RFP 25-3583JTM Architectural & Structural Engineering

Agency:	City of Hampton
State:	Virginia
Type of Government:	State & Local
NAICS Category:	541330 - Engineering Services
Posted Date:	May 8, 2025
Due Date:	May 29, 2025
Solicitation No:	RFP 25-3583JTM
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Bid Number:	RFP 25-3583JTM
Bid Title:	RFP 25-3583JTM Architectural & Structural Engineering
Category:	Entity: Schools
Status:	Open

Description:

THE CITY OF HAMPTON, HAMPTON CITY SCHOOLS AND ECONOMIC DEVELOPMENT AUTHORITY ARE JOINTLY SEEKING PROPOSALS FROM QUALIFIED OFFERS TO PROVIDE ON CALL PROFESSIONAL ARCHITECTURAL AND ENGINEERING CONSULTING SERVICES IN SUPPORT OF THE MAINTENACE, REPAIR AND DESIGN REQUESTED FOR UPGRADE TO CITY AND HACS OWNED FACILITIES.

Publication Date/Time:

5/6/2025 9:00 AM

Closing Date/Time:

5/29/2025 11:00 AM

Contact Person:

TAMMY MARTIN, CPPB, VCA, SENIOR BUYER
757-727-2205
[email protected]

Attachment Preview

REQUEST FOR PROPOSALS – PROFESSIONAL SERVICES

ARCHITECTURE AND ENGINEERING

ISSUE DATE:

May 6, 2025

DATE/TIME OF CLOSING:

May 29, 2025 at 11:00 a.m.

RFP #: 25-3583JTM

BUYER NAME:

Tammy Martin, CPPB, Senior Buyer

NGIP CODE: 925.56 925.88

COMMODITY:

Architectural & Structural Engineering

THE CITY OF HAMPTON, HAMPTON CITY SCHOOLS AND ECONOMIC DEVELOPMENT AUTHORITY ARE

JOINTLY SEEKING PROPOSALS FROM QUALIFIED OFFERORS TO PROVIDE ON CALL PROFESSIONAL

ARCHITECTURAL AND ENGINEERING CONSULTING SERVICES IN SUPPORT OF THE MAINTENANCE, REPAIR

AND DESIGN REQUESTED FOR UPGRADE TO CITYAND HCS OWNED FACILITIES.

ACKNOWLEDGE RECEIPT OF ATTACHMENTS: A

ACKNOWLEDGE RECEIPT OF ADDENDUM (S): 1

Pre-Proposal Conference – N/A

OFFEROR NAME:

(Please initial)

COMPETITIVE NEGOTIATION. This Request for Proposals (“RFP”) is subject to the competitive negotiation provisions outlined

in Virginia Code §2.2-4302.2. In addition, the City requires that proposals be sealed. Sealed proposals will be received in the

Issuing Office or via DemandStar (www.demandstar.com) until Closing Date and Closing Time as specified in this solicitation

including any addenda issued by this office. Proposals received by telephone, email, facsimile, or any other means of electronic

transfer shall not be accepted. The City of Hampton is not responsible for late delivery by the United States Postal Service or any

other courier. All inquiries for information regarding this RFP are to be directed to the Issuing Office as defined herein.

THIS IS NOT AN ORDER. The City of Hampton, hereafter referred to as “the City”, reserves the right to accept or reject any and all

proposals in whole or in part and waives any informality in the competitive negotiation process. Further, the City reserves the right to

enter into any one or more contracts deemed to be in its best interest. The entire contents of the RFP, and addenda, offeror’s proposal

and negotiated changes shall be incorporated by reference into any resulting contract.

Offeror Information:

Name of Offeror:

Address:

Phone Number:

Fax Number:

Email Address:

State Corporation Commission ID: ______________________

City of Hampton Business Prof. License Tax No.:

Federal Tax Identification Number: ___________________; OR Social Security Number (Sole Proprietor):________________

NOTE: Numbers identified as social security numbers will be redacted in public documents.

Business Classification:

Is Offeror a “minority” business? Yes No

African American

Hispanic American

Native American

Asian American

Other; Please Explain: ______________________________________________________

Is Offeror Woman Owned? Yes

Is Offeror a Small Business? Yes No

Is Offeror a Faith-Based Organization?

Yes No

Is Offeror a Disabled Veteran Business? (for informational purposes only)

Yes

Check One: INDIVIDUAL

PARTNERSHIP

CORPORATION

LLC

State in which Registered or Incorporated _____________________________

By signing this proposal, Offeror certifies, acknowledges, understands, and agrees to be bound by the conditions set forth above,

in the Proposal Terms and Conditions, and General Terms and Conditions as described in Attachment A subject to any

exceptions made pursuant Virginia Code § 2.2-4302.2. A.4 to the proposed contractual terms and conditions made after the

qualified offerors are ranked for negotiations unless such terms and conditions are required by statute, regulation, ordinance,

or standards developed pursuant to Virginia Code § 2.2-1132.

Authorized Signature:

Date:

Printed Name:

Title:

Issuing Office: Wherever used in this Request for Proposal, the Issuing Office Will Be:

Tammy Martin, Senior Buyer

Consolidated Procurement Division

1 Franklin Street, Suite 345

Hampton, Virginia 23669

Phone: 757-727-2205

Email: tmartin@hampton.gov

Wherever used in this Request for Proposal, the City Contract Administrator will be:

Quentena Zanders, Project Manager

HCS Maintenance & Operations

2113 Woodmansee Dr.

Hampton, Virginia 23663

Phone: 757 -850-7281

Email: qzanders@hampton.gov

City of Hampton – A&E RFP

(rev. 12-6-22)

Page 2 of 39

I. BACKGROUND

Hampton, Virginia

Hampton is an independent city located in Virginia. It is on the southern end of the Virginia Peninsula, bordering

the Chesapeake Bay. The City has a total area of 136.2 square miles; 51.8 miles of that is land and 84.4 miles is

water, with a total population of more than 137,000.

The City boasts a strong military and technology presence. The nation’s first air base, Langley Air Force Base, is

home of the First Fighter Wing and continuing to add new missions. As Joint Base Langley-Eustis, it contributes

nearly $4 billion a year to the regional economy. NASA Langley Research Center, where America’s first

astronauts were trained, is a major center for aviation research. In addition, the National Institute for Aerospace,

run by a consortium of universities, conducts research on both manned and unmanned systems. The most recent

research center is Huntington Ingalls, which located its Unmanned Systems Center of Excellence in Hampton to

focus on military and business applications for underwater drones. Virginia Tech has an expanded research center

focused on seafood and aquaculture and opened an office and lab space as part of its Center for Coastal Studies.

In addition to these advanced research centers, higher education opportunities include Hampton University, a pre-

eminent HBCU that offers 90 programs; the Virginia Peninsula Community College; Old Dominion University’s

Peninsula Center; and Bryant & Stratton College.

The City is also home to multiple medical facilities including Sentara Careplex Hospital, the Hampton Veteran’s

Administration Medical Center, the Hampton University Proton Therapy Institute for specialized cancer

treatment, centers affiliated with Riverside Regional Medical Center and the Children’s Hospital of the Kings’

Daughters, as well as military and retiree care at the Langley base.

Other major employers include Science Systems and Applications, Analytical Mechanics, Howmet, Amsec,

Measurement Specialists Inc., Zel Technologies, Ferguson Enterprises, Registrar, Liberty Source, Old Point

National Bank, VersAbility Resources, and Faneuil. Huntington Ingalls also has employees at another Hampton

location (in addition to the Unmanned Center). Tourism is also an important economic driver.

The City is situated between two airports, each less than 15 miles from downtown: Norfolk International Airport

and the smaller Newport News/Williamsburg International Airport.

Hampton is part of a dynamic metropolitan region. Besides Hampton, the region contains four other cities with

populations greater than 100,000. Hampton Roads now has a population of 1.8 million and is the 37th largest

metropolitan region in the nation.

The city’s public school system has been recognized nationally, and the city’s government has been recognized

for its flooding resilience programs, transparency, use of technology to benefit residents, and extensive citizen

engagement.

Hampton is a welcoming and diverse city – large enough to provide a wide variety of festivals, music, arts and

culture – but small enough that people know their neighbors. Hampton is more than 400 years old (the oldest

continually occupied city in the original 13 Colonies) and has a rich history. Approximately half of the residents are

African-American, and 37% are white, with the remainder split among multiple races and other categories. About

6% of the population is Hispanic. Additional demographic data may be accessed by the hyperlink:

http://hampton.gov/90/Demographics

II. PROPOSAL TERMS AND CONDITIONS

A. Contract Documents. This RFP, its addenda(s), Offeror’s proposal, any additional information requested,

negotiated changes, and the final awarded contract will constitute the final contract hereafter referred to as the

City of Hampton – A&E RFP

(rev. 12-6-22)

Page 3 of 39

“Contract”. These documents will be incorporated by reference into the City Purchase Order(s) that award the

Contract. The Contract shall be governed by the contract documents in the following order of precedence:

1. The final negotiated Contract

2. The RFP, its attachments, and its addenda

3. Any negotiated changes to the foregoing documents

4. Offeror’s proposal

B. Copies of Contract Documents. If Offeror is awarded the Contract, Offeror will receive electronic copies of all

documents. All original documents will be maintained at the Issuing Office. If Offeror requires a certified copy

of any document to which Offeror is entitled, the Issuing Office will accommodate that request.

C. Proposal Binding for One Hundred Twenty (120) Days. Offeror agrees that its proposal shall be binding and

may not be withdrawn for a period of one hundred twenty (120) calendar days after the scheduled closing date of

this RFP.

D. Proprietary Information/Non-Disclosure. Offeror is advised that the Virginia Public Procurement Act (Section

2.2-4342, Code of Virginia, 1950 as amended) shall govern public inspection of all records submitted by Offeror.

1. Offeror may invoke the protections of §2.2-4342 of the Code of Virginia to protect trade secrets,

proprietary information, and other confidential information provided by the Offeror:

i. Invoke the protections of this Section prior to, or upon submission of, the data or other materials.

ii. Provide a statement that identifies the data or other materials to be protected and that states the

reasons why protection is necessary.

iii. Submit trade secrets or other proprietary information under separate cover in a sealed envelope

clearly marked “PROPRIETARY”.

iv. References to the proprietary information may be made within the body of the proposal; however,

all information contained within the body of the proposal shall be public information in

accordance with State statutes.

v. An all-inclusive statement that the entire proposal is proprietary is unacceptable. A statement that

Offeror’s costs and/or proposal pricing are to be protected is unacceptable. Offeror will be

requested to remove any such statement(s) in order to be eligible for further consideration.

2. The City reserves the right to submit such information to the City Attorney for concurrence of the

Offeror’s claim that it is in fact proprietary. Information submitted that does not meet the above

requirements will be considered public information in accordance with the VFOIA.

D. Offeror Obligation. Offeror shall carefully examine the contents of this RFP and any subsequent addenda(s).

Failure to do so shall not relieve the Offeror of its obligation to fulfill the requirements of any contract awarded as

a result of this RFP.

E. Conditions of Work. Offeror shall inform itself fully of the conditions related to services required herein.

Failure to do so will not relieve an Offeror of the obligation to furnish all goods and/or services necessary to carry

out the provisions of the Contract.

F. Offeror Representations and Acknowledgements. The attached “Offeror Representations and

Acknowledgements” at Attachment C to this RFP, shall be executed by Offeror and is to be submitted with

Offeror’s Proposal. The requirements set forth on said form shall be considered to be binding terms and

conditions in any contract resulting from this RFP. A contract will not be awarded to an Offeror who has not

signed the Offeror Representations and Acknowledgements.

SCOPE OF CONTRACT

The purpose of the Request for Proposal (RFP) is to solicit proposals to establish a contract(s) for the provision of on-call

professional architectural and engineering consulting services.

A. General Requirements

1. The City of Hampton, The School Board of The City of Hampton and Economic Development are seeking expressions

of interest and statements of qualifications for professional engineering services for architectural and structural

investigation, inspection and design.

City of Hampton – A&E RFP

(rev. 12-6-22)

Page 4 of 39

2. The City of Hampton, The School Board for The City of Hampton and Economic Development desire to obtain on-call

professional engineering services to provide architectural and engineering consulting in support of the maintenance, repair

and design requested for upgrade to Solicitor-owned facilities.

3. All Work under the Contract shall be authorized by individual purchase orders on a project-by-project basis. Each

purchase order shall reference a detailed scope of work for that specific project and include a fixed fee and a completion

date.

B. Specific Requirements

1. Services to be provided include but not limited to the following:

a. Architectural and structural investigations of existing buildings to determine cause(s) of settlement, cracking, water

infiltration and other defects with recommendations for corrective measures with cost estimates.

b. Architectural study of existing buildings for interior and exterior finish upgrades, space planning and utilization and

related analysis, including budgetary estimates.

c. Condition assessments of Solicitor-owned facilities, including all major building components with prioritization of

recommended maintenance, repairs and replacements.

d. Preparation of as-built floor plans and elevations.

e. Prepare contract documents such as plans and specifications for maintenance, repair and replacement projects for

bidding in accordance with applicable procurement rules and regulations.

f. Provide construction contract administration services including on-site inspection services and submittal review and

approval.

g. Design, preparation of specifications and contract documents for new structures.

C. Deliverables

1. Deliverables will vary with each specific tasking. All investigations and studies shall include budgetary cost estimates

and supporting photographs as required. Contract documents shall include preliminary, pre-final and final submittal of

detailed plans and specifications (pre-final and final only).

2. Prior to an engagement to design a project the City’s Professional Services Contract must be executed by both parties.

1. INSTRUCTIONS TO OFFERORS

A. Contact with City/City Staff, Representatives, and/or Agents. Direct contact with City staff,

representatives, and/or agents other than the Consolidated Procurement Division staff on the subject of this

RFP or any subject related to this RFP is expressly prohibited except with the prior knowledge and

permission of the Purchasing Agent or designated representative.

B. Questions. Offerors must submit questions regarding the RFP in writing to the Issuing Office via fax (757)

727-2207 or email questions to tmartin@hampton.gov no later than 3:00 PM EST on May 15, 2025.

Necessary replies will be issued to all Offerors of Record as addenda that shall become part of the contract

documents. Oral instructions do not form a part of the proposal documents. Offeror is responsible for

checking website http://www.Hampton.gov/bids-contracts or contacting the Issuing Office within 48 hours

prior to proposal closing to secure any addenda issued for this RFP.

C. Changes or Modifications. Changes or modifications to this RFP made prior to the date and time of closing

will be addressed by addenda from the Issuing Office. Offerors are to acknowledge receipt of addenda in the

space provided on the cover page of this RFP. Oral communications are not a part of the proposal documents.

This RFP and any addenda shall be incorporated, by reference, into any resulting contract.

D. RFP Closing. Offeror shall ensure its sealed proposal is time stamped by the Issuing Office or DemandStar

no later than the Closing Date and Time shown on the cover page of the RFP. Proposals received after the

specified date and time (time stamped 11:01 AM or later) will not be considered and will be returned to the

Offeror unopened.

City of Hampton – A&E RFP

Page 5 of 39

(rev. 12-6-22)

This page summarizes the opportunity, including an overview and a preview of the attached documents.

* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.

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RFP 25-3583JTM Architectural & Structural Engineering

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