Project Information

Bid Title

Outdoor Memorial for Police Department

Issuing Agency

City of Suffolk

Location

Virginia

Published Date

Jan 30, 2026

Closing Date

Mar 11, 2026

Government Level

State & Local

Status

Closed

Ref. #

26036-AG

Original Source

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Bid Documents

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Project Description

Bid Number:	26036-AG
Bid Title:	Outdoor Memorial for Police Department
Category:	Purchasing Bid Board Posting
Status:	Open

Description: The City of Suffolk has issued this sealed Request for Proposal (RFP) for the sole purpose of obtaining responsive proposals from qualified firms to design and install an outdoor Police Memorial for the Suffolk Police Department. Publication Date/Time: 1/30/2026 12:00 AM Closing Date/Time: 3/11/2026 3:00 PM Pre-bid Meeting: yes Contact Person: Amy Gardner, NIGP-CPP, CPPB Senior Buyer (757)514-4015 agardner@suffolkva.us Special Requirements: The City of Suffolk has issued this sealed Request for Proposal (RFP) for the sole purpose of obtaining responsive proposals from qualified firms to design and install an outdoor Police Memorial for the Suffolk Police Department. Final memorial must be ADA Compliant and accessible to the community. Miscellaneous: Non-Mandatory Pre-proposal meeting & site visit: February 25, 2026 @ 10:00 a.m. Police Headquarters 111 Henley Place, Suffolk, VA Pre-proposal meeting and site visit is non-mandatory but preferred. This will be the only time to visit the site with City employees. Related Documents: RFP 26036 Attachment A- Site Location Photos Attachment B-Badge and Logo Photos

Attachment Preview

Request for Proposal

City of Suffolk

RFP#26036-AG

January 30, 2026

Purchasing Division

442 W. Washington Street, Room 1086

Suffolk, VA 23434-5237

Phone: (757) 514-7520 / Fax: (757) 514-7524

Outdoor Police Memorial for Suffolk Police Department

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 City of Suffolk has issued this sealed Request for Proposal (RFP) for the sole purpose of obtaining

responsive proposals from qualified firms to design and install an outdoor Police Memorial for the Suffolk

Police Department.

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.

Non-Mandatory Pre-proposal meeting & site visit: February 25, 2026 @ 10:00 a.m.

Police Headquarters 111 Henley Place, Suffolk, VA

Proposals are due: 3:00 p.m., March 11, 2026

Contract Officer: ________Amy Gardner________________

Amy Gardner, NIGP-CPP, CPPB, Senior Buyer, agardner@suffolkva.us

Firm Name:

Address:

City / State / Zip:

Telephone:

E-mail:

Print Name:

Signature:

RFP 26036-AG

**AN ELECTRONIC DOCUMENT SHALL BE PROVIDED**

FAX No.:

Title:

Date:

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:

https://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.

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.

Pre-proposal meeting and site visit is non-mandatory but preferred.

This will be the only time to visit the site with City employees.

RFP 26036-AG

Page 2

REQUEST FOR PROPOSAL

Outdoor Police Memorial for Suffolk Police Department

Table of Contents

SECTION/TITLE

1.0 PURPOSE .................................................................................................................................. 4

2.0 COMPETITION INTENDED.................................................................................................... 4

3.0 TERM OF CONTRACT ............................................................................................................ 4

4.0 SCOPE OF SERVICES.............................................................................................................. 4

5.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS ............................................................. 5

6.0 SPECIFIC PROPOSAL REQUIREMENTS.............................................................................. 7

7.0 EVALUATION AND AWARD CRITERIA............................................................................. 9

8.0 ADDITIONAL INSTRUCTIONS ............................................................................................. 9

9.0 CONTRACT TERMS AND CONDITIONS ........................................................................... 14

SIGNATURE SHEET .......................................................................................................................... 23

PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION ...................................... 24

EXCEPTIONS TO RFP ....................................................................................................................... 25

ANTICOLLUSION.............................................................................................................................. 26

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA .......................................... 27

RFP 26036-AG

Page 3

1.0 PURPOSE

The City of Suffolk has issued this sealed Request for Proposal (RFP) for the sole purpose of

obtaining responsive proposals from qualified firms to design and install an outdoor Police

Memorial for the Suffolk Police Department. Final memorial must be ADA Compliant and

accessible to the community.

2.0 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.

3.0 TERM OF CONTRACT

The contract shall become effective upon execution and end with project completion.

4.0 SCOPE OF SERVICES

Design and install an outdoor Police Memorial for the Suffolk Police Department.

The design must have the following elements:

1. Be made of granite or other similarly durable material

2. Have an attached patio with seating built into existing slope on site

3. Etched or otherwise engraved names of fallen officers with year of their deaths

(ranks, titles and names provided by City)

4. Etched or otherwise engraved names of fallen K9 officers with the year of their deaths

(names and dates provided by City)

5. Provide space for the addition of additional names over time

6. Provide font and sizing information to the Suffolk Police Department

7. Incorporate Suffolk Police Department patches, badges, imagery and/or logos into the

design (imagery provided by City)

8. Incorporate a working farm bell

Installation must take the following into consideration:

1. Site preparation including surveying, excavation, removal of existing river birch tree,

drainage, and foundation.

2. Final memorial must be ADA compliant and accessible to the community

Attachment A-Site Location Photos

Attachment B-Badge and Logo Photos

RFP 26036-AG

Page 4

5.0 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, and closing date 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.

The intent of using electronic submissions is to reduce paper usage and provide

economical approaches while permitting the offeror to demonstrate their skills,

education, experience, pricing, and ingenuity that would qualify them to be selected for

interview.

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.

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. Offeror must provide RFP

number, title and acceptance date. Material questions will be answered by Addendum

and will be posted on the City’s website: https://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:

https://www.suffolkva.us/Bids.aspx?CatID=17.

RFP 26036-AG

Page 5

Commodity Codes

• NAICS 453998All Other Miscellaneous Store Retailers (except Tobacco Stores)

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