Professional Land Surveying Services Annual Contract

Request for Proposal
City of Suffolk
RFP#26101-AG
March 10, 2026
Purchasing Division
442 W. Washington Street, Room 1086
Suffolk, VA 23434-5237
Phone: (757) 514-7520 / Fax: (757) 514-7524
Professional Land Surveying Services-Annual Contract
Electronic proposals will be received at the office of the Purchasing Agent listed above, until the time
and date shown below (local prevailing time), for furnishing the items or services described in the
solicitation. Offers should be sent by e-mail attachment to: proposals@suffolkva.us with the RFP
number and title in the subject line.
The intent of this Request for Proposal is to establish a contract through competitive negotiations with a
professional land surveyor to provide surveying services for various projects undertaken during the
contract period.
The Senior Buyer, Amy Gardner is the Contract Officer for the City of Suffolk with respect to this RFP.
All questions and/or comments should be directed to her at: agardner@suffolkva.us. The respondents
to this RFP shall not contact, either directly or indirectly, any other employee or agent of the City
regarding this RFP.
Proposals are due: 3:00 p.m. April 29, 2026
Amy Gardner________________
Contract Officer: ________
Amy Gardner, NIGP-CPP, CPPB, Senior Buyer, agardner@suffolkva.us
**AN ELECTRONIC DOCUMENT SHALL BE PROVIDED**
Firm Name:
Address:
City / State / Zip:
Telephone: FAX No.:
E-mail:
Print Name: Title:
Signature: Date:
RFP 26101-AG Page 1

In compliance with this Request for Proposals, and subject to all the conditions thereof, the Offeror, if
the offer is accepted within one hundred and eighty (180) calendar days from the date of the receipt
of proposals, to furnish any or all of the items and/or services upon which prices are quoted, at the
price set, to be delivered at the time and place specified herein. The offeror's signature on the prior
page certifies the offeror has read, understands, and agrees to all terms, conditions, and requirements
of this Request for Proposals, and is authorized to contract on behalf of firm named in this RFP.
SOLICITATION DOCUMENTS
Request for Proposal documents are available on the Purchasing website:
http://www.suffolkva.us/Bids.aspx?CatID=17 or on the Commonwealth's bid board (eVA), or at
Demandstar.com. An e-mail request for the complete RFP form may be sent to the Contract Officer
listed on the front page.
Questions concerning this project must be in writing (email is preferred) and addressed to the Contract
Officer listed on the front page of this solicitation, and, should be received no later than five (5)
business days preceding the date that the proposals are to be received. E-mail is the preferred method
and will get a more timely response.
ELECTRONIC BID SUBMITTAL
An electronic document shall be submitted by e-mail attachment to proposals@suffolkva.us with the
RFP number and title in the subject line. Electronic copies (CD or thumb drive) may be delivered to
the Purchasing Office, 442 West Washington Street, Room 1086, Suffolk, Virginia prior to the closure
date shown, if desired. Documents should be saved as a .pdf document and should conserve disk
space to allow transfers of data. ZIP files cannot be accepted; they do not work in the City's
system. To receive confirmation of receipt of proposal, send request to the contracting officer at
agardner@suffolkva.us. Do NOT send proposal directly to contracting officer. Paper proposals will
not be accepted. Do not send printed copies of proposal.
Proposals submitted shall comply with the Virginia Public Procurement Act.
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.
Proposals may be submitted through EVA.
THERE WILL BE NO VIRTUAL INTERVIEWS
RFP 26101-AG Page 2

REQUEST FOR PROPOSAL
Table of Contents
Professional Land Surveying Services-Annual Contract
SECTION/TITLE
1.0 PURPOSE .................................................................................................................................. 4
2.0 BACKGROUND ........................................................................................................................ 4
3.0 COMPETITION INTENDED .................................................................................................... 4
4.0 TERM OF CONTRACT ............................................................................................................ 4
5.0 CONTRACTOR QUALIFICATIONS ....................................................................................... 4
6.0 SCOPE OF SERVICES .............................................................................................................. 4
7.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS ............................................................. 5
8.0 SPECIFIC PROPOSAL REQUIREMENTS .............................................................................. 7
9.0 EVALUATION AND AWARD CRITERIA ............................................................................. 9
10.0 ADDITIONAL INSTRUCTIONS ........................................................................................... 10
11.0 CONTRACT TERMS AND CONDITIONS ........................................................................... 14
SIGNATURE SHEET .......................................................................................................................... 24
PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION ...................................... 25
EXCEPTIONS TO RFP ....................................................................................................................... 26
ANTICOLLUSION .............................................................................................................................. 27
PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA .......................................... 28
RFP 26101-AG Page 3

1.0 PURPOSE
The intent of this Request for Proposal is to establish a contract through competitive negotiations
with a professional land surveyor to provide surveying services for various projects undertaken
during the contract period.
2.0 BACKGROUND
Surveying services are required throughout the contract period by various City departments for
surveying projects related to their specific department's needs. It is the intent of the City to hire
one contractor to be available on an "as needed" basis whenever services are required.
3.0 COMPETITION INTENDED
It is the City's intent that this Request for Proposal (RFP) permits competition. It is the offeror's
responsibility to advise the Senior Buyer 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. Such notification must be received by the Purchasing Agent not later
than five (5) business days prior to the date set for acceptance of proposals.
4.0 TERM OF CONTRACT
The contract will cover the period beginning July 1, 2026, (or upon receipt of signed contract)
and continuing through June 30, 2027. This contract may be renewed based on the terms and
conditions at the expiration of its term at the sole discretion of the City. Automatic renewals
will occur for up to four (4) additional one-year periods through June 30, 2031. The right is
further reserved by the City to not renew the resulting contract at the expiration of the
anniversary date by furnishing the contractor with thirty (30) days written notice.
Initial rates and subsequent renewal rates must be guaranteed for a minimum of twelve (12)
months. Any increase in rates shall be limited to the lesser of the Consumer Price Index for all
Urban Consumers (CPI-U) - Other Goods and Services (unadjusted for the current 12- month
period) or 3%. The City does not guarantee approval of any rate increase. The City must be
notified of any rate increases during the contract period.
5.0 CONTRACTOR QUALIFICATIONS
Licensed by the Commonwealth of Virginia as a Licensed Land Surveyor
6.0 SCOPE OF SERVICES
Although the final terms and tasks will be subject to negotiation, and the scope of work may
vary with each project, typical tasks include, but are not limited to: boundary surveys,
subdivision plats, topographic surveys, plans and profile surveys, digital terrain modeling, aerial
mapping, right-of-way acquisition, and construction surveying.
Individual tasks may require supervision, manpower, materials, equipment, and supplies
necessary to complete any services outlined above. All offerors must be able to provide general
surveying services as required. Specialists may include registered land surveyors, land survey
technicians, and others as needed to fulfill the requirements of a task.
All survey work conducted under this contract shall adhere to the following minimum
specifications:
RFP 26101-AG Page 4

A. All surveys must be tied to the City of Suffolk Geodetic Control network. If the location
of the survey works falls outside of the two (2) kilometer coverage of the City
monumentation network, the survey firm will be required to petition the City for relief
from this requirement. In the event of relief being granted by the City, all other
monuments that meet NGS Blue Book standards may be used to control the survey.
The granting relief in this instance does not relieve the firm from any other
submittal requirements.
B. All project deliverables will clearly define two (2) State Plane Coordinate Systems
Northing and Eastings within the bounds of the project. These start points will be used
to control Coordinate Geometry entry by the City if necessary.
C. All survey projects will provide a full definition of curves and segments of curves. At a
minimum, each curve or segment of curve will be identified with Radius, Arc Length,
Chord Bearing, Chord Length, and Internal Angle.
D. All surveys will be provided in digital form, as well as the number of hard copy printouts,
as defined by the project manager. The digital submission will be required to be in the
State Plane Coordinate System. It is desired that this digital submission be made using
ESRI Sharpe files; however, AutoCAD and MicroStation will be acceptable to the City.
E. When the survey work performed involves parcel dimensions, all submission
requirements aspects of the Subdivision Ordinances outlined in the Unified
Development Ordinance must be followed.
F. The City reserves the right to establish further submission requirements over and above
these minimum requirements as dictated by the proposed scope of the project.
7.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS
A. Submission of Proposals
An electronic document must be submitted by e-mail attachment to
proposals@suffolkva.us with the RFP number, title, in the subject line. Electronic
copies may be delivered to the Purchasing Office, 442 West Washington Street, Room
1086, Suffolk, Virginia prior to the closure date shown, if desired. Documents should
be saved as a .pdf document and should conserve disk space to allow transfers of data.
ZIP files cannot be accepted; they do not work in the City's system. To receive
confirmation of receipt of proposal, send request to the contracting officer at
agardner@suffolkva.us. Do NOT send proposal directly to contracting officer.
Offerors so selected will be allowed to make a formal presentation of their qualifications
and job approach, and may be selected for final negotiations of contract. Therefore,
care should be given to address the issues relating to the criteria to follow. Read the
entire solicitation before submitting a proposal. Failure to read any part of this RFP shall
not relieve any offeror from his or her contractual obligations.
RFP 26101-AG Page 5

B. Questions and Inquiries
Questions and inquiries pertaining to the Request for Proposals will be accepted from
any and all firms via e-mail to agardner@suffolkva.us or fax. Inquires must provide RFP
number, title and acceptance date. Material questions will be answered by Addendum
and will be posted on the City's website: http://www.suffolkva.us/Bids.aspx?CatID=17
and to all firms who receive the RFP provided that all questions are received five (5)
days prior to opening date.
Amy Gardner, Senior Buyer, is the designated authorized spokesperson for the City of
Suffolk with respect to this RFP. All questions and/or comments should be directed to
her attention. The respondents to this RFP shall not contact, either directly or indirectly,
any other employee or agent of the City regarding this RFP. This prohibition shall also
extend to the Suffolk City Council and other elected City officials. Any such
unauthorized contact may disqualify the offeror from the procurement.
C. Addendum and Supplement to Request
If it becomes necessary to revise any part of this request or if additional data are
necessary to enable an exact interpretation of provisions of this request, an addendum
will be issued. It is the responsibility of the offeror to ensure that he has received all
addendums prior to submitting a proposal. All addenda can be downloaded from
http://www.suffolkva.us/Bids.aspx?CatID=17
D. Firm Pricing for City Acceptance
Offers made during negotiation must be honored for City acceptance for 180 days from
the date of offer.
E. Proprietary Information
Trade secrets or proprietary information submitted by an offeror in connection with this
solicitation shall not be subject to disclosure under the Virginia Freedom of Information
Act; however, the offeror must invoke the protections of this section prior to or upon
submission of the data or other materials, and must clearly identify the data or other
materials to be protected and state the reasons why protection is necessary. Offerors
shall not mark sections of their proposal as proprietary if they are to be part of the award
of the contract and are of a "Material" nature. Any propriety information must be listed
on the attached "Proprietary/confidential Information Identification" form and submitted
with the proposal. An all-inclusive statement that the entire proposal is proprietary will
result in rejection of the proposal.
F. Authority to Bind Firm in Contract
Proposals must give full firm name and address of offeror. Failure to sign proposal may
disqualify it. Person signing proposal should show title or authority to bind his firm in a
contract. Firm name and authorized signature must appear on proposal in the space
provided on the pricing page.
RFP 26101-AG Page 6

G. Preparation and Submission of Proposals
1. All proposals must be signed by the individual or authorized principals of the
firm.
2. All attachments to the Request for Proposal requiring executing by the firm are
to be returned with the proposals.
3. Proposals are to be submitted electronically; title must indicate the RFP number,
time and date of public acceptance, and the title of the proposal.
4. It is the Offeror's responsibility that the proposals are received by the
Purchasing Division BEFORE the hour specified on the opening date. Requests
for extensions of this time and date will not be granted. Proposals or unsolicited
amendments to proposals received by the City after the acceptance date will
not be considered.
H. Miscellaneous Requirements
1. The City will not be responsible for any expenses incurred by a firm in preparing
and submitting a proposal. All proposals must provide a straightforward, concise
delineation of the firm's capabilities to satisfy the requirements of this request.
Emphasis should be on completeness and clarity of content.
2. Offerors who submit a proposal in response to this RFP may be required to
make an oral presentation of their proposal. The Purchasing Division will
schedule the time and location for this presentation.
3. The contents of the proposal submitted by the successful offeror and this RFP
will become part of any contract awarded as a result of the Scope of Services
contained herein. The successful firm will be expected to sign a contract with
the City.
4. The City reserves the right to reject any and all proposals received by reason of
this request, or to negotiate separately in any manner necessary to serve the
best interests of the City.
8.0 SPECIFIC PROPOSAL REQUIREMENTS
Proposals should contain enough information and detail to allow the City of Suffolk to evaluate
the offeror's capabilities for providing the required services. The City reserves the right to
request clarification of information submitted and to request additional information if deemed
necessary. Offerors are required to submit the following items in the format provided as a
complete proposal.
A. Cover Letter
The offeror will complete and submit the signed Cover Sheet (Page 1) and submit it
with a brief cover letter. The cover letter should summarize key elements of the
RFP 26101-AG Page 7

proposal. An individual authorized to bind offeror must sign the letter and Signature
Sheet, as well. Indicate the address and telephone number of the Contractor's office.
B. Background and Project Summary Section
This section should describe your understanding of the City, the work to be performed,
and the objectives to be accomplished. Refer to the "Scope of Services" Section of this
RFP. (Section 6.0).
C. Methodology Section
Provide a detailed description of the approach and methodology to be used to
accomplish the "Scope of Services" of this RFP. The Methodology Section should
include the following:
1. An implementation plan that describes in detail (a) the methods, including
controls by which your firm manages projects of the type sought by this RFP;
(b) methodology for soliciting and documenting view of internal and external
stakeholders: and (c) any other project management or implementation
strategies or techniques that the respondent intends to employ in carrying out
the work.
2. Detailed description of efforts your firm will undertake to achieve client
satisfaction and to satisfy the requirements of the "Scope of Services" Section.
3. Detailed description of specific tasks you will require from City staff. Explain
what the respective roles of City staff and your staff would be to complete the
tasks specified herein.
D. Staffing Section
Provide a list of individual(s) who will be working on this project and indicate the
level/title of each member, and the function that each will perform. Include a resume for
each designated individual, to include licenses, certifications, and participation on
referenced projects and their specific responsibilities with respect to the "Scope of
Services."
E. Qualifications
The information requested in this section should describe the qualifications of the
offeror, key staff, and subcontractors performing projects within the past five (5) years
that are similar in size and scope to that requested in the RFP. Information shall include
the following:
1. A summary of the firm's demonstrated capability, including length of time that
the firm has provided the services being requested herein.
2. Furnish a list of a minimum of five (5) projects/contracts specifically in the size
and scope of this RFP. Information shall include:
* Client name
RFP 26101-AG Page 8

* Project description/summary
* Project start and end dates
* Client project manager name, email, and telephone number
F. Format
Proposal should be submitted in the following format:
* Cover Sheet and Cover Letter (A)
* Proposal sequenced in accordance with Paragraphs B-E above
* City forms as follows: (All forms must be signed.)
Signature Sheet (Page 24)
o
Propriety/Confidential Information Identification (Page 25)
o
Exceptions to RFP (Page 26)
o
Anticollusion/Nondiscrimination/Drug Free Workplace Clauses (Pg. 27)
o
Proof of Authority to Transact Business in Virginia (Page 28)
o
9.0 EVALUATION AND AWARD CRITERIA
The City's Evaluation Committee will review each proposal and verify the claims and
credentials of each offeror. Selection will be made for each proposal on the basis of the criteria
listed below. Weights to each rating will be applied as indicated below:
Management skills and technical experience (35%)
Credentials of project team, to include references (35%)
Approach to the task and understanding of requirements (20%)
Overall quality and completeness of proposal (10%)
Once each member of the Evaluation Committee has independently read and rated each
proposal and completed an evaluation matrix for each offeror, a composite preliminary rating
will be developed which indicates the group's collective ranking of the highest rated proposals
in a descending order. The preliminary rating will be used to select the firms for further
consideration-the short-list.
After interviews have been conducted with each selected Offeror, the City will select the
proposals which, in its sole opinion, are in the best interest of the City and enter into
negotiations with those firms Should negotiations fail with any Offeror, negotiations will be
terminated with that Offeror and negotiations will be opened with the next ranked firm, as
required under the Virginia Public Procurement Act. Should the City determine, in its sole
discretion, that an Offeror is clearly more highly qualified than others under consideration, a
contract may be negotiated and awarded to that Offeror. The file will show the Committee's
perception of the strengths and weaknesses of each proposal received as basis for the
selections.
The successful firm will be expected to enter into a contract with the City of Suffolk based upon
their submittal, any additional negotiated terms, and best and final pricing. The successful firm
will be expected to execute and return the contract documents to the City within ten (10)
business days of receipt.
RFP 26101-AG Page 9

10.0 ADDITIONAL INSTRUCTIONS
1. Use of Form: All proposals should be submitted in electronic(.pdf) format in
accordance with this form. The offeror may attach/scan other information as required
to the electronic document that will be made a part of the proposal. Electronic submittals
on CD, DVD, flash drives, or other electronic media will be accepted if delivered prior
to the closing time. The preferred method is by an attachment to an email addressed
to: proposals@suffolkva.us. ZIP files cannot be accepted.
2. Submittals: Except as noted above, all proposals shall be sent as an attachment to
email to: proposals@suffolkva.us. The subject line must show the proposal number and
title.
3. Late Proposals: Proposals, if received by the City's Purchasing Division ("Purchasing")
after the date and time specified, will not be considered. It will be the responsibility of
the offeror to see that their proposal is received by Purchasing as specified. There will
be no exceptions. Electronic proposals show the date and time sent. This must be prior
to the closing date published on the front cover.
4. City Hall Closure: Should the City's electronic networks connectivity prevent receipt of
proposals at the time of the scheduled proposal closing, the proposals will be accepted
and opened on the next business day of the City, at the original scheduled hour, or as
soon as connectivity is restored during normal business hours.
5. Competition Intended: It is the City's intent that this RFP permits competition. It shall
be the offeror's responsibility to advise the Contract Officer in writing if any language
requirement, specification, terms, conditions, or any combination thereof, inadvertently
restricts or limits the requirements stated in this RFP to a single source. Such
notification must be received by the Contract Officer prior to the date set for proposals
to close.
6. Contract Quantities: The quantities specified in the RFP are estimates only unless
otherwise clearly noted, and are given for the information of Offeror and for the purpose
of proposal evaluation. They do not indicate the actual quantity that will be required,
since such volume will depend upon requirements that may develop during the contract
period. Quantities shown shall not be construed to represent any amount which the City
shall be obligated to purchase under the contract, or relieve the offeror of his obligation
to fill all orders placed by the City, except as clearly noted.
7. Delivery: The time of delivery of services must be stated in definite terms. If time of
delivery for different goods and/or services varies, the offeror shall so state.
8. Offeror's Qualifications: Only proposals from established offerors for work similar in
scope to work herein shall be considered; the City reserves the right to request specific
reference information prior to award. Offeror shall demonstrate that they have adequate
and appropriate manpower, tools and equipment to respond and perform in accordance
with the provisions herein.
The City may, at its option, disqualify an offeror and reject its proposal for cause.
Reasons deemed to be sufficient for this action shall include, but not be limited to, the
following:
RFP 26101-AG Page 10