Open-End Architectural, Engineering and Surveying Services

Location:	Virginia
Posted:	Sep 1, 2026
Due:	Sep 8, 2026
Agency:	Town of Culpeper
Type of Government:	State & Local
Category:	C - Architect and Engineering Services - Construction
Solicitation No:	RFP: PW-26-00001
Publication URL:	To access bid details, please log in.

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TABLE OF CONTENTS

I) SUBMISSION OF PROPOSAL .......................................................................................... 3

A) Scope and Specifications of Procurement................................................................... 3

B) Insurance Checklist ...................................................................................................... 4

C) Type of Contract ........................................................................................................... 6

D) Questions and Comments Regarding Terms of the Request for Proposal and

Modification of Terms .................................................................................................. 6

E) Method for Submitting Proposal ................................................................................. 7

F) Offeror Information Form and Certifications ........................................................... 7

G) Compliance with Directions ......................................................................................... 8

II) EVALUATION OF PROPOSAL ........................................................................................ 8

A) Net Prices and Delivery Terms; Tax Exemption and Responsibility....................... 8

B) Required Elements of Proposal Package .................................................................... 9

C) Proposal Evaluation Framework............................................................................... 10

D) Determining if Offeror is Responsible ...................................................................... 11

E) Exceptions to Terms of the Request for Proposal.................................................... 11

F) Proposal Acceptance Period....................................................................................... 11

III) METHOD OF AWARD OF CONTRACT....................................................................... 12

A) Negotiation and Award............................................................................................... 12

B) Award in Whole or in Part......................................................................................... 12

C) Multiple Awards.......................................................................................................... 12

IV) FORM OF CONTRACT AND RELATED DOCUMENTS ........................................... 12

A) Use of Town Standard Form Contract ..................................................................... 12

B) Use of AIA and Similar Forms .................................................................................. 13

C) Differing Terms in Contractor-Supplied Forms ...................................................... 13

V) MISCELLANEOUS ........................................................................................................... 13

A) Authority of Agents..................................................................................................... 13

B) Cooperative Procurement .......................................................................................... 14

C) Examination of Documents ........................................................................................ 14

D) Definitions .................................................................................................................... 14

E) Nondiscrimination; Participation of Small, Women-Owned and Minority-Owned

Business ........................................................................................................................ 16

PROPOSAL EVALUATION FRAMEWORK ........................................................................ 17

OFFEROR INFORMATION FORM ....................................................................................... 18

ACKNOWLEDGMENT OF RECEIPT OF ADDENDA ....................................................... 20

I) SUBMISSION OF PROPOSAL

A) Scope and Specifications of Procurement

The Town is soliciting Procurement of Open-End Architectural, Engineering and

Surveying Services. The specifications for this Request for Proposal are as follows:

___ Goods

X Services ______ Insurance _____ Construction

General description of the subject of Procurement: The Town is soliciting proposals

from qualified Engineering, Architectural and Surveying firms to provide professional

services on an “on-call” basis open-ended contract. The Town will select firms from the

varied disciplines to provide the services requested as outlined in the following Request

for Proposals. Competitive negotiation procedures for professional services as outlined

in the Virginia Public Procurement Act will be followed to enter into one-year term

contracts with the selected firms. The contracts may be renewed, at the discretion of the

Town, for up to four (4) successive one-year terms.

Projects may include those listed below. The Town may award a single or multiple

contracts to complete the projects listed below based on proposals received. Vendors are

requested to clearly identify in their proposal which service categories they are providing

a proposal for consideration.

1) Surveying Services to be provided include necessary fieldwork, deed research, and

preparation of plats and descriptions in accordance with laws and regulations.

2) Engineering Services to be provided include completion of final design, permitting,

and contract administration of projects from bidding through completion. Past

projects have included but are not limited to:

i) Municipal utilities (water and sewage treatment and related services)

ii) VDOT Locally Administered Program projects

iii) Transportation and traffic engineering

iv) Public facilities and park development (i.e. pavilions, water splash pads, ADA

accessible playgrounds)

v) Public parking

vi) Landscaping

vii) Storm water management.

3) Process Engineering Services to be provided to include consultation and design

services for water and wastewater treatment processes needed for regulatory

compliance. The successful Offeror must demonstrate the ability and experience to

provide services in analyzing plant processes, specifying instrumentation and

developing operator training and controls necessary to improve treatment plant

performance.

4) Architectural Services Offerors shall furnish all labor and resources necessary for the

municipal facilities projects. The successful Offerors must meet the minimum

requirements and shall perform and carry out in a satisfactory and professional

manner, the following, but not limited to:

i) In consultation with Town staff, develop the necessary plans, sketches,

specifications and/or statements of work required to bid and construct small

construction or renovation projects in accordance with all local and state

regulations.

ii) Develop an estimate of probable costs of construction for each project on an

as required basis.

iii) Provide on an as required basis suggestions on the most cost-effective means

to get a project completed.

iv) Provide, as requested, construction administration services.

Selection of firms for individual projects will be solely at the discretion of the Town. No

promise is made or implied that firms chosen under this RFP will be selected to perform

services on individual projects during the contract term. The Town reserves the right to

determine which projects will be included under the open-end contract.

It is possible that contracts for specific project assignments will include additional terms

to comply with the Virginia Department of Transportation (VDOT) requirements for

Federally Funded Projects.

For each project, fees will be negotiated to a schedule agreeable to Town of Culpeper.

Delivery schedule:

Procurement by the Town is governed by the Town of Culpeper Purchasing and

Procurement Policy Manual, as amended, and the Virginia Public Procurement Act,

Sections 2.2-4300 et seq. of the Code of Virginia, as amended. All Offerors are referred

to the specific provisions of that Manual and law for guidance in dealing with Request for

Proposals. If an inconsistency exists between the specifications of this Request for

Proposal, the general provisions, Contract, or other included document, or the Purchasing

and Procurement Policy Manual and Virginia Public Procurement Act, the inconsistency

shall be resolved by giving precedence to the following documents in the following

order:

5) Virginia Public Procurement Act, as amended,

6) Town of Culpeper Purchasing and Procurement Policy Manual, as amended,

7) The specifications of this Request for Proposal (this section I),

8) The Contract,

9) The general provisions of this Request for Proposal (Sections II – V).

B) Insurance Checklist

The minimum limits of the Contractor's liability coverage shall be as provided in this

section. Insurance may be obtained from a single insurance company and policy or from

multiple companies and policies. With all types of required insurance except Worker’s

Compensation, the Contractor must add the Town as an additional insured. Proof of

insurance and certificates showing the Town as an additional insured are not required at

the Request for Proposal stage but are a condition precedent to the award of a Contract.

1) Worker's Compensation

X REQUIRED ____NOT REQUIRED

a) State........................................................................................Statutory

b) Applicable Federal .................................................................Statutory

c) Employer's Liability...............................................................$100,000.

d) Benefits Required by Union Labor Contractors ....................As Applicable

2) Comprehensive General Liability (including Contractor's Protective: Products and

Completed Operations; Broad Form Property Damage):

X REQUIRED _____NOT REQUIRED

a) Bodily Injury:

$1,000,000................................................Each Occurrence

$2,000,000................................................Aggregate, Products & Complete Operations

b) Property Damage:

$ 1,000,000...............................................Each Occurrence

$ 2,000,000...............................................Aggregate

c) Products and Completed Operations Insurance shall be maintained for a minimum

period of one (1) year after final payment, and the Contractor shall continue to

provide evidence of such coverage to the Owner on an annual basis.

d) Contractual Liability (Hold Harmless Coverage):

i) Bodily Injury:

$1,000,000..........................................Each Occurrence

$2,000,000..........................................Aggregate, Products & Complete Operations

ii) Property Damage:

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

SOLICITATION ID	SOLICITATION TITLE	DOCUMENTS	DUE DATE
RFP: PW-26-00001	Open-End Architectural, Engineering and Surveying Services	Request for Proposal Standard Town Contract Addendum 1 dated 8-28-26	Tuesday, September 8, 2026 @ 2:00 pm

Open-End Architectural, Engineering and Surveying Services

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