RFP UMW 27-2201 Term Contract for Architectural and Engineering Services.pdf

DGS-30-304

(Rev. 04/15) Page 1 of 9

REQUEST FOR PROPOSALS

Issue Date: 23 October 2026 RFP# UMW 27-2201

Title: TERM CONTRACT FOR ARCHITECT / ENGINEERING SERVICES (Multiple Award)

Commodity Code: PROFESSIONAL SERVICES 90600, 90607, 92500

Issuing Agency & Address: Commonwealth of Virginia

University of Mary Washington, Procurement Services

Fredericksburg, VA 22401

Patricia Canciglia, pcancigl@umw.edu

Location of Work: Fredericksburg, Virginia; Stafford, Virginia; King George, Virginia; all campuses and satellites of University of Mary Washington

Period Of Contract: One Year with option for three (3) one-year optional renewals limited to

• Maximum cumulative fees per contract term: $10 million

• Maximum fee for any single project under the term contract: $2.5 million.

Proposals are to be submitted via the electronic online response function within the solicitation posting on the eVA Virginia Business Opportunities (VBO). If you run into issues submitting your proposal electronically through eVA, please contact eVA Customer Care at 1-866-289-7367. UMW requires the inclusion of an additional clearly marked redacted proposal if any portion of the

Offeror’s proposal contains proprietary information. The redacted file shall also be uploaded to the eVA site with the file name including the word “Redacted” version.

Late proposals cannot be considered. To be considered for selection, proposals must be uploaded to eVA no later than the due date and time for proposal submission which is 20 November 2026 no later than

2PM. The official submission date and time will be based on the eVA system timestamp. Any proposal submitted after the due date and time will not be accepted. It is the sole responsibility of the Offeror to ensure that is proposal is successfully submitted via the eVA portal no later than the date and time stated above.

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 Proposer:

_________________________________ Date: ____________________________

_________________________________ By_______________________________ (Signature in Ink)

_________________________________ Typed Name: _______________________

_______________________Zip: Title: ____________________________

FEIN/SSN # _______________________ Telephone No.( ) _______________

(Rev. 04/15) Page 2 of 9

TABLE OF CONTENTS

Section No. Description Page No.

I. Applicability of the A/E Manual 3

II. Purpose 3

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

IV. Scope of Services 4

V. Participation of Small, Woman Owned and

Minority Owned Businesses 5

VI. Proposal Requirements 5

VII. Evaluation and Award of Contracts 6-7

VIII. Fees 7

IX. Contract Term 8

X. Project Orders 8

XI. Attachments 9 eVA Vendor Registration: The bidder or 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), the eVA Vendor

Registration Form (DGS-30-385), and Small Businesses and Businesses Owned by Women and

Minorities Participation Data (DGS-30-360) are available for download at the following website:

http://forms.dgs.virginia.gov/

(Rev. 04/15) Page 3 of 9

I. APPLICABILITY OF THE A/E MANUAL:

The rights and duties of the Owner and Architect/Engineers applicable to State projects are set forth in the Terms and Conditions of the A/E Contract (CO-3a) and The A/E Manual as defined in the current edition of the Construction and Professional Services Manual, current edition, as amended.

Proposer'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 Proposer will enter into an agreement. For purposes of clarity and uniformity in this RFP, only the term "Agency" will be used herein.

II. PURPOSE:

The Agency often needs professional architectural and/or engineering assistance for discrete, small projects such as investigations, studies, reports, design of small projects, and related services. The aim of this RFP is to contract with multiple A/E firms 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 RFPs, and generally to increase the Agency's efficiency in obtaining professional services.

Initial planned project orders could be approved maintenance reserve projects including: roof replacements, HVAC repairs, accessibility improvements and design services associated with the development, renovation, expansion and modernization of medical, healthcare simulation, laboratory, classroom and related academic support facilities support future healthcare education programs.

Additionally, planned projects could require expertise in sustainability, historic structures, security/fire alarm systems, and data/AV infrastructure.

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 an "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 Owner reserves the right, at its sole discretion, to issue RFPs 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

Contract in effect with an Agency or its subsidiaries or branches at any time.

The Owner 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 Owner also reserves the right under the provisions of this Contract to issue a

Project Order to the A/E to provide services of a similar type or discipline covered by this RFP to a subsidiary, branch or state agency in the same geographic area.

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IV. SCOPE OF SERVICES:

The selected A/E’s shall furnish all expertise, labor and resources, in accordance with the requirements of the A/E Manual, to provide complete services necessary for Project Order(s) issued during the

Contract Term. The following generally summarizes the types of scopes of services that the A/E may be required to perform, depending on the individual Project Orders:

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, structural, mechanical, electrical, plumbing and fire protection engineering projects, mechanical engineering projects, or civil engineering, utility coordination, and site-development projects, as well as sustainable design and energy-efficiency consulting, accessibility, life safety and code compliance reviews.

B. Develop a Preliminary Design submission consistent with the requirements of the A/E Manual.

Respond to all BCOM and other review agency comments and resolve outstanding design issues prior to submission of 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. Other types of professional services of a nature consistent with the intent of the RFP.

a. Facility programming and space needs assessments.

b. Feasibility studies, master planning, and concept development.

c. Interior design and furniture planning.

d. Medical simulation laboratory and specialized instructional space planning.

e. Technology, audiovisual, telecommunications and instructional systems integration.

Any project order for a feasibility study, programming, or bridging documents issued pursuant to the

Term Contract shall not include the right to extend the A/E's scope of services to include full design and construction period services and shall not be considered as preparation of an RFP for services. The A/E completing such project order shall not be prohibited from participating in competitive negotiation procurement for such future services.

(Rev. 04/15) Page 5 of 9

V. PARTICIPATION OF SMALL BUSINESSES AND MICRO BUSINESSES:

Under Executive Order 20 (2014), 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: Forty-Five (45) % or greater.

VI. PROPOSAL REQUIREMENTS:

A. Proposals shall be signed by an authorized representative of the A/E. By submitting a proposal, the proposer 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 Respondent’s proposal shall include: the completed and signed RFP cover page 1; the completed and signed Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6.

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

E. 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 shall be completed and included with the A/E’s proposal.

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

Manual. The AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5, AE-6 data forms are available for download from the DGS Forms Center website ( http://forms.dgs.virginia.gov ).

G. The proposal shall provide a brief summary addressing all of the evaluation criteria; typically provided as part of the AE-6 data form. Proposals shall be submitted as a single searchable PDF file not exceeding 50 pages and 25MB.

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VII. EVALUATION AND AWARD OF CONTRACTS:

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

Description Weighting

1. Expertise, experience, and qualifications of the A/E’s personnel in each discipline that may provide services to the RFP with heavy emphasis in Medical in a VASCUPP Higher Ed environment.

25%

2. Expertise, experience and qualifications of any special consultants proposed that may provide services to the RFP with heavy emphasis in Medical in VASCUPP Higher Ed environment.

10%

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

5%

4. A/E’s demonstrated plan to respond to requests for services and ability to complete any Project Orders in a timely manner.

5%

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 with heavy emphasis in Medical in VASCUPP Higher Ed environment.

20%

6. A/E’s demonstrated willingness to provide services on the small projects associated with Term Contracts for a reasonable fee as determined by the agency.

5%

7. A/E’s recent (past 5 years) demonstrated record in designing project within the established “Design-not-to-exceed” budget.

5%

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.

10%

9. SWAM Certification and/or use of small businesses as consultants, subcontractors, suppliers or support services.

10%

10. Financial Responsibility as evidenced by the A/E carrying

Professional Liability Insurance.

5%

TOTAL 100%

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B AWARD OF CONTRACT: The Agency shall engage in individual discussions and interviews with three 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. Proposers shall be encouraged to elaborate on their qualifications, performance data, and staff expertise relevant to the proposed contract.

Proprietary information from competing proposers (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

Proposer and the designation is justified as required by §2.2-4342, Code of Virginia, as revised.

At the conclusion of the informal interviews, on the basis of evaluation factors published in the

Request for Proposal and all information developed in the selection process to this point, the

Agency shall rank, in the order of preference, the interviewed proposers whose professional qualifications and proposed services are deemed most meritorious.

Negotiations shall then be conducted with the Proposer ranked first to establish an acceptable

MOU, including marked up hourly rates considered fair and reasonable, and which compare favorably with the typical labor rates for the various A/E skill levels required for the work. A contract award will be made to that Proposer. The Agency may then issue the first Project Order provided the A/E accepts / agrees to the Project Order offered. If other interviewed proposers were also determined to be qualified, negotiations may be conducted in order to establish acceptable MOUs with them as well in advance of awarding the other Term Contracts.

A/E Term Contracts are not exclusive. An Agency may issue separate RFPs for similar work and other projects as the need may occur. An Agency may issue Term Contracts to not more than four of the fully qualified and best suited firms interviewed from a particular A/E Term

Contract RFP advertisement and selection process. When multiple awards are made, the

Agency shall have established procedures for distributing the Project Orders among the Term

Contractors during the contract term.

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 resulting from this solicitation.

B. If a Project Order is to be performed on a lump sum basis, the Agency shall determine a lump sum based on the Scope of Service 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 $2,500,000 and the aggregate total of fees for all Project Orders issued during the Contract Term shall not exceed $10,000,000.

(Rev. 04/15) Page 8 of 9

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 and all previously issued Project

Orders and any Change Orders to the previous Project Orders, reaches the $10,000,000 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 Owner's right to issue, and the A/E's right to accept, additional Project Orders.

The Owner may, at its sole discretion, renew the Contract for additional one year Contract Terms. If the

Owner exercises its option to renew, the subsequent Contract Term shall begin one year from the date of the execution of this Contract or the date that the Owner notifies the A/E that the option to renew is being exercised, which ever occurs first. A new aggregate limit of $10,000,000 shall apply to the second and any subsequent Contract Term, without regard to the dollar amounts of Project Orders issued during the first year or previous option of the Contract. Any unused amounts from the first Contract Term or exercised option periods are forfeited and shall not carry forward to the next Contract Term. The

Owner/Agency may, at its sole discretion, exercise the one-year renewal a maximum of three (3) 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 $2,500,000 which includes all fees and reimbursable expenses and contingencies.

It is understood that more than one Project Order may, at the Owner's sole discretion, be offered to the

A/E during the Contract Term. Although the potential exists for multiple project orders during the

Contract Term with aggregate fees up to $10,000,000, 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-30-385)

(Rev. 04/15) Page 9 of 9

ATTACHMENT (A):

DGS-30-384

(Rev. 01/21)

Vendor eVA Registration Requirements eVA Business-to-Government Vendor Registration, Contracts, and Order: 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 their 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: The solicitation/contract will result in multiple purchase order(s) with the eVA applicable transaction fee assessed for each order.

https://eva.virginia.gov/eva-billing.html