RFP 08-27-SKL Program Management Services

The City of Portsmouth, Virginia is requesting proposals for Program Management Services on an as-needed, task-order basis under RFP 08-27-SKL, with proposals due September 9, 2026 at 2:00 p.m. via eVA, and a hybrid multiple-award structure consisting of one primary firm and one or more secondary firms. The City strongly encourages Small, Women-Owned and Minority-Owned Business Enterprise (SWAM/MBE) participation, which carries 10% evaluation weight. Design firms currently providing design services to Portsmouth are precluded from competing.

The scope encompasses program governance and portfolio planning, project initiation and scoping, design-phase coordination, procurement support, construction-phase administration, closeout and warranty support, grant compliance, and public-facing presentations across the City's capital, infrastructure, renovation, demolition, grant-funded, resilience, redevelopment, and special-initiative projects. Required staffing includes a Program Director with a bachelor's degree and minimum ten years of progressively responsible experience, including at least five years leading complex public capital portfolios; a Deputy Program Director or Technical Lead; and core project managers. The City does not guarantee minimum work volume under this master services agreement.

The initial contract term is one year with four optional one-year renewal terms, subject to satisfactory performance, mutual execution, and annual appropriation. Compensation is structured through individual task orders using either lump-sum pricing for defined deliverables or hourly/not-to-exceed pricing for variable services. The Pricing Appendix must include fully loaded hourly rates by labor classification, reimbursable expense rules, and markup policies. Routine administrative staffing coordination by the designated single point of contact is non-billable overhead. All work product, reports, dashboards, and data sets become City property upon payment, with the City retaining direct access to hosted platforms throughout the contract term.

Evaluation criteria are weighted: relevant firm experience and comparable program outcomes (25%), key personnel and staffing approach (25%), technical approach and scope response (20%), program controls and reporting platform (20%), and SWAM/MBE participation (10%). Interviews are scheduled for October 5–9, 2026, with panel selection and approval anticipated by October 16, 2026. Professional liability insurance of $2,000,000 and comprehensive general and automobile liability of $1,000,000 per occurrence are required. Written questions were due August 18, 2026; responses were posted as addenda by August 25, 2026. Two addenda have been issued, including clarifications on design-firm ineligibility and project assignment procedures. Prospective bidders must acknowledge receipt of both addenda in their proposals.