26500029 RFP Traffic and Transportation Engineering On-Call Services

TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services
TOWN OF CHRISTIANSBURG, VIRGINIA
Engineering Department
REQUEST FOR PROPOSALS
Traffic & Transportation Engineering On-Call Services
RFP Number: 26500029
Issue Date: July 6, 2026
Proposal Due Date: August 12, 2026, at 3:00 PM Local Time
Proposal Submission: Town of Christiansburg, Town Hall 100 East Main Street,
Christiansburg, VA 24073
Project Contact: Joshua Middleton, Assistant Town Engineer
Phone: (540) 382-6120 EXT 1166
Email: Jmiddleton@christiansburg.org
Contract Type: Term Contract - Up to One (1) Year, Renewable for Three (3)
Additional One-Year Terms
Estimated Budget: Not to Exceed $2,500,000 per Contract Term; $500,000 per Individual
Project
Issued pursuant to the Virginia Public Procurement Act (Va. Code 2.2-4300 et seq.) and the Town of Christiansburg
Procurement and Surplus Property Manual, approved November 15, 2022.
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TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services
SECTION 1 INTRODUCTION AND BACKGROUND
1.1 Purpose
The Town of Christiansburg, Virginia (the "Town") is soliciting proposals from qualified
professional engineering firms to provide On-Call Traffic & Transportation Engineering Services
on a term contract basis. The selected firm(s) will provide a broad range of transportation
planning and engineering services as needed by the Town of Christiansburg.
This Request for Proposals (RFP) is issued pursuant to the competitive negotiation procedures
for professional services set forth in Article III, Section 3.2.1 of the Town of Christiansburg
Procurement and Surplus Property Manual and the Virginia Public Procurement Act (VPPA),
Virginia Code 2.2-4300 et seq.
1.2 Background
The Town of Christiansburg is a municipality located in Montgomery County, Virginia. The
Town's transportation infrastructure includes local streets, intersections, sidewalks, bicycle
facilities, bridges, and traffic control systems. The Town regularly undertakes transportation
planning studies, design projects, and capital improvement projects to maintain and enhance
this infrastructure.
To ensure efficient and responsive engineering support, the Town seeks to establish on-call
term contracts with one or more qualified professional engineering firms. These contracts will
allow the Town to issue task orders for specific project assignments as needs arise throughout
the contract term, in accordance with Section 3.6 (Task Orders) of the Procurement Manual.
1.3 Term Contract Authority
This procurement is authorized under Virginia Code 2.2-4303.1 and Section 3.5 of the Town's
Procurement and Surplus Property Manual. The contract shall be limited to a one-year term,
renewable for up to three (3) additional one-year terms at the option of the Town. The sum of all
projects performed in a one-year contract term shall not exceed $2,500,000. Individual project
fees shall not exceed $500,000. Unused contract amounts may not be carried forward to any
additional term.
SECTION 2 SCOPE OF SERVICES
2.1 General
The selected firm(s) shall provide professional transportation engineering services on an as-
needed, task order basis. The scope of services listed below represents the anticipated range of
work; however, the Town reserves the right to issue task orders for additional transportation-
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TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services
related professional services consistent with the contract. There is no guarantee that any
projects, contracts, or task orders will be identified for this RFP.
All work shall be performed by a licensed professional engineer registered in the
Commonwealth of Virginia. Services that require architectural, land surveying, or other licensed
professional services shall be provided by appropriately licensed individuals.
2.2 Anticipated Services
A. Transportation Planning and Studies
* Traffic impact analyses and traffic engineering studies
* Transportation demand and corridor studies
* Intersection control and safety evaluations
* Pedestrian and bicycle facility planning
* Transportation network connectivity analyses
* Americans with Disabilities Act (ADA) transition planning support
* Comprehensive plan transportation element support
B. Roadway Design and Engineering
* Roadway alignment, grading, and drainage design
* Intersection improvements and turn lane design
* Sidewalk, shared-use path, and ADA ramp design
* Pavement evaluation, rehabilitation, and overlay design
* Traffic signing, pavement marking, and channelization plans
* Street lighting design
* Roundabout feasibility and design
* Parking lot design
* Plan review for transportation elements for private land development projects
C. Traffic Engineering
* Traffic signal structural analysis, inspection, design, timing, and optimization
* Signal system design and interconnect studies
* Traffic control plans for construction and special events
* Speed management and traffic calming design
* Work zone traffic control plan preparation
D. Bridge and Structures
* Bridge inspection support and load rating studies
* Culvert assessment and hydraulic analysis
* Minor bridge rehabilitation design
* Drainage structure design and analysis
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TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services
E. Survey, Mapping, and Right-of-Way
* Topographic surveys, right-of-way plats, easement exhibits, and other survey support
necessary for transportation projects
* Right-of-way mapping and documentation
* Construction staking and survey support associated with transportation improvements
* Utility coordination and conflict identification
F. Environmental and Permitting
* NEPA documentation and categorical exclusion support
* VDOT coordination and permit application support
* Section 404/401 permit support associated with transportation improvements
* Floodplain analysis and FEMA coordination necessary to advance transportation
projects
G. Project and Construction Support
* Preparation of construction plans, specifications, and estimates
* Bid document preparation and assistance
* Construction administration and inspection support
* Response to requests for information (RFIs) and change order review
* As-built drawing review
H. Grant and Funding Support
* VDOT Smart Scale and Revenue Sharing application support
* Federal Transportation Alternatives Program application support
* HSIP safety improvement project documentation
* Cost-benefit analysis and project prioritization
* Other grant application support as necessary
2.3 Task Order Procedure
Work will be authorized through individual Task Orders issued against the master contract.
Each Task Order shall include a defined scope of work, schedule, and budget. Task Orders
shall be issued in accordance with Section 3.6 of the Town's Procurement and Surplus Property
Manual:
* Task Orders less than $25,000 may be authorized at the Department level by the
Department Head or designee.
* Task Orders of $25,000 or more shall be authorized by the Town Manager.
* Task Orders exceeding $100,000 shall require approval by Town Council.
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TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services
The Contractor shall submit a scope of work with sufficient detail to outline what work is being
performed and the basis of compensation (lump sum, hourly not-to-exceed, etc.) for each Task
Order. The Town shall negotiate each task order scope and fee prior to authorization.
SECTION 3 PROCUREMENT PROCESS
3.1 Procurement Method
This procurement is conducted through competitive negotiation for professional services in
accordance with Article III, Section 3.2.1 of the Town of Christiansburg Procurement and
Surplus Property Manual and Virginia Code 2.2-4302.1. Firms will be evaluated on
qualifications, experience, and technical approach. Price is not the sole determining factor;
however, fair and reasonable fees will be negotiated with the top-ranked firm(s) prior to contract
award.
3.2 Schedule
Milestone Anticipated Date
RFP Issued July 6 2026
Deadline for Questions July 24, 2026, at 5:00 PM
Addendum Issued (if needed) July 31, 2026
Proposal Due Date August 12, at 3:00 PM
Proposal Evaluation and Shortlisting August 17, 2026, to August 21, 2026
Interviews (if conducted) August 31, 2026, to September 9, 2026
Notice of Intent to Award September 22, 2026
Anticipated Contract Execution September 23, 2026
All dates are subject to change. Any changes will be communicated via written addendum
posted in accordance with Section 6.1 of the Town's Procurement Manual.
3.3 Inquiries and Questions
All questions regarding this RFP must be submitted in writing by the deadline identified in
Section 3.2. Questions shall be directed to the Project Contact identified on the cover page. Oral
questions will not be accepted. Responses to all written questions will be issued as a formal
addendum and posted on the Town's website and the eVA procurement portal.
Firms are prohibited from contacting any Town employee, officer, or Council member regarding
this procurement, other than the designated Project Contact identified on the cover page after
the issue date of this RFP. Violation of this restriction may result in disqualification of the
offending firm's proposal.
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TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services
3.4 Addenda
Any changes to the requirements of this solicitation will be made by written addendum in
accordance with Section 3.1.1(E) of the Town's Procurement Manual. Firms are responsible for
monitoring the Town's website and the eVA portal for any addenda. Receipt of all addenda must
be acknowledged in the submitted proposal.
3.5 Cancellation
The Town reserves the right to cancel this RFP, or to reject any or all proposals, in whole or in
part, at any time prior to contract award, in accordance with Section 3.1.1(F) of the Procurement
Manual. The Town shall not be liable for any costs incurred by firms in the preparation of
proposals. Town of Christiansburg reserves the right to accept or reject any or all RFPs
received, to negotiate with any qualified Offeror or to modify or cancel in part or in its entirety
this RFP and does not commit to provide any payment for costs associated with the preparation
of RFPs submitted in response to this request. The Offeror's proposal must meet all
requirements established in this RFP. Failure to meet an RFP requirement may render a
proposal non-responsive as solely determined by Town of Christiansburg. Proposal submittals
are to be received no later than August 7, 2026, by 3pm EST. Responses received after this
date and time will not be considered. An Offeror shall not submit more than one proposal in
response to this RFP, otherwise the Offeror shall be disqualified.
Town of Christiansburg reserves the right to alter the project delivery method at any time during
the contract period. Town of Christiansburg will notify the consultant of such decision, revise
the scope of services and respective man-hours. The change will be implemented utilizing an
additional task order or supplemental agreement based on the contract type.
SECTION 4 PROPOSAL SUBMISSION REQUIREMENTS
4.1 General Instructions
Proposals must be submitted by the date and time specified in Section 3.2. Late proposals will
not be considered and will be returned unopened. Firms bear full responsibility for timely
delivery. The Town assumes no responsibility for delays caused by mail, courier, or any other
delivery service.
Proposal Requirements
Electronic or mailed hardcopy proposal submittals are accepted for this proposal, with the entire
submittal in a single cohesive PDF file. Submittals shall be prepared simply and economically,
providing a straightforward, concise description of the firm's capabilities to satisfy the
requirements of the RFP. Emphasis should be on completeness and clarity of content.
Elaborate brochures and other representations beyond that sufficient to present a complete and
effective proposal are neither required nor desired. All text in the PDF file shall be searchable
using Adobe Acrobat software except within illustrations and scanned registration documents.
To submit a hardcopy proposal through courier service/mail, envelopes should be addressed to
Town Hall (100 East Main Street, Christiansburg, VA 24073). Mailed or hand delivered
proposals should be submitted in an envelope clearly marked "RFP 26500029 - Traffic &
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TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services
Transportation Engineering On-Call Services " on the outside of the envelope and should be
marked to the attention of Tara Vance, Procurement Officer. Offeror's name should also be
clearly marked on the outside of the envelope.
Proposals shall be sealed in an envelope or package clearly marked on the outside:
Attention: Tara Vance - Procurement Officer
Town Hall
100 East Main Street, Christiansburg, VA 24073
SEALED PROPOSAL for RFP No. 26500029
Traffic & Transportation Engineering On-Call Services
Offer's Name
Do Not Open Until August 12, 2026, at 3:00 PM
To submit an electronic proposal through eVA, refer to the online bidding instructions available
at the following link https://www.youtube.com/watch?v=KSxcAkOekW0. In order to submit an
online bid through eVA the Bidder should be a registered vendor in eVA. The Town is not
responsible for establishing vendors in eVA. Bidders are advised that the process of becoming
an established vendor in eVA may take several days. If the Bidder encounters any issues
submitting an online bid through eVA, the Bidder should contact eVA Customer Care for
assistance.
**Note: The eVA submittal system cannot accept file sizes larger than 60MB**
4.2 Proposal Organization and Content
Proposals shall be organized in tabbed sections as follows:
Tab 1 - Cover Letter and Firm Overview
Provide a signed cover letter (maximum two pages) on company letterhead that includes:
* Firm's legal name, principal office address, and primary point of contact
* A brief statement of the firm's interest and qualifications
* Acknowledgment of all addenda received
* Signature of a principal or officer authorized to bind the firm contractually
* Certification that the firm is authorized to transact business in the Commonwealth of
Virginia in accordance with Title 13.1 or Title 50 of the Virginia Code
Tab 2 - Firm Qualifications and Experience
Provide a description of the firm's qualifications, including:
* Overview of the firm's organization, size, and relevant transportation engineering
capabilities
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TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services
* Description of the firm's experience providing on-call transportation engineering services
to Virginia localities within the last seven (7) years
* A minimum of five (5) project references demonstrating relevant experience, including:
project name and description, client contact information, contract value, and services
provided
* List of all subconsultants or teaming partners proposed, including their roles and
qualifications
Tab 3 - Key Personnel
Provide resumes and information for all key personnel proposed for this contract, including:
* Name, title, and professional license number(s)
* Years of experience and relevant transportation engineering background
* Role on proposed projects and percentage of time dedicated to this contract
* Identification of the proposed Project Manager who will serve as the primary point of
contact for the Town
Note: The RFP shall not request that offerors furnish estimates of man-hours or cost for
services at this stage, in accordance with Section 3.2.1(B)(2) of the Town's Procurement
Manual. Fees will be negotiated subsequent to the ranking of qualified firms.
Tab 4 - Technical Approach and Understanding
Provide a narrative (maximum four pages) describing:
* The firm's understanding of the Town's transportation engineering needs and priorities
* The firm's approach to managing on-call task orders, including communication protocols
and quality control procedures
* Experience and approach to coordinating with VDOT for state-funded or state-reviewed
projects
* Approach to managing subconsultants, if applicable
* Any innovative approaches or value-added services the firm can provide
Tab 5 - Capacity and Availability
Provide a statement addressing:
* Current workload and the firm's ability to respond to Town task orders promptly
* Ability to mobilize staff within five (5) business days of task order authorization for
routine assignments
* Office location(s) and proximity to the Town of Christiansburg
* Any anticipated limitations on availability during the proposed contract term
Tab 6 - Required Certifications and Attachments
* Completed and signed Offeror Certification Form (Attachment A)
* Current Certificate of Good Standing or authorization to transact business in Virginia
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TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services
* Proof of professional licensing in the Commonwealth of Virginia
* List of any litigation, claims, or debarment actions within the last five (5) years
* Statement of non-collusion
* Small business status certification, if applicable
SECTION 5 EVALUATION CRITERIA AND SELECTION PROCESS
5.1 Evaluation Process
Proposals will be evaluated by an evaluation panel appointed by the Procurement Officer in
accordance with Section 3.2.1(C) of the Town's Procurement Manual. The evaluation panel will
assess each proposal against the criteria set forth below. Following evaluation, the panel will
conduct discussions with two or more of the most qualified firms. At the conclusion of
discussions, the panel will select, in order of preference, two or more offerors whose
qualifications and proposed services are deemed most meritorious.
5.2 Evaluation Criteria and Point Values
Proposals will be evaluated and ranked using the following numerical scoring system:
Evaluation Criterion Points Description
Firm Qualifications & Demonstrated experience providing on-call transportation
Experience engineering services to Virginia localities; breadth of service
30
capabilities; relevant project references; quality and
relevance of completed work.
Key Personnel Qualifications Credentials, licensure, and relevant experience of proposed
25 project manager and key staff; clarity of roles and
responsibilities; continuity and stability of proposed team.
Technical Approach & Demonstrated understanding of the Town's needs;
Understanding 20 soundness of task order management approach; quality
control processes; approach to VDOT coordination.
Capacity & Availability Firm's ability to respond promptly; current workload and
15 capacity; proximity of office to Christiansburg; proposed
mobilization capability.
Past Performance Client references; history of on-time and on-budget delivery;
10
prior work with Virginia localities or VDOT.
TOTAL 100
5.3 Interviews
At the discretion of the Procurement Officer and evaluation panel, interviews may be conducted
with two or more of the highest-ranked firms. If interviews are conducted, the evaluation panel
may adjust proposal scores based on information obtained during the interviews. Firms selected
for interviews will be notified in writing and provided with an interview agenda and format.
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TOWN OF CHRISTIANSBURG, VIRGINIA | Request for Proposals for Traffic & Transportation Engineering On-Call Services
5.4 Negotiations and Award
Following the evaluation and ranking of firms, negotiations shall be conducted in accordance
with Section 3.2.1(I) of the Town's Procurement Manual, beginning with the offeror ranked first.
The Town shall negotiate fair and reasonable compensation, including hourly billing rates and
other pricing terms necessary for the administration of future task orders issued under the
resulting contract.
If a contract satisfactory and advantageous to the Town can be negotiated at a price considered
fair and reasonable, the award shall be made to that offeror. If negotiations with the first-ranked
firm are unsuccessful, they will be formally terminated, and negotiations will proceed with the
next-ranked firm.
Where provided in this RFP, awards may be made to more than one offeror. The Town may
elect to award contracts to multiple firms to ensure adequate on-call capacity and service
coverage. Task orders shall be distributed in accordance with Section 3.5.1 of the Town of
Christiansburg Procurement and Surplus Property Manual. Factors considered may include
expertise relevant to the assignment, past performance on similar projects, order of ranking
from the initial selection process, availability, current workload, and other project-specific
considerations. No contractor shall be required to compete for individual projects based on
price.
Contract award is subject to the following approval thresholds per Section 5.1 of the Town's
Procurement Manual:
* Contracts up to $100,000: Approved and signed by the Town Manager
* Contracts of $100,000 or more: Approved by Town Council and signed by the Town Manager
following Council approval
Approval of the master term contract shall not constitute authorization of individual task orders
requiring separate approval pursuant to Section 3.6 of the Town of Christiansburg Procurement
and Surplus Property Manual.
SECTION 6 CONTRACT TERMS AND CONDITIONS
6.1 Contract Form
The Town will use a standard Town contract for this procurement. Contractor's standard
contract forms will not be accepted. If it is not feasible to execute a contract without using a
contractor-provided form, that form must be reviewed and approved by the Town Attorney prior
to execution, in accordance with Section 5.0 of the Procurement Manual.
6.2 Contract Period
The initial contract term shall be one (1) year from the date of execution. The contract may be
renewed for up to three (3) additional one-year terms at the sole option of the Town, subject to
satisfactory performance and the availability and appropriation of funds, in accordance with
Sections 3.5 and 5.10 of the Procurement Manual.
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