Professional Services - Architectural and Engineering Services

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CITY OF COLONIAL HEIGHTS, VIRGINIA
INVITATION # SP26-081102-7161
PROFESSIONAL SERVICES - ARCHITECTURAL
AND ENGINEERING SERVICES
AUGUST 11, 2026, 2:00PM EDT
REQUEST FOR PROPOSAL

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City of Colonial Heights VA
Finance / Purchasing Department
201 James Avenue - P. O. Box 3401
Colonial Heights VA 23834
Larry H. Melvin, Purchasing Agent
(804) 520-9333 Fax (804) 524-8723
Email: melvinL@colonialheightsva.gov
July 14 2026 Invitation #SP26-081102-7161
The City of Colonial Heights Virginia hereby solicits qualified and interested firms to submit proposals and
statements of qualifications for Architectural and Engineering Services, on an as-required basis, for the City of
Colonial Heights Virginia.
Sealed Proposals, subject to the specifications and conditions herein and attached hereto, will be received at the
above office until, but not later than 2:00PM, Tuesday August 11, 2026
Your proposal to be considered must be submitted in the format requested herein. If for any reason you deviate
from this Request for Proposal, indicate the reason in detail. Five (5) copies of your proposal must be submitted in
a sealed envelope. All firms shall sign their proposal and return by the specified time. It shall be the full
responsibility of the Contractor to allow adequate time for delivery of the proposal. Failure to comply with these
requirements may be cause for rejection of proposal.
Any proposal received after the announced time and date of opening, whether by mail or otherwise, will not be
considered and will be returned unopened. Nothing herein is intended to exclude any responsible firm or in any
way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals.
The City of Colonial Heights encourages all businesses, including minority and women-owned businesses to
respond to all Invitations to Bid and Request for Proposals. All responsible firms are encouraged to submit
proposals.
The right is reserved to reject any or all proposals submitted and, to make award where it appears it will be to the
best interest of the City.
The City may, if deemed necessary, ask for interviews with all or several of the firms submitting proposals.
Any proposal submitted MUST be signed by an individual authorized to bind the offeror. All proposals Submitted
without such signature will be deemed non-responsive and will not be accepted.
Enclosed is a "Proposal Requirements and Non-Collusion Statement" that should be signed and returned with this
proposal.
Mark outside of envelope with Subject #SP26-012202-7758, closing date and time for receipt of proposals.
No Costs for Services shall be submitted with this Proposal. All costs
will be obtained as outlined in our Selection Procedure.

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City of Colonial Heights VA
Finance / Purchasing Department
201 James Avenue - P. O. Box 3401
Larry H. Melvin, Purchasing Agent
(804) 520-9333 Fax (804) 524-8723
Email: melvinL@colonialheightsva.gov
July 14, 2026 Invitation #SP26-081102-7161
General Terms and Conditions
During the performance of any contract awarded pursuant to this Request for Proposal, the Contractor agrees as
follows:
A. The contractor will not discriminate against any employee or applicant for employment because of race,
religion, sex or national origin, or handicap, except where religion, sex or national origin is a bona fied
occupational qualification reasonably necessary to the normal operation of the contractor. The contractor
agrees to post in conspicuous places, available to employees and applicants for employment, notices
setting for the provisions of this nondiscrimination clause.
B. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the
contractor, will state that such contractor is an equal opportunity employer.
C. Notices, advertisements and solicitations placed in accordance with federal law, rules or regulations shall
be deemed sufficient for the purpose of meeting the requirements of this section.
The contractor shall include the provision of the foregoing paragraph A, B, C and D, in every subcontract or
purchase order over $10,000 so that the provisions will be binding upon each subcontractor or vendor.
Ethics
By submitting their proposals, offerors certify that their proposals are made without collusion or fraud and that
they have not offered or received any kickbacks or inducements for any other offeror, supplier,
manufacturer or subcontractor in connection with their proposal.
Immigration Reform and Control Act of 1986
By submitting their proposal, offerors certify that they do not and will not, during the performance of this
contract, employ illegal alien workers or otherwise violate the provisions of the Federal Immigration Reform
and Control Act of 1986.

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City of Colonial Heights VA
Purchasing Department
201 James Avenue - P. O. Box 3401
Larry H. Melvin, Purchasing Agent
(804) 520-9333 Fax (804) 524-8723
Email: melvinL@colonialheightsva.gov
July 14, 2026 Invitation #SP26-081102-7161
Insurance
The Contractor shall purchase and maintain in force, at his own expense, such insurance as will protect him and the
City from claims which may arise out of, or result from, the Contractor's execution of the work, whether such
execution be by himself, his employees, agents, subcontractors, or by anyone for whose acts any of them may be
liable. The insurance coverage shall be such as to fully protect the City, the contractor and the public from any and
all claims for injury and damage resulting by any actions on the part of the contractor of his forces as enumerated
above. The Contractor shall furnish a copy of an original Certificate of Insurance, naming the City of Colonial
Heights as additionally insured. Should any of the policies be canceled before the expiration date, the issuing
company will mail 30 days written notice to the certificate holder. The Contractor shall furnish insurance in
satisfactory limits, and on forms and of companies which are acceptable to the City's Attorney and/or Risk
Management and shall require and show evidence of insurance coverage on behalf of any subcontractors (if
applicable), before entering into any agreement to sublet any part of the work to be done under this contract.
Drug Free Workplace
During the performance of this contract, the contractor agrees to the following:
1. Provide a drug-free workplace for the contractor's employees
2. Post in conspicuous places, available to employees and applicants for employment, a statement notifying
employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled
substance or marijuana is prohibited in the Contractor's workplace and specifying the actions that will be
taken against employees for violations of such prohibition.
3. State in all solicitations or advertisements for employees placed by or on behalf of the contractor that the
contractor maintains a drug-free workplace.
4. Include the provisions of the foregoing clauses in every subcontract or purchase order over $10,000 so that
the provisions will be binding upon each subcontractor or vendor.
For the purpose of this section, "drug-free workplace" means a site for the performance of work done in
connection with a specific contract awarded to a contractor in accordance with this chapter, the employees of who
are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensations, possession or use of
any controlled substance or marijuana during the performance of the contract.

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City of Colonial Heights VA
Purchasing Department
201 James Avenue - P. O. Box 3401
Larry H. Melvin, Purchasing Agent
(804) 520-9333 Fax (804) 524-8723
Email: melvinL@colonialheightsva.gov
July 14, 2026 Invitation #SP26-081102-7161
Faith-Based Organizations
The City of Colonial Heights does not discriminate against faith-based organizations in accordance with The Code
of Virginia, Section 2.2-4343.1.
Debarment Status
By submitting their proposals, offerors certify that they are not currently debarred by the Commonwealth of
Virginia from submitting proposals on contracts for the type of good and/or services covered by this solicitation,
nor are they an agent of any person or entity that is currently so debarred.
Choice of Laws and Venue
Any disputes under a resulting contract that cannot be resolved between the City of Colonial Heights and the
offeror, must be resolved in the Circuit Court of Colonial Heights, Virginia. Any resulting contract shall be
governed by the laws of the Commonwealth of Virginia.
Proprietary Information
Section 2.2-4342 of the Code of Virginia states: "Trade secrets or proprietary information submitted by a bidder,
offeror, or contractor in connection with a procurement transactions shall not be subject to public disclosure under
the Virginia Freedom of Information Act; however, the bidder, offeror, or contractor must invoke the protections
of this section prior to or upon submission of the data or other materials, and must identify the data or other
materials to be protected and state the reasons why protection is necessary."
Termination
It shall be the sole right of the City, to terminate any contract upon thirty (30) days written notification to the
Contractor.
Project Description
The City of Colonial Heights is seeking proposals from qualified firms to provide Professional Architectural and
Engineering Services for the City of Colonial Heights, Virginia on an as required basis. Any City Department
could request services of the successful vendor.
Offerors are to submit written proposals which present the offeror's qualifications and understanding of the work
to be performed. The offeror's proposal should be prepared simply and economically and should provide all the

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City of Colonial Heights VA
Finance / Purchasing Department
201 James Avenue - P. O. Box 3401
Larry H. Melvin, Purchasing Agent
(804) 520-9333 Fax (804) 524-8723
Email: melvinL@colonialheightsva.gov
July 14, 2026 Invitation #SP26-081102-7161
information which it considers pertinent to its qualifications for the project, and which respond to the Scope of
Services and Evaluation Criteria listed herin. Emphasis should be placed on completeness of services offered and
clarity of content.
To assist in the evaluation process, offerors should limit their response to a total of twenty-five pages front
and back. (50 pages total). It is the intention of the City to award contracts to a multiple of qualified firms. Once
under contract, these firms may be called on to perform engineering services throughout the contract period.
Scope of Services
A. Overview:
1. The Architect/Engineer will provide professional services, which may include: site and building
planning, programming of space needs, space planning, building and landscape architecture, interior
design, structural, mechanical, electrical, plumbing, fire protection, civil, design of roof repairs and/or
replacements, life-cycle costing, energy modeling and any surveying or related services as may be
requested in an individual proposal for a specific project scope or incidental thereto.
The Architect will comply with the regulations, laws, ordinances and requirements of all governmental
impact applicable to any assigned project. Exact details of the basic services will be specified for each
project assignment. The County reserves the right to request the A/E work with other City consultants
in delivering any given project or assignment.
2. Services should include development of any or all levels of documents from programming and
conceptual design through construction drawings, to include construction specifications, bid documents
and construction administration as described in this RFP. Projects may include, but are not limited to,
new construction, renovations of buildings or portions of buildings and/or building equipment systems,
renovations and additions to existing County structures.
. The scope of services may include any or combination of the following phases:
Study and Preliminary Design Phase
Design Phase
Bidding Phase
Construction Administration Phase
Close out Phase

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City of Colonial Heights VA
Finance / Purchasing Department
201 James Avenue - P. O. Box 3401
Larry H. Melvin, Purchasing Agent
(804) 520-9333 Fax (804) 524-8723
Email: melvinL@colonialheightsva.gov
July 14, 2026 Invitation #SP26-081102-7161
B. Study and Preliminary Design Phase
Consult with the City to determine the program requirements of the assignment and to gain a detailed and
comprehensive understanding of the needs of the project.
Review of available data in the City's possession. In consultation with the City and based on all available
information (which may include prior studies, designs, plans, demographic data/projections and trends
analysis) assist with determing the scope of the project
In consultation with all relevant stakeholders, perform all necessary research, field investigation and
coordination with all other design disciplines necessary to successfully complete each project scope. May
include citizen engagement via meetings, town halls, forums (virtual and/or in person), questionnaires, etc.
Prepare preliminary design documents consisting of preliminary construction plans, specifications, cost
estimates and reports as required.
Furnish all such documents, plans and design data as may be required and assist in the preparation of the
required documents so that the City may obtain approvals of all such governmental agencies and authorities
having jurisdiction over the project and assist in obtaining such approvals by participating in submissions to
and negotiations with appropriate officials and authorities.
C. Design Phase
Upon completion and acceptance of the study and/or preliminary design by the City and all governmental
agencies and authorities having jurisdiction over design criteria and impact applicable to the project,
prepare and furnish the final project bid documents (plans, drawings specifications, etc) in conjunction with
the City's Purchasing Department and assist in the preparation of other related documents as necessary.
Assist in obtaining design approval by participating in submissions to officials and authorities having
jurisdiction over design requirements and attending as many meetings as are necessary to obtain such
approval.
Coordinate the design with all related existing or new building systems necessary for a successful, effective
and efficient operation of the facility.
Furnish project cost by an independent cost estimator based on the final plans and specifications and other
related documents as required by the city.
Prepare any necessary documents for alternate bids as requested by the city.

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City of Colonial Heights VA
Finance / Purchasing Department
201 James Avenue - P. O. Box 3401
Larry H. Melvin, Purchasing Agent
(804) 520-9333 Fax (804) 524-8723
Email: melvinL@colonialheightsva.gov
July 14, 2026 Invitation #SP26-081102-7161
D. Bidding Phase
Based on approved final designs, provide a detailed fee proposal for the scope of work required to provide
bid phase services in conjunction with the City's Purchasing Department and assistance with the execution
of other related task, as necessary.
Attend pre-bid conference, if requested.
Answer bidder's questions and prepare any necessary addendums for distribution by the Cit's Purchasing
Department.
Attend bid openings and verify the accuracy of the bids submitted.
Consult with and advise the City as to the acceptability of the prime contractor, and proposed
subcontractors and other persons and organizations proposed by the prime contractor.
Consult with and advise the City as to the acceptability of substitute materials and equipment proposed by a
bidder.
Assist the City in evaluation bids, negotiating with bidders when applicable and recommending award of
contract (s).
Prepare all documents necessary for the City and Contractor to enter into a contract for construction of the
project and forward all such documents to the City's Purchasing department for review and approval prior
to forwarding them to the prime contract for execution.
E. Construction Phase
Conduct a pre-construction meeting and generate meeting minutes with the contractor for projects.
Consult with and advise the City and act as its Construction Administration representative as normally
expected of professional A/E's.
Make periodic visits to the site as necessary or as defined for individual project scope to observe the
progress and quality of the executed work and provide assurance in writing that the completed project with
conform to the contract

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City of Colonial Heights VA
Finance / Purchasing Department
201 James Avenue - P. O. Box 3401
Larry H. Melvin, Purchasing Agent
(804) 520-9333 Fax (804) 520-9290
Email: melvinL@colonialheightsva.gov
July 14, 2026 Invitation #SP 26-081102-7161
Review and approve shop drawings, the results of tests and inspections and other data the Contractor(s) is
required to submit; determine the acceptability of substitute material and equipment proposed by the
Contract in conjunction with the City's Purchasing Department,
Issue instructions to each Contractor and prepare all change orders as required by the City.
Conduct periodic progress meetings with the City
Architect/Engineer shall advocate for the interest of the City, guard the City against defects and
deficiencies in the work of the contractor whenever possible, and notify the City of any observed defects
and deficiencies in the work of the contractor.
Review and recommend approval of the contractor's application for payment.
Prepare and issue punch lists and perform follow-up inspections to verify punch list items have been
successfully addressed.
Conduct inspection to determine if the project is substantially complete, and a final inspection to determine
if the project has been completed in accordance with the final plans, specifications and other contract
documents.
F. Close out phase
Ensure that all manuals, warranties, training and all other documents required in the construction
specifications have been conducted or provided to the City.
Individual Project Assignments
Selection of A/E - Individual work assignments will be negotiated for each specific project based on each
individual scope on an as-needed basis. The City and the Architect will work together to determine the scope and
negotiate the fee for the work on each individual project. Upon approval of all necessary parties, a purchase order
will be issued to the Architect for each project assigned. It shall be the sole decision of the City regarding which
A/E the assignment is awarded if contracts are awarded to multiple firms. The City reserves the right to perform
work in-house or to award projects through a separate procurement action

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City of Colonial Heights VA
Finance / Purchasing Department
201 James Avenue - P. O. Box 3401
Larry H. Melvin, Purchasing Agent
(804) 520-9333 Fax (804) 520-9290
Email: melvinL@colonialheightsva.gov
July 14, 2026 Invitation #SP 26-081102-7161
Compensation and Method of Payment - As full payment and compensation for the performance and
completion of work acceptable to the County for each project, the City will pay the A/E in accordance with the
sum determined for individual project assignments. All work shall be performed for each project and shall be done
on a lumpsum or on a time and materials not-to-exceed basis. The hourly rates utilized to determine the cost of
each assignment will not exceed the hourly rates established for this contract. Estimates for each project shall
include the number of projected man-hours by personnel classification and the corresponding hourly rate. Total fee
shall include all expenses for performing the necessary work, including professional fees and reimbursable
expenses. Reimbursable expenses, which shall be the actual expenses incurred directly or indirectly in connection
with the services performed and shall be estimated at the time of negotiation with actual expenses added to
invoices. When assignments are negotiated on a lumpsum or not-to exceed time and material basis, the cost of
attending meetings as required by the City, shall be included in the fee.
Performance Schedule - The A/E company/staff assigned to the project shall perform work in accordance with a
performance schedule negotiated at the time of project assignment. The work shall be assigned to a team of skilled
personnel led by a qualified Project Manager who shall oversee each project. The Project Manager shall work
continuously on the project until final reports are accepted by the City.
Changes in Performance Schedule - The City may make changes to the work previously negotiated for an
individual assignment. If any such change increases or decreases the time required to perform the work, the
performance schedule will be negotiated and adjusted accordingly. The A/E will not be entitled to adjustments for
changes in work that in the opinion of the City do not result in an increase in the cost of performing the work. Any
changes in scope of work for project assignments and performance of any additional services shall proceed only
with express written authorization of the City and that the authorization is in compliance with all City procurement
requirements
Contract Term and Pricing
Contract shall be awarded to multiple vendors for a one (1) year period. Each contract shall have an option to
extend the term of the existing contract to allow completion of any work undertaken but not completed during the
original term of the contract. The City reserves the right to renew the contract for three (4) additional one (1) year
terms.
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