27500008 RFP Utility On-Call Engineering Services

TOWN OF CHRISTIANSBURG
Engineering Department
Request for Proposals
Utility On-Call Engineering Services
RFP Number: 27500008
Issue Date: September 4, 2026
Proposal Due Date: October 7, 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

I. General
The Town of Christiansburg ("Town") is seeking Expressions of Interest ("EOI") from qualified consulting engineering
firms to provide professional engineering term services for potable water distribution, wastewater collection and
pumping, wastewater treatment, and programmatic/compliance assistance, consisting of assigned tasks covering
planning studies, conceptual design, detailed design, project management, coordination with third parties, contract
administration, funding application assistance, permitting, surveying, public involvement, financial analyses, and
related services, issued to the selected firm(s) by individual Task Order as needs arise. The full scope of services is
described in Section III of this RFP. Projects may utilize local, state, and/or federal funds and will be subject to such
funding requirements, if applicable.
The Town intends to select one or more firms to provide these services using the Competitive Negotiation procedure
for professional services, in accordance with the procedure set forth in the current Manual for the Procurement &
Management of Professional Services, the Town of Christiansburg Procurement and Surplus Property Manual, and the
Town's Procedure for Awarding Multiple Contracts to Multiple Offerors Under Term Services Contracts (the
"Distribution Policy"), adopted by Town Council resolution and attached hereto as Attachment E. A sample master
contract is maintained separately by the Town and is available upon request; it is not included as an attachment to
this RFP.
Services will be broken down into four (4) categories: Potable Water Distribution; Wastewater Collection and
Pumping; Wastewater Treatment; and Programmatic/Compliance. Interested firms should submit one EOI for
consideration and identify which categories the firm wishes to be considered for in the Transmittal Letter. The
contents of the EOI should exhibit the firm's capabilities to perform such services. Firms will be scored based only on
the categories for which the offeror is submitting and will not be penalized for not submitting on all categories.
EOIs will be evaluated holistically based on the scoring matrix provided in Section VI of this RFP. The selection
committee will rank EOIs and shortlisted firms will participate in interviews/technical presentations highlighting their
capabilities for each proposed category, consisting of a 15-minute firm/personnel overview followed by a 10-minute
detailed presentation for each category the firm has proposed on, concluding with questions from the selection
committee.
The Town reserves the right to accept or reject any or all EOIs received in response to this Request, to negotiate with
any qualified firm, and to modify, cancel, or reissue this Request for Proposals, in whole or in part, if the Town
determines it is in its best interest to do so. This Request does not commit the Town to reimburse any cost associated
with the preparation or submission of an EOI.
The Town reserves the right to alter the project delivery method at any time during the contract period. The Town
will notify the consultant of such a decision and revise the scope of services and respective man-hours accordingly.
The change will be implemented utilizing an additional Task Order or supplemental agreement based on the contract
type.
A firm submitting an EOI as a Prime Consultant shall not also serve as a subconsultant on any other team that includes
the same Prime Consultant's personnel or affiliated firms. The Expression of Interest ("EOI") submitted in response to
this RFP constitutes the offeror's proposal for purposes of the Virginia Public Procurement Act and the Town of
Christiansburg Procurement and Surplus Property Manual, and the terms "EOI" and "proposal" are used
interchangeably throughout this RFP and its attachments to refer to that submission.
A. Conflict of Interest

A change in project delivery method for this contract may result in a potential conflict of interest for the consultant
and any of its team members. As such, the scope of services and their role may be revised and redefined to meet the
project need as identified by the Town. The consultant and its team members may not be allowed to participate in
ANY subsequent contracts (design and/or construction) related to a project on which they have previously assisted
the Town in a delivery-method advisory capacity. The Conflict of Interest determination will be made in accordance
with VDOT's policy, available at: http://www.virginiadot.org/business/resources/LocDes/IIM-APD-2.pdf.
II. Procurement Schedule
The anticipated schedule for this procurement is as follows. All dates are subject to change at the Town's discretion;
any change will be posted in the same manner as the original solicitation.
Milestone Date / Time
Deadline for Questions September 21, 2026, at 5:00 PM Local Time
Addendum Issued (if needed) September 25, 2026
Proposal Due Date and Time October 7, 2026, at 3:00 PM Local Time
Questions regarding this RFP shall be submitted in writing to Joshua Middleton, Assistant Director - Engineering, at
Jmiddleton@christiansburg.org or (540) 382-6120 EXT 1166, no later than the date and time listed above. Questions
received after that date may not be answered prior to the EOI due date.
III. Scope of Services
The selected firm(s) shall provide professional engineering and related services on an as-needed, task order basis,
related to projects and services involving planning studies, conceptual design, detailed design, project management,
coordination with third parties, contract administration, funding application assistance, permitting, surveying, public
involvement, and financial analyses. The scope of services listed below represents the anticipated range of work;
however, the Town reserves the right to issue task orders for additional utility-related professional services consistent
with the contract. There is no guarantee that any projects, contracts, or task orders will be identified for this RFP.
A. Potable Water Distribution
Line extensions
Renewal & Replacement
Pumping & Storage
Modeling
Water Audits & Leak Detection
Plan Review & System Inspections
Utility Extension & Facility Preliminary Engineering Reports (PERs)
B. Wastewater Collection and Pumping
Line extensions
Renewal & Replacement
Pumping & Storage
Modeling
Plan Review & System Inspections
Utility Extension & Facility Preliminary Engineering Reports (PERs)

C. Wastewater Treatment
Renewal & Replacement and facility process upgrades
Modeling
Permitting
Regulatory Assistance
D. Programmatic / Compliance
Master Planning / Capital Improvement Plans
Cost of Service Analyses
Rate Studies
Regulatory Assistance
Utility Management
The professional services described above could require any of the following disciplines, depending on the scope of
the individual project:
General Civil, Environmental, Structural, and Mechanical Engineering
Electrical, Instrumentation, and Process Control Engineering
Contract Document Preparation
Geotechnical Engineering
Construction Inspection and Administration Services
Permitting
Surveying
Utility Management
This work will be dependent upon the scope of the project and may require: one (1) Contract Manager / primary
point of contact; one (1) Senior Engineer / Principal per category; and additional engineers, scientists, and support
staff as required to perform and support the work. Roles may be combined as needed and based on personnel
qualifications. It is expected that personnel be certified as required for the services they provide. Resumes should be
provided for personnel considered "key staff" only.
Selection of firms for individual projects shall be solely at the discretion of the Town under the Distribution Policy
(Attachment E). 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. Firms will not be required to compete for individual projects based on
price.
IV. Contract Term and Compensation Limits
This procurement will be conducted, and the resulting contract(s) will be structured, as professional engineering term
contracts for multiple projects, consistent with the Manual for the Procurement & Management of Professional
Services, the Town of Christiansburg Procurement and Surplus Property Manual, and the Distribution Policy
(Attachment E). The following limits apply and may not be exceeded, except where otherwise noted:
Master Contract. The intent is to issue master contracts to selected firms and establish hourly billing rates,
per the Town's sample master contract (maintained separately by the Town; not attached to this RFP).
Renewal. Billing rates may be negotiated with each annual renewal offered. This contract shall have a
maximum of three possible renewal terms.
Consolidated Contract. Firms selected for multiple categories will have only one contract and one billing rate
schedule.

Annual Compensation Limit. The sum of all task orders/projects performed under the contract in any one-
year contract term shall not exceed $2,500,000.
Per-Task Limit. The fee for any individual task order or project shall not exceed $500,000.
No Carryover. Any unused portion of the annual compensation limit from one contract term shall not be
carried forward to any subsequent term.
Basis of Compensation. Work awarded will utilize the established hourly billing rates and estimated man-
hours for each assigned Task Order. Acceptance of the scope and estimated man-hours is indicated by
issuance of a Task Order.
No Price Competition. Firms will not be required to compete for individual projects based on price. Selection
of firms for individual task assignments is solely at the discretion of the Town under the Distribution Policy
(Attachment E). No promise is made or implied that firms selected under this RFP will be awarded work on
individual projects.
V. Expression of Interest: Submittal Requirements
The Expression of Interest ("EOI") shall be organized in the following order:
Transmittal Letter (1 page maximum)
Table of Contents
Understanding of Scope of Work (3 page maximum)
Response to RFP Expression of Interest Items (numbered items below)
A table or matrix containing the registration/licensing information requested in Item 11 below
Full-size copies of Commonwealth of Virginia SCC and DPOR supporting registration/licensing documentation
for each firm
Full-size copies of Commonwealth of Virginia DPOR registration certificates for the Key Personnel
Firm Data Sheet (Attachment A)
Certification Regarding Debarment (Attachments B and C)
1. Organizational Chart. Include a one-page organizational chart showing all firms on the proposed team (prime and
subconsultants) and identifying key personnel assignments and responsibilities.
2. Key Personnel Resumes. Include resumes for KEY PERSONNEL ONLY - those individuals to whom the contract will
actually be assigned and who will perform the management, inspection, administrative, and/or design services
described in this RFP. Each resume shall be limited to one page, in a font no smaller than 10 point. All individuals
identified as key personnel shall remain on the Offeror's team throughout the procurement process and, if
awarded, for the duration of the contract, absent extraordinary circumstances submitted in writing to and
approved by the Town's Project Manager, at his/her sole discretion. Unauthorized substitution of key personnel
at any time during the procurement process may result in elimination of the Offeror's team from further
consideration.
3. Example Projects. Limit example projects to no more than five (5) best illustrating the proposed team's
qualifications for this contract, one page per project. This item, along with Item 5 below, are the only items of the
EOI that may include photographs or graphics (counted within the applicable page limits).
4. Key Personnel Participation in Example Projects. Limit example projects to the same list provided in Item 3 above
(up to 5), showing each key individual's role on each project.
5. Additional Information. (Limited to 5 pages, 10-point font minimum.) Describe the organization of the proposed
project staff, including the role of each individual and each proposed subconsultant; a plan to assure the Town
that the staff proposed will be available for the services requested; statements responsive to the Consultant

Short List Score Sheet (Attachment D) used to evaluate the submission; and a list of computer, CADD, and
specialized software resources to be used on this project.
6. Affiliated and Subsidiary Companies. Give names and detailed addresses of all affiliated and/or subsidiary
companies, indicating which companies are subsidiaries. Where doubt exists as to whether another firm is or is
not an affiliate, doubt should be resolved in favor of affiliation and the firm listed accordingly. (An "affiliate" is
any business entity closely associated with another such that one controls or has power to control the other,
directly or indirectly; a third party controls both; or the entities have been so closely allied through an established
course of dealing - including lending of financial wherewithal or joint ventures - as to cause a public perception
that the two firms are one entity.) A firm (prime) shall not submit more than one EOI in response to this RFP. If
more than one EOI is submitted by an individual, partnership, corporation, or any party to a joint venture -
including through an affiliate or subsidiary - all such EOIs shall be disqualified.
7. Qualifications and Resources Summary (2 pages or less). Emphasize the Offeror's qualifications and resources to
perform the work described in Section III.
8. Additional Pages. A maximum of 2 additional pages beyond the limits above may be included. All pages are to be
812" x 11", printed on one side, single-spaced, in type no smaller than 12 pitch.
9. Certification Regarding Debarment. Execute and return Attachments B and C, indicating whether the firm,
subconsultant, subcontractor, or any associated person in an ownership/administrative capacity is or has, within
the applicable look-back period, been suspended, debarred, voluntarily excluded, determined ineligible, indicted,
convicted, or subject to a civil judgment involving fraud or official misconduct. None of these conditions will
necessarily result in denial of award but will be considered in determining offeror responsibility; for any condition
noted, indicate to whom it applies, the initiating agency, and dates of action. Providing false information may
result in criminal prosecution or administrative sanctions.
10. Non-Professional Subcontracted Services. If the prime consultant or a subconsultant does not have in-house
capability to provide non-professional services with an estimated cost of $5,000 or greater (e.g., diving services,
soil drilling, sampling, or laboratory testing), such services must be clearly identified in the EOI and, once a
contract is executed, subcontracted in accordance with State procurement procedures, with no DBE or SWaM
credit given in the selection of the most qualified firm or team.
11. Registration and Licensing Documentation. Each business entity (prime and subconsultants) practicing or offering
to practice professional services in Virginia - including engineering, surveying, hydrologic and hydraulic analysis,
geotechnical analysis, and landscape architecture - shall provide, in a concise table or matrix: (a) Virginia SCC
registration detailing the business entity's name, registration number, corporation type, and status; (b) Virginia
DPOR registration information for the firm (business name, address, registration type, registration number,
expiration date); (c) Virginia DPOR license information for each Key Personnel member (name, address,
registration type, registration number, expiration date, and office location); and (d) for services not regulated by
the Board for Architects, Professional Engineers, Land Surveyors, Certified Interior Designers, and Landscape
Architects (e.g., real estate appraisal), the business name, address, registration type, registration number, and
expiration date. Full-size supporting documentation should be included in the EOI and is not counted toward the
page restrictions above. Failure to comply with applicable Virginia registration and licensure requirements at the
time of EOI submittal may, in the Town's sole and reasonable discretion, render the EOI non-responsive and
returned without consideration or evaluation.
VI. Evaluation Criteria

EOIs will be evaluated by an evaluation panel using the following criteria and weights, per the Consultant Short List
Score Sheet (Attachment D). The Town may, at its discretion, conduct interviews or request technical presentations
from two or more Offerors determined to be fully qualified before establishing a final ranking for negotiation.
Evaluation Criterion Scale Weight
Firm/Team's Experience in Similar Type of Services (expertise, 1-10 25%
experience, and qualifications of the team as related to the scope of
services)
Personnel's Experience in Similar Type of Services (expertise, 1-10 30%
experience, and qualifications of personnel as related to the scope of
services)
Qualifications of Contract Manager (expertise, experience, and 1-10 15%
qualifications in project management as related to the scope of
services)
Organizational Capability (ability to complete work timely, size of 1-10 25%
firm(s) relative to size of project, proposed project staff resources,
proposed use of subconsultants)
Present Workload (firm's capacity and availability) 1-10 5%
Total 100%
Following evaluation, the Town will rank, in order of preference, the Offerors whose professional qualifications and
proposed services are deemed most meritorious for each category and will proceed to negotiate a fair and reasonable
price with the top-ranked Offeror(s), consistent with the Manual for the Procurement & Management of Professional
Services and the Town of Christiansburg Procurement and Surplus Property Manual.
VII. DBE / SWaM Participation
SWaM participation will not be considered as part of the evaluation criteria for this RFP; however, the Town
encourages the maximum practicable participation of Disadvantaged Business Enterprise (DBE) and Small, Women-,
and Minority-Owned (SWaM) businesses. The Firm Data Sheet (Attachment A) requires each firm on the project team
(prime and subconsultants) to report its DBE/SWaM certification status using the following codes:
YD: DBE firm certified by the Virginia Department of Small Business and Supplier Diversity (DSBSD)
YS: SWaM firm certified by DSBSD (indicate whether small, woman-owned, or minority-owned)
N: DBE or SWaM firm not certified by DSBSD
NA: Firm not claiming DBE or SWaM status
Where the prime consultant or a subconsultant does not have in-house capability to provide non-professional
services with an estimated cost of $5,000 or greater (e.g., diving services, soil drilling, sampling, or laboratory testing),
such services must be subcontracted in accordance with State procurement procedures once a contract is executed,
with no DBE or SWaM credit given in the selection of the most qualified firm or team, consistent with Section V, Item
10 above. The Town does not discriminate against an offeror because of race, religion, color, sex, national origin, age,
disability, or any other basis prohibited by state or federal law relating to discrimination in employment or
contracting.
VIII. Administrative Requirements

A. Business Registration and Professional Licensure
Prior to EOI submittal, all business entities (other than sole proprietorships) are required to register with the Virginia
State Corporation Commission (https://www.scc.virginia.gov). Foreign professional corporations and foreign
professional limited liability companies (organized under the laws of a jurisdiction other than Virginia) must possess a
Commonwealth of Virginia Certificate of Authority from the SCC to render professional services. Any business entity
other than a professional corporation, professional limited liability company, or sole proprietorship that does not
employ individuals requiring licensure must be registered with the Virginia Department of Professional &
Occupational Regulation (DPOR), Board for Architects, Professional Engineers, Land Surveyors and Landscape
Architects (the "Board"). The firm must have at least one full-time resident professional in responsible charge who is
licensed in the profession offered by the firm. Individual engineers shall meet the requirements of Chapter 4, Title
54.1 of the Code of Virginia.
B. Immigration Compliance
The Town will not consider for award any cost proposal submitted by, and will not consent to subcontracting any
portion of the contract to, any consultant or subconsultant in violation of the Federal Immigration Reform and
Control Act of 1986, which prohibits the employment of illegal aliens.
C. Title VI Nondiscrimination
The Town assures compliance with Title VI of the Civil Rights Act of 1964, as amended. The consultant and all
subconsultants selected for a project will be required to submit a Title VI Evaluation Report (EEO-D2) within 10
working days of notification of selection, when requested by the Town. This requirement applies to all consulting
firms where the contract amount equals or exceeds $10,000.
D. Nondiscrimination in Employment
The Town does not discriminate against an offeror because of race, religion, color, sex, national origin, age, disability,
or any other basis prohibited by state law relating to discrimination in employment.
E. Protest of Award
Any offeror who wishes to protest the award of a contract shall submit such protest in writing to the Town no later
than ten (10) days after the announcement of the award. Public announcement of the award will be posted on the
Town's website.
F. eVA Business-to-Government Vendor Registration
The eVA Internet electronic procurement solution (http://www.eva.state.va.us) streamlines and automates
government purchasing activities in the Commonwealth and serves as the gateway for vendors to conduct business
with state agencies and public bodies. All vendors desiring to provide goods and/or services to the Commonwealth
shall participate in the eVA Internet e-procurement solution through either eVA Basic or eVA Premium Vendor
Registration Service. All bidders or offerors must register in eVA; failure to register may result in the bid/proposal/EOI
being rejected.
G. Insurance
The awarded firm(s) shall maintain Workers' Compensation, Employer's Liability, Commercial General Liability,
Automobile Liability, and Professional Liability/Errors and Omissions insurance coverage. The Town shall be named as
an additional insured on Commercial General Liability coverage. Certificates of insurance shall be furnished prior to
commencement of work.
IX. Submission Instructions

Proposals must be submitted by the date and time specified on the cover page and in Section II (Procurement
Schedule) of this RFP. 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 (one copy required) 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 No. 27500008: Utility On-Call Engineering 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. 27500008
Utility On-Call Engineering Services
Offeror's Name
Do Not Open Until October 2, 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.
List of Attachments
Attachment Title
A Firm Data Sheet
B Certification Regarding Debarment - Primary Covered Transactions (Prime Consultant)
C Certification Regarding Debarment - Lower Tier Covered Transactions (Subconsultant)
D Consultant Short List Score Sheet
E Resolution Adopting a Revised Procedure for Awarding Multiple Contracts to Multiple
Offerors Under Term Services Contracts (Distribution Policy)

Note: The sample master contract referenced in Sections I and IV is a separate governing document maintained by
the Town and is not included as an EOI submittal attachment.