VADOC - RFP_ae_term.pdf

DGS-30-304

(Rev. 07/22) Page 1 of 8

REQUEST FOR PROPOSALS

Issue Date: Wednesday, June 17, 2026 RFP# 6172026

Title: TERM CONTRACT FOR ARCHITECT / ENGINEERING SERVICES

Commodity Code: PROFESSIONAL SERVICES

Issuing Agency & Address: Commonwealth of Virginia Department of Corrections Infrastructure and Environmental Management Unit 6900 Atmore Drive, Richmond, VA 23225

Location of Work: Various locations statewide

Period Of Contract: One Year with option for three one-year extensions

All inquiries for information should be directed to:

Marcia Powers, (804) 337-7044 or by email at: marcia.powers@vadoc.virginia.gov

IF PROPOSALS ARE SUBMITTED ELECTRONICALLY (preferred), SUBMIT THROUGH eVA;

IF PROPOSALS ARE MAILED or HAND DELIVERED, DELIVER TO: 5511-B Biggs Road, Richmond, VA 23224

Sealed proposals for furnishing the services described herein will be received until 2:00 p.m. local time on Wednesday, July 15, 2026. Proposals must reach the above address by the deadline stated.

In compliance with this Request For Proposals, which includes the attached Table of Contents and all provisions and appendices attached and referenced therein, and subject to all the terms and conditions set forth herein, the undersigned offers and agrees to furnish the services described in the RFP cited above and submit this signed proposal which includes this completed and signed page, the completed and signed Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6 and other data as required by the RFP. It is understood that this proposal and the scope of services may be modified, by mutual agreement in subsequent negotiations.

Name And Address Of Offeror:

_________________________________ Date: ____________________________

_________________________________ By_______________________________

(Signature in Ink) _________________________________ Typed Name: _______________________

_______________________Zip: Title: ____________________________

FEIN/SSN # _______________________ Telephone No.( ) _______________

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

mailto:%20marcia.powers@vadoc.virginia.gov

(Rev. 07/22) Page 2 of 8

TABLE OF CONTENTS

Section No. Description Page No.

I. Applicability of the A/E Manual 3

II. Purpose 3

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

IV. Scope of Services 4

V. Participation of Small Businesses and Micro Businesses 4

VI. Proposal Requirements 5

VII. Evaluation and Award of Contracts 5

VIII. Fees 7

IX. Contract Term 7

X. Project Orders 8

XI. Attachments 8 eVA Vendor Registration: The bidder or offeror shall be a registered vendor in eVA. See the attached eVA Vendor Registration Requirements.

NOTE: Electronic copies of A/E Data Forms AE-1 through AE-6 (DGS-30-004) and the eVA Vendor Registration Form (DGS-30-384) are available for download at the following website:

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

(Rev. 07/22) Page 3 of 8

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.

II. PURPOSE:

The Agency often needs professional architectural and/or engineering assistance for discrete, small projects such as investigations, studies, reports, design of small projects, and related services. The aim of this RFP is to contract with an A/E 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 RFP's, 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 architectural and/or professional engineering services to be provided on an "as needed" basis pursuant to Project Orders issued during the contract term. The contract shall be renewable for a one year term, at the Agency's option, for up to a maximum of three (3) one year term renewals.

III. AGENCY’S RIGHT TO ISSUE RFP’S AND PROJECT ORDERS:

The Owner reserves the right, at its sole discretion, to issue RFP's for similar work, for other disciplines or types of work, and for other projects as the need may occur. An A/E may have only one A/E Term Contract in effect with an Agency or its subsidiaries or branches at any time.

The Owner also reserves the right to issue Project Orders to other A/E's under Term contracts at its sole discretion, based on its evaluation of each A/E's qualifications, expertise, current workload, capabilities, performance record, location or distance to the project, and other factors as may be pertinent to the particular project.

(Rev. 07/22) Page 4 of 8

IV. 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 architectural projects, or structural engineering projects, or mechanical engineering projects, or civil engineering projects.

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

Manual. Respond to all DEB and other review agency comments and resolve outstanding design issues prior to submission of construction documents.

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

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

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

F. Prepare feasibility studies for proposed projects.

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

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.

V. PARTICIPATION OF SMALL BUSINESSES AND MICRO BUSINESSES:

Under Executive Order 35 (2019), Cabinet Secretaries and all executive branch agencies are directed to continue and advance the following on a race and gender neutral basis: exceed a target goal of 42% on discretionary spending with small businesses certified by DSBSD (the Virginia Department of Small Business and Supplier Diversity).

Owner’s Small Business Participation Goal: 42%

(Rev. 07/22) Page 5 of 8

VI. 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 completed and signed Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6. The proposal shall be bound, either electronically or physically, in a single volume where practical. When submitted in paper format, one (1) manually signed original and three (3) copies of the proposal shall be submitted to the Agency.

D. 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.

E. 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 reference will not be considered relevant to the RFP.

F. To reduce the effort and expense of responding to RFP's, provide uniformity in the type information requested, and enhance the review and evaluation process, the standard Forms AE-1 through AE-6 shall be completed and included with the A/E’s proposal.

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

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

VII. EVALUATION AND AWARD OF CONTRACTS:

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

1. Expertise, experience, and qualifications of the A/E's personnel in each discipline that may provide services relevant to the RFP.

2. Expertise, experience and qualifications of any special consultants proposed.

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

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

(Rev. 07/22) Page 6 of 8

5. Expertise and past experience of the A/E in providing services on other Term Contracts or on projects of similar size, scope and features as those required for the Scope of Services on this RFP.

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

7. A/E's recent (past 5 years) experience / history in designing project within the established

"Design-not -to -exceed" budget.

8. A/E's experience in providing services in conformance to the State's Construction and

Capital Outlay procedures including Codes, Standards, Accessibility and Building Efficiency.

9. Use of small businesses as consultants, subcontractors, suppliers or support services.

10. Size of the firm relative to the size of the project(s).

11. Financial Responsibility as evidenced by the A/E carrying Professional Liability

Insurance.

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

B. AWARD OF CONTRACT: The Agency shall engage in individual discussions and interviews with two or more offerors deemed fully qualified, responsible and suitable on the basis of initial responses, and with professional competence to provide the required services.

Repetitive informal interviews are permitted. Offerors shall be encouraged to elaborate on their qualifications, performance data, and staff expertise relevant to the proposed contract.

At the conclusion of the informal interviews, on the basis of evaluation factors published in the Request for Proposal and all information developed in the selection process to this point, the Agency shall rank, in the order of preference, the interviewed Offerors whose professional qualifications and proposed services are deemed most meritorious.

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

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

Proprietary information from competing Offerors (including any data on estimated manhours or rates and the plan for accomplishing the scope of work) will not be disclosed to the public or to competitors provided such information is duly marked as "Proprietary Information" by the Offeror and the designation is justified as required by §2.2-4342, Code of Virginia, as revised.

(Rev. 07/22) Page 7 of 8

A/E Term Contracts are not exclusive. An Agency may issue separate RFPs for similar work and other projects as the need may occur. An Agency may issue Term Contracts to not more than four of the fully qualified and best suited firms interviewed from a particular A/E Term Contract RFP advertisement and selection process. When multiple awards are made, the Agency shall have established procedures for distributing the Project Orders among the Term Contractors during the contract term.

VIII. FEES:

A. The Memorandum of Understanding prepared by the Agency will document the negotiated acceptable labor rates for the various A/E classifications/disciplines/skill levels. These rates will be used by the Agency in arriving at lump sum fees and any hourly rate work that is authorized by the Agency for Project Orders issued under the Term Contract resulting from this solicitation.

B. If a Project Order is to be performed on a lump sum basis, the Agency shall determine a lump sum based on the Scope of Service required, the estimated man-hours required for each classification/discipline/skill level, and the labor rates agreed upon during the contract negotiations.

C. Any individual Project Order fee shall not exceed $2,500,000 and the aggregate total of fees for all Project Orders issued during the Contract Term shall not exceed $10,000,000.

IX. 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 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 and no earlier 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 carry 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.

(Rev. 07/22) Page 8 of 8

X. PROJECT ORDERS:

The first Project Order may be issued at any time during the term of the A/E Term Contract. It will authorize the A/E to perform the Work for a lump sum amount or at the marked up hourly rates agreed to and set forth in the MOU attached to the A/E Term Contract. The maximum fee allowed by law for any Project Order is $2,500,000 which includes all fees and reimbursable expenses and contingencies.

It is understood that more than one Project Order may, at the Owner's sole discretion, be offered to the A/E during the Contract Term. Although the potential exists for multiple project orders during the Contract Term with aggregate fees up to $10,000,000, the Agency does not represent or guarantee that the A/E will receive any Project Orders.

XI. ATTACHMENTS

Attachment A: eVA Vendor Registration Requirements (DGS-30-384)

Attachment B: Architectural/Engineering Firm Data, Forms AE-1 through AE-6 (DGS-30-004)