URFP 27 01 RB Hidden Lane Landfill Operation and Maintenance.pdf

UNSEALED REQUEST FOR PROPOSALS (URFP)

“SET-ASIDE FOR SMALL BUSINESSES”

URFP# 27-01-RB

Issue Date: September 16, 2026

Title: Operation and Maintenance of the Hidden Lane Landfill Superfund Site

Commodity Code(s): 92685, 91843, 92615, 9560, 69891

Issuing Agency: Virginia Department of Environmental Quality Attn: Reneé Bishop, Contract Officer P. O. Box 1105 Richmond, VA 23218 Using Agency And/Or Location\ Where Work Will be Performed: Department of Environmental Quality Hidden Lane Landfill Superfund Site (Approx.) 45500 Persimmon Lane\ Sterling, VA 20165

Initial Period of Contract: One (1) Year, with four (4) successive, one (1) year optional renewal periods.

Electronic Unsealed Proposals will be Received until 2:00 p.m. EST on October 27, 2026 For Furnishing The Services Described Herein (Note: There is no “Public Opening”; the date referenced in the Virginia Business Opportunity (VBO) refers to the due date/time for the sealed proposals)

Electronic Proposal Submission Requirements: Refer to Section IV. (Mailed, hard copy proposals will not be accepted). All Inquiries For Information Shall be directed to: Reneé Bishop, Contract Officer, Phone: (804)836-5852 or E-mail:

Renee.Bishop@deq.virginia.gov

In compliance with this Unsealed Request for Proposal (URFP) and all conditions imposed in this URFP, the undersigned firm herby offers and agrees to furnish all goods and services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation, and the undersigned firm hereby certifies that all information provided below and in any schedule attached hereto is true, correct, and complete.

State Corporation Commission ID Number: (See Special Terms and Conditions)

Name And Address Of Firm:

_________________________________________ Date: ____________________________ ___________________________________________ By: _________________________________________ ___________________________________________ (Signature in Ink) __________________________Zip Code: _______ Name: ________________________________________ eVA Vendor ID or DUNS Number: ______________ (Please Print) Fax Number: (___) _________________________ Title: _________________________________________ E-mail Address: Telephone Number: (___)

PREPROPOSAL CONFERENCE/SITE VISIT: A mandatory proposal conference and site visit will be held at 11:00AM EST on October 15, 2026 at 45500 Persimmon Lane (State 810), Sterling, Virginia. (Refer to Section VIII herein). NO ONE WILL BE ADMITTED AFTER 11:10 a.m. EST.

*If special ADA accommodations are needed, please contact Reneé Bishop by October 9, 2026.

mailto:Renee.Bishop@deq.virginia.gov

URPF# 27-01-RB

Hidden Lane Landfill O&M

Note: Offerors should submit questions (via email) to Renee.Bishop@deq.virginia.gov at least three (3) business days prior to the date of the conference and should advice regarding the name(s) of representative attending.

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, veteran status, status as a military family, or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.f in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

mailto:Renee.Bishop@deq.virginia.gov

TABLE OF CONTENTS

I. PURPOSE

II. BACKGROUND

III. STATEMENT OF NEEDS

IV. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

V. EVALUATION AND AWARD CRITERIA

VI. REPORTING AND DELIVERY INSTRUCTIONS

VII. PRE-PROPOSAL CONFERENCE

VIII. GENERAL TERMS AND CONDITIONS

IX. SPECIAL TERMS AND CONDITIONS

X. METHOD OF PAYMENT

XI. PRICING SCHEDULE

XII. ATTACHMENTS

ATTACHMENT A / OFFEROR DATA SHEET

ATTACHMENT B / STATE CORPORATION FORM

ATTACHMENT C / PROPRIETARY / TRADE SECRET INFORMATION IDENTIFICATION

ATTACHMENT D / SMALL BUSINESS SUBCONTRACTING PLAN

ATTACHMENT E / DHRM SEXUAL HARASSMENT TRAINING CHECKLIST

ATTACHMENT F / HIDDEN LANE LANDFILL INSPECTION REPORT

ATTACHMENT G / PRICING SCHEDULE “WORKSHEET”

ATTACHMENT H / THE OPERATION & MAINTENANCE PLAN, Dated September 2025

I. PURPOSE: The purpose of this Unsealed Request for Proposal (URFP) is to solicit unsealed proposals to establish a term contract through competitive negotiations with a qualified source that can provide the “Operation and Maintenance” (“O&M”) at the Hidden Lane Landfill Superfund Site (“Hidden Lane”/”Landfill”/”Site”) as specified herein for the Department of Environmental Quality, an agency of the Commonwealth (“Commonwealth”) of Virginia, hereinafter referred to as the “DEQ”.

The initial contract term is one (1) year, with four (4) optional one (1)-year renewal periods.

II. BACKGROUND:

A. Work Location:

The Hidden Lane Landfill Superfund Site (Hidden Lane) is located in the northeastern portion of Loudoun County near Sterling, Virginia, approximately eight (8) miles north of Sterling, Virginia. The Landfill address is approximately 45500 Persimmon Lane (State Route 810), Sterling, Virginia. The DEQ was required to take over the O&M for the Hidden Lane Landfill from the United States Environmental Protection Agency (EPA) in October 2025.

The Landfill was closed by order of the Commonwealth of Virginia in 1986 and was covered by a two-foot clay cover.

Vegetation, including grasses and trees, have been planted and allowed to grow on the cap for aesthetic and stabilization purposes. Hidden Lane was listed on the National Priorities List in March 2008, as a result of groundwater contamination originating from waste disposed in the landfill. A Record of Decision (ROD) was signed in 2019 that established the landfill cap as a component of Operational Unit 3 (OU3). The following measures were implemented to address landfill cap conditions:

Landfill cap inspections have been implemented at least annually.

An aerial survey of the landfill was conducted in December 2023 using LiDAR to generate a 1-foot interval contour map of the landfill surface.

Areas of depressions, sink holes, low spots, and erosion features have been filled with clay soil and re-vegetated.

Perimeter fencing and “No Trespassing” signs were installed.

The Landfill and associated property is described in more detail in the attached “Operations and Maintenance Implementation Plan for Operable Unit 3, Hidden Lane Landfill Superfund Site, Sterling, Virginia, EPA ID VAD980829030” (EA, 2025) referred in this document as: “The O&M Plan” Operation and Maintenance Plan (Attachment H).

B. DEQ’s Responsibilities:

DEQ’s responsibility is for the O&M of the landfill cap and the perimeter fencing.

C. EPA’s Responsibilities:

The Hidden Lane landfill is owned by Persimmon Lane, LLC and access is provided by EPA and DEQ through a Consent Decree. EPA will coordinate and maintain access to the landfill for DEQ and its contractors for O&M activities. Land use restrictions will be implemented by EPA as described in the ROD to ensure no actions are taken which will obstruct, interfere with, or alter the landfill cap and remedy.

Source area soil and bedrock monitoring and remediation activities are ongoing adjacent to the Landfill, and groundwater monitoring and remediation will be completed in future phases of remediation by EPA. These activities will not affect the landfill cap and are not part of this URFP, but they are described herein for clarification only.

As part of Operable Unit 2, EPA is installing a public waterline extension into the adjacent Broad Run Farms neighborhood impacted by groundwater contamination caused by the Landfill. These activities will not affect the Landfill cap and are not part of this URFP, but they are described herein for clarification only.

https://acrobat.adobe.com/id/urn:aaid:sc:US:1464289c-80ac-448a-bfdc-4398aae686ae

D. Loudoun County’s Responsibilities:

Loudoun Water will own and maintain the public waterline once construction is completed. These activities will not affect the Landfill cap and are not part of this URFP, but they are described herein for clarification only.

E. Public Information:

All reports submitted by the Contractor to DEQ, and all other written communication with the DEQ will be public.

III. STATEMENT OF NEEDS:

A. Definitions- for the purpose of this URFP, the following definitions should apply to Section III:

1. DEQ: The DEQ Contract Administrator (or his/her designee).

2. Routine O&M: Preventive maintenance conducted on a piece of property or equipment on a scheduled basis;

to include (as applicable): Inspecting, clearing, and servicing (e.g. minor repairs) of the landfill cap system and perimeter fencing; and reporting.

3. Non-Routine O&M: Unscheduled, corrective repair work that requires significant labor, specialized equipment, and/or other costs, that are not included in the O&M Plan (e.g. landfill cap repairs or repairs to perimeter fence), to include emergency repair services and (as applicable): repairing, replacing and servicing the landfill cap system and perimeter fencing.

4. Landfill Cap System: All associated components within the landfill footprint, including the perimeter fence, gates, signs, gas vents, etc. For the purposes of this URFP this does not include groundwater monitoring wells that are operated and maintained by EPA.

5. Normal Business Hours: Monday through Friday, 8:00 AM to 5:00 PM EST.

B. General Requirements – at minimum, the Contractor should (*shall as indicated below):

1. Be prepared to conduct one annual routine inspection, perform routine maintenance, and respond to any non-routine conditions that could occur at any time.

2. Accept the Landfill Cap System in ‘as-is’ condition.

3. Furnish (as applicable) all labor, supervision, resources, equipment/tools, to include, but not limited to: rental equipment, repair / replacement parts, materials, supplies, incidentals, vehicles, transportation (to and from the Site), shipping/freight, etc., necessary to provide the “Operation and Maintenance” services specified herein, and in response to, this URFP. No permits are needed.

4. Perform Routine and Non-Routine O&M services, in accordance with:

a. The types and frequencies of inspections, maintenance, monitoring, and reporting activities specified in the O&M Plan dated February 2025, (Attachment H).

In the event of a conflict between the requirements stated in the O&M Plan and this URFP and/or the Contractor’s proposal in response to this URFP, the Contractor should obtain prior approval from DEQ regarding which documents take precedence.

b. (*Shall) Adhere to all applicable:

(1) Virginia Occupational Safety and Health (VOSH) Program Standards; and the

(2) Virginia Uniform Statewide Building Codes.

5. (*Shall) Be solely responsible for any damage to the property caused by the Contractor (to include subcontractors) and shall repair such damage expeditiously. Contractor shall notify the DEQ Contract Administrator immediately, if any damage occurs.

6. Rental Equipment (As Applicable): Coordinate all efforts required to ensure that the rental equipment is fully operational at the Site and is properly removed from the Site, to include, but not limited to, all:

a. Freight (to and from the Site);

b. Transportation (to and from the Site);

c. Rigging;

d. Assemble / Set-up;

e. Installation; and

f. Disassembly / Tear-down.

C. Operation and Maintenance Services – at minimum, the Contractor should (*shall as indicated below):

1. Routine O&M:

a. General Requirements: Perform annual inspections, routine maintenance activities and inspection reporting for the Landfill.

b. Annual Inspections:

(1) Perform the following annual inspections:

Landfill Cap System, to include identifying the following:

i. Revegetation Requirements of Bare or Sparse Spots;

ii. Presence of Vector Penetrations (burrowing animals);

iii. Surface Erosion;

iv. Localized Settlement / Ponding of Water;

v. Stability of Slopes;

vi. Presence of Debris or Dumped Material;

vii. Integrity of Gas Vent Risers; and the

viii. Integrity of Fence, Gates, and Access Roads.

c. Record Keeping:

Maintain inspection records as specified in the O&M Plan; and submit a“Summary” report with each invoice, along with supporting documentation, if applicable (e.g. purchasing receipts for items purchased such as tools/equipment/services) for non-routine activities.

d. Management Reports: Produce the following reports:

(1) Annual Inspection Report:

(a) To include the inspection checklist and maintenance records, photographs, and conclusions and recommendations.

(b) Distribution: The Contractor should submit the Annual Inspection Report to the DEQ Contract Administrator electronically within 30 business days following each inspection.

(2) Report of Abnormal Condition/Damage/Event:

(a) The Contractor shall report any abnormal condition/damage/event that threatens the integrity of the Site to the DEQ Contract Administrator as soon as possible, but no later than one (1) calendar day of the discovery.

(b) Following initial reporting of any abnormal conditions, a Report of Abnormal Condition/Damage/event that threatens the integrity of the landfill, as well as recommendations for repair. The report and any resulting maintenance actions will be considered non-routine O&M.

(c) Distribution: The Contractor should submit one (1) electronic copy of the report to the DEQ Contract Administrator within ten (10) business days of discovery.

Note: DEQ does not require a draft submittal for any of the management reports; however, the

Contractor may need to submit revised reports, as requested by the DEQ Contract Administrator.

2. Non-Routine O&M:

(1) General Requirements:

(a) Perform:

(i) All non-routine O&M services necessary to restore the applicable landfill cap system and/or perimeter fence to optimum operating condition, as specified in the O&M Plan.

(ii) Activities that are outside of “Routine O&M” deemed necessary by the Contractor and DEQ that are not included in the O&M Plan.

(b) Furnish (as applicable) all labor, supervision, resources, equipment / tools (to include rental equipment), repair / replacement parts, materials, supplies and utilities, incidentals, transportation, shipping/freight, state / local permits, etc., necessary to provide the “Operation and Maintenance” services specified herein for Non-Routine O&M.

(c) Provide a quote for all Non-Routine O&M expected to cost greater than $1,000.00 (refer to Section

III.C.2)

(d) Rental Equipment (As Applicable): Coordinate all efforts required to ensure that the rental equipment is fully operational at the Site and is properly removed from the Site.

(2) Service:

(a) Notify, and obtain approval from, the DEQ Contract Administrator of required non-routine O&M services, prior to performing any repair services.

(b) Perform all services necessary to repair and/or replace the cap components and/or perimeter fencing, to include (as applicable), but not limited to: cap repairs, fence repairs, and coordinate all work that must be performed by a third-party service provider.

(c) Be available to perform repair services during normal business hours:

Note: “Normal business” hours and “overtime” hours should not apply; the Contractor should perform work on any day and at any time, including weekends and holidays, at the contract hourly rate (refer to Section III.E.2.a).

(d) Notify DEQ of any emergency situation immediately upon the Contractor's discovery of the emergency.

(3) Equipment Replacement:

(a) Replace equipment as needed; the Contractor should procure all replacement equipment up to and including $15,000 (DEQ will directly procure any replacement equipment with an estimated cost greater than $15,000) required in order to perform maintenance, repair and/or replacement service (i.e. the required part cannot be obtained from the existing equipment; e.g. extensive fence replacement).

(b) Acquire all required repair and/or replacement equipment / components in the most expeditious manner possible (e.g. from local suppliers, expedited shipping, etc.).

(c) Be solely responsible for coordinating the delivery, uploading, receiving and storing the equipment at the Site during installation.

(d) Install all replacement equipment (or coordinate the installation with a third-party as applicable) and ensure that all items are assembled and set in place, ready for use; and remove and properly dispose of (off-site), all packaging and other debris associated with replacement equipment.

D. Contractor Personnel:

1. Qualifications Requirements: Perform all “Operation and Maintenance” services only with personnel who are thoroughly qualified, trained and experience in performing routine O&M / non-routine O&M, and the sampling, inspection and monitoring services for the Landfill as specified herein this URFP.

2. Staffing: Ensure that sufficient personnel are available to perform the “Operation and Maintenance” services, twenty-four (24) hours a day, seven (7) days a week.

3. Project Manager:

a. Assign a “Project Manager” to the DEQ account; the “Project Manager” should:

(1) Direct the “Operation and Maintenance” services, provided under this contract.

(2) Be available to answer technical questions during DEQ’s normal business hours (defined as Monday through Friday, 8:00 A.M. to 5:00 P.M. EST, excluding Virginia State Holidays) and to meet with the DEQ Contract Administrator when determined necessary by the Contractor, or upon request by the DEQ.

(3) Submit the reports and a copy of each invoice to the DEQ Contact Administrator; submit electronic copy of reports to EPA Region III; and assist the DEQ Contract Administrator with facilitating contract renewals, etc.

(4) Be accessible via telephone number and E-mail:

(a) In the event there are any changes to the “Project Manager’s” contact information, the Contractor shall provide the DEQ Contract Administrator with the updated information by the time the changes are effective.

4. Assigned Personnel: The DEQ reserves the right to observe the Contractor’s personnel at any time, while services are being performed. If, in the sole opinion of the DEQ, an employee of the Contractor is determined not to be qualified, competent, or acceptable for any other reason, the Contractor should not assign that individual for further service at the Site.

E. Price / Quotes / Invoicing Requirements:

1. Routine O&M – Fixed Price:

a. The “Annual Unit Price” shall be in accordance with Section XI. “PRICING SCHEDULE” (Attachment G) and shall include all costs associated with providing the “Operation and Maintenance” services (with the exception of Non-Routine O&M), to include the:

(1) Items identified in Section III. B and C.1;

(2) Travel time / mileage to and from the Site;

(3) Time expended for acquiring required goods / services to perform the “Operation and Maintenance” service;

(4) Office expenses;

(5) Report Preparation; and

(6) Printing, etc.

Extra charges will not be allowed.

b. The Contractor should invoice on an annual basis. .

2. Non-Routine O&M – Time and Materials Pricing:

a. Hourly Rate Requirement – the hourly rate(s):

(1) Shall apply on any day and at any time, including weekends and holidays; and should be inclusive of

ALL costs associated with performing Non-Routine O&M, to include the:

(a) The items identified in Section C.2

(b) Travel time / mileage to and from the Site;

(c) Time expended for acquiring required goods /services to perform the non-routine O&M services;

and

(d) Office expenses; etc.

(e) The Contractor should invoice upon completion for non-routine work.

Extra charges will not be allowed, except for travel costs, as follows:

b. Travel Cost Requirements:

(1) Non-Routine O&M travel costs may include travel time and travel expenses, as necessary and as approved by the DEQ Contract Administrator;

(a) Travel time to the Site and back to the Contractor’s primary Virginia corporate office, or other location approved by the DEQ Contract Administrator; and shall be charged in accordance with Section III.E.2.b.

(b) Travel expenses may include vehicle mileage (to the Site and back to the Contractor’s primary Virginia corporate office or other location approved by the DEQ Contract Administrator), lodging, and meals associated with Non-Routine O&M. The Contractor may charge for travel expense, with prior approval from DEQ Contract Administrator, under the following three (3) conditions:

(i) Condition #1 The non-routine work:

- Requires consecutive days to complete;

- Is disruptive to a residence or business operation;

- Is necessary to keep the System operational or optimize its operation; and/or

- Requires long hours in order to minimize the number of days on-site.

(ii) Condition #2 – the travel charges comply with the DEQ’s / the Commonwealth of Virginia’s travel regulations:

Per diem rates | GSA -M&IE breakdowns GSA – Privately owned vehicle (POV) mileage reimbursement rates/GSA

(iii) Condition #3 – the travel charges are included in the Contractor’s quote (refer Section III.E.2.e.); and the Contractor must include a justification for requesting travel costs in the quote.

c. Travel costs will not be allowed for:

Subcontractor invoices beyond what was pre-approved;

Non-routine work that is completed within the same day of routine O&M; and/or

Personnel that are not present on-site during the entire duration of the non-routine work Time expended for acquiring required goods /services to perform the Non-Rountine O&M services; and Offices expenses; etc.

Extra charges will not be allowed.

d. Goods / Services Requirements:

(1) The Contractor should invoice for all goods and services not included in the hourly rate(s) at the

Contractor’s actual cost; to include, but not limited to:

(a) Rental equipment;

(b) Materials / Supplies / Incidentals;

(c) Repair / Replacement parts;

(d) State / Local (as applicable) permits; and

(e) Shipping / Freight, etc.

e. Quote Requirements:

(1) The Contractor should submit a written quote to DEQ Contractor Administrator (or his/her designee) that identifies the specific Non-Routine O&M service to be performed; and the:

(a) Applicable contract job classification(s);

(b) Applicable contract hourly rate per job classification (refer to Section XI. PRICING

SCHEDULE / Attachment G);

(c) Total number of hours per job classification;

(d) Equipment price(s);

(e) Rental equipment price, to include the specific rental equipment to be furnished and the rental period at the Site;

(f) Materials / Supplies / Incidentals prices;

(g) Repair / Replacement part price(s);

(h) State / local (as applicable) permits price(s);

(i) Total fixed price for completing the work; and the

(j) Work “start” and “completion” dates / timeframes.

(2) The terms and conditions of URFP#: 27-01-RB should supersede any terms and conditions that may be included with, attached to, or incorporated by reference in, the Contractor’s quote for such services.

Note: If the DEQ determines that the quoted price is not fair and reasonable, DEQ, in its sole discretion, may request the Contractor to reevaluate the price. If the revised price is determined, by DEQ in its sole discretion, not to be fair and reasonable, DEQ reserves the right to obtain additional quotes from other vendors.

(3) Prior Authorization – the Contractor shall:

https://www.gsa.gov/travel/plan-book/per-diem-rates

(a) Obtain written authorization to proceed, from the DEQ Contract Administrator, prior to performing any

Non-Routine O&M service.

(b) Not exceed the total fixed price without prior written approval from the DEQ Contract Administrator.

(4) Invoicing Requirements:

(a) Hourly Rates:

(i) The Contractor shall only charge for productive hours at the Site.

(ii) In the event services carry over into another contract period, the Contractor shall invoice in accordance with the rates in effect at the time services were initiated (e.g. services are initiated during the 2026-2027 contract period, and carry over into the 2027 – 2028 contract period; the

Contractor should invoice for services performed during the 2027 -2028 contract period, at the 2026

– 2027 contract rates).

(iii) In the event at the time the Contractor is to provide / perform the quoted services, the Contractor is unable to furnish the job classification quoted for the service, the Contractor should invoice the DEQ based upon the contract hourly rate for the job classification identified in the Contractor’s quote (e.g.

if the Contractor submitted the quote based upon an “Engineer” and must use a “Project Manager” to perform the work because the Contractor did not have an “Engineer” available, the Contractor should invoice the DEQ at the contract hourly rate for the “Engineer” job classification.

(b) Goods / Services – the Contractor shall submit the receipts for all such charges to the DEQ Contract

Administrator, with a copy of the invoice.

IV. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:

A. General Instructions:

1. Electronic URFP Submission Response Through eVA: In order to be considered for selection, Offerors shall submit a complete proposal response to this URFP electronically through eVA (i.e., mailed, faxed or E-mailed proposals will not be accepted); and Offerors shall:

a. Be registered in eVA.

b. Submit their entire proposal electronically through eVA, to include all attachments.

c. Proprietary Information: If an Offeror’s proposal contains proprietary or trade secret information

(“proprietary information”), the Offeror shall submit each as follows:

i. A complete electronic version of the entire proposal, including all attachments, excluding any proprietary information, and clearly labeled as “NONPROPRIETARY”; and

ii. A complete electronic version of the entire proposal, including all attachments, including proprietary information, and clearly labeled as “PROPRIETARY.”

iii. A confirming statement must be included that there is no proprietary information (see Attachment C).

Note: This electronic submission must clearly identify if it excludes or includes proprietary information; DEQ will not be responsible for the Offeror’s failure to exclude proprietary information.

d. Sign the electronic submissions(s) (i.e., the signature page shall be submitted as a “PDF” document with the electronic submission; a typewritten or stamped signature is not acceptable).

e. Submit all proposal documents in Adobe Acrobat Portable Document format:

Note: If the URFP price schedule provided to Offerors with the URFP is in an Excel format, Offerors may upload the completed price schedule on the Excel document provided by DEQ with the URFP.

f. Be solely responsible for:

i. All efforts to submit their proposal electronically, to include obtaining any necessary assistance from eVA Customer care; eVA Customer Care requests must be submitted on a “Supplier

Assistance Request Form” eVA Customer Care - eVA

ii. Assuring that their proposal is received in eVA by the time and date indicated. Proposals submitted after the proposal submission deadline will not be accepted; and proposals submitted elsewhere, including to other state or federal agencies will not be accepted. Refer to the cover page of this document for the proposal submission deadline:

In no event will the Agency (i.e., DEQ) be responsible for any technical issues that the Offeror may encounter with eVA; nor will DEQ accept any proposal that is received in eVA after the due date and time established for this URFP.

Note – Offerors:

Are strongly encouraged to submit their proposal sufficiently early to allow for any delays they may encounter with obtaining assistance from eVA Customer Care or with any technical issues.

Should perform the following:

1. URFP Status: Check the status of the solicitation on eVA at eva.virginia.gov by clicking on Business Opportunities and then click on

Virginia Business Opportunities (VBO)(Virginia Business Opportunities

(cgieva.com)) for any updates, changes, amendments, cancellations, etc.; and

2. Electronic submission guidance:

- Visit: eVA - Virginia's eProcurement Marketplace

- Click “I Sell To Virginia” (I Sell to Virginia)

- Click “eVA Supplier Training” (Supplier Training Materials

(virginia.gov);and

- Click “Viewing and Responding to Solicitations Video”

(Viewing Responding to Solicitations Video - YouTube)YouTube Video

Responding to solicitation

Only those proposals submitted under the last open round will be considered for evaluation.

No other distribution of the proposal shall be made by the Offeror.

2. The version of the solicitation issued by the DEQ, as amended by any addenda, is the mandatory controlling version of the document. Any modification of or additions to the solicitation by the Offeror shall not modify the official version of the solicitation issued by the DEQ unless accepted in writing by the DEQ. Such modifications or additions to the solicitation by the Offeror may be cause for rejection of the proposal; however, the DEQ reserves the right to decide, on a case-by-case basis, in its sole discretion, whether to reject such a proposal. If the modifications or additions are not identified until after the award of the contract, the controlling version of the solicitation document shall still be the official state form issued by the DEQ.

3. Communications regarding this URFP shall be formal from the date of issue for this URFP, until either a contractor has been selected or the DEQ rejects all proposals. Formal communications shall be directed to the DEQ Office of Procurement Services (OPS). Informal communications, including but not limited to, request for information, https://eva.virginia.gov/get-help-customer-care.html http://www.eva.virginia.gov/ http://www.eva.virginia.gov/ https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp https://eva.virginia.gov/index.html https://eva.virginia.gov/i-sell-to-virginia.html https://eva.virginia.gov/supplier-training-materials.html https://eva.virginia.gov/supplier-training-materials.html https://www.youtube.com/watch?v=KSxcAkOekW0 https://www.youtube.com/watch?v=KSxcAkOekW0 https://www.youtube.com/watch?v=KSxcAkOekW0 comments or speculations, regarding this URFP to any DEQ employee other than an Office of Procurement

Services representative may result in the offending Offeror’s proposal being rejected.

4. Proposal Preparation:

a. Proposals shall be signed by an authorized representative of the Offeror. All information requested should be submitted. Failure to submit all information requested may result in the purchasing agency requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the purchasing agency. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

b. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the URFP. Emphasis should be placed on completeness and clarity of content.

c. Proposals should be organized in the order in which the requirements are presented in the URFP, to include the same “TAB” headings (the electronic version of the proposal for Section V(B). should be divided into a separate section (folder) per “TAB”. All pages of the proposal should be numbered.

Each paragraph in the proposal should reference the paragraph number of the corresponding section of the URFP. It is also helpful to cite the paragraph number, subletter, and repeat the text of the requirement, as it appears in the URFP. If a response covers more than one page, the paragraph number and subletter should be repeated at the top of the next page. The proposal should contain a table of contents which cross-references the URFP requirements. Information which the Offeror desires to present that does not fall within any of the requirements of the URFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the URFP requirements are specifically addressed.

d. As used in this URFP, the terms "must", "shall", "should" and “may” identify the criticality of requirements. "Must" and "shall" identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as "should" or “may” are highly desirable, although their absence will not have a large impact and would be useful but are not necessary. Depending on the overall response to the URFP, some individual "may" and "should" items may not be fully satisfied, but it is the intent to satisfy most, if not all, "may" and "should" requirements. The inability of an Offeror to satisfy a "must" or "shall" requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offerors’ proposal.

e. Ownership of all data, materials, and documentation originated and prepared for the State pursuant to the URFP shall belong exclusively to the State 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 § 2.24342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted and must identify the data or other materials to be protected and state the reasons why protection is necessary. If applicable, the outside of the proposal must be marked to denote proprietary or trade secret information is contained in the document and written notice of proprietary or trade secret information must be submitted on “ATTACHMENT C - Proprietary/Trade

Secret Information Identification”. In addition, the specific (i.e. specific words, figures or paragraphs) proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable. If, after being given a reasonable time, as solely determined by the Purchasing Agency, the Offeror refuses to withdraw an entire classification designation, the proposal will be rejected."

E-mail correspondence containing a ‘boilerplate’ notice stating that the correspondence and/or attached materials is proprietary and/or trade secret information will not be recognized by the Purchasing Agency;

Offerors must specifically invoke the protections of § 2.2-4342F of the Code of Virginia and identify the specific proprietary or trade secret information associated with the E-mail and/or attached materials, as instructed above.

5. Oral Presentation: Offerors who submit a proposal in response to this URFP may be required to give an oral presentation of their proposal to the agency. This provides an opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. The issuing agency will schedule the time and location of these presentations. Oral presentations are an option of the purchasing agency and may or may not be conducted.

DEQ expects Offerors who are invited to give an oral presentation will utilize the person or persons who will be working on the project to make the presentation so quality, and experience of the Offeror’s staff can be evaluated prior to making selection. Should presentations be required they will be scheduled by the issuing agency for specific dates. These dates are critical and alternative dates may not be available.

B. SPECIFIC PROPOSAL INSTRUCTIONS: Proposals should be as thorough and detailed as possible so that the

DEQ may properly evaluate your capabilities to provide the required goods/services.

Proposal responses must be submitted in the same order as outlined below, to include the same “TAB” heading. The electronic version of the proposal should be divided into a separate section (folder) per “TAB”.

Offerors are required to submit the following items as a complete proposal:

TAB 1 Signed URFP cover sheet and all addenda (as applicable).

TAB 2 Company Information:

A. Overview: Submit a brief history and description of your company’s operations, to include the following information:

1. The scope and nature of your company;

2. Years of operation;

3. The organizational structure of your company, etc.; and

4. The link to your company’s website.

B. Capacity:

1. Describe the size of your company.

2. The number of full-time employees typically employed by your company to perform routine maintenance; and typically employed to perform nonroutine maintenance.

3. Identify your company’s standard hours of operation.

4. Identify:

a. Your company’s typical annual “sales” (i.e. dollar volume of workload) volume for operation and maintenance services.

b. What size business account the DEQ would represent in terms of your company’s typical annual “sales” (i.e. dollar volume of workload) volume for operation and maintenance services; for example: “Out of x many ongoing account relationships, the DEQ would be in the top x %.”

C. Offeror Data Sheet (Complete “ATTACHMENT A”).

D. State Corporation Commission Form: Required of all Offerors pursuant to Title 13.1 or Title 50 of the Code of Virginia. (Complete “ATTACHMENT B”).

TAB 3 Operation and Maintenance of the Hidden Lane Landfill Superfund Site Overview: Submit a narrative statement in your own words, that:

A. Describes the scope of the services requested in this URFP; and B. Demonstrates an in-depth understanding of the:

1. Purpose;

2. Requirements; and

3. Deliverables requested in this URFP.

TAB 4 Routine Operation and Maintenance: Describe your company’s proposed routine maintenance plan; and specifically address:

A. The preventive maintenance schedule.

B. The job classifications and number of full-time personnel to be assigned to perform scheduled maintenance.

TAB 5 Non-Routine Operation and Maintenance: Describe your company’s proposed plan to respond to nonroutine maintenance requirements; and specifically address:

A. How your company will report required Non-Routine maintenance requirements to the DEQ

Contract Administrator.

B. The typical amount of time it takes your company to respond to on-site emergencies, to include during weekends and holidays.

TAB 6 Management Reports: Submit a sample:

A. Annual Inspection report (e.g. inspection checklist and maintenance record); and B. Report of Abnormal Condition/Damage/Event.

Note: Reports using alternative formats for other sites are acceptable as sample documents.

TAB 7 Contractor Personnel:

A. Routine/Non-Routine Operation and Maintenance Personnel: Describe your company’s methodology for ensuring that all assigned personnel are capable, qualified and experienced in performing the Routine / Non-Routine operation and maintenance services:

1. Provide a general de inition of your company’s personnel categories (e.g. Project

Manager, Engineer, Technician/Laborer, etc.) in response to “ATTACHMENT G,” the

“PRICE SCHEDULE” (subsection “2.c”).

B. Inspection and Maintenance Personnel: Describe your company’s methodology for ensuring that all assigned personnel are capable, qualified and experienced in performing the inspection & maintenance services.

C. Project Manager:

1. Identify their: name and title; tenure with your company; days / hours of availability;

business address; and telephone (toll-free if available) / mobile number; and E-mail address.

2. Describe their qualifications and their specific work experience in providing the “Operation and Maintenance” services for a Landfill specified herein, and in response to, this URFP.

3. Submit a resume.

4. Identify the percentage of time this individual will be dedicated to any contract resulting from this URFP.

TAB 8 Sustainability: Provide information to demonstrate the overall environmental impact of your proposed approach; and specifically:

A. Include information about your company’s recommendations to reduce any adverse environmental impact with respect to the “Operation and Maintenance” services specified herein, and in response to, this URFP; and recommendations to create efficiencies.

TAB 9 Experience and Qualifications:

Describe your company’s specific experience in providing the “Operation and Maintenance” services specified herein, and in response to, this URFP, for governmental and/or private entities; and:

A. Identify the number of continuous years your company has provided the “Operation and Maintenance” services specified herein, and in response to, this URFP for governmental and/or private entities.

B. Provide a list of governmental and private entities with which your company currently has a term contract for providing the “Operation and Maintenance” services specified herein, and in response to, this URFP.

C. Identify the number of continuous years each of your company’s proposed subcontractors has provided the applicable “Operation and Maintenance” services specified herein, and in response to, this URFP for governmental and/or private entities.

TAB 10 Proposed Price: Identify all costs / fees associated with providing the “Operation and Maintenance” services specified herein, and in response to, this URFP, in accordance with Section XI / ATTACHMENT G, the “PRICING SCHEDULE.”

TAB 11 Proprietary/Trade Secret Information Identification: included a completed ATTACHMENT C; if no proprietary information is included with proposal, state “None Included” on the ATTACHMENT C.

TAB 12 Small Business Subcontracting Plan: (Only Applicable to Offerors Not Certified by the Virginia DSBSD as a “Small” Business):

Summarize the planned utilization of DMBE-certified small businesses which include businesses owned by women and minorities, when they have received DMBE small business certification, under the contract to be awarded as a result of this solicitation. This is a requirement for all prime contracts in excess of $100,000 unless the solicitation has been set-aside for small businesses or no subcontracting opportunities exist. (Complete “ATTACHMENT D”).

TAB 13 COMPLIANCE:

A. Utilization of the words “shall” or “must” in the “STATEMENT OF NEEDS,” subsection “III-A” through subsection “III-E” to include (as applicable) any attachment referenced therein, indicates a mandatory requirement:

Does / will your company comply with mandatory requirements as presented in the “STATEMENT OF NEEDS,” subsection “III-A” through subsection “III-E,” to include (as applicable) any attachment referenced therein?

Yes _____ No ______

If “NO,” identify the specific requirement and the reason for non-compliance.

B. Utilization of the word “should” in the “STATEMENT OF NEEDS,” subsection “III-A” through subsection “III-E,” to include (as applicable) any attachment referenced therein, indicates a non-mandatory requirement.

Does / will your company comply with the non-mandatory requirements as presented in the

“STATEMENT OF NEEDS,” subsection “III-A” through subsection “III-E,” to include (as applicable) any attachment referenced therein, as a mandatory requirement (i.e. “should” becomes “shall”)?

Yes _____ No ______

If “NO,” identify the specific requirement and the reason for non-compliance.

C. Does your company accept the terms and conditions as presented in Section VI, “REPORTING AND DELIVERY INSTRUCTIONS,” Section VIII., the “GENERAL TERMS AND

CONDITIONS,” in Section IX, the “SPECIAL TERMS AND CONDITIONS”, and Section XI, the “PRICING SCHEDULE”?

Yes _____ No ______

If “NO,” identify the specific requirement and the reason for non-compliance.

V. EVALUATION AND AWARD CRITERIA:

A. EVALUATION CRITERIA: Proposals shall be evaluated by DEQ using the following criteria:

POINT

VALUE

1. Approach and ability to provide the services specified in Section III, the “STATEMENT OF NEEDS” and in response to Section IV, the “PROPOSAL PREPARATION and SUBMISSION INSTRUCTIONS,” subsection “B,” the “SPECIFIC PROPOSAL INSTRUCTIONS,” of this URFP.

2. Experience and qualifications of the Offeror (to include applicable personnel). 35

3. Price. 30

TOTAL 100

B. AWARD: Selection shall be made of two or more DSBSD-certified micro business offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals, provided that the price proposal is up to and including $10,000. Negotiations shall be conducted with the offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, the agency shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. The Commonwealth may cancel this

Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Code of

Virginia, § 2.2-4359D). Should the Commonwealth determine in writing and in its sole discretion that only one DSBSD-certified micro business offeror is fully qualified, or that one such offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror.

Any award to a DSBSD-certified micro business offeror pursuant to the above process may be made only if the price as negotiated remains under $10,000. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated. If the agency in its sole discretion determines that the above criteria for limiting the negotiation to micro businesses are not present, the agency shall follow the same process as specified above, but restricting the negotiation instead to DSBSD-certified small business offerors, provided that the price proposal is not more than $100,000. If the agency determines that the above criteria for limiting the negotiation to small businesses are not present, the agency shall follow the same process as specified above, but without restricting the negotiation to small or micro business offerors.

VI. REPORTING AND DELIVERY INSTRUCTIONS:

A. Contract Deliverables Reporting: Refer to Section III., Statement of Needs of this URFP.

B. All deliverables shall be submitted to the DEQ CA (or his/her designee) for approval.

C. Utilization of Small Businesses and Businesses Owned by Women and Minorities (Only Applicable to Offerors Not Certified by the Virginia DSBSD as a “Small” Business):

Unless the Contractor is a Department of Small Business and Supplier Diversity (DSBSD) certified small business, the Contractor shall submit monthly reports on the involvement of DSBSD certified Small Businesses to the DEQ Purchasing Office both via E-mail and through the Subcontractor Payment Reporting tool within the

Contractor’s eVA account (refer to Section IX.T, the “SPECIAL TERMS AND CONDITIONS,” “SUBMISSION OF

SMALL BUSINESS SUBCONTRACTING PLAN, EVIDENCE OF COMPLIANCE WITH SMALL BUSINESS

SUBCONTRACTING PLAN, AND SUBCONTRACTOR REPORTING”).

These monthly reports must substantiate compliance in accordance with the Small Business Subcontracting Plan.

When such business has been subcontracted to these firms, the Contractor agrees to furnish the purchasing office at a minimum, the following information: name of firm, phone number, total dollar amount subcontracted, category type (e.g. small; small and women-owned; small and minority-owned), and type of product/service provided.

VII. MANDATORY PREPROPOSAL CONFERENCE AND SITE VISIT:

A mandatory preproposal conference and site visit will be held at 11:00 a.m. on October 15, 2026, at 45500

Persimmon Lane (State 810), Sterling, VA. No one will be admitted after 11:10 a.m. EST. Immediately following the administrative portion of the conference, there will be a mandatory walk-through of the Hidden

Lande Landfill. The purpose of this conference is to allow potential offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

Due to the importance of all offerors having a clear understanding of the scope of work and requirements of this solicitation, attendance at this conference will be a prerequisite for submitting a proposal. Proposals will only be accepted from those offerors who are represented at this preproposal conference and site visit.

Attendance at the conference and site visit will be evidence by the representative’s signature on the attendance roster.

Bring a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

Note: Offers should RSVP (and identify the name(s) of the representative(s) who will be attending) and submit questions (via email) to renee.bishop@deq.virginia.gov at least two (2) business days prior to date of the conference.

VIII. GENERAL TERMS AND CONDITIONS:

A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The process for filing a complaint about this solicitation is in section 7.13 of the Vendors Manual. (Note section 7.13 does not apply to protests of awards or formal contractual claims.) The procedure for filing contractual claims is in section

7.19 of the Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is…