Request for Proposals
Town of Gordonsville, Virginia
Professional Civil Engineering and Design Services
for Town Hall Parking Lot Redevelopment
I. PURPOSE OF SOLICITATION
The Town of Gordonsville, Virginia, hereinafter referred to as “the Town”, is soliciting proposals
from qualified applicants, hereinafter referred to as “the Offeror”, to provide civil engineering and
design services for the development of site design and construction plans for the redevelopment of
the parking lot and access drive around its Town Hall and Visitor Center, hereinafter referred to
as “the Project”, and the development of an RFP to solicit construction services through a
traditional design-bid-build process.
II. GENERAL INFORMATION
Gordonsville Town Hall is located at 112 S. Main Street and is the location of the Town Manager’s
office, the Treasurer’s office, and the Town’s Police Department. Also located on the campus is
the Town’s Visitor Center. The old town shop, situated behind Town Hall and formerly the
location of the Town’s Public Works Department, will be demolished and removed to make room
for additional parking to serve the downtown area as the final step of the town’s Main Street
streetscape project undertaken in 2015-2017. Attached is a schematic that shows the property
The Town desires a redeveloped parking lot and access drive with improved drainage and
stormwater management, landscaping and lighting to serve the downtown area. The current
condition of the parking lot pavement is fair in most locations but is failing in the area that serves
as an access drive around the building. The varied slopes of the parking lot cause water runoff to
collect and pond along its western edge behind the Visitor Center, putting the building at risk for
flooding during significant rain events.
III. SCOPE OF SERVICES
The Scope of Services for the Project will involve the design and other related services for site
development for parking lot and access drive redevelopment to including but not limited to
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property survey, erosion and sediment control, stormwater management, utility relocation,
landscaping, lighting and paving for parking areas, driving lanes and loading zones.
The successful candidate, hereinafter referred to as the “Professional” shall perform all design and
related services necessary to produce a complete set of construction plans and specifications
suitable for solicitation of firm fixed-price bids. Services shall include preparation and distribution
of construction project manuals and construction bid packages, construction cost estimates,
advertising the Project for bid, attendance at the construction bid opening, and assistance in
evaluating construction bids. The Town may, at its discretion, choose to issue separate invitations
for bids to select one or more construction contractors for the Project.
IV. SPECIAL REQUIREMENTS FOR PERFORMANCE OF PROFESSIONAL
A. Task 1 - Schematic Design.
1. The Professional shall be prepared to meet with Town staff to review and discuss
project goals, existing conditions and current infrastructure project status.
2. The Professional shall be prepared to survey and prepare maps of existing conditions
within the Project Area including, as applicable, grades and lines of streets, pavement,
poles, utilities, buildings, structures, other improvements and trees.
3. The Professional shall be prepared to work with the Town Council, the Town Public
Works Director and the Town Manager to develop a Schematic Design with alternative
approaches to the design of the Project.
4. The Professional shall be prepared to present the Schematic Design documents with
alternative approaches to the design of the Project to Town Council for approval.
Schematic Design documents should consist of drawings and other documents
illustrating the scale and relationship of project components and preliminary project
B. Task 2 – Construction Documents.
1. The Professional shall prepare and present construction documents consisting of plans,
and specifications setting forth in detail the complete requirements for the construction
of the project and detailed cost estimates.
2. Plans shall show the physical location of all natural and man-made features present
within the Project Area. The Professional shall be responsible for the survey layout of
all construction improvements.
3. Plans shall be prepared to show phases of construction that can readily be separated out
for inclusion in one or more separate invitation(s) for bids for construction contracts.
If at any time the Professional knows or has reason to believe that the cost of
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constructing the Project will or might exceed the Town's budget, the Professional shall
promptly notify the Town. The Town, without liability to the Professional, may delete
portions of the Project from the list of those to be performed and from the work required
by the contract with the Professional.
4. All plans that will be provided to the construction contractor shall incorporate standard
details and specifications for all improvements including site preparation, site paving,
site work, lighting, utilities and landscaping. It shall be the responsibility of the
Professional to become familiar with the Project Area and to obtain knowledge of the
requirements of all Town laws or ordinances pertaining to the design, location or
construction of the Project.
5. Cost estimates shall include itemized construction cost estimates for each element of
the Project. Estimates should include all costs associated with constructing the project,
including but not limited to site preparation, site paving, site work, lighting, utilities
6. In addition to the Construction Plans, the Professional shall be responsible for
preparation of specifications and special requirements for inclusion within the
construction bid documents, and for assembly and distribution of the Construction
Manual(s) issued in connection with one or more Invitation(s) for Bids for procurement
of construction services. Each Construction Manual will include the relevant Invitation
for Bids, instructions to bidders, Specifications and Special Conditions/Requirements,
the Construction Plans, General Conditions and a form Construction Contract.
Preparation of the Construction Plans, the Special Conditions/Requirements and the
Specifications shall be the Professional’s sole responsibility. The Professional shall
furnish copies of the Construction Plans and Specifications in sufficient quantity to
handle the needs of bidding and construction.
C. Task 3 – Construction Bidding.
1. Upon direction of the Town, the Professional shall assist the Town in advertising the
construction contract(s) for the Project and conduct one pre-bid conference. The Town
will issue one or more Invitations(s) for Bids for procurement of construction services.
2. Following the Town’s award of the construction contract, the Professional shall
schedule and conduct a pre-construction conference.
D. Task 4 - Construction Management.
1. During the construction phase, the Professional shall make site observations as
necessary upon the Town’s request and prepare change orders as necessary for the
Town’s approval and execution in accordance with the construction contract
documents. The precise scope of other inspections to be rendered by the Professional
shall be determined through negotiations with the Town.
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V. DESIGN SCHEDULE/DELIVERABLES
The overall desired schedule for the project is attached.
A. Task 1 - Schematic Design. The Professional shall be prepared to submit for review the
Schematic Design concept to the Town (six sets) within sixty (60) calendar days of the award
of the contract for Professional Services.
B. Task 2 – Construction Documents.
1. The Professional shall be prepared to submit for review Construction Plans and
Specifications to the Town (three sets) within sixty (60) calendar days of the Town’s
acceptance of the Schematic Design. Review of lighting and landscaping will be
performed by the Town. The Professional will coordinate with Orange County Building
Development Services for project erosion and sediment control and stormwater
management review. Additional submissions resulting from the Professional submitting
documents that the Town determines lack the required detail shall be made at no additional
cost to the Town. If the completed plans and bid documents are rejected because they are
incomplete they shall be promptly revised and resubmitted at no additional cost to the
2. Plats for all required utility easements or other required easements must be submitted
within twenty (20) days after the Town’s approval of the construction plans and
specifications. The Professional shall submit two (2) copies of each plat to the Town.
3. The completed set of Construction Plans, Specifications and Special Conditions/
Requirements must be provided within thirty (30) days after the Town’s approval. The
Professional shall submit three sets to the Town. In addition, one complete set of plans
shall be provided per bidder, and additional copies requested by bidders shall be provided
at direct cost. For construction purposes upon selection of a construction firm, a minimum
of three plan set copies shall be provided for the contractor.
VI. CONTENT OF PROPOSALS
Each proposal submitted in response to this request should contain the following:
A. The proposal must clearly state payment terms desired. Such terms as proposed shall be
B. Each Offeror, by submitting a Proposal in response to this RFP, shall be deemed to certify and
represent that (i) it is an individual, or an organization of professionals, experienced in the type
of services the Town is engaging a professional to perform; (ii) it is authorized and licensed to
do business in the Commonwealth of Virginia; (iii) it is qualified, willing and able to perform
the professional services sought for the Project; and (iv) has the expertise and ability to provide
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professional services which will meet the Town’s objectives and requirements, and which will
comply with the requirements of all governmental, public and quasi-public authorities and
agencies having jurisdiction over the Project. Within its Proposal submitted in response to this
RFP each Offeror shall include references and other documentation sufficient to enable the
Town to verify the above-referenced representations.
C. Within its Proposal, each Offeror shall list and describe similar projects and include references
from at least three similar projects that may be contacted regarding same. Municipal
government examples are preferred.
D. Within its Proposal, each Offeror shall include the résumé(s) of the person(s) who will be
supervising and conducting the work. Qualifications statements and résumés shall include the
individuals’ experience on other similar projects.
E. Any additional information the Offeror wishes to submit in support of its qualifications for
performance of the Work. NOTE: Overly elaborate and/or lengthy proposals are
discouraged. Information provided should be precise, focus on how the Offeror fulfills the
evaluation criteria, and why it is fully qualified, responsible and suitable for performance of
VII. INSTRUCTIONS TO OFFERORS SUBMITTING PROPOSALS
Six (6) copies of the proposal will be received until 2:00 p.m. (local time) Friday, July 17,
A. Proposals must be submitted by the date and time indicated above or they will remain
unopened. No allowances will be made for postmark or error in delivery. It is the responsibility
of the Offeror to ensure timely and correct delivery of the proposal.
B. Proposals should be submitted to:
Deborah S. Kendall, Town Manager
Town of Gordonsville
P. O. Box 276
112 South Main Street
Gordonsville, VA 22942
C. The face of the container shall be clearly marked with the following:
RFP FOR: Town Hall Parking Lot Redevelopment
OPEN: 2:00 p.m., Friday, July 17, 2020
D. All proposals must be and remain binding for 90 days from opening date.
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