recreation Master Plan. The Consultant will identify and map all existing bicycle and pedestrian infrastructure in the County. The Consultant will also review existing planning documents, including but not limited to the County’s Comprehensive Plan, RRTPO Bicycle and Pedestrian Connectivity Plan, surrounding Counties Comprehensive Plans, Richmond Bicycle Master Plan, etc.

7. Pedestrian and Bicycle Destination Review: The Consultant will review existing trail destinations, including neighborhoods, amenities, public and private schools, other public facilities, and commercial districts. The Consultant will meet with County staff to discuss future destinations, including planned future parks, commercial and residential developments, schools, etc.

8. Regional Consistency Check: The Consultant will identify where cross-sections, right-of-way widths, transit routes, cycle and pedestrian facilities, and number of lanes are not consistent between Goochland County and adjacent jurisdictions.

KEY DELIVERABLES, TASK 3:

1. Exhibits showing alignment inconsistencies

2. Exhibits showing cross-section inconsistencies

3. Exhibits showing existing bike/ped infrastructure

4. Exhibits showing all roadways operating below a LOS C

5. Data files showing current levels of service and functional classification for incorporation into the

County’s Parcel Viewer

6. Technical Memorandum(s) including reports for the following:

a. Existing Alignment Review

b. Constraints Analysis

c. Land Use Review

d. Operations Review

e. Pedestrian and Bicycle Infrastructure Review

f. Pedestrian and Bicycle Destination Review

g. Regional Consistency Check

Task 4: Recommendations

1. Functional Classifications: A uniform functional classification system for all existing and proposed roadways in the County. Typical cross-sections will be created for each functional classification, and specific cross-sections will be provided for certain existing and proposed roadways within each County Village or Crossroads as identified in the Comprehensive Plan. Other roads may be identified by County staff as in need of a specific cross-section. A specified functional capacity will accompany the roadways with specific cross sections. Typical functional capacity guidelines will be provided for each functional classification.

2. New Roadways and Major Transportation Improvements: The Consultant will identify and prioritize potential projects, including bicycle and pedestrian facilities, new roads and

RFP# 2027-02, Professional Engineering and Consulting Services 6 improvements (non-maintenance), recommend prioritization of projects in five-year increments for a twenty five-year time horizon. This should include planning level cost estimates for each identified project.

3. New Pedestrian and Bicycle Infrastructure: The Consultant will identify opportunities County-wide for connectivity between neighborhoods, amenities, public and private schools, commercial districts, and other public facilities. These recommendations may include both off-alignment pedestrian facilities, on-alignment pedestrian facilities, and bike facilities. Typical cross-sections will be created for each pedestrian and bicycle improvement, and specific cross-sections will be provided for certain proposed improvements within each County Village or Crossroads as identified in the Comprehensive Plan. These will need to align and provide for any recommendations within Goochland County from the Three Notched Trail study. This study is being conducted by PlanRVA and is expected to be completed by the end of calendar year 2026.

4. New Pedestrian and Bicycle Infrastructure Implementation Plan: The Consultant will provide a proposed plan for implementation of the master plan, including segment prioritization recommendations. This will also need to include best practices for easement acquisition, policy changes, funding, and partnerships. The Consultant will provide a Best Practice Guide on trail maintenance and ensure first responder access is maintained for providing their services.

5. Virginia Department of Transportation (VDOT) Review: The Consultant shall provide copies of the deliverables listed from Task 4 to VDOT Land Use Office for review and comment.

KEY DELIVERABLES, TASK 4:

1. Technical Memorandum(s) including reports for the following:

a. Typical cross-sections and functional capacity guidelines for each functional classification

b. Village and Crossroad specific typical sections and specific functional capacity

2. New roadway, pedestrian, and bike facilities maps

3. Planning-level cost estimates for all identified projects

4. New Pedestrian and Bicycle Infrastructure Implementation Plan

5. Data files showing proposed roadways, future levels of service and future functional classification for incorporation into the County’s Parcel Viewer Task 5: Public Participation

1. Public Communication Plan: The Consultant shall propose a public outreach strategy in coordination with County staff. The strategy should not only include outreach to the general public but also outreach to stakeholders such as the Board of Supervisors, Planning Commissioners, citizens, developers, land use attorneys, and engineers that frequently work with the County. It is expected that the Consultant will attend and facilitate all forms of public outreach. The Consultant will also be responsible for preparing presentation materials (display boards, presentations, and handouts), as well as all public notices/advertisements and content for social media and website platforms, in coordination with Goochland County to distribute, publish, and promote the project's ongoing efforts.

a. The Public Communication Plan proposed by the Consultant shall include a minimum of 2 community meetings with the general public.

RFP# 2027-02, Professional Engineering and Consulting Services 7

2. Communication Review: The Consultant will prepare technical memorandums summarizing the feedback and results of all public and stakeholder outreach activities conducted. Memos should include a discussion of how the contributions will be incorporated into and shape the MTP.

KEY DELIVERABLES, TASK 5:

1. Public Communication Plan

2. Technical Memorandum(s) summarizing public engagement

Task 6: Final Plan Development

1. DRAFT Major Thoroughfare Plan: The Consultant will prepare a draft major thoroughfare plan, including an executive summary, documenting all tasks and stakeholder input. The DRAFT plan will include results, analyses, conclusions and recommendations and will be presented to the Oversight Committee for approval.

2. Planning Commission Workshop: The Consultant will present the DRAFT plan to the Goochland County Planning Commission in a workshop setting. The goal of this workshop will be to solicit comments and feedback from the Commissioners.

3. Planning Commission Presentation: The Consultant will present the DRAFT plan to the Planning Commission at a regular business meeting for a recommendation of approval to the Board of Supervisors. A hard copy of the DRAFT Major Thoroughfare Plan shall be provided to each Planning Commission member and 1 hard copy provided to staff at least 1 week prior to the scheduled Planning Commission meeting. An electronic copy shall also be provided to staff at least 1 week prior to the scheduled Planning Commission meeting. The DRAFT plan will address all comments and corrections requested by the Oversight Committee and any comments from the Planning Commission Workshop. All comments will be tracked using a comment response matrix.

This matrix will include the commentor, date, reference to document (page # or section), and response to the comment (how it was addressed or why not revised).

4. Final Major Thoroughfare Plan: The Consultant will prepare the Final Major Thoroughfare Plan.

The final plan will address all comments and corrections requested by the Oversight Committee and the Planning Commission. All comments will be tracked using a comment response matrix.

This matrix will include the commentor, date, reference to document (page # or section), and response to the comment (how it was addressed or why not revised).

5. Board of Supervisors Presentation: The Consultant will present the Final Major Thoroughfare Plan to the Goochland County Board of Supervisors for adoption. A hard copy of the Final Major Thoroughfare Plan shall be provided to each Board of Supervisors member and 1 hard copy provided to staff at least 1 week prior to the scheduled Board meeting. An electronic copy shall also be provided to staff at least 1 week prior to the scheduled Board meeting.

6. Data and File Transfer: After adoption of the Final Major Thoroughfare Plan by the Board of Supervisors, the Consultant will provide Goochland County staff with electronic versions of all materials produced during the Plan development process. The Consultant will also provide one final electronic copy of the adopted Final Major Thoroughfare Plane in a searchable PDF format along with a total of 3 hard copies of the Final Major Thoroughfare Plan for staff use after adoption.

RFP# 2027-02, Professional Engineering and Consulting Services 8

KEY DELIVERABLES, TASK 6:

1. Draft Major Thoroughfare Plan

2. Recommendation of Approval from the Planning Commission

3. Final Major Thoroughfare Plan

4. Board of Supervisor’s Adoption of the Final Plan

5. Plan Files (electronic and hard copies)

Offerors shall include in the Proposal a description of any significant task not listed in the Scope of Services which they know to be necessary either as reimbursable expenses under the Contract or as a service to be contracted separately by County.

County may add to the Scope of Services or make changes in the Scope of Services for services of a similar nature to those specified in the Scope of Services of this Request for Proposals as mutually agreed to at a price mutually agreed upon by both parties. A contract amendment and/or purchase change order will be issued to change the contract.

OFFEROR MINIMUM QUALIFICATIONS

Offerors must demonstrate that they have the resources and capability to provide the materials and services as described herein. All offerors shall submit documentation with their proposals indicating compliance with the minimum qualifications. The following criteria shall be met and presented in the Experience/References tab of the written proposal in order to be eligible for this contract:

1. Demonstrated experience and recent completions of m a s t e r thoroughfare plans with Virginia local governments or jurisdictions experiencing similar growth patterns.

2. Specific professional experience in developing major thoroughfare plans of similar size, scope, and complexity.

3. Contractor shall submit a minimum of one sample work product related to a completed major thoroughfare plan.

4. Demonstrated ability to successfully complete projects within established schedules and approved budgets, including examples of similar projects delivered on time and within budget constraints.

5. The Offeror shall demonstrate that the project will be managed by, or under the direct supervision of, a licensed Professional Engineer (P.E.) authorized to practice in the Commonwealth of Virginia.

6. Offerors must be licensed to do business in the Commonwealth of Virginia.

County may make such reasonable investigations as deemed proper and necessary to determine the ability of Offeror to perform the Work and/or furnish the item(s) and Offeror shall furnish to County all such information and data for this purpose as may be requested. County reserves the right to inspect Offeror’s capabilities. County further reserves the right to reject any proposal if the evidence submitted by, or investigations of, Offeror fails to satisfy County that Offeror is properly qualified to carry out the obligations of the contract and to complete the Work and/or furnish the items contemplated therein.

RFP# 2027-02, Professional Engineering and Consulting Services 9

PROJECT SCHEDULE

This project is to be completed within 12 months of the Notice to Proceed.

PROPOSAL FORMAT AND CONTENT

Proposals should be as concise as possible and include only necessary information, tables, illustrations, photographs, etc. needed to adequately convey the requested information. Proposal shall be limited to a maximum of 30 pages (front and back acceptable and excludes tabs) using no less than a 12-font size.

Proposal content shall contain the following information in a 3-ringed, tabbed binder in the order provided below:

Cover Sheet

1. Furnish the information requested on PAGE 2 of this solicitation and include it as the first page of your proposal. The name stated on the Title Sheet must be the full legal name of the Offeror and the address must be that of the office which will have responsibility for the services provided.

Acknowledge all addenda, if any.

2. Offerors shall specify in the introductory cover sheet the section(s) containing trade secrets or proprietary information. Redacted copies, clearly marked for proposals containing proprietary or confidential information, shall be submitted with proposals as a separate copy.

Technical Proposal

1. Narrative:

a. A detailed approach to completing the work program

b. List and description of deliverables

c. Any issues or problems with the requirements of the Scope

2. Staffing Plan:

a. Staff name and title

b. Company/organization

c. Person-hour requirements by task

3. Project Schedule:

a. Project Milestones

b. Deliverables

c. Key meeting dates, including public outreach and Oversight Committee meetings

4. Public Communication Plan outline and recommendations by the firm for a public outreach strategy.

5. Organizational Chart of firm(s) with a brief description of their role in the project.

6. Firm Profile, which includes a description of the firm’s facilities, number of offices, employees in each office, any special equipment, and other factors that may affect the delivery of the required services.

7. Work History, to include a list of similar work, including name and telephone number of the clients, and a full description of the services provided by the firm.

RFP# 2027-02, Professional Engineering and Consulting Services 10

8. Resumes of key professional staff in the Staffing Plan.

9. Insurance detailing the limits of Professional Liability insurance.

REQUEST FOR PROPOSAL SCHEDULE

As a guideline, Goochland County anticipates the following timetable:

Date Activity/Event July 06, 2026, Issue Request for Proposals July 17, 2026, Deadline for questions is 3:00 p.m. (LPT) July 31, 2026, Proposals due prior to 3:00 p.m. (LPT) August 21, 2026, Evaluation of proposals completed August 26, 2026, Notify top ranked Offerors to be interviewed, if needed Week of August 31, 2026, Interviews with top ranked Offerors, if needed October 9, 2026, Anticipated contract Award

SELECTION PROCESS

The County will procure this service using competitive negotiations per Sec.11-28 of the Goochland County Code, as follows:

Selection and award. The county shall engage in individual discussions with two (2) or more offerors deemed fully qualified, responsible, and suitable on the basis of initial response and with emphasis on professional competence, to provide the required services. Repetitive informal interviews shall be permissible. The offerors shall be encouraged to elaborate on their qualifications and performance data or staff expertise pertinent to the proposed project, as well as alternative concepts. In addition, offerors shall be informed of any ranking criteria that will be used by the public body in addition to the review of the professional competence of the offeror. The request for proposal shall not, however, request that offerors furnish estimates of man-hours or cost for services. In addition, request for proposals for architectural and engineering services shall not request or require offerors to list any exception to proposed contractual terms and conditions, unless such terms and conditions are required by statute, regulation, ordinance, or applicable capital outlay standards, until after the qualified offerors are ranked. At the discussion stage, the county may discuss nonbinding estimates of total project costs, including, but not limited to, life-cycle costing, and where appropriate, nonbinding estimates of prices for services. Proprietary information from competing offerors shall not be disclosed to the public or to competitors. At the conclusion of discussion, outlined in this subdivision, on the basis of evaluation factors published in the request for proposal and all information developed in the selection process to this point, the county shall select in the order of preference two (2) or more offerors whose professional qualifications and proposed services are deemed the most meritorious.

Negotiations shall then be conducted, beginning with the offeror ranked first. If a contract satisfactory and advantageous to the county can be negotiated at a price 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 price. Should County determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that Offeror.

PROPOSAL EVALUATION CRITERIA

The County’s consultant selection is a qualification-driven process. Selection is based primarily on an assessment of the technical qualifications of responding firms. A review committee will evaluate each

RFP# 2027-02, Professional Engineering and Consulting Services 11 proposal and may recommend the top-ranked firms present additional information and appear for interviews. The County also reserves the right to use the proposal as the sole basis for the selection.

The following criteria have been established to guide the evaluation of each consultant proposal with each criterion weighed as indicated below.

1. Technical Approach (Criteria weight: 50 points)

a. Demonstrate a clear understanding of the effort and product required (10 points)

b. Demonstrate an ability to perform the tasks needed and meet the stated completion date

(10 points)

c. Quality, clarity, and thoroughness in addressing required tasks and submission guidelines

(10 points)

d. Demonstrate the ability to complete the project within the schedule stated in this document

(5 points)

e. Demonstrate an understanding of the importance of public input and develop a Public

Communication Plan outline and recommendations accordingly (15 points)

2. Firm/Staff Qualifications (Criteria weight: 50 points)

a. Demonstrate successful experience of the firm or team (particularly in the last 24 months) on similar county-wide projects in the Richmond region (20 points)

b. Demonstrate expertise in specialized areas required for this project (10 points)

c. References submitted with the proposal (5 points)

d. Availability of resources needed to successfully complete the project (5 points)

e. Staffing plan demonstrates staff (particularly Project Manager) ability to successfully complete the project (10 points)

INSTRUCTIONS TO OFFERORS

1. See SUBMISSION paragraph on cover sheet for instructions on number of copies, requirement for sealed container, and appropriate marking on container.

2. All proposals must remain valid for 90 days from opening date.

3. Proposals will be time-stamped upon receipt and kept unopened in a secure location until opening.

4. No consideration will be given to date of postmark.

5. Except as otherwise provided, and in accordance with Va. Code § 2.2-4342, all proceedings, records, contracts and other public records relating to the County’s procurement transactions shall be open to the inspection of any citizen, or any interested person, firm or corporation, in accordance with the Virginia Freedom of Information Act (Va. Code § 2.2-3700 et seq). Proposals shall not be available for inspection by offerors until interviews, if scheduled, are completed. Afterwards all proposals become a matter of public record and are available for inspection by the general public. Trade secrets or proprietary information submitted by an Offeror in connection with this procurement transaction shall not be subject to the Virginia Freedom of Information Act, but only if Offeror (i) invokes the protections of Virginia Code § 2.2-4342 prior to or upon submission of the data or other materials; (ii) identifies the specific data or other materials to be protected, and

(iii) states the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line-item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal. Redacted copies, clearly marked for proposals containing proprietary or confidential information shall be submitted with proposals.

6. County will assume no responsibility for oral instruction or interpretation. Any question regarding

RFP# 2027-02, Professional Engineering and Consulting Services 12 the procurement solicitation shall be in writing (electronic transmission is preferred.) and directed to Tosh Thompson, Purchasing Manager. Questions must be received by 3:00 (LPT) July 17, 2026. Questions submitted beyond the time specified above may be left unanswered if sufficient time does not allow a response to all prospective Offerors without causing an unacceptable delay in the process. Any material change will be submitted to all Offerors through issuance of an addendum. Addenda will be posted on the County website at www.goochlandva.us and eVA at www.eva.virginia.gov. Any contact with any County representative concerning this RFP is prohibited, except as outlined above. Such unauthorized contact may disqualify your firm from this procurement.

7. Each Offeror shall be prepared, if so requested by County, to present evidence of its experience, qualifications, and financial ability to carry out the terms of the Contract.

8. Proposals shall be signed by an authorized representative of Offeror. All information requested should be submitted. Failure to submit all information requested may result in County requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal.

Proposals which are substantially incomplete or lack key information may be rejected by County.

Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

9. County reserves the right to reject any and all proposals and waive all informalities. In the event County rejects all proposals, County may readvertise or make the purchase on the open market.

10. Each Offeror shall submit a completed W-9 form with its offer. In the event of contract award, this information is required in order to issue purchase orders and payments to the firm. A copy of this form can be downloaded from www.irs.gov/pub/irs-pdf/fw9.pdf.

11. Any Offeror organized or authorized to transact business in Virginia pursuant to Title 13.1 or Title 50 of the Code of Virginia MUST include in its bid or proposal the identification number issued to it by the State Corporation Commission. Any Offeror not required to be authorized to transact business in Virginia as a foreign business entity under Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law MUST include in its bid or proposal a statement describing why the offeror is not required to be so authorized. No Offeror failing to provide the required information shall receive an award unless a waiver of this requirement and the administrative policies and procedures established to implement Virginia Code § 2.2-4311.2 is granted by the County Administrator. County may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of Virginia Code § 2.2-4311.2.

12. The Successful Offeror will be required to execute the accompanying contract. Exceptions to proposed contractual terms and conditions, other than such terms and conditions required by statute, regulation, ordinance, or standards developed pursuant to Virginia Code § 2.2-1132, shall be submitted in writing after the qualified Offerors are ranked for negotiations.

13. As used in this RFP, the terms “must,” “shall,” “should,” and “may” identify the criticality of requirements. “Must” and “shall” identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as “should” or “may” are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary. The inability of Offeror to satisfy a “must” or “shall” requirement does not automatically remove Offeror from consideration; however, it may seriously affect the overall rating of Offeror’s proposal.

http://www.goochlandva.us/ http://www.eva.virginia.gov/ http://www.irs.gov/pub/irs-pdf/fw9.pdf

RFP# 2027-02, Professional Engineering and Consulting Services 13

GENERAL TERMS AND CONDITIONS

1. APPLICABLE LAW. This Contract is made, entered into, and will be performed in Goochland, Virginia, and will be governed in all respects by the laws of Virginia. Venue for any litigation arising out of this Contract will be brought in the courts of Goochland County, Virginia. Offeror shall comply with all applicable federal, state, and local laws and regulations.

2. APPROPRIATIONS. County shall be bound hereunder only to the extent of the funds available or which may hereafter become available for this purpose through appropriation by the Board of Supervisors.

3. CONFIDENTIALITY. In the course of performance, the parties recognize that Contractor may come in contact with or become familiar with information which County may, within the law, consider confidential. This information includes, but is not limited to, information pertaining to personal information of personnel, citizens, or clients. Contractor shall keep all such information confidential in accordance with state and federal laws and regulations.

4. CONTRACT DOCUMENTS. The Contract Documents will consist of County’s contract or Purchase Order, Request for Proposals, all special conditions, all supplemental conditions, any addenda to any of these documents, and the proposal submitted by Offeror. If there is a conflict between any documents, then the order of precedence will be as listed herein.

5. DESIGNATED PERSONNEL. Offeror may not change personnel in key positions designated in the staffing section of its proposal without the permission of County. County will not consent to or accept any substitutions if, in its sole discretion, to do so would increase County’s cost or would result in the reduction of quantity or quality of the services to be provided.

6. ETHICS IN PUBLIC CONTRACTING. This Request for Proposals incorporates by reference any applicable state or federal law related to ethics, conflicts of interest, or bribery, including the Virginia Conflict of Interests Act, the Virginia Governmental Frauds Act, and the Virginia Code. Offeror certifies that its offer is made without collusion or fraud and that it has not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer, or subcontractor in connection with this solicitation, and that it has not conferred on any public employee having official responsibility for this solicitation any payment, load, subscription, advance, deposit of money, services, or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged. Offerors shall complete and submit the attached Certification of No Collusion (Attachment A), which will constitute material representations and warranties with respect to this Request for Proposals.

7. FAITH-BASED ORGANIZATIONS & NON-DISCRIMINATION. In the solicitation and awarding of contracts, County does not discriminate against faith-based organizations or any other bidder or offeror because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, RFP# 2027-02, Professional Engineering and Consulting Services 14 disability, status as a service disabled veteran, or any other basis prohibited by state law relating to discrimination in employment.

8. GOOCHLAND BUSINESSES. It is the policy of Goochland County to facilitate the establishment, preservation, and strengthening of minority-owned businesses, service disabled veteran-owned businesses, small businesses, women-owned businesses, and businesses located in Goochland County and to encourage their participation in County’s procurement activities. These businesses are encouraged to respond to all solicitations. In addition, County strongly encourages Offeror to actively solicit these types of businesses as subcontractors/suppliers for projects. Offeror is asked, as part of its submission, to describe any planned use of such businesses in fulfilling the requirement of this Request for Proposals.

9. INSURANCE. Offeror shall, by a date to be established by County, purchase and maintain, at its own expense, from a company(ies) authorized to do business in Virginia, insurance policies from the following types of coverages and minimum limits of liability, protecting from claims which may arise out of or result from Offeror’s performance of services or provision of goods under this RFP, and also covering anyone directly or indirectly employed by Offeror or for whose acts it may be liable, with respect to the performance hereunder:

A. Comprehensive General Liability, including Premises and Operations, with limits of $1,000,000 per occurrence / $2,000,000 Total Bodily Injury (including death) $1,000,000 per occurrence / $2,000,000 Total Property Damage

B. Comprehensive Automobile Liability with limits of $1,000,000 per occurrence / $2,000,000 Total Bodily Injury (including death) $1,000,000 per occurrence / $2,000,000 Total Property Damage

C. Employer’s Liability for Participants not covered by workers’ compensation insurance in an amount not less than $100,000.

D. Professional Liability Insurance with limits of not less than $1,000,000 per claim and $2,000,000 in the aggregate. If Offeror’s professional liability coverage is on a “claims-made” basis, then Offeror shall obtain extended reporting (tail) coverage (with the same liability limits) upon expiration of this Contract for at least 3 years following the expiration or termination of the Contract.

Successful Offeror shall obtain and maintain such workers’ compensation coverage as may be required pursuant to the provisions of the Virginia Code and shall require any subcontractor to do the same.

Successful Offeror shall include the provisions of this subsection within each of its subcontracts, so as to bind each subcontractor.

A certificate of insurance shall be submitted to County upon its request and included as part of the Contract.

Successful Offeror shall furnish County a binder adding County as an additional insured on the comprehensive general liability and comprehensive automobile liability policies and include the following language: “The above-described policies shall not be canceled, modified, or amended, or coverage reduced without the issuing company providing 30 days’ advance written notice to Goochland County.”

RFP# 2027-02, Professional Engineering and Consulting Services 15

Should insurance coverage by changed or canceled, Successful Offeror shall furnish a valid binder evidencing the required insurance. Failure to deliver such binder will result in suspension of all payments until the binder is furnished.

All insurance required shall be and remain in full force and effect for the term of the Contract.

No contract shall be binding upon County until all insurance requirements and policies have been timely obtained by Successful Offeror, approved as to form and sufficiency by the County Attorney, and, if requested, filed with County.

10. TRANSACTING BUSINESS IN VIRGINIA. Offeror must be authorized to transact business in Virginia as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Virginia Code or as otherwise required by law. Offeror shall not allow its existence to lapse or its certificate of authority or registration to transact business in Virginia to be revoked or canceled at any time during the Contract Term. County may void the Contract Documents if Offeror fails to remain in compliance with the provisions of this section.

11. WORKPLACE PROVISIONS. During performance of the Contract, Contractor shall abide by the following workplace provisions. If Contractor engages any subcontractor or vendor to provide services hereunder, then Contractor shall include these provisions in every subcontract or purchase order over $10,000:

A. Contractor shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of Contractor. Contractor shall post in conspicuous places available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. Also, Contractor, in all solicitations or advertisements for employees placed by or on behalf of Contractor, will state that it is an equal opportunity employer.

B. Contractor shall: (i) provide a drug-free workplace for Contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in Contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; and (iii) state in all solicitations or advertisements for employees placed by or on behalf of Contractor that Contractor maintains a drug-free workplace. For the purposes of this paragraph, “drug-free workplace” means a site for the performance of work done in connection with the Contract awarded to Contractor in accordance with this procurement transaction, where Contractor’s employees are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession, or use of any controlled substance or marijuana during the performance of the Contract.

C. Notices, advertisements, and solicitations placed in accordance with federal law, rule, or regulation will be deemed sufficient for the purpose of meeting the requirements of these sections.

RFP# 2027-02, Professional Engineering and Consulting Services 16

ATTACHMENT A

CERTIFICATION OF NO COLLUSION

The undersigned, acting on behalf of , does hereby certify in connection with the procurement to which this Certification of No Collusion is incorporated and attached that:

He/she has the authority to bind the forenamed Offeror, and that this proposal/bid is neither the result of, or affected by, any act of collusion with another person engaged in the same line of business or commerce:

nor the result of, or affected by, any act of fraud punishable under Virginia Code § 18.2-498.1 et seq.

By:

Print Name

Title

Name of Company

Date

ACKNOWLEDGEMENT

The foregoing Certification of No Collusion was acknowledged before me this day of , 20 , by .

Notary Public

My commission expires:

Notary Registration Number:

General procurement forms\RFP for professional services Revised: 9/6//23

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