Construction Engineering Inspection Services for Dulles West Boulevard, RFQ 686988

Loudoun County, Virginia
REQUEST FOR PROPOSAL
CONSTRUCTION ENGINEERING INSPECTION SERVICES FOR
DULLES WEST BOULEVARD
ACCEPTANCE DATE: Prior to 4:00 p.m., April 23, 2026 "Local Atomic" Time
RFP NUMBER: RFQ 686988
ACCEPTANCE PLACE: Department of Finance and Procurement
Division of Procurement
1 Harrison Street, S.E., 1st Floor,
Drop Box: Procurement Bids and Proposals
Leesburg, Virginia 20175
IMPORTANT NOTES
A. Documents related to this solicitation may be downloaded from the County's website
at https://www.loudoun.gov/bids.aspx.
B. Pre-Proposal Conference: An optional Pre-Proposal conference will be held virtually
using Microsoft Teams on March 27, 2026, at 10 a.m., with the purpose of discussing
this Project as well as providing a high-level overview of the supplier registration
process and online submissions of proposals through iSupplier. To participate,
connect using the link provided below and follow the prompts as designated.
Microsoft Teams
Meeting ID: 263 952 906 986 03
Passcode: wJ2TT3PX
Dial in by phone
+1 757-600-4923,,229494046# United States, Norfolk
Phone conference ID: 229 494 046#
Requests for information related to this Proposal should be directed to:
Contracting Officer
Name: Farah Navder, CPPB
Phone: (571) 627-7427
Email: Farah.Navder@loudoun.gov
Issue Date: March 16, 2026
IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN
ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS
SOON AS POSSIBLE.

REQUEST FOR PROPOSAL
CONSTRUCTION ENGINEERING INSPECTION SERVICES FOR
DULLES WEST BOULEVARD
SECTION/TITLE PAGE
1.0 PURPOSE AND GENERAL INFORMATION....................................................... 3
2.0 COMPETITION INTENDED ................................................................................. 3
3.0 BACKGROUND INFORMATION ......................................................................... 3
4.0 SCOPE OF SERVICES ........................................................................................ 4
5.0 EVALUATION OF PROPOSALS & SELECTION PROCEDURES ...................... 9
6.0 INSTRUCTIONS TO OFFERORS ...................................................................... 15
7.0 TERMS AND CONDITIONS ............................................................................... 22
8.0 PROPOSAL SUBMISSION FORM .................................................................... 40
Prepared By: /s/ Farah Navder, CPPB Date: March 16, 2026
Contracting Officer
RFP RFQ 686988
Construction Engineering Inspection Services for Dulles West Boulevard
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CONSTRUCTION ENGINEERING INSPECTION SERVICES FOR
DULLES WEST BOULEVARD
1.0 PURPOSE AND GENERAL INFORMATION
The intent of this Request for Proposal ("RFP") is for the County of Loudoun,
Virginia (County) to obtain proposals from a qualified Consultant to perform
comprehensive Construction Engineering Inspection (CEI) Services during the
Construction of Dulles West Boulevard (the "Project").
2.0 COMPETITION INTENDED
It is the County's intent that this RFP permits competition. It shall be the Offeror's
responsibility to advise the Purchasing Agent in writing if any language, requirement,
specification, etc., or any combination thereof, inadvertently restricts or limits the
requirements stated in this RFP to a single source. The Purchasing Agent must
receive such notification not later than fifteen (15) days prior to the date set for
acceptance of proposals.
3.0 BACKGROUND INFORMATION
3.1 The services to be performed by the successful Offeror will consist of CEI
services to facilitate management and administration of the Project for the
Loudoun County Department of Transportation and Capital Infrastructure
(DTCI). The estimated duration of the Project, to include final completion and
acceptance, administrative "close out", and Virginia Department of
Transportation (VDOT) audit and Street Acceptance is approximately thirty-
six (36) months. The contract will be a unit price contract.
3.2 The Project includes the construction of approximately 5,800 linear feet of
new four-lane divided roadway. The scope of work consists of, but is not
limited to, the following major elements:
* Approximately 1,200 linear feet of pavement rehabilitation along
Stone Springs Boulevard.
* Construction of two new stormwater management facilities.
* Installation of a large quad box culvert at the South Fork Broad Run
crossing.
* Installation of a single box culvert at the Dulles West Boulevard
crossing, located near Station Number (STA) 146+00.
* Installation of additional large-diameter drainage pipes (greater
than 36 inches).
* Pavement rehabilitation at intersecting streets along the proposed
roadway alignment.
All work shall be completed in accordance with the Project plans,
specifications, and applicable VDOT standards and requirements.
RFP RFQ 686988
Construction Engineering Inspection Services for Dulles West Boulevard
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3.3 CEI services will include, but not be limited to, full time on-site quality
assurance and control, administrative services, material testing,
construction engineering and inspection services, and assistance with
VDOT project acceptance, administrative "close out", and VDOT audit. A
more detailed description of the CEI Services required can be found in
Section 4.0 Scope of Services of this RFP.
3.4 The County requests that proposals address and fulfill the general criteria,
tasks, and services described in this RFP. Additional responsibilities may
be added during the development of the Project and as provided in the
Project Contract Documents. The Project shall be constructed in accordance
with the approved Plans and Special Provisions, VDOT Specifications and
Standards, VDOT testing guidelines, and all other applicable procedures and
guidelines for the administration of a VDOT and County project.
4.0 SCOPE OF SERVICES
All proposals must be made on the basis of, and either meet or exceed, the
requirements contained herein. All work shall be in accordance with VDOT 2020
Road and Bridge Specifications, 2016 Road and Bridge Standards, latest version on
Uniform Traffic Control Devices (MUTCD), 2011 Virginia Supplement to the MUTCD,
and 2011 Work Area Protection Manual.
All requirements for inspection, materials testing, engineering, and construction
management shall follow criteria as set forth in the VDOT Materials Division
Manual of Instructions and the Test Methods Manual. Acceptance procedures shall
meet VDOT standards and 23 Code of Federal Regulations (CFR) 637. Inspection
procedures, requirements, and documentation shall comply with the VDOT
Inspection Manual, March 2018. The estimated duration of CEI Services is twenty-
four (24) months.
The services to be provided will include, but not be limited to, the following:
4.1 General Scope of Services:
A. A County issued Purchase Order must be issued prior to the start of
work. The signed Purchase Order shall constitute the notice to
proceed, unless otherwise indicated.
B. Individual tasks may require the Offeror to provide the supervision,
manpower, materials, equipment, and supplies necessary to complete
any of the services outlined below. All individuals performing work
under the resultant Contract must have the appropriate licenses,
certifications, or credentials that prove competence in tasks being
performed.
C. All services shall be performed in compliance with industry standards
and all federal, state, and local laws, ordinances and regulations
including but not necessarily limited to Virginia's State Health
Department, Virginia Uniform Statewide Building Code (USBC),
Virginia Dept. of Environmental Quality (DEQ), Virginia Occupational
RFP RFQ 686988
Construction Engineering Inspection Services for Dulles West Boulevard
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Safety and Health Agency (VOSHA) and OSHA rules and
regulations, Virginia Department of Environmental Quality (DEQ),
Virginia Marine Resources Commission (VMRC), Virginia
Department of Historic Resources (DHR), the latest Virginia
Department of Transportation (VDOT) standards and specifications,
the latest VDOT Road Design Manual, the latest Geometric Design
Standards agreed to by DTCI and VDOT, the Loudoun County
Virginia Subdivision, Zoning, and Land Development Ordinances,
the Loudoun County Facilities Standards Manual, and PROWAG.
D. Obtain all approvals for the proposed roadway with the appropriate
local and state review agencies.
E. Analyze impacts and develop mitigation/avoidance plans for
cemeteries, wells, and septic systems, and potential waste sites.
Develop and process floodplain alteration studies, VDOT's Hydrologic
and Hydraulic Analysis (H&HA) and Federal Emergency Management
Agency Conditional Letter of Map Revision (FEMA CLOMR).
F. Design drawings shall be prepared in latest version of MicroStation and
shall be in accordance with the latest version of VDOT's Computer-
Aided Design and Drafting Manual (CADD). All evaluations,
investigations, analysis, reports, studies, recommendations, cost and
time estimates, designs, reviews, preparation of documents, field
inspections and investigations needed to perform the Project and
prepare the design drawings shall be included. Project right-of-way
and construction plans shall be prepared in English units at a scale
of 1" = 25' or 1" = 30'. Format of plans shall be standard VDOT
format, however, requirements for plan review by the County
Department of Building & Development staff must be included such
as storm and utility profiles and topographic information provided as
necessary for plan review. VDOT's Road and Bridge Specifications
will cover all civil engineering and roadway items included in the
Project. Any civil engineering or roadway items not covered by the
standard specifications shall be noted.
G. Professional involvement throughout all phases of a project, shall
include but not be limited to: planning, development of drawings,
preparation of reports, the plan review and approval process,
periodic progress reports/meetings, preparation for and participation
in briefings and presentations to staff groups, citizen groups, the
Loudoun County Board of Supervisors, as well as Federal or State
agencies, processing of invoices for services, and timely processing
of project correspondence.
H. The County will require the Consultant awarded a Contract as a result
of this RFP to use Trimble (formerly e-Builder) Construction Program
Management Software. The County will purchase licenses for the
Consultant's use and will provide training for the Consultant to ensure
RFP RFQ 686988
Construction Engineering Inspection Services for Dulles West Boulevard
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proficiency as recommended by Trimble. The license and training will
be provided to the Consultant at no cost. Further training for lacking
proficiency will be the responsibility of the Consultant.
The Consultant will be required to use Trimble software for all project
management documentation and correspondence.
I. Consultant may need to prepare plats and provide technical support
during coordination and negotiation with the property owner.
J. Consultant is anticipated to assist with preparing Invitation for Bid (IFB)
documents that will include development of special provisions and
other documentation necessary to complete the IFB package.
Consultant is anticipated to provide Bid Support for the Project.
K. Consultant is anticipated to provide construction assistance as a
supplement to the Construction Engineering Inspection (CEI) services.
The services may include, but not be limited to, pre-construction
meeting attendance, review Consultant's submittals, attend
construction status meetings, perform occasional site visits, review,
and respond to Request for Information (RFI), review Consultant's
Change Orders for acceptance, create as-built plans, provide Street
Acceptance package preparation, documentation gathering, and
Street Acceptance package submission to the VDOT Permits Office.
L. The Consultant shall make every effort to keep the personnel
assigned to the Project consistent throughout the duration of the
work.
4.2 Fee/rate Schedule: Hourly rates established under the Contract shall
include:
A. Administrative items such as voice, data and video services, mailing
services, printing services, courier services, and materials required
in the preparation of presentations, cost of reports, submittals, and
other expenses deemed typical in the conduct of business.
B. Transportation to and from job sites, vehicles, fuel, vehicle
maintenance, cell phones, personal computers, printers, cameras,
video equipment, software, general office supplies, home office and
administrative support and all overhead and incidental costs.
4.3 Performance of the Consultant:
A. During the term of the Contract, the County will review the Consultant
operations to determine contractual compliance. The Consultant
shall cooperate with and assist County representatives in conducting
these reviews. If deficiencies are indicated, remedial action will be
implemented immediately by the Consultant. County
recommendations and Consultant responses/actions are to be
properly documented by the Consultant. No additional compensation
shall be allowed for remedial action taken by the Consultant to
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Construction Engineering Inspection Services for Dulles West Boulevard
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correct deficiencies identified by the County. Remedial actions and
required response times may include but are not necessarily limited
to the following:
1. Further subdivide assigned personnel responsibilities,
reassign personnel, or assign additional personnel.
2. Immediately replace personnel whose performance has been
determined by the Consultant and/or the County to be
inadequate. Personnel changes will require written approval
from the County. Staff that has been removed for
demonstrating unprofessional, unworkmanlike behavior or
lack of experience will be replaced by the Consultant within
seven (7) calendar days after County notification.
4.4 Contract Services Requirements (may include but not be limited to):
As noted in the Purpose and General Information section, the Offeror will
develop the final design plans and construction documents, right-of-way
acquisition assistance, utility relocation coordination, and construction
coordination.
The Offeror shall perform roadway/civil design services noted below:
A. Utilities Location/Designation
* Utility Surveys/Location/Designation
* Coordination of Relocations with Utility Companies
B. Surveying
* Property Line Surveying, Right of Way Plats, Easement Plats,
Legal Descriptions, etc.
* GPS, Horizontal and Vertical Control Surveys
* Topography, Aerial Photogrammetry, Scanning, Base Mapping
Services
* Prepare and mail notification letters to property owners where off
site access is required and to post notifications as required by
regulations
C. Analysis of Zoning and Proffer Issues
D. Transportation Engineering/Studies related to Road Design Activities
including but not limited to:
* Trip Generation Studies
* Sight Distance Studies
* Intersection/Signal Warrant Studies
* Signal Justification Reports
* Speed Studies/License Plate Studies
* Roadway Capacity Analysis
* Alignment Studies
RFP RFQ 686988
Construction Engineering Inspection Services for Dulles West Boulevard
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* Innovative Intersection Design Studies and Operational Analysis
E. Road Design/Engineering
* Design of Roadways and Associated Appurtenances
* Preparation of Plan and Profile and Associated Construction
Drawings
* Preparation of Plats for land acquisition
* Intersection Design Layout
F. Bridge/Culvert Design
G Historic District Experience
H. Construction Cost Estimating
I. Signage/Striping Plans
J. Storm drain/Drainage Design
K. Stormwater Management Design
L. Floodplain Studies and Floodplain Alterations
M. In-Plan Water and Sewer Relocation Plans, if applicable
N. Erosion/Sediment Control Plan Design and Virginia Pollutant
Discharge Elimination System (VPDES) Requirements
O. Environmental Issues/Studies
P. Landscape Architecture Services if applicable
Q. Transportation Management Plans (TMPs) and Maintenance of
Traffic Plans (MOT)
R. Lighting Design Services if applicable
S. Geotechnical Services, including but not limited to:
* Soils/Materials Testing and Inspection Services
* GPR/Resistivity Testing
* Pavement Design
* Preparation of Associated Reports
* Prepare and mail notification letters to property owners where off
site access is required and to post notifications as required by
regulations
T. Value Engineering Study
U. Public Meeting Support
* Preparation of Graphics/Support Documentation
* Represent Loudoun County at Public Meetings
V. Land Acquisition Support
* Prepare Exhibits for communications with landowners
* Stake-out of proposed land acquisition and easements
W. Utility Relocation Coordination
* Identifying potential conflicts and documenting on appropriate
VDOT forms
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Construction Engineering Inspection Services for Dulles West Boulevard
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* Communications with utility providers to resolve conflicts and
obtain relocation plans and estimates
X. Construction Support Services
* Preparation of Bid Documents
* Preparation of Construction Cost Estimates
* Preparation of Exhibit Drawings/Reports
Y. Design Support during Construction Phase
* Answering RFI's
* Attendance at Progress Meetings/Preparation of Meeting
Minutes
* Shop Drawing Review and Approval
* Construction Administration
* Engineering Design Support during Construction
* Street Acceptance Support - preparation of documents such as
as-built drawings, plats and right of way exhibits
Z. Detailed Project Schedule and Schedule Tracking throughout project
AA. Project Coordination with the County to include regular progress
meetings and uploading all deliverables to Trimble Unity Construct
BB. Design Potable Water Distribution System per Loudoun Water
design standards
This Contract will require coordination with various local, state-level and
federal-level agencies. Coordination with all third-party stakeholders is the
responsibility of the Offeror.
4.5 Schedule
For estimating purposes, the roadway/civil design services for the Project
are expected to take a maximum of thirty (30) months after the County
issues a purchase order to proceed with work.
5.0 EVALUATION OF PROPOSALS & SELECTION PROCEDURES
The Instructions for submitting proposals set forth criteria which will be used in the
receipt of proposals and selection of the successful Offeror. In addition, the criteria
set forth below will be considered.
5.1 Proposal Analysis Group
The Proposal Analysis Group (PAG) will be made up of representatives from
the Department of Transportation and Capital Infrastructure (DTCI).
5.2 Schedule
The following schedule is tentative and are subject to change. The
number of proposals received will determine actual schedule.
RFP RFQ 686988
Construction Engineering Inspection Services for Dulles West Boulevard
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Proposals Due April 23, 2026
Shortlist Announcement Mid-May 2026
Interviews Late-May 2026
Final Ranking Announcement Early-June 2026
5.3 Proposal Content
Offerors have to make written proposals that present the Offeror's
qualifications and an understanding of the work to be performed. Offerors
shall provide each of the following items below in the order presented.
Failure to include any of the requested information may result in the
loss of points or the proposal will be deemed incomplete and rejected.
* Do not include cost information in your proposal. This information
will be requested from the top ranked Offeror.
* Do not include proposed modifications to the terms and conditions
in your proposal.
* Proposals are subject to the Virginia of Freedom of Information Act
2.2-3700, et seq. once the decision to award has been made. The
submission of trade secrets or proprietary information with a
proposal is strongly discouraged.
Tab A. Proposal Submission Form
Tab B. Include required documents:
1. Proof of Authority to Transact Business Form
2. Completed and signed W-9
3. Insurance certificate
4. Signed Addenda
Tab C. Table of Contents
Tab D. Transmittal letter
The Transmittal letter should:
1. Be printed on the Offeror's letterhead and include:
* The name of the firm submitting the proposal
* The main office address
* A brief history of the firm
2. Include an overall statement summarizing the Offeror's experience
providing Construction Engineering and Inspection (CEI) services
similar to those outlined in this RFP. This should highlight relevant
projects, expertise, and experience that demonstrate the firm's
capability to meet the requirements.
Tab E. Project Management and Technical Expertise
RFP RFQ 686988
Construction Engineering Inspection Services for Dulles West Boulevard
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