Solicitation_MEP Term_10.07.2026.pdf

DGS-30-304

(Rev. 07/22) Page 1 of 18

REQUEST FOR PROPOSALS

Issue Date: October 7, 2026 RFP: 27-ODU-05-SLP

Title: TERM CONTRACT FOR PROFESSIONAL MECHANICAL, ELECTRICAL AND

PLUMBING (“MEP”) ARCHITECTURAL / ENGINEERING DESIGN SERVICES

Commodity Code: PROFESSIONAL SERVICES

Issuing Agency & Address: Old Dominion University Procurement Services, Suite 111

4401 Powhatan Avenue Norfolk, Virginia 23529

Location of Work: Primarily the Norfolk, Virginia campus of Old Dominion University

Period Of Contract: One Year with options of three (3) additional one (1) year terms

All inquiries for information should be directed to: Samantha Parker s1parker@odu.edu. Question cut-off is NLT 11:00 A.M., on October 20, 2026.

Proposal responses shall be submitted via the Commonwealth of Virginia’s e-procurement portal, eVA.

Sealed proposals for furnishing the services described herein will be received until 11:00 A.M. local time on November 6, 2026. Proposals must be submitted in eVA by the deadline stated. Submissions with time stamps of 11:01 A.M. or later will be considered late and will not be accepted.

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, 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 Offeror:

_________________________________ Date: ____________________________

_________________________________ By:______________________________

(Signature in Ink) _________________________________ Typed Name: _____________________

_______________________Zip: __ Title: ____________________________

FEIN/SSN #: _______________________ Telephone No.: ( __ ) _______________

DPOR License #: ___________________ E-mail Address: ___________________

SCC #: ___________________________

PRE-PROPOSAL CONFERENCE: A pre-proposal conference will not be held.

mailto:s1parker@odu.edu

(Rev. 07/22) Page 2 of 18

TABLE OF CONTENTS

Section No. Description Page No.

I. Applicability of the A/E Manual 3

II. Background 3

III. Purpose 4

IV. Agency’s Right to Issue RFP’s and Project Orders 4

V. Scope of Services 5

VI. Participation of Small Businesses and Micro Businesses 5

VII. Proposal Requirements 9

VIII. Evaluation and Award of Contracts 13

IX. Fees 17

X. Contract Term 17

XI. Project Orders 18

XII. Old Dominion University Graphics Standards 18

XIII. Anticipated Schedule 18

XIV. Attachments 18 eVA Vendor Registration: The offeror shall be a registered vendor in eVA prior to the award of this Contract. See the attached eVA Vendor Registration Requirements.

(Rev. 07/22) Page 3 of 18

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.

Offeror'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 Offeror will enter into an agreement.

The current edition of the CPSM and DEB notices can be accessed from the following website:

DGS - Division of Engineering & Buildings

II. BACKGROUND:

Old Dominion University currently has three (3) Mechanical, Electrical and Plumbing (MEP) Engineering design services contracts under Contract #21-ODU-23-DAY, with Ascent Engineering Group, Inc. and J.P. Harvey Engineering Solutions both expiring on June 23, 2027, and PACE Collaborative expiring on February 1, 2027. Under their contracts, from January 2022 to the current date, ODU has issued four (4) project orders totaling $209,561.00 to Ascent, fifteen

(15) project orders totaling $1,308,361.00 to JP Harvey and thirteen (13) project orders totaling $455,675.00 to PACE.

Campus Community:

Old Dominion University (“ODU”) is Virginia's entrepreneurial-minded public R1 doctoral research institution of higher education located in Norfolk, Virginia with a focus on first-rate research, in-demand majors and real-world experience. ODU is part of the metropolitan and historic Hampton Roads area, with a population of approximately 1.8 million people. Located about 200 miles south of Washington, D.C., ODU is within minutes of the largest East Coast seaport, the oceanfront in Virginia Beach and the world’s largest naval base. ODU’s initiatives contribute approximately $3.8 billion annually to Virginia’s economy and the University is committed to attracting top talent, nurturing investment and business start-ups, generating high-paying jobs, and improving the quality of life for Hampton Roads and all of Virginia.

With more than 24,000 students, rigorous academics, an energetic residential community, and initiatives that contribute $3.8 billion annually to Virginia's economy, our student population is “first-generation students, fourth-generation veterans and the next generation of risk-taking entrepreneurs who will invent their own seat at the table instead of waiting for a seat at another's."

Old Dominion University is situated in a coastal, urban environment between the Lafayette River and the Eastern Branch of the Elizabeth River, which requires careful development of the University’s campus. In June 2025, the ODU Board of Visitors adopted the University's 2025- 2035 Master Plan. The Master Plan provides a long-term framework to guide the physical development of the University and supports the University's strategic plan by addressing facilities, open space, mobility, and infrastructure systems. The Master Plan emphasizes the modernization of existing spaces and development of new spaces while integrating resilient practices into the University's future growth and operations. Among the Plan's major considerations are stormwater management, sea-level rise, energy conservation, and the use of open space to help absorb future flooding.

https://dgs.virginia.gov/engineering-and-buildings/statewide-constructionproject-management/about-the-cpms/

(Rev. 07/22) Page 4 of 18

Historically, the university began in 1930 as the Norfolk Division of the College of William and Mary, achieved independent status in 1962, and achieved university status and official title as Old Dominion University in 1969. The university is accredited by the Southern Association of Colleges and Schools Commission on Colleges. Currently, university enrollment is more than 24,000 students, which includes more than 600 international students with 91 countries represented.

Residence halls and apartments on campus house thousands of students, while many other students live nearby within walking distance of the campus. Other students are distance learners located throughout Virginia, the nation, and the world. These students receive the same quality education but may rarely, if ever, set foot on campus. Technology enables students, many of whom are connected to the military, to complete various ODU programs. ODU has an alumni base of more than 190,000 individuals, many of whom reside in the Hampton Roads region.

Through its colleges and schools, ODU offers a broad range of baccalaureate, master’s, doctoral, and professional programs. The University’s faculty supports academic programs and research across a variety of disciplines, as well as educational opportunities offered through online learning.

III. PURPOSE:

The Agency often needs professional Mechanical, Electrical and Plumbing (MEP) 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 two (2) or more Mechanical, Electrical and Plumbing (MEP) 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.

The purpose and intent of this RFP is to solicit proposals for a Term Contract for such professional Mechanical, Electrical and Plumbing (MEP) engineering design services to be provided on an "as needed" basis pursuant to Project Orders issued during the contract term. While the Agency desires to contract with a Mechanical, Electrical and Plumbing (MEP) A/E Firm, it should be recognized that in unique situations, the Agency may need highly specialized services during the contract term(s). The successful A/E firms may be asked by Agency to engage subcontractors to provide these services as needed to meet the needs of the Agency and based on the A/E firm’s experience in responding to similar requests. The Agency may also engage other firms directly to provide specialized consulting and/or design services.

Any resulting Contract shall be renewable for a one-year term, at the Agency's option, for up to a maximum of three (3) one year term renewals. The Agency reserves the right to award multiple contracts pursuant to this solicitation, and as such has the option of awarding up to four (4) contracts if deemed necessary by the Agency.

IV. 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.

(Rev. 07/22) Page 5 of 18

The Owner also reserves the right to issue Project Orders to other A/Es 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.

V. SCOPE OF SERVICES:

The selected A/E 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 MEP projects.

B. Develop Preliminary, Schematic and/or Working drawing Design submission(s) consistent with the requirements of the A/E Manual. Respond to all DEB and other review agency comments, including but limited to the Art and Architectural Review Board (AARB), and resolve outstanding design issues prior to submission of construction documents.

C. Provide complete contract documents for small project designs up to $3,000,000 in accord with the procedures of the A/E Manual for projects assigned by the Project Order.

D. Provide complete contract documents for project designs >$3,000,00o but <$5,000,000 in accord with the procedures of the A/E Manual for projects assigned by the Project Order.

E. Provide services to investigate problems and prepare recommendations for corrective action.

F. Prepare an A/E cost estimate for proposed projects.

G. Prepare feasibility studies for proposed projects.

H. Other types of professional services of a nature consistent with the intent of the RFP.

I. Provide specialized services via other forms, as necessary.

J. Provide close-out documents appropriate for each project prior to final payment.

K. Perform services following the ODU Design Standards and all bulletins. Failure to follow

XXthe Design Standards will be taken into consideration when term contract renewal is due.

https://ww1.odu.edu/facilities/construction/design-standards

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.

https://ww1.odu.edu/facilities/construction/design-standards

(Rev. 07/22) Page 6 of 18

VI. PARTICIPATION OF SMALL BUSINESSES AND MICRO BUSINESSES:

It is the policy of the Commonwealth of Virginia to contribute to the establishment, preservation and strengthening of micro businesses, small businesses and businesses owned by women and minorities and to encourage their participation in state procurement activities. The Commonwealth encourages contractors to provide for the participation of micro businesses, small businesses and businesses owned by women and minorities through partnerships, joint ventures, subcontracts, or other contractual opportunities. Submission of a report of past efforts to utilize the goods and services of such businesses is required with any bid for construction services where the total contract amount may exceed $100,000. Respondent must provide information on its past utilization of micro, small, women, and minority owned disadvantaged businesses, and must also state any plans to utilize such businesses and the manner in which they may be utilized under this Contract.

Electronic copies of the “Small Businesses and Businesses Owned by Women & Minorities" Data Forms are available for download at the http://forms.dgs.virginia.gov website. The Agency will fulfill the Commonwealth’s policy as follows:

1. Old Dominion University is committed to the preservation and strengthening of micro businesses, small businesses, small businesses owned by women and minorities and to encouraging their participation in State procurement activities.

2. The Agency plans to achieve this goal through Respondent’s willingness to provide for participation of micro businesses, small businesses, and businesses owned by women and minorities through partnerships, joint ventures, subcontracts, or other contractual opportunities. Submission of a report of past efforts to utilize the goods and services of such businesses and plans for involvement in this contract are required. By submitting a response, Respondent certifies that all information provided in response to this solicitation is true and accurate. Failure to provide the information required by this solicitation may ultimately result in the response being deemed non-responsive and ultimately rejected.

3. Plans submitted that include involvement of certified DSBSD SWAM firms will be evaluated based on commitment to meeting the University’s targets.

Those proposal responses that meet the specification requirements and include plans that most closely meet or exceed the specified targets will be deemed responsive and will be considered for any subsequent award(s).

4. The Agency also encourages Respondents to provide for participation of micro businesses, small businesses, and businesses owned by women and minorities through partnerships, joint ventures, subcontracts, or other contractual opportunities. Submission of a report of past efforts to utilize the goods and services of such businesses and plans for involvement on any resulting contract are required. By submitting a response, Respondent certifies that all information provided in response to this solicitation is true and accurate. Failure to provide the information required by this solicitation may ultimately result in response being deemed non-responsive and ultimately rejected.

5. While it is the Agency’s intent to enter into an exclusive agreement with one Respondent whenever possible, all potential Respondents are encouraged to subcontract any applicable services by partnering with qualified vendors that have also been certified as micro, small, small woman-owned, or small minority-owned businesses through the Commonwealth of Virginia’s Department of Small Business and Supplier Diversity (DSBSD).

6. In order for Respondents to be given consideration for award of a contract, (Rev. 07/22) Page 7 of 18 each Respondent shall provide with their response (and/or no later than (10) business days after request, but prior to award, such statements (s) setting forth:

a. The good faith SWAM owned business participation efforts which the

Respondent has undertaken in the past: and

b. The good faith SWAM owned business participation efforts which the

Respondent intends to undertake in connection with the performance of this contract; including name of firm, contact name and phone number, total dollar amount to be subcontracted, category type (micro, small, women, or minority owned), type of product/services.

7. If in the statement submitted in the response to above sections 6.a and 6.b., the Respondent indicates that it has not undertaken any good faith SWAM business participation efforts in the past and/or does not intend to undertake any such efforts in connection with the performance of any resulting contract, the Respondent must also submit a statement setting forth the reason why it has not undertaken such efforts in the past and/or does not intend to undertake them in connection with the performance of this contract.

8. Any Respondent that can qualify for certification through DSBSD must do so prior to the award of any contract. The qualification information shall be evidenced by that information specified in the Respondent’s completed and submitted W-9 form.

9. Respondent shall agree that when proposing subcontractors that are not certified through DSBSD, it shall become the responsibility of the Respondent to ensure those proposed subcontractors become certified through DSBSD, when applicable. Failure on the part of the Respondent to agree to this responsibility will result in the response being deemed non- responsive and rejected. Prior to the issuance of any contract and/or purchase order, the successful Respondent shall provide support documentation to the Agency validating the efforts of the Respondent to get the proposed subcontractors certified. Should the Respondent fail to get certified through DSBSD those proposed subcontractors that qualify, Respondent may be deemed in “breach”, and the contract and/or purchase order may be cancelled.

10. Regardless of whether or not the Respondent is able to qualify for DSBSD certification, selected Respondent shall also agree to provide reports to the Agency’s Department of Procurement Services, identifying the subcontractors used during the performance of any subsequent contract, as follows:

Note: Respondent may be deemed in “breach of contract” for failure to provide the required subcontractor data and reports as specified above, and the contract and/or purchase order may be cancelled. Additionally, the Agency may withhold payment(s) for any and all services provided and invoiced during the period, and those same services will remain unpaid until such data and reports are provided.

For the purposes of this section, the following definitions shall apply:

a. Good faith SWAM owned business participation efforts:

The sum of efforts by a particular business to provide for equitable participation of SWAM subcontractors in the operations and contracts of such businesses.

i. For past efforts, this sum total shall be comprised of the record

(Rev. 07/22) Page 8 of 18 of minority participation over the past two (2) years through employment, retention and promotion: subcontracting or joint ventures in the private sector; or a combination thereof.

ii. In connection with the performance of this contract, good faith efforts shall mean those measures which are proposed to allow equitable participation of SWAM subcontractors.

b. Minority Owned Business Enterprise: a business concern which is at least 51 percent owned by one or more minorities or in the case of a corporation, partnership or limited liability company or other entity, at least 51 percent of the equity ownership interest which is owned by one or more minorities and whose management and daily business operations are controlled by one or more such individuals.

c. Minority Individual: "Minority" means a person who is a citizen of the United States or a legal resident alien and who satisfies one or more of the following definitions:

i. Asian Americans: means all persons having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent, or the Pacific Islands, including but not limited to Japan, China, Vietnam, Samoa, Laos, Cambodia, Taiwan, Northern Marinas, the Philippines, U. S. territory of the Pacific, India, Pakistan, Bangladesh and Sri Lanka and who are regarded as such by the community of which these persons claim to be a part.

ii. African Americans: means all persons having origins in any of the original peoples of Africa and who are regarded as such by the community of which these persons claim to be a part.

iii. Hispanic Americans: means all persons having origins in any of the Spanish speaking peoples of Mexico, South or Central America, or the Caribbean Islands or other Spanish or Portuguese cultures and who are regarded as such by the community of which these persons claim to be a part.

iv. Native Americans: means all persons having origins in any of the original peoples of North America and who are regarded as such by the community of which these persons claim to be a part or who are recognized by a tribal organization.

v. Eskimos and Aleuts: means all persons having origins in any of the peoples of Northern Canada, Greenland, Alaska, and Eastern Siberia and who are regarded as such in the community of which these persons claim to be a part.

d. Micro Business Enterprise: those certified small businesses that have no more than twenty-five (25) employees and no more than $3 million in average revenue over the three-year period prior to their certification.

e. Small Business Enterprise: an independently owned and operated business which, together with affiliates, has 250 or fewer employees, or average annual gross receipts of $10 million or less averaged over the previous three years.

f. Woman Owned Business Enterprise: a business concern which is at least 51 percent owned by one or more women who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership or limited liability company or other entity, at least 51 percent of the equity ownership interest in which is owned by one or more women, (Rev. 07/22) Page 9 of 18 and whose management and daily business operations are controlled by one or more of such individuals.

General Information Pertaining to SWaM

1. Offerors are encouraged to tailor their proposed SWAM Plans to maximize their anticipated

SWaM participation goals for this Contract:

2. The evaluation of the proposed SWAM Plan is completely objective, and associated points will be awarded based on a mathematical calculation, as follows:

a. Those submitting firms that are currently certified by DSBSD as a Micro Business, Small Business, Small Minority-Owned Business, and/or Small Women-Owned Business shall receive the maximum points allowed under the associated SWAM Plan evaluation criteria;

b. Those submitting firms that are not DSBSD certified, but have submitted a SWAM Plan that includes proposed expenditures and percentages with DSBSD certified subcontractors will be awarded a percentage of the associated points allowed under the SWAM Plan evaluation criteria, calculated as follows:

1) Assigned criteria percentage/points multiplied by seventy-five percent (75%), i.e., 5 points X 75% shall equal 3.75 maximum allowable points; then

2) Calculated maximum allowable points multiplied by proposed SWAM expenditure percentage for the contract period, i.e., proposed expenditure percentage equal to 50%, calculated as 3.75 points X 50% spend equals

1.875 points awarded for SWAM Plan criteria.

3) Those submitting firms that are not DSBSD certified and have submitted a SWAM

Plan that does not include any proposed expenditures and percentages with DSBSD certified subcontractors will be awarded zero (0) points.

VII. PROPOSAL REQUIREMENTS:

A. Proposals shall be signed by an authorized representative of the A/E. By submitting a proposal, the Offeror 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 signed acknowledgement copies of all addenda; and the completed “Small Businesses and Businesses Owned by Women & Minorities” Data Forms.

Electronic copies of the "Small Businesses and Businesses Owned by Women & Minorities" Data Forms are available for download at the http://forms.dgs.virginia.gov website.

1. Relevant Firm Experience A/E Firm qualifications shall indicate the Firm’s experience for a minimum of five

(5) Higher Education DEB reviewed/approved Professional MEP Design service term contracts held in the last 10 years that illustrate projects consistent with the Scope of Services detailed in Section V of this RFP.

For each Contract being cited, provide the following details:

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

(Rev. 07/22) Page 10 of 18

a. Title of the Term Contract or Other Project Design Contract;

b. The Number of Project Orders/Work Orders Issued Under the Contract for Term Contracts;

c. Dollar Range of the Project Orders and Total Value of the Contract;

d. Duration of the Contract;

e. If a Term Contract when the Contract was Last Held;

f. If a Term Contract, why the Contract is No Longer Held;

g. Owner Agency;

h. Owners Contact Information to include:

1. Point of Contact;

2. Address;

3. Phone Number;

4. E-mail Address

i. For Term Contracts, list the five (5) Project Orders that are most similar in scope to the kinds of tasks outlined in Section V of this RFP and provide brief descriptions of each Project Order to include:

1. Title of the Project Order;

2. Scope of the Project Order;

3. Value of the Project (A/E Cost Estimate and Actual Construction Cost);

4. Outcome/Results of the Project.

j. For Other Project Design Contracts, provide a brief description of each project, to include:

1. Title of the Contract;

2. Scope of the Contract including an explanation of how the scope relates to the type of tasks found in Section V of this RFP and demonstrates the Offeror’s capacity for timely and satisfactory completion of tasks such as those detailed in the Scope of Services;

3. Value of the Project (A/E Cost Estimate and Actual Construction Cost);

4. Outcome/Results of the Project.

This section will be tabbed and labeled as Relevant Firm Experience.

2. Team Composition - Capability and Skill Describe in detail (resume format) the relevant experience and expertise of each

Team member, to include information for any proposed sub-consultants, which have been designated as key personnel for this Term Contract, and provide any relevant experience and expertise each may have in the area of Higher Education, as well as public sector experience. Disciplines listed must be available to provide services for the duration of any resulting Term Contract, unless excused by the Owner in writing.

This requirement is non-negotiable. Describe the availability of staff and sub-consultants to provide related services for any resulting Term Contract on an as needed basis, including the number of employees, number of management and key staff members in each area of discipline during the performance under the contract.

(Rev. 07/22) Page 11 of 18

This section will be tabbed and labeled as Team Composition.

3. Project Approach, Methodology and Administration

Provide a narrative that identifies the role of key personnel assigned to this contract and describes the Offeror’s team approach to a Project Order. Specifically discuss how it proposes to work with the Owner to understand scope, stakeholders and project goals. Detail how information will be communicated during execution of Project Orders; if the means of communication will vary depending on project type, describe how. Indicate if the proposed Team will use a project web site or other industry software to facilitate communications. If multiple branches of the Offeror’s firm or sub-consultants will help fulfill the requirements of the Term Contract, fully detail which office/branch will take the lead on the Contract; where the Project Manager is located; and the location of all key personnel assigned to the contract.

Identify the member of the firm primarily responsible for Contract Administration (CA) support and the team supporting the CA. Respondent will provide a narrative outlining its normal CA processes and specifically those for addressing problems arising in the field. Additionally, Offerors shall provide the firm’s standard timeframes for site visits to resolve CA issues, and RFI responses which will apply to the CA of this project.

Identify the team member(s) primarily responsible for ensuring quality assurance, and the methods utilized to eliminate code issues, design errors and omissions.

Demonstrate the firm’s project close-out process and associated timeframes after receipt of contractor as-builts.

This section will be tabbed and labeled Project Approach, Methodology and Administration.

4. SWAM Data Provide data as required in Section VI of this RFP “Participation of Small Businesses and Micro Businesses.”

This section will be tabbed and labeled as SWaM Data.

5. Professional Liability Insurance Each respondent shall provide the following information to demonstrate financial strength and ability to perform under the contract:

- Certificate of Insurance approved by the Commonwealth of Virginia for professional liability insurance clearly stating the amount per claim and aggregate.

- The Agency is requiring Professional Liability Coverage in the amount of $1,000,000 per claim, and coverage to meet or exceed the limits established in Section 309.0 of the CPSM for Workers Compensation, Employers Liability, General Liability, and Automobile Liability.

- A letter from the insurance carrier indicating the history of any claims paid against professional liability insurance for the past five years, either by the firm or insurance carrier.

(Rev. 07/22) Page 12 of 18

- If utilizing sub-consultants as part of the Offeror’s Team, provide the information requested in Section 5 for each sub-consultant when the proposal is submitted.

This section will be tabbed and labeled as Professional Liability Insurance

D. Use of forms AE-1 through AE-6: The use of forms AE-1 through AE-6 is not required for submission. Offerors shall provide the information specifically required in Section VII of this RFP. Offerors may elect to provide supplemental information relevant to the proposal requirements.

E. Sealed proposals for furnishing the services described herein will be received by 11:00 A.M.

local time on November 6, 2026. Proposals must be submitted in eVA by the deadline stated in the solicitation RFP document.

F. In addition to above VII.D., Offerors may also submit one (1) signed original in BLUE

INK, and one (1) copy of the proposal via thumb drive, as follows:

1. Submission of Proposals:

i. Sealed proposals may be received at Old Dominion University, Department of

Procurement Services, 4401 Powhatan Avenue, Suite 111, Norfolk, VA 23529.

The deadline for submitting proposals is 11:00 A.M., as determined by the Procurement Officer, on November 6, 2026.

ii. Proposals received, signed for and/or time-stamped 11:01 A.M. or later will be deemed late and will be returned unopened to the Offeror.

2. Proposal Submission Delivery Methods:

i. Mailing:

Offerors can choose to mail their proposal submittal via USPS, FedEx, UPS, or other to:

Old Dominion University 4401 Powhatan Avenue Property Control Suite Norfolk, VA 23529

OR

ii. Hand Delivery:

• Offeror has the option to deliver their proposal submittal via ‘hand delivery’ directly to Procurement Services, 4401 Powhatan Avenue, Suite 111, Norfolk, VA 23529;

• If Offeror chooses to ‘hand deliver’ their proposal submittal, they must contact the Procurement Officer via email specifying hand delivery;

• In email subject line, Offeror must state “Hand Delivery Requested” – RFP # 27-ODU-05-SLP Mechanical, Electrical and Plumbing (“MEP”) A/E Services RFP.

• The email content must include proposed date and time for ‘hand delivery’;

• Procurement Officer will acknowledge request and someone in Procurement Services will be available to accept ‘hand delivery’ on the date and time specified by the Offeror.

• If Offeror chooses ‘hand delivery’ of proposal submittal on the proposal closing date, the delivery shall be made on or before 10:45 A.M. to ensure proper receipt and logging of proposal submittal.

(Rev. 07/22) Page 13 of 18

• Note: It is in the Offeror’s best interest to contact the Buyer well in advance of the closing date and time to schedule delivery. Waiting until the day of or just before the submission deadline may impact on the Offeror’s ability to submit the proposal on time.

The OWNER shall make every effort to ensure that all proposals are received in a timely manner for consideration. However, it is ultimately the Offeror’s responsibility to ensure that any Proposal submittal, whether Mailed or Hand Delivered, is delivered and received in a timely manner. The OWNER shall not be held responsible for Proposal Submittals received after the specified Proposal closing date and time.

G. All documentation submitted with the proposal shall be included in that single bound volume.

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

H. Any information thought to be relevant, but not specifically applicable to the enumerated scope of Work, may be provided as an appendix to the proposal. If publications are supplied by the Offeror to respond to a requirement, the response should include reference to the document number and page number. Publications provided without such references will not be considered relevant to the RFP.

VIII. EVALUATION AND AWARD OF CONTRACTS:

A. The Agency intends to engage professional Mechanical, Electrical and Plumbing Architectural / Engineering firms with professional design experience and expertise to fulfill the needs of the Contract. The formation of a team that may include other professional A/E disciplines is at the discretion of the Respondent.

Evaluation Criteria: During the evaluation and selection process to determine the two or more Offerors (“short-listed Offerors”) deemed to be fully qualified and best suited for negotiations, the following evaluation criteria and associated weights shall be used:

1. Relevant Firm Experience (30 Points):

a. Expertise and past experience of the A/E firm in providing Mechanical, Electrical and Plumbing (“MEP”) Term Contract A/E design services for projects of comparable size, scope and features as those required of this Contract.

b. Size of the firm relative to the size and demands of the Project Orders anticipated with the contract.

c. A/E firm’s experience in providing services in conformance to the State's Department of Engineering and Building (DEB) procedures including Codes, Standards, Accessibility and Building Efficiency.

d. A/E firm’s recent (past 10 years) experience / history in designing projects within an established “Design-not-to-exceed" budget. Sections VII.C.1.i.3.

and VII.C.1.j.3. should adequately detail this information.

2. Team Composition – Capability and Skill (40 Points):

a. Expertise, experience, and qualifications of the A/E’s primary designer in each related discipline for providing the services described in Section V, (Rev. 07/22) Page 14 of 18

Scope of Services, provided either in-house or by an experienced sub-consultant expert(s).

b. Expertise, experience and qualifications of any special consultants proposed for providing the services described in Section V, Scope of Services. Team’s past work experience and projects with the sub-consultants.

c. Qualifications and experience of the A/E firm’s project manager to be assigned to this project.

3. Project Approach, Methodology and Administration (25 Points):

a. Offeror’s understanding of the types of projects that this Term Contract may encompass;

b. Offeror's plan and methods for delivering services under Project Orders, resolving contract administration issues and answering RFI’s;

c. Offeror’s approach to quality assurance and plan to eliminate code issues, design errors and omissions.

d. Offeror’s project close-out process demonstrating the time required to close-out a project from receipt of contractor delivered as-builts.

e. Geographic location of the A/E firm’s office where work will be performed in relation to the project location. Geographic location of sub-consultant(s) in relation to Respondent’s location.

4. SWaM Data (5 Points):

Use of small businesses and businesses owned by women and minorities as consultants, subcontractors, suppliers or support services.

5. Financial Responsibility (Pass/Fail; 0 Points), as evidenced by the Offeror carrying

Professional Liability Insurance.

Generally, the selection committee will consider the Offeror’s overall suitability to provide the required services for the Term Contract within the time, budget and operational constraints that may be present, and the comments and/or recommendations of the Offeror's previous clients, references and others.

B. AWARD OF CONTRACT:

1. After the initial evaluation determines those short-listed Offerors most fully qualified and best suited to conduct negotiations, based on the evaluation criteria and associated weights specified in above VIII.A.1. – 4., the University shall invite those short-listed Offerors to provide Oral Presentations, either on-site or virtually, and to engage in individual discussions with the Selection Advisory Committee (“SAC”).

2. Repetitive informal interviews are permitted. Offerors shall be encouraged to elaborate on their qualifications, performance data, and staff expertise relevant to the proposed contract. Offerors may also propose alternate concepts or methodology.

(Rev. 07/22) Page 15 of 18

3. Proprietary information from competing Offerors (including any data on estimated man-hours 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 Offeror and the designation is justified as required by Section 2.2-4342, Code of Virginia, as revised.

4. At the conclusion of the informal interviews, the SAC members shall then use all information gathered from the proposal, discussions, presentations, and any additional information provided by the Offeror to determine the “best proposal.”

5. Using only the evaluation criteria specified in above VIII.A.1. – 4., (not the associated weights) the SAC members shall in descending order and based on the number of short-listed offerors, ‘rank order’ the Offerors for each of the specified evaluation criteria i.e., criteria is “Experience” and three (3) is the number of short-listed Offerors, therefore each SAC member will rank in descending order of preference each Offeror as either 3, 2, or 1 (five short-listed Offerors – 5, 4, 3, 2, 1, etc.).

6. Each SAC member shall use the same ranking methodology for each of the remaining evaluation criteria specified.

7. With the exception of the evaluation criteria for SWAM (which is calculated by Procurement Services), no SAC member may rank any of the short-listed Offerors the same within a specified criteria, i.e., criteria is “Experience” and three (3) is the number of short-listed Offerors, ranking must be 3, 2, 1, and can never be 3, 3, 3, or 3, 2, 2, or 3, 1,1, etc.

8. The SAC members shall not rank order Offerors for evaluation criteria VIII.A.4., SWAM. The associated scoring for each short-listed offeror shall be calculated on a one-point (1) basis as follows:

a. One-point shall be the assigned weight/point factor for the SWAM Plan criteria during the short-list evaluation phase;

b. All SWAM certified firms making the short-list phase shall be awarded one-point for the SWAM Plan criteria;

c. Non-SWAM certified firms making the short-list phase may achieve a maximum point total equal to 0.75, calculated by multiplying assigned weight/point factor of one (1) by seventy-five percent (75%), i.e., 1 point X 75% shall equal 0.75 maximum allowable points if all work for the contract period(s) is sub-contracted out; or

d. Calculated maximum allowable points for non-SWAM certified firm shall be calculated by multiplying proposed SWAM expenditure percentage by maximum allowable points (0.75) for the contract period, i.e., proposed expenditure percentage equal to 50%, calculated as 0.75 points X 50% spend equals 0.375 points awarded for SWAM Plan criteria.

9. After each SAC member has provided their individual rank order for each of the specified criteria, and the SWAM calculation has been calculated as described above, all scores for each Offeror shall be totaled, with the Offeror having the highest total score being ranked first and deemed the preferred Offeror whose professional qualifications and proposed services are deemed most meritorious.

10. Negotiations shall then be conducted with the Offeror ranked first to establish an acceptable Memorandum of Understanding (MOU), including hourly rates considered

(Rev. 07/22) Page 16 of 18 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 Offeror provided the Offeror accepts/agrees to the Project Order #1 offered.

11. If a contract satisfactory and advantageous to the Agency cannot be negotiated at a fee considered fair and reasonable, then 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 fee.

12. Should the Agency 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.

13. For multiple contract awards, the above steps 10 and 11 may be repeated until the

Agency has awarded desired number of firms, not to exceed four (4).

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.

IX. 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 terms of 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 fees for all Project Orders issued during the Contract Term shall not exceed $10,000,000, and no associated construction project shall exceed $5,000,000.

X. CONTRACT TERM:

Under this Contract, Project Orders may be issued up to one year following the date of execution of this Contract. The contract is limited to a term of one year or when the cumulative total project fees reach $10,000,000, whichever occurs first. This 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, 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

(Rev. 07/22) Page 17 of 18 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 Contract Terms provided the option to renew was indicated in the RFP. If the Owner exercises its option to renew, the next Contract Term shall begin on the date the Owner notifies the A/E that the option to renew is being exercised or one year from the beginning date of the previous term, whichever occurs first and no sooner than one year from the beginning date of the previous term. A new aggregate limit of $10,000,000 shall apply to the new Contract Term, without regard to the dollar amounts of Project Orders issued during the previous Contract Term. Any unused amounts from the previous Contract Term are forfeited, shall not be carried forward to the next Contract Term, and the previous Contract Term shall be considered closed. However, all terms and conditions of the previous Contract Term, including all rights and obligations, shall survive until the Work of the previous Contract Term is completed, except the Owner's right to issue, and the A/E's right to accept, additional Project Orders. The Owner/Agency may, at its sole discretion, exercise the Contract Term renewal a maximum of 3 times.

XI. 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.

XII. OLD DOMINION UNIVERSITY GRAPHICS STANDARDS:

Prior to using any Old Dominion University graphics in the formulation of a proposal, refer to the University Graphics Standards found on the Old Dominion University Website at:

https://www.odu.edu/facultystaff/communication/toolkit/identity-standards/logo

XIII. ANTICIPATED SCHEDULE

Advertise for Professional “MEP” A/E Services October 7, 2026

A/E Questions Due to Agency (E-mailed) NLT 11:00 AM, October 20, 2026

Post Addenda as Necessary October 22, 2026

A/E Proposals Due NLT 11:00 AM, November 6, 2026

Notification of Firms Selected for Presentations / Interviews TBD

Presentation Dates / Interviews (Location & Times TBD) TBD

Notification of Selection (Top Ranked Firm) TBD https://www.odu.edu/facultystaff/communication/toolkit/identity-standards/logo

(Rev. 07/22) Page 18 of 18

Contract Signed TBD

Notification of Additional Firms, as Necessary TBD

NOTE: This schedule is only intended to be a planning tool; dates are projected, and the actual schedule may vary from these projections. Under no condition is the Owner bound by this schedule.

XIV. ATTACHMENTS

Attachment A: eVA Vendor Registration Requirements (DGS-30-385)