Project Information

Bid Title

On-Call Professional Engineering Inspection Services

Issuing Agency

Town of Warrenton

Location

Virginia

Published Date

Oct 21, 2025

Closing Date

Dec 2, 2025

Government Level

State & Local

Status

Closed

Ref. #

26-004

Original Source

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Bid Documents

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Project Description

Bid Number:	26-004
Bid Title:	On-Call Professional Engineering Inspection Services
Category:	Request for Proposal
Status:	Open

Description: The Town of Warrenton (“Town”) is seeking sealed proposals from qualified firms with experience in various professional engineering inspection services and to provide such services to the Town for various projects from time to time, including, but not limited to those described herein. Publication Date/Time: 10/20/2025 1:00 PM Closing Date/Time: 12/2/2025 1:00 PM Bid Opening Information: See RFP Pre-bid Meeting: N/A Contact Person: See RFP Related Documents: RFP 26-004 On-Call Professional Engineering Inspection Services (PDF)

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TOWN OF WARRENTON, VIRGINIA

Request for Proposal: On-Call Professional Engineering Inspection Services

RFP Number: 26-004

Closing Date: December 2, 2025 at 1:00 PM

ALL PROPOSALS MUST BE RECEIVED BY THE CLOSING DATE AND TIME TO BE CONSIDERED

Prior to the stated Closing Date and Time, Offerors may email proposals to the Purchasing Agent at the email

address listed below. Whether emailed or not, one (1) signed, hard-copy original as well as three (3) copies of

the proposal, including any attachments, shall be timely mailed or delivered to:

By Mail:

Town of Warrenton

Purchasing Agent

P.O. Box 341

Warrenton, VA 20188

By Hand:

Town of Warrenton

Purchasing Agent

21 Main Street

Warrenton, VA 20186

All inquiries for information regarding procurement procedures, selection criteria, proposal submission

requirements, or other fiscal/administrative concerns shall be directed to:

Purchasing Agent

21 Main Street

Warrenton, VA 20186

Phone: 540-347-1101

e-mail: procurement@warrentonva.gov

For technical information relating to this RFP, please contact:

Michael Wharton, Project Coordinator

7240 Blackwell Road

Warrenton, VA 20187

Phone: 540-714-9234

email: mwharton@warrentonva.gov

In compliance with this Request for Proposal and all the conditions imposed herein, the undersigned offers and

agrees to furnish the goods, and/or services in accordance with the signed proposal or as mutually agreed upon

by subsequent negotiations.

Company

Name:

PRINT OR TYPE COMPANY NAME

Date:

Address:

Fax #:

By:

Title:

Signature:

PRINT OR TYPE INDIVIDUAL’S

NAME

Phone #:

E-mail:

FEIN/SSN

CERTIFICATION PAGE

RETURN THIS PAGE WITH PROPOSAL SUBMISSION

RFP 26-004 On-Call Professional Engineering Inspection Services

Page 1

TOWN OF WARRENTON, VIRGINIA

Request for Proposal: On-Call Professional Engineering Inspection Services

RFP Number: 26-004

Closing Date: December 2, 2025 at 1:00 PM

ALL PROPOSALS MUST BE RECEIVED BY THE CLOSING DATE AND TIME TO BE CONSIDERED

SCOPE OF SERVICES:

I. PURPOSE

The Town of Warrenton (“Town”) is seeking sealed proposals from qualified firms

with experience in various professional engineering inspection services and to provide

such services to the Town for various projects from time to time, including, but not

limited to those described herein.

II. BACKGROUND

The Town anticipates several upcoming projects, many of which are listed in the

Town’s approved Capital Improvement Program (“CIP”), that will require various

inspection services. Projects requiring bridge, dam, drainage structure, transportation,

and utility inspection services include, but are not limited to, those involving the

Town’s Water Treatment Plant (“WTP”); Wastewater Treatment Plant (“WWTP”);

Main Street; VDOT SGR paving schedules; and future sidewalk/transportation

projects. All necessary staffing, management, materials, equipment and supplies shall

be provided by the firm(s) to complete the identified services.

III. INSPECTOR’S RESPONSIBILITIES

The Inspector’s responsibilities shall include, but are not limited to:

a. Review project documents to understand scope of project.

b. Keep and maintain a daily work report and materials notebook, per the

VDOT Locally Administered Projects (“LAP”) Manual.

c. Maintain a submittal and Request for Information (“RFI”) log.

d. Perform and record testing on all materials installed by the general

contractor, per VDOT specifications.

e. Advise the Town’s Project Coordinator of changes that will affect

construction and make appropriate recommendations.

f. Ensure that the construction general contractor is not violating any

safety rules or regulations and maintains the requirements of ROW,

MOT and other permits.

g. Throughout the life of the project, strive to ensure that:

i. the project is carried out in accordance with the plans and

specifications and in accordance with the approved schedule;

ii. all requirements of the project have been assigned;

iii. likelihood of any and all jurisdiction disputes have been

minimized; and

RFP 26-004 On-Call Professional Engineering Inspection Services

Page 2

iv. all tasks and activities are synchronized and coordinated to

minimize interruption of the work and avoid delays in the

schedule.

h. Prior to starting, submit resumes and certifications of the personnel

assigned to the project to the Project Coordinator.

i. Perform inspection of contractor’s installation and maintenance of

erosion control devices according to DEQ regulations and

specifications.

j. Determine and ensure the work being performed is in accordance with

the contract documents and Town/VDOT specifications.

k. Maintain at the project site a complete set of all contracts, drawings, and

specifications.

l. In conjunction with the Town’s Project Coordinator, review the

contractor’s application for substantial and final completion and

recommend a course of action.

m. In conjunction with the Town’s Project Coordinator, review the general

contractor’s application for final payments and recommend a course of

action.

n. Prepare a list of incomplete or unsatisfactory items and a schedule for

their completion.

o. Perform soil density and concrete field testing.

p. Conduct inspections and verify whether work is substantially

completed.

q. Perform routine bridge/structure safety inspections, per VDOT,

following National Bridge Inspection Standards (NBIS).

r. Perform yearly inspection to the Town’s Dam at the reservoir according

to DCR and State of Virginia Regulations.

IV. PROPOSAL REQUIREMENTS

ALL PROPOSALS SHALL BE SIGNED AND SEALED IN AN ENVELOPE PLAINLY

MARKED ON THE OUTSIDE, "SEALED PROPOSAL FOR RFP 26-004: ON-CALL

PROFESSIONAL ENGINEERING INSPECTION SERVICES TO BE OPENED ON

DECEMBER 2, 2025 AT 1:00 PM", AND SHALL BE FORWARDED TO THE

PURCHASING AGENT AT THE ADDRESS FOUND ON PAGE 1 OF THIS

SOLICITATION. IN ADDITION TO MAILING OR HAND-DELIVERING HARD

COPIES, OFFERORS MAY ALSO ELECT TO EMAIL PROPOSALS TO THE

PURCHASING AGENT AT THE EMAIL ADDRESS LISTED ON PAGE 1 OF THIS

SOLICITATION.

Proposals shall be signed by an authorized representative of the firm. All information requested

must be submitted. Failure to submit all request information by the closing date may result in the

Offeror’s proposal being deemed nonresponsive. The Town is not responsible for delays in the

delivery of the mail by the U.S. Postal Service or by private/3rd party couriers. It is the sole

responsibility of the Offeror to ensure that its proposal arrives to the designated location by the

specified date and time.

RFP 26-004 On-Call Professional Engineering Inspection Services

Page 3

Proposals shall be prepared simply and economically, providing a straightforward and concise

description of the Offeror’s capabilities to satisfy the RFP requirements. Emphasis should be on

completeness and clarity of content. Proposals may be submitted via email to the Purchasing

Agent at: procurement@warrentonva.gov. Whether emailed or not, one (1) manually signed,

hard-copy original as well as three (3) copies of the proposal shall be submitted to the Town of

Warrenton Purchasing Agent for review purposes. Each copy of the proposal should be bound in

a single volume. All documentation submitted with the proposal should be bound in that single

volume. Elaborate brochures and other representations beyond sufficient to present a complete

and effective proposal are neither required nor desired.

Any information thought to be relevant, but not applicable to the enumerated scope of work, should

be provided as an appendix to the proposal.

Each Offeror’s firm submitting a proposal shall provide an updated statement of qualifications.

The minimum requirements for a complete proposal which will be considered are outlined

below. This information should be submitted in the format outlined below with tabs, to include a

table of contents:

a. Certification Page and the return of this completed RFP and any addendums,

acknowledgments, signed and filled out as required. Any Addenda will be posted

on the Town’s website. It is the responsibility of the Offeror to check the Town’s

website prior to the Closing Date for any issued Addenda and to submit with their

proposal any and all Addenda acknowledgements signed by an individual

authorized to sign on behalf of their organization.

b. Expertise and experience of the firm relative to the scope of services contained in

this RFP.

i. This section should include recent project information of similar type

completed along with the name and telephone number of the contact for

each project. Examples of each type of project identified in the RFP are

desirable.

ii. Identification and statement of qualifications of all project team members

who will be assigned to the project, including those responsible for "hands

on" work, as well as those assigned for supervision and oversight

responsibilities.

iii. Identification and statement of qualifications of any and all additional

associate professionals, if any, to be used, with a description of their

role(s) on the project team.

c. Financial responsibility of the firm. The firm shall procure and maintain for the

duration of the contract insurance against claims for injuries to persons or damages

to property which may arise from or in connection with the performance of the

RFP 26-004 On-Call Professional Engineering Inspection Services

Page 4

work hereunder by the firm, its agents, representatives, employees, or

subcontractors.

The firm shall agree to provide proof of insurance naming the Town of Warrenton

as additional insured and, if requested, a certified copy of said policy or

endorsement(s) before commencement of the contract. All insurance shall be placed

with an insurer licensed to do business in the Commonwealth of Virginia. The

underwriter shall be subject to the approval of the Town of Warrenton.

The Firm shall maintain limits no less than:

i. General Commercial Liability: $1,000,000 (One million dollars) combined

single limit per occurrence for bodily injury, personal injury and property

damage. The general aggregate limit shall apply separately to this

project/location or the general aggregate shall be twice the required

occurrence limit.

ii. Automobile Liability: $1,000,000 (One million dollars) combined single

limit per accident for bodily injury and property damage.

iii. Worker's Compensation and Employer's Liability: Worker's Compensation

as required by the Code of the Commonwealth of Virginia and Employer's

Liability with limits of $1,000,000 (One million dollars) per accident.

iv. Professional Liability coverage (errors and omissions), $1,000,000 per

claim.

The Town reserves the right to require higher limits on any contract. Prior to

commencing work under a resulting contract, the successful offeror shall furnish

the Town with proof of insurance naming the Town, its officers, employees, agents,

as additional insured. A 95-day notice in writing of cancellation or non-renewal

will be furnished by certified mail to the purchasing office at the address indicated

on the solicitation. The successful Offeror (“Contractor”) agrees to be responsible

for, indemnify, defend and hold harmless the Town, its officers, agents and

employees from the payment of all sums of money by reason of any claim against

them arising out of any and all occurrences resulting in bodily or mental injury or

property damage that may happen in connection with and during the performance

of the contract including, but not limited to, claims under the Worker's

Compensation Act.

The Offeror agrees that it will, at all times, after the completion of the work, be

responsible for, indemnify, defend and hold harmless the Town, its officers, agents

and employees from all liabilities resulting from bodily or mental injury or property

damage directly or indirectly arising out of the performance or nonperformance of

the contract.

d. A good representation of the number, type and value of all current projects in the

RFP 26-004 On-Call Professional Engineering Inspection Services

Page 5

Commodity Codes

• NAICS 541330Engineering Services

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