EOI 27029 SOUTHERN WEST VIRGINIA COMMUNITY & TECHNICAL COLLEGE Logan Campus Building A Library Renovation Project.

WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE SYSTEM
REQUEST FOR EXPRESSIONS OF INTEREST (EOI)
EOI No. 27029
For more information about WVCTCS, please visit https://wvctcs.org.
TITLE: Southern West Virginia Community & Technical College's (SWVCTC), Logan
Campus, Building A, Library Renovation Project
PROPOSAL DUE DATE: August 21, 2026, 2:00pm ESDT
PROCUREMENT OFFICIAL: Connie Oswald, Procurement Specialist
cbid.receipt@wvhepc.edu
Any and all communication shall be held with the Procurement Specialist or Director of
Procurement Official. Proposers shall not communicate with any other West Viginia
Community & Technical College System, (WVCTCS), and Southern West Virginia
Community & Technical College, (SWVCTC), personnel or representative during the
EOI process. If Proposers are found to have communicated with any other
representative of WVCTCS, and/or SWVCTC during the EOI process, the Proposer
may be disqualified, and the Proposal will not be accepted by WVCTC.
I. INTRODUCTION AND OVERVIEW OF SOLICITATION
A. OVERVIEW OF SOLICITATION
The West Virginia Community and Technical College System ("WVCTCS" and/or "Owner") is
seeking Expressions of Interest ("EOI") from architectural firms experienced in planning,
designing, and providing construction administration services for a roughly 9,500 SF Library
Renovation at Southern West Virginia Community and Technical College's ("SWVCTC") Logan
Campus, Building A.
B. SOLICITATION SCHEDULE
The following is an anticipated Solicitation Schedule. The WVCTCS may, in its sole
discretion change this schedule at any time. If WVCTCS changes dates in the schedule
before the deadline for receipt of Proposals, it will do so by an addendum to this EOI.
It is each prospective Proposer's responsibility to check the will be posted at the
EOI 27029 - July 31, 2026
Page 1 of 13

following URL:
https://wvctcs.org/purchasing-and-finance
It is the Bidder's obligation to check this website for current information regarding
this EOI and its timelines.
EOI Publication July 31, 2026
Question Deadline (see Exhibit A) August 14, 2026, 2:00pm ESDT
EOI Submission Due Date ("Due Date") August 21, 2:00pm ESDT
Anticipated Contract Start Date September 2026
C. PRE-PROPOSAL MEETING:
See Exhibit A - Instructions To Bidders
II. SCOPE OF SERVICES
Submitter must be aware that the overall Project Schedule is paramount in this
project, and a schedule extension is unacceptable. Proposers must take this into
consideration in preparing the Submission.
The following is a list of Exhibits that are attached and are applicable to this EOI:
See Exhibit A, Instructions to Bidders
See Exhibit B, General Terms and Conditions
See Exhibit C, Guidelines for Email Submissions
See Exhibit D, Addendum Acknowledgement
See Exhibit E, State of West Virginia Supplementary Conditions to AIA Document B101
See Exhibit F, State of West Virginia Purchasing Affidavit
See Exhibit G, State of West Virginia WV-96 May 2026
III. RESPONSE REQUIREMENTS & EVALUATION CRITERIA
All submissions must be formatted with the items and in the sequence as presented in this
Section of the EOI. Except as otherwise set forth herein, Section III outlines the minimum
requirements for the preparation and presentation of a response. Failure to comply may
result in rejection of the response. The Submission should be specific and complete in
every detail, prepared in a simple and straightforward manner.
Submitters are expected to examine the entire EOI, including all specifications, standard
provisions and instructions. Failure to do so will be at the Submitters' risk. Each
Submission shall furnish the information required by the EOI.
Evaluation Criteria: The following evaluation factors will be used in determining the
best-qualified Submission:
EOI 27029 - July 31, 2026
Page 2 of 13

SCOPE OF SERVICES
The selected architect will work with WVCTCS staff and SWVCTC's faculty and staff to: (1)
confirm the project program, (2) design a flexible, state-of-the-art facility that meets programmatic
needs and the schools requirements, is aesthetically pleasing and energy efficient; (3) develop a
logical and economic construction phasing plan for the current project; (4) provide construction
administration services; (5) assist with Owner purchased and installed equipment and furniture,
and (6) coordinate services as needed and work seamlessly with the Owner's other consultants,
i.e., geotechnical engineers, construction quality control testing consultants, HVAC
commissioning agent, etc.
EXPRESSIONS OF INTEREST AND EVALUATION
Architectural firms interested in being considered for this engagement should provide the
following which the WVCTCS and SWVCTC staff will use to evaluate and select the architectural
firm(s) that the staff believes to be the best qualified to provide the services requested:
1. Relevant prior experience of the firm, the professionals it assigns to the project,
including its proposed consultants, (the "project team") with similar projects and in
Library Renovation requirements that apply to the project. (25 points maximum)
2. Perceived quality of the firm's management and project team's capability to provide
the scope of services identified above. The firm will be expected to clearly demonstrate
that it has the expertise, flexibility to work with WVCTCS, its other consultants, and
SWVCTC staff to meet program, design, and construction objectives. (25 points
maximum)
3. The principals and project personnel assigned to the project, including consultant's
personnel. (15 points maximum)
4. Determination that the firm and project team is of sufficient size and has the capability
to manage the project by providing services on a timely basis and within the project
schedule and fee agreed to at the outset. (15 points maximum)
5. The perceived ability of the firm and project team to produce the kind of facility
envisioned; experience in designing flexible, aesthetically pleasing, energy efficient
"green" buildings, by applying these design principals and objectives to the facility.
(20 points maximum)
Interested firms should submit a marketing package clearly and concisely covering the evaluative
criteria above as well as the firm's history, resumes of principals and proposed project team,
including proposed consultants, organizational arrangement, and at least three references from
recent clients with similar projects.
Expressions of interest will be used by the interview/selection committee (comprised of WVCTCS
and SWVCTC staff/personnel) to select the most experienced and qualified firm and project team
(in the committee's opinion). Firms under final consideration will be interviewed prior to making
EOI 27029 - July 31, 2026
Page 3 of 13

a final decision. A stipulated sum fee and a not-to-exceed amount for reimbursable expenses will
be negotiated with the selected firm after the selection committee names their final selection. No
fee discussions will occur before, on, or during the interviewing process.
OTHER INFORMATION
If mutually acceptable terms cannot be reached within a reasonable period of time, the WVCTCS
reserves the right to undertake negotiations with the next most advantageous firm or firms without
undertaking a new procurement process. The project architect shall be licensed to practice
architecture in the State of West Virginia, and the architect's consulting engineers of record shall
be registered professional engineers in the State of West Virginia. The successful firm shall be a
registered vendor with the Purchasing Division, WV Department of Administration, and have a
valid vendor number. The form of agreement will be AIA Document B101-2017, Standard Form
of Agreement Between Owner and Architect, with the State of West Virginia Supplementary
Conditions to AIA Document B101. The successful firm shall provide professional liability,
general liability, automobile liability, and workers compensation insurance for the duration of the
project, or as otherwise proscribed by law, as identified below, and provide certificates of
insurance to document such coverage.
IV. RFP RULES AND GUIDELINES
A. COMMUNICATIONS
Throughout the procurement process, all communication, outside of those submitted
under "Explanations and Clarifications" as described herein, between the Submitter
and the WVCTCS shall be with the Procurement Official identified above.
"Submitters" includes subcontractors at all levels and joint venture members, where
applicable. Discussions or communications regarding this solicitation with any
other individuals associated in any capacity with the WVCTCS, its consultants,
contractors or members of its Board of Governors, or members of any Evaluation
Committee are prohibited, unless otherwise approved in writing by the Procurement
Official. Discussions or communications with any other person, regardless of the
format, could result in disclosure of proprietary or other competitive sensitive
information or otherwise create the appearance of impropriety or unfair competition
and, thereby, compromise the integrity of WVCTCS's procurement process.
Submitters shall provide immediate written notice to the Procurement Official any
time contact has not been limited to the Procurement Official concerning this
solicitation, whether initiated by the Proposer or by other WVCTCS employees,
consultants, contractors or members of its Board of Governors. Any violation of
this prohibition may result in the disqualification of the Submitter from
further participation in this solicitation, and from award of any contract or
subcontract under this solicitation. By submitting, the Submitter certifies that
it is in compliance with the above.
B. REVISIONS, EXPLANATION, AND CLARIFICATIONS TO THE RFP
EOI 27029 - July 31, 2026
Page 4 of 13

Any explanation or clarification desired by a Submitter regarding the meaning or
interpretation of any part of this solicitation must be submitted in writing by an
authorized representative of the Submitter through the e-mail address listed in Exhibit A
with a clear cross-reference to the relevant EOI section. Requests for explanations
or clarifications must be submitted on or before the deadline for questions. Requests
for clarification received after this deadline may not be considered and the
WVCTCS is under no obligation to address them.
Written explanations or clarifications provided to a Submitter concerning an
interpretation of the solicitation shall be furnished to all Submitters if such
information is necessary in submitting Submissions or if the lack of such
information would be prejudicial to uninformed Submissions. The Submitter must
check the Q&A Board throughout the procurement process to view all applicable
information. The WVCTCS is under no further obligation to ensure that Submitters
receive explanations or clarifications.
Oral explanations or clarifications given before the award of any contract, at any
pre-submission conferences or otherwise, do not serve to modify the solicitation and
will not be binding on the WVCTCS. Suggestions for EOI revision may be
submitted to the Procurement Official by emailing Connie Oswald Procurement
Specialist at cbid.receipt@wvhepc.edu. This is an opportunity for prospective
Proposers, prospective partnership members, and others to provide feedback to
inform EOI revisions if needed.
The WVCTCS also reserves the right to cancel or to reissue the EOI, in whole or in
part, prior to execution of a contract.
C. MODIFICATION/ACKNOWLEDGMENT OF SOLICITATION ADDENDA
The WVCTCS reserves the right to modify or amend the solicitation. If it is
amended, then all terms and conditions which are not modified remain unchanged.
When the solicitation is modified or amended, the Procurement Official shall post
a solicitation addendum on the following URL:
https://wvctcs.org/purchasing-and-finance.
The WVCTCS is under no further obligation to ensure that Submitters
receive addenda.
An Addendum may be issued for many reasons including, but not limited to, (a)
making changes or corrections to the EOI; (b) clarifications, revisions, additions
or deletions to the goods or services specifications; (c) providing information
necessary to ensure fair and competitive solicitation (i.e. used in cases where one
Submitter has received information that other Submitters have not); (d) extension
or postponement of the Due Date, or other EOI date, due to WVCTCS need or
Submitter request; or (e) any other reason determined by the Procurement Official
to be necessary or advantageous to WVCTCS.
EOI 27029 - July 31, 2026
Page 5 of 13

The CPO, PS, or designee may extend the Submission Due Date, if doing so is in
the best interest of the WVCTCS. Additionally, Submitters who contact the
Procurement Official prior to the Due Date, may request to extend the Due Date,
such issuance of an extension is at the WVCTC's sole discretion. Such
postponement shall be accomplished through an Addendum to the EOI, which
shall be published and distributed through the WVCTC's Public URL Site.
D. PREPARATION OF PROPOSALS - GENERAL
1. Examine the Entire Solicitation. Prior to submission of Submissions, Submitters
are expected to thoroughly examine all provisions of and Attachments,
Appendices, and/or Addendums to the solicitation, whether incorporated by
reference or otherwise. Failure to do so will be at the Submitter's risk and will
not be a basis for the Submitter to request relief of any kind prior to or after
contract award.
2. Exceptions to Solicitation. If the Submitter cannot accept WVCTCS's terms,
conditions or requirements, the Submitter shall raise their exceptions in their
Submissions. It is the WVCTC's sole discretion as to whether or not it will
accept or deny any exceptions raised by Submitters.
3. Furnish Information. Submitters shall furnish all information required by the
Solicitation. Unnecessarily elaborate Submissions or lengthy presentations are
not desired or required; however, Submissions should be clear, concise, and
include sufficient detail for effective evaluation. The Submitter is cautioned that it
is the Submitter's sole responsibility to submit information related to the
evaluation categories, and that WVCTCS is under no obligation to solicit such
information if it is not included in its Submission. Failure by the Submitter to
submit such information may cause an adverse impact on the evaluation of its
Submission.
4. General Format. To provide uniformity and to facilitate comparison of Proposals,
all information submitted should clearly refer to the page number, section, or
other identifying reference in this EOI. All information submitted must be noted in
the same sequence as its appearance in this EOI.
5. Required Signatures. All Submissions must be submitted by an individual
authorized to extend a formal Submission. The WVCTCS accepts electronic
signatures. By submitting the Submission, the Submitter certifies compliance
with the signature authority required.
6. Alternate Submissions. Submitters may submit more than one Submission. All
Submissions must comply with the requirements of the EOI except that
additional Submissions may incorporate, by reference, repetitive information
which is provided in the original Submission. Such alternative proposals should
EOI 27029 - July 31, 2026
Page 6 of 13

be clearly marked as an alternate to clearly delineate from submitter's official
submission.
7. Proprietary Information or Other Confidential Information. Submissions
submitted in response to this solicitation shall become the property of WVCTCS.
All Submissions received shall remain confidential until the contract(s), if any,
resulting from this EOI are signed by an authorized representative of the
WVCTCS and the Apparent Successful Submitter; thereafter, the Submissions
shall be deemed public records as defined in W. Va. Code 29B-1-1, et seq.
commonly referred to as the West Virginia Freedom of Information Act.
Submitter must clearly designate any information in the Submission that the
Submitter desires to claim as proprietary and exempt from disclosure under the
provisions of W. Va. Code 29B-1-1 et seq. or other state or federal law that
provides for the nondisclosure of your document. The page must be identified, as
well as the particular exception from disclosure upon which the Submitter is
making the claim. Each page claimed to be exempt from disclosure must be
clearly identified by the word "Confidential" printed on the lower right-hand
corner of the page.
The WVCTCS will consider a Submitter's request for exemption from
disclosure; however, the WVCTCS will decide predicated upon W. Va. Code
29B-1-1 et seq. Designating the entire Submission exempt from disclosure will
not be honored. The Submitter must be reasonable in designating information as
confidential. If any information is designated as proprietary in the Submission,
such information will not be made available until the affected Submitter has been
given an opportunity to seek a court injunction against the requested disclosure if
such time can be provided without violation of complying with W. Va. Code
29B-1-1 et seq.
8. Use of Subcontractors. If the Submitter intends to use subcontractors to perform
any portion of the work or to provide any of the parts or equipment described in
this EOI, this must be clearly stated in the Submission. The Submitter's response
must include a description of which portion(s) of the work that will be sub-
contracted and the names and addresses of potential subcontractors under the
contract. The WVCTCS reserves the right to reject any proposed Subcontractor
of the Submitter. Submitter may not change or revise any subcontractor after
the Submission is submitted without the written approval of WVCTCS.
9. Proposal Preparation Costs. The WVCTCS shall not be liable for any costs
incurred by a Submitter in responding to this EOI, regardless of whether the
WVCTCS awards a contract through this process, cancels this EOI for any
reason, or contracts through another EOI or another process.
10. Errors and Omissions. The Submitter is expected to comply with the true intent of
this EOI taken as a whole and shall not avail itself of any errors or omissions to
EOI 27029 - July 31, 2026
Page 7 of 13

the detriment of the WVCTCS. Should the Submitter suspect any error,
omission, or discrepancy in the scope of work or other portions of the EOI, the
Submitter shall immediately notify the WVCTCS procurement officer. The
Submitter is responsible for the contents of its Submission and for satisfying the
requirements set forth in the EOI.
11. Firm Offer Period. Offers must be kept firm for acceptance by the WVCTCS for
at least one hundred twenty (120) days after the date that Submissions are due.
Submissions with acceptance periods of less than one hundred twenty (120) days
may be considered non-responsive. The Submitter may specify a longer period
than indicated here. If the Proposer indicates no time period for acceptance, the
Submission will be considered firm for one hundred twenty (120) days and
thereafter until written notice to the contrary is received.
E. PROPOSAL SUBMISSION & FORMAT
1. Proposal Submission.
The Submission must be submitted per s Section III ("Response Requirements
and Evaluation Criteria").
2. Proposal Format for Submission. The Submission response shall be set out in the
format outlined in Section III ("Response Requirements and Evaluation Criteria")
of this EOI. These sections represent the minimum amount of information
required by the WVCTCS. Submitters are encouraged to add content if needed;
however, unnecessarily elaborate Submissions are discouraged. The Proposal
shall be submitted in the following formats: One single PDF file in 8.5"x11"
format.
a. PROPOSAL MATERIALS
The Submission material and accompanying documentation submitted in response
to the EOI becomes the property of the WVCTCS upon submission to the WVCTCS
and may be appended, if necessary, to any formal document which would further
define or expand the contractual relationship between the WVCTCS and the
Submitter. All of the material will be considered as part of this EOI.
b. WITHDRAWAL AND MODIFICATION OF PROPOSALS
Submission withdrawals shall be submitted through the WVCTCS Director of
Procurement Officer or Procurement Specialist prior to the Due Date and Time set
forth in the EOI. Withdrawals must be made on company letterhead and signed by
an authorized representative of the Submitter. Once withdrawn, the Submitter may
modify and resubmit their Submission before the Due Date and Time.
Any modification of a Submission should be prepared on company letterhead,
EOI 27029 - July 31, 2026
Page 8 of 13

signed by an authorized representative, and state that the new document supersedes
or modifies the prior Proposals, and submitted to the WVCTCS as required
pursuant to this EOI.
c. REJECTION OF SUBMISSIONS
The WVCTCS reserves the right at its sole discretion to reject any and all
Submissions received without penalty and not to issue a contract as a result of this
EOI. If any Submission is rejected, a written explanation prepared by the CPO, PS,
or designee, shall be noted in the Procurement File.
d. LATE SUBMISSIONS
Any Submission, withdrawal, or modification received after the Due Date and Time
will not be considered. The electronic clock on the National Institute of Standards
and Technology Site, (nist.gov), shall be considered the official timepiece used to
determine whether the Proposal, withdrawal, or modification was late.
e. SUBMISSION EVALUATION
1. Submission Opening. Submissions, modifications, and withdrawals shall be
opened by the WVCTCS. Upon receipt of Submissions, the Director of
Procurement, Procurement Specialist, and the Director of Facilities and Capitol
Project Management Officials will initiate the evaluation and selection process,
to include a general review to determine if Submissions comply with the
solicitation provisions and contain the required information and submittals. If
they do not, the Director of Procurement, Procurement Specialist, and the
Director of Facilities and Capitol Project Management Officials may reject them.
2. Evaluation Committee. An Evaluation Committee will be appointed to evaluate
Submissions. Appointments are at the sole discretion of the WVCTCS.
3. Substantiation of Submissions. The WVCTCS reserves the right to require each
Submitter to substantiate any aspect of the Submission, its own qualifications
for providing the services required, and any other area of interest relative to the
Submission response.
4. Evaluation Criteria. The evaluation factors identified in Section III of this EOI
will be used in determining the best qualified (3) Proposals that are most
advantageous to the WVCTCS. The Evaluation Committee shall utilize the
consensus scoring method as outlined in Section III of this EOI, unless
otherwise approved by the Director of Procurement Official or designee.
5. Oral Presentations. The WVCTCS will, after evaluating the written
Submissions, select (3) three EOI's to schedule oral presentations interviews
with requested Submitters. The WVCTCS will contact the selected Submitters
EOI 27029 - July 31, 2026
Page 9 of 13

from the written evaluation to schedule a date, time, and location. Commitments
made by the Submitter at the oral interview, if any, will be considered binding.
The WVCTCS may update initial scoring based on Submitter interviews at its
discretion.
6. Discussions/Negotiations. If discussions or negotiations occur, they may include
both the technical and financial aspects of the Submissions.
7. Final Negotiations of Terms/Conditions with Best Submitter. Following the
selection of the best Submission, the WVCTCS and selected Submitter may enter
into negotiations to arrive at mutually agreeable terms and conditions. The
contents of the selected Submission may become contractual obligations of the
contract. Failure of the Submitter to accept or negotiate, in good faith, the
Submission obligations into a contract may result in rejection of the Submission.
If the WVCTCS is unable to negotiate a mutually satisfactory contract with the
best Submitter, negotiations shall be formally ended with the Submitter and
begun with the next best Submitter. Negotiations shall be undertaken in this
manner until a mutually satisfactory contract has been negotiated or the
solicitation is canceled. The WVCTCS will demonstrate "good faith" in
reaching a mutually acceptable contractual agreement.
f. AWARD OF CONTRACT
1. Basis of Award. The WVCTCS will award a contract based upon the evaluation
of (3) three selected Submitters interviews.
2. Determination of Responsibility. A responsible Submitter is one who
affirmatively demonstrates to the WVCTCS that it has adequate financial
resources and the requisite capacity, capability, and facilities to perform the
contract, has a satisfactory record of performance on other comparable projects,
has a satisfactory record of integrity and business ethics, and is otherwise
qualified and eligible to receive award under the solicitation and laws or
regulations applicable to the procurement. The WVCTCS reserves the right to
investigate the capabilities of Submitters, confirm any part of the information
furnished by a Submitter, and require other evidence to determine that the
Submitter is responsible.
3. Rejection of Submissions & Waiver of Minor Information/Irregularities. The
WVCTCS reserves the right to reject any or all Submissions in part or in total
for any reason, to accept any Submission if considered best for its interest, and
to waive informalities and minor irregularities in Submissions received,
commensurate with best public procurement practices.
4. Notice of Award. Any award of a contract resulting from this EOI will be made
only by an authorized WVCTCS Employee.
EOI 27029 - July 31, 2026
Page 10 of 13