Rocky Mount CDBG Implementation RFP.pdf

REQUEST FOR PROPOSAL

AND

STATEMENT OF QUALIFICATIONS

Issue Date: July 8, 2026

Title: North Main Corridor Revitalization BDR Project - Town of Rocky Mount

Issuing Agency: Town of Rocky Mount, Virginia

Daniel Pinard, Cultural and Economic Development Director 345 Donald Avenue Rocky Mount, VA 24151

OFFEROR INFORMATION

In compliance with this Request for Proposal and Statement of Qualifications and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the goods and/or services in accordance with the attached signed Request for Proposal and Statement of Qualifications or as mutually agreed upon by subsequent negotiation.

Name and address of firm:

Zip Code:

FEI/FIN No.:

Federal ID No.:_______________________________________

Contact Person:______________________________________

Date:

By: (signature)

Name: (printed name)

Title:

Phone: ( )

Fax: ( )

Email:

INITIAL PERIOD OF CONTRACT: September 1, 2026 to Septembert 1, 2028

Electronic Proposals and Statements of Qualification will be received until 5:00pm on July 31, 2026, by the Town of Rocky Mount, Virginia located at 345 Donald Avenue Rocky Mount VA 24151. All documents must be sent by the deadline to dpinard@rockymountva.org with the subject line

“Response to North Main Project RFP.” To be considered, all Proposals and Statements of

Qualification must be received at this email address on or before the date and hour stipulated.

mailto:dpinard@rockymountva.org

Proposals and Statements of Qualification received after the date and hour designated are automatically disqualified and will not be considered.

The Town of Rocky Mount, Virginia does not discriminate against faith-based organizations in accordance with the Code of Virginia, Section 11-35.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state or federal law relating to discrimination in employment. The Town of Rocky Mount, Virginia is an EOE.

ADDITIONAL INFORMATION

All inquiries for additional information should be directed to:

Name: Daniel Pinard, Cultural and Economic Development Director Phone: (540) 798-7869 Email: dpinard@rockymountva.org

I. INTRODUCTION AND PURPOSE

The Town of Rocky Mount, Virginia (“Town” or “Rocky Mount”) is soliciting electronic proposals from qualified Architectural/Engineering firms (“A/E firm” or “firm”) to provide professional design, engineering, bidding, and construction administration services for the North Main Corridor Business

District Revitalization Project, funded in part through a 2025 Community Development Block Grant

(CDBG) Business District Revitalization award from the Virginia Department of Housing and

Community Development (DHCD) in the amount of $801,533. Additional non-CDBG funding sources will support related corridor improvements as part of the overall revitalization effort.

The Town intends to select a qualified multidisciplinary firm capable of assisting with implementation of the following project elements: façade improvements for participating properties, streetscape and pedestrian safety improvements, wayfinding enhancements, industrial heritage mural coordination, and related corridor infrastructure coordination within the North Main Corridor.

The selected firm will work collaboratively with the Town, West Piedmont Planning District

Commission (WPPDC), DHCD, VDOT, property owners, and other stakeholders throughout implementation.

II. PROJECT BACKGROUND

North Main Street serves as a major entrance corridor into the Town of Rocky Mount from U.S.

Highway 220 and functions as a critical connection between the Town’s downtown district, commercial businesses, residential neighborhoods, industrial uses, educational facilities, and public amenities.

The Town, in partnership with the West Piedmont Planning District Commission (WPPDC), previously completed the North Main Corridor Revitalization Plan through a CDBG Planning Grant process. The revitalization plan identified a long-range vision for the corridor and established implementation priorities intended to support economic revitalization, improve connectivity, strengthen corridor identity, address physical blight, and enhance the overall appearance and functionality of the business district corridor. Please see section X. Attachments for project maps and the full revitalization plan.

The implementation project includes coordinated revitalization activities intended to improve the corridor through:

• façade improvements,

• initial streetscape improvements,

• pedestrian safety enhancements,

• wayfinding installation,

• corridor placemaking,

• industrial heritage mural coordination,

• and related infrastructure coordination.

The Town anticipates the selected A/E firm will work collaboratively with Town staff, WPPDC, DHCD, VDOT, property owners, stakeholders, and other project partners throughout implementation.

III. SCOPE OF WORK

The selected consultant shall provide professional architectural, engineering, urban design, landscape architecture, construction administration, and related professional services necessary to support implementation of the North Main Corridor Business District Revitalization Project, to be completed within the 2-year grant period from date of anticipated August 2026 contract.

Services may include, but are not limited to, the following:

A. Façade Improvement Program Services o Development of final façade improvement designs for participating properties o Coordination with participating property owners o Preparation of construction-ready drawings and specifications, as necessary o Assistance with cost estimating o Assistance with bid packaging and contractor coordination o Construction administration and observation services related to façade improvements o Coordination of ADA and DHR compliance considerations, where applicable

The Town currently anticipates façade improvements associated with approximately twenty (20) participating properties, although the final number of participating properties may vary.

B. Streetscape & Pedestrian Improvements o Sidewalk design coordination o Crosswalk design o RRFB/pedestrian safety improvement coordination o Streetscape enhancement design o Landscaping and street tree coordination o Traffic control coordination o Coordination with VDOT and other regulatory agencies, as necessary

C. Wayfinding & Corridor Identity o Coordination of wayfinding placement and installation o Integration of wayfinding elements into corridor revitalization efforts o Coordination of banner and streetscape elements

D. Industrial Heritage Murals Coordination

The Town has established a separate community-based process and advisory structure related to mural artistic design and content development. The selected consultant will not be responsible for creation of mural artwork, however, the selected consultant may be responsible for:

o mural site coordination, o improvements integration into corridor revitalization, o placement coordination, o substrate/surface review, o lighting or visibility coordination, o constructability considerations, o and coordination with separately selected artists or mural stakeholders.

E. Utility & Infrastructure Coordination

The project includes coordination with planned waterline replacement activities funded through non-CDBG sources. While the waterline construction itself may be separately funded or procured, the selected consultant may be required to coordinate implementation sequencing and corridor improvement integration with utility infrastructure activities.

F. Bid & Construction Phase Services o Preparation of bid documents o Assistance during bidding and procurement o Pre-bid meeting participation o Responses to contractor questions o Shop drawing review o Site visits and construction observation o Change order review o Coordination with Town staff and grant administrators o Assistance with project closeout documentation

Continuation Statement

It is the intent of the Town to select a firm that will provide continuity of professional services through subsequent phases of the project, including but not limited to design development, construction documents, bidding assistance, and construction administration. Continuation of services for further downtown revitalization projects shall be contingent upon the availability of funding, satisfactory performance by the selected firm, compliance with all applicable federal and state procurement requirements, and successful negotiation of a contract amendment or new agreement. Nothing in this provision shall be construed as a guarantee of future work.

IV. PROCUREMENT PROCESS

This procurement shall follow competitive negotiation procedures for professional services in accordance with the Virginia Public Procurement Act and DHCD procurement requirements.

Selection shall be based upon demonstrated qualifications, experience, project understanding, and the overall ability of the respondent to successfully complete the required services.

The Town reserves the right to:

• reject any or all proposals,

• waive informalities,

• request additional information,

• conduct interviews,

• negotiate scope and fee,

• shortlist firms for interviews prior to final selection,

• and cancel or reissue the solicitation if determined to be in the Town’s best interest.

Interviews

The Town anticipates interviewing up to three (3) top-ranked firms. Interviews may include discussion of:

• project understanding,

• implementation approach,

• schedule management,

• coordination methods,

• construction administration,

• stakeholder engagement,

• and experience with similar corridor revitalization efforts.

Contract Negotiations

Following evaluation and interviews, the Town shall negotiate a contract with the highest-ranked firm deemed most qualified to perform the required services. If a satisfactory contract cannot be negotiated, negotiations may be terminated and initiated with the next-ranked firm. Compensation shall be negotiated following selection in accordance with applicable procurement requirements for professional services.

Anticipated Procurement Schedule

The following schedule is anticipated and subject to change at the Town’s discretion:

Activity Anticipated Timeline

RFP Advertisement Period 3 Weeks

Proposal Review & Initial Ranking 1 Week

Notification of Shortlisted Firms Following Review

Interview Preparation Period 2 Weeks

Consultant Interviews Following Week

Final Ranking, Selection & Negotiations 1 Week

Contract Award & Notice to Proceed Following Negotiations

V. PROPOSAL AND INTERVIEW PREPARATION

Proposals shall include, at minimum:

1. Firm Overview

General information regarding the firm, office locations, disciplines represented, and organizational structure.

2. Project Understanding

Demonstrated understanding of the North Main Corridor Revitalization Project, corridor conditions, implementation goals, and anticipated project challenges.

3. Qualifications & Experience

Description of relevant experience with:

• downtown revitalization implementation,

• façade improvement programs,

• corridor revitalization,

• streetscape projects,

• transportation/pedestrian improvements,

• VDOT coordination,

• CDBG-funded projects,

• and construction administration.

4. Familiarity with the Community & Regional Context

Demonstrated understanding of the Town of Rocky Mount, the North Main Corridor, the surrounding region, lessons learned from similar projects, any regulatory agencies involved in the project, and the economic and community context relevant to successful project implementation.

5. Key Personnel

Identification of key project personnel and their anticipated roles. Include resumes, relevant project experience, and current workload of the team members. Please include how the

Grantee’s project will be incorporated into their current backlog of contracted work

6. Project Approach

Description of the firm’s proposed approach to:

• project timeline.

• potential shortfalls and contingencies including budget,

• project coordination,

• stakeholder engagement,

• phased implementation,

• schedule management,

• and construction administration.

7. Capacity & Availability

Description of current workload, availability, and capacity to complete the project within anticipated timelines.

8. References

Provide a comprehensive list of all related projects worked on in the past 5 to 10 years with 5 references from this list that can be contacted.

9. SWaM Participation

Include any applicable SWaM certifications or participation information.

Evaluation Criteria

Rocky Mount will use a Selection Committee to review and evaluate all Proposals of Work and

Statements of Qualification submitted by firms responding to the RFP/SOQ. The Proposal/SOQ packages will be evaluated and ranked based on the Evaluation Criteria detailed as follows. Rocky Mount may choose to ask the top ranked firms to attend a presentation/interview as part of the evaluation process, eliminating other firms from competition.

Criteria Points

Key Personnel Qualifications 15

Downtown / Corridor Revitalization Experience 15

Economic Recovery & Resiliency Knowledge 15

Understanding of Rocky Mount & Community Context 15

Regional Branding Experience 15

Capacity & Availability 10

Past Performance & References 5

SWaM Status 5

Proposal Quality 5

TOTAL 100

Award of Contract

In the absence of a single Offeror excelling in qualifications and experience, selection may be made of two or more Offerors deemed to be fully qualified and best suited among those submitting proposals based on the evaluation factors included in this Request for Proposals. Negotiations shall be conducted with the Offerors so selected. Following interviews and negotiations, Rocky Mount shall select the Offeror which, in its opinion, has made the best proposal and is most qualified to perform the required services.

Offerors may include a non-binding preliminary cost estimate or general budget approach for informational purposes only. Final compensation and scope shall be negotiated with the selected firm in accordance with applicable procurement requirements for professional A/E services.

VI. SUBMISSION REQUIREMENTS

All respondents shall submit a Proposal and Statement of Qualifications (SOQ) electronically in PDF format by the deadline to dpinard@rockymountva.org with the subject line “Response to North Main

Project RFP.” Proposals should include information directly related to each of the Selection Criteria outlined in Section V of this RFP/SOQ.

Proposals/SOQs shall be signed by an authorized representative of the firm and include all requested information in one single pdf submission. Failure to provide requested information may result in a lower evaluation score or rejection of the proposal if determined to be substantially incomplete.

Proposals/SOQs should be prepared in a clear, organized, and straightforward manner that demonstrates the firm’s qualifications and ability to perform the required services. Emphasis should be placed on completeness, clarity, and responsiveness to the requirements of this RFP/SOQ.

Ownership of all data, materials, and documentation originated and prepared for Rocky Mount pursuant to this RFP/SOQ shall belong exclusively to the Rocky Mount and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an offeror shall not be subject to public disclosure under the Virginia Freedom of

Information Act; however, the offeror must invoke the protections of §2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must identify specifically the data or materials to be protected and state 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 [or line-item prices, and/or total proposal prices in a subsequent fee proposal] as proprietary or trade secrets is not acceptable and will result in rejection of the proposal.

Proposals should be as thorough and detailed as possible so that Rocky Mount may properly evaluate the Offeror’s capabilities to provide the required services. Offerors are required to submit the following items as a complete proposal:

1. Return the RFP/SOQ cover sheets and all addenda acknowledgments, if any, signed and filled out as required.

2. A written narrative statement to include all required elements from section V of this RFP/SOQ

3. Specific plans for providing the proposed services, including:

a. What, when, and how the service will be performed,

b. Timeframe for completion, and

c. Non-binding cost estimate

Rocky Mount, Virginia reserves the right to reject any and all proposals.

VII. GENERAL TERMS AND CONDITIONS

A. Applicable Laws and Courts:

This solicitation and any resulting contract shall be governed in all respects by the laws of the

Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

B. Anti-discrimination:

By submitting their proposals, offerors certify to Rocky Mount that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair

Employment Contracting Act of 1975, as amended, where applicable, the Virginians With

Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public

Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).

In every contract over $10,000 the provisions in 1. and 2. below apply:

1. During the performance of this contract, the contractor agrees as follows:

a. The contractor will 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 state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The contractor, in all solicitations or advertisements for employees placed by or 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 regulation shall be deemed sufficient for the purpose of meeting these requirements.

2. The contractor will include the provisions of 1. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

C. Ethics in Public Contracting:

By submitting their proposals, offerors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, 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.

D. Immigration Reform and Control Act of 1986:

By submitting their proposals, offerors certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986.

E. Debarment Status:

By submitting their proposals, offerors certify that they are not currently debarred by the Commonwealth of Virginia from submitting bids or proposals on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

F. Antitrust By entering into a contract, the contractor conveys, sells, assigns, and transfers to Rocky Mount all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and Rocky Mount relating to the particular goods or services purchased or acquired by Rocky Mount under said contract.

G. Mandatory Use of Terms and Conditions for RFP/SOQ:

Modification of or additions to the General Terms and Conditions of the solicitation may be cause for rejection of the proposal; however, Rocky Mount reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a proposal.

H. Clarification of Terms:

If any prospective (bidder/offeror) has questions about the specifications or other solicitation documents, the prospective (bidder/offeror) should contact the issuing agency whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the issuing agency.

I. Precedence of Terms:

Paragraphs A-J of these General Terms and Conditions shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

J. Qualifications of Offerors:

Rocky Mount may make such reasonable investigations as deemed proper and necessary to determine the ability of the (bidder/offeror) to perform the services/furnish the goods and the offeror shall furnish to Rocky Mount all such information and data for this purpose as may be requested. Rocky Mount reserves the right to inspect the offeror’s physical facilities prior to award to satisfy questions regarding the offeror’s capabilities. Rocky Mount further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy Rocky Mount that such offeror is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

K. Assignment of Future Contract:

A contract shall not be assignable by the contractor in whole or in part without the written consent of the Town Rocky Mount.

L. Changes to the Future Contract:

Changes may be made to a future contract in any of the following ways:

1. The parties may agree in writing to modify the scope of the contract. An increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

2. Rocky Mount may order changes within the general scope of the contract at any time by written notice to the contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of page presentation, and the place of delivery. The contractor shall comply with the notice upon receipt. The contractor shall be compensated for any additional costs incurred as the result of such order and shall give Rocky Mount a credit for any savings. Said compensation shall be determined by one of the following methods:

a. By mutual agreement between the parties in writing; or

b. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the contractor accounts for the number of units of work performed, subject to Rocky Mount’s right to audit the contractor’s records and/or to determine the correct number of units independently; or

c. By ordering the contractor to proceed with the work and keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The contractor shall present Rocky Mount with all vouchers and records of expenses incurred and savings realized. Rocky Mount shall have the right to audit the records of the contractor as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to Rocky Mount within thirty (30) days from the date of receipt of the written order from Rocky Mount. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for resolving disputes provided by the Disputes Clause of this contract or, if there is none, in accordance with the disputes provisions of the Commonwealth of Virginia Vendors Manual. Neither the existence of a claim nor a dispute resolution process, litigation or any other provision of this contract shall excuse the contractor from promptly complying with the changes ordered by Rocky Mount or with the performance of the contract generally.

Note: The above methods shall only be applicable to revising the costs within the original cost proposal, since the contract shall be made for a certain agreed upon amount which cannot be exceeded.

M. Default:

In case of failure to deliver services in accordance with the contract terms and conditions, Rocky Mount, after due oral or written notice, may procure them from other sources and hold the contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies that Rocky Mount may have.

N. Insurance:

By signing and submitting a bid or proposal under this solicitation, the bidder or offeror certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers’ compensation insurance in accordance with §§ 2.2-4332 and 65.2-800 et seq. of the Code of Virginia. The bidder or offeror further certifies that the contractor and any subcontractors will maintain these insurance coverages during the entire term of the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

Insurance Coverages and Limits Required:

1. Workers’ Compensation - Statutory requirements and benefits.

2. Employer’s Liability - $100,000.

3. Commercial General Liability - $500,000 combined single limit. Commercial General Liability is to include Premises/Operations Liability, Products and Completed Operations Coverage, and Independent Contractor’s Liability or Owner’s and Contractor’s Protective Liability. Rocky Mount must be named as an additional insured when requiring a Contractor to obtain Commercial General Liability coverage.

4. Automobile Liability - $500,000 - Combined single limit. (Only used if motor vehicle is to be used in the contract.)

5. Builder’s Risk, or similar coverage, rider, or supplement covering the proposed structure and construction period prior to issuing a contract

O. Drug-Free Workplace:

During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the 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 the contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor, the employees of whom 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.

P. Nondiscrimination of Contractors:

A bidder, offeror, or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, national origin, age, disability, faith-based organizational status, any other basis prohibited by state law relating to discrimination in employment or because the bidder or offeror employs ex-offenders unless the state agency, department or institution has made a written determination that employing ex-offenders on the specific contract is not in its best interest. If the award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider.

VIII. SPECIAL TERMS AND CONDITIONS

A. Audit:

The contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

B. Cancellation of Contract:

Rocky Mount reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

C. Minority/Women-owned Businesses Subcontracting and Reporting:

Where it is practicable for any portion of the awarded contract to be subcontracted to other suppliers, the contractor is encouraged to offer such business to minority and/or women-owned businesses. Names of firms may be available from the Virginia Division of Purchases and Supply.

When such business has been subcontracted to these firms and upon completion of the contract, the contractor agrees to furnish Rocky Mount the following information: name of firm, phone number, total dollar amount subcontracted, and type of product/service provided.

D. Subcontracts:

No portion of the work shall be subcontracted without prior written consent of Rocky Mount. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish Rocky Mount the names, qualifications and experience of their proposed subcontractors. The contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract.

IX. METHOD OF PAYMENT

The Contractor shall be paid on the basis of completed and accepted milestones or deliverables completed under the terms of the contract as described on the budget submitted by the Contractor for this project and approved by Rocky Mount during the contract negotiations. Compensation shall not exceed the amount stated in the project contract. The Contractor shall invoice Rocky Mount with supporting documentation as appropriate to milestones determined by negotiation and their completion. Invoices shall cite the contract number and purchase order number assigned to the contract and will be submitted to the address shown on the contract.

In addition, the following terms apply:

1. The Contractor shall submit invoices for items ordered, delivered, and accepted directly to the payment address shown on the contract. All invoices shall show the contract number and/or purchase order number, social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

2. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last.

3. All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be billed by the contractor at the contract price, regardless of which public agency is being billed.

4. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or the date of offset when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act.

5. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges.

Charges which appear to be unreasonable will be researched and challenged, and that portion of the invoice held in abeyance until a settlement can be reached. Upon determining that invoiced charges are not reasonable, Rocky Mount shall promptly notify the contractor, in writing, as to those charges which it considers unreasonable and the basis for the determination. A contractor may not institute legal action unless a settlement cannot be reached within thirty (30) days of notification. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges that are not in dispute (Code of Virginia, §2.2-4363).

6. The timing of interim billing and payments and the associated deliverables shall be determined during contract negotiations.

X. ATTACHMENTS AND LINKS

A. Project Maps

B. North Main Corridor Revitalization Project https://dmz1.dhcd.virginia.gov/camsportal/UploadDocuments/RMMapsforApplication611202420628_825202551626.pdf https://acrobat.adobe.com/id/urn:aaid:sc:US:1db1f6a1-b95b-46ee-9624-accc8c7fb062