Project Information

Bid Title

Engineering Services Railroad Annual Contract

Issuing Agency

City of Suffolk

Location

Virginia

Published Date

Mar 24, 2026

Closing Date

May 5, 2026

Government Level

State & Local

Status

Closed

Ref. #

26117-AG

Original Source

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Bid Documents

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Project Description

Bid Number:	26117-AG
Bid Title:	Engineering Services Railroad Annual Contract
Category:	Purchasing Bid Board Posting
Status:	Open

Description: The intent of this Request for Proposal is to obtain the services of a qualified professional engineering firm to provide engineering and consulting services to assist the City with issues involving railroad operations and the railway entities that work within the City of Suffolk. It is the intent of the City to establish a contract with a single firm (the Engineer). Engineers must be certified in Virginia. Publication Date/Time: 3/24/2026 12:00 AM Closing Date/Time: 5/5/2026 3:00 PM Pre-bid Meeting: none Contact Person: Amy Gardner, NIGP-CPP, CPPB Senior Buyer (757)514-4015 agardner@suffolkva.us Miscellaneous: The contract shall cover the period beginning July 1, 2026, 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. The initial first term is limited to one (1) year or when the cumulative total project fees reach the maximum cost authorized under Virginia Public Procurement Act §2.2-4303.1, whichever occurs first. Any unused amounts from the first contract term shall not be carried forward to the succeeding term. Related Documents: RFP 26117

Attachment Preview

REQUEST FOR PROPOSAL

City of Suffolk

RFP#26117-AG

March 24, 2026

Purchasing Division

442 W. Washington Street, Room 1086

Suffolk, VA 23434

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

Engineering Services-Railroad 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, title, and closing date in the subject line.

SCOPE OF WORK: The City of Suffolk has issued this sealed Request for Proposal (RFP) for the

sole purpose of obtaining responsive proposals from qualified firms to provide engineering and

consulting services associated with the City’s planning and coordination with the railway entities

within the City of Suffolk. Engineers must be certified in Virginia.

Proposals are due: 3:00 p.m., May 5, 2026

Contract Officer: ________Amy Gardner________________

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

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 this email address: 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. This prohibition shall also extend to the Suffolk City Council and other elected City

officials. Any such unauthorized contact may disqualify the bidder from the procurement

**AN ELECTRONIC DOCUMENT SHALL BE PROVIDED**

Company Name:

Address:

City / State / Zip:

Telephone:

FAX No.:

E-mail:

Print Name:

Title:

Signature:

Date:

RFP 26117-AG

Page - 1 -

In compliance with this Request for Proposal (RFP), and subject to all the conditions thereof, the

signatory offers, if this bid is accepted within ninety (90) calendar days from the date of the

opening agrees to furnish any or all of the items and/or services upon which prices are quoted, at

the price set opposite each item, to be delivered at the time and place specified herein. The above

signature certifies the bidder has read, understands, and agrees to all terms, conditions, and

requirements of this bid, and is authorized to contract on behalf of firm named above.

SOLICITATION DOCUMENTS

Additional 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.

Offers may be sent to proposals@suffolkva.us. Electronic copies (CD or thumb drive) may be

delivered to the Purchasing Office, 442 W. Washington Street, Room 1086, Suffolk, Virginia,

23434 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. Do not send Zip files. Zip files

cannot be accepted.

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.

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

RFP 26117-AG

Page - 2 -

REQUEST FOR PROPOSAL

Table of Contents

Engineering Services-Railroad Annual Contract

SECTION/TITLE

PURPOSE .......................................................................................................................... - 4 -

BACKGROUND .................................................................................................................. - 4 -

COMPETITION INTENDED................................................................................................ - 4 -

CONTRACT PERIOD ......................................................................................................... - 4 -

SCOPE OF SERVICES....................................................................................................... - 4 -

INSTRUCTIONS FOR SUBMITTING PROPOSALS ........................................................... - 5 -

SPECIFIC PROPOSAL REQUIREMENTS ......................................................................... - 7 -

EVALUATION AND AWARD CRITERIA ............................................................................. - 9 -

ADDITIONAL INSTRUCTIONS ......................................................................................... - 10 -

CONTRACT TERMS AND CONDITIONS ......................................................................... - 13 -

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

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

ANTICOLLUSION/NONDISCRIMINATION/DRUG FREE WORKPLACE CLAUSES ........ - 25 -

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA ................................ - 26 -

RFP 26117-AG

Page - 3 -

PURPOSE

The intent of this Request for Proposal is to obtain the services of a qualified professional engineering

firm to provide engineering and consulting services to assist the City with issues involving railroad

operations and the railway entities that work within the City of Suffolk. It is the intent of the City to

establish a contract with a single firm (the Engineer). Engineers must be certified in Virginia.

BACKGROUND

The City of Suffolk contains over 100 miles of railroad track with more than 50 at-grade crossings.

The City routinely deals with three different railroad companies and has need of a

consulting/designing consultant to help in these interactions. It is the intent of this RFP to result

in a contract with a qualified engineering firm to support the broad scope of efforts required to

help the City facilitate crossing improvements, quiet zone implementations, perform feasibility

studies, or assist in any means to improve safety or improve the quality of life with regard to

railroad impacts.

COMPETITION INTENDED

It is the City’s intent that this Request for Proposal (RFP) permits competition. It will be the

Offeror’s responsibility to advise the Purchasing Agent 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) days prior to the date set for bids to close.

CONTRACT PERIOD

The contract shall cover the period beginning July 1, 2026, 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.

The initial first term is limited to one (1) year or when the cumulative total project fees reach the

maximum cost authorized under Virginia Public Procurement Act §2.2-4303.1, whichever occurs

first. Any unused amounts from the first contract term shall not be carried forward to the succeeding

term.

Each contract shall have an option to extend the terms of the existing contract to all completion of

any work undertaken, but not completed, during the term of the contract.

SCOPE OF SERVICES

All services provided under this contract shall be performed in compliance with industry standards

and all federal, state, and local laws, ordinances and regulations including FRA (Federal Railroad

Administration), FHWA (Federal Highway Administration), VDOT (Virginia Department of

Transportation), EPA (Environmental Protection Agency), DEQ (Virginia Department of

Environmental Quality), VOSH (Virginia Occupational Safety and Health) and OSHA

(Occupational Health and Safety Administration) rules and regulations. Engineers must be

certified in Virginia.

RFP 26117-AG

Page - 4 -

Generally, the scope of service shall include all activities deemed necessary by the City to provide

engineering and consulting services associated with the issues involving railroad operations and the

railway entities that work within the City of Suffolk.

The services to be provided may include but not be limited to the following:

1. Perform engineering or feasibility studies related to improvements to at-grade crossings,

establishment of quiet zones, railway crossing enhancements, safety studies, stormwater

drainage, or other items where the City may wish to engage a rail entity to change or improve

safety or the quality of life.

2. Provide technical advice or guidance to the City in issues that require expertise in railway

regulations or operations.

3. Assist in scope or cost development for grant applications. Provide or suggest technical

design requirements for at-grade crossing improvements.

4. Provide engineering design or review of engineering designs for crossing improvements or

traffic/rail signal interconnections.

5. Assist the City in identifying means to mitigate roadway traffic concerns as a result of routine

railway operations.

6. Assist the City in developing plans to address safety at railway crossings.

7. Evaluate existing crossings for possible safety improvements for pedestrians, bicyclists, and

motor vehicles

INSTRUCTIONS FOR SUBMITTING PROPOSALS

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 (CD or thumb drive)

may be delivered to the Purchasing Office, 442 W. 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. It is the responsibility of the

Offeror to request confirmation of submittal. 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 may be requested 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 26117-AG

Page - 5 -

Commodity Codes

• NAICS 541330Engineering Services

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