Project Information

Bid Title

Facilities Condition Assessment Services

Issuing Agency

City of Falls Church

Location

Virginia

Published Date

Apr 3, 2026

Closing Date

May 28, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 0528-26-FCAS

Original Source

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Bid Documents

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Project Description

Bid Number:	RFP 0528-26-FCAS
Bid Title:	Facilities Condition Assessment Services
Category:	Open Solicitations
Status:	Open

Description: Request for Proposal (RFP): Facilities Condition Assessment Services. Please note that Bidders may sign up to receive emails or text messages when solicitations and associated updates are posted on this website.  To take advantage of this feature, Bidders may go to the city website (fallschurchva.gov/bids) and sign up for notifications. Publication Date/Time: 4/3/2026 12:00 PM Closing Date/Time: 5/28/2026 11:00 AM Submittal Information: Electronic Submittals Only Pre-bid Meeting: Non-Mandatory: 4/14/26 at 11am Contact Person: Jim Wise, Purchasing Agent 703-248-5007 jwise@fallschurchva.gov cc: cmeyers@fallschurchva.gov and purchasing@fallschurchva.gov Miscellaneous: Notice: In the event of conflict between any specific information posted on this webpage and the specific information in the attached RFP documents (including addenda), or the information or documents on any other webpage, the information in the RFP documents on this webpage shall take precedence. Related Documents: RFP 0528-26-FCAS: Facilities Condition Assessment Services Attachment A: Scope of Work and Requirements Attachment B: Proposal Submittal Guidelines and Criteria for Proposal Evaluation Attachment C: Required Forms Attachment D: 2021 Facility Assessment Report

Attachment Preview

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REQUEST FOR PROPOSAL (RFP)

RFP NUMBER: 0528-26-FCAS

Date: April 3, 2026

RFP SUBJECT: FACILITIES CONDITION ASSESSMENT SERVICES

DUE DATE AND TIME: by no later than May 28, 2026 at 11:00 a.m. prevailing local time.

PROPOSALS TO BE ELECTRONICALLY SUBMITTED ONLY TO:

James R. Wise, Purchasing Agent

jwise@fallschurchva.gov

Phone 703.248.5007

with copy to cmeyers@fallschurchva.gov and

purchasing@fallschurchva.gov

SEE ATTACHMENT B FOR ELECTRONIC PROPOSAL SUBMISSION REQUIREMENTS

+++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

INQUIRIES:

All Inquiries including questions, except as otherwise stipulated herein, shall be made

in writing and forwarded to the Purchasing Agent, via email to:

jwise@fallschurchva.gov with copy to cmeyers@fallschurchva.gov

and purchasing@fallschurchva.gov

by no later than May 22, 2026 by @ 12:00 NOON

++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

NON-MANDATORY PRE-PROPOSAL MEETING via Microsoft Teams: April 14, 2026 at 11:00 a.m.

(See Section VIII. Non-Mandatory Pre-Proposal Meeting)

A SITE VISIT may be scheduled with the City Staff on a separate date and time (TBD). The City

will set the date and time for the SITE VISIT ONLY with those Offerors who submit a request by

email to the Purchasing Agent, James R. Wise jwise@fallschurchva.gov with copies to

cmeyers@fallschurchva.gov and purchasing@fallschurchva.gov.

++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

Proposals which are substantially incomplete or lack key information may be rejected by the City at

its discretion. See Attachment B for Proposal Submission Requirements.

ALL REQUIRED ATTACHMENTS MUST BE COMPLETED, SIGNED (where applicable) AND

RETURNED WITH PROPOSAL.

DO NOT RETURN THIS ENTIRE RFP DOCUMENT

Additional Documents May Be Requested Later

The City of Falls Church is committed to the letter and spirit of the Americans with Disabilities Act.

This document will be made available in alternate format upon request. Call 703.248.5007 (TTY

711).

The City of Falls Church does not discriminate against faith-based organizations in accordance with

the Code of Virginia, § 2.2-4343.1 or against any Bidder or Offeror because of race, religion, color,

sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination

in employment.

Page 1 of 18

RFP 0528-26-FCAS

RFP 0528-26-FCAS

SECTION

PAGE

I.

SUBJECT ---------------------------------------------------------------------------------------------------------- 4

II. GENERAL --------------------------------------------------------------------------------------------------------- 4

III. COMPETITION INTENDED ----------------------------------------------------------------------------------- 5

IV. ELIGIBILITY------------------------------------------------------------------------------------------------------- 5

V. PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA ----------------------------- 6

VI. HEALTH AND SAFETY COMPLIANCE------------------------------------------------------------------- 6

VII. RIGHTS OF THE CITY ----------------------------------------------------------------------------------------- 6

VIII. NON-MANDATORY VIRTUAL PRE-PROPOSAL MEETING --------------------------------------- 7

IX. SCOPE OF WORK & REQUIREMENTS ------------------------------------------------------------------ 7

X. PROPOSAL SUBMITTAL GUIDELINES AND EVALUATION CRITERIA ----------------------- 7

XI. CONTRACT TERM AND RENEWAL OPTIONS -------------------------------------------------------- 7

XII. MULTIPLE AWARDS------------------------------------------------------------------------------------------- 8

XIII. COST PROPOSALS -------------------------------------------------------------------------------------------- 8

XIV. RATES & RATE ADJUSTMENTS -------------------------------------------------------------------------- 8

XV. PROMPT PAYMENT DISCOUNT --------------------------------------------------------------------------- 9

XVI. PROJECTED REQUIREMENTS/ESTIMATED QUANTITIES: -------------------------------------- 9

XVII. SUBCONTRACTORS -----------------------------------------------------------------------------------------10

XVIII. TRADE SECRETS OR PROPRIETARY INFORMATION--------------------------------------------10

XIX. DEBARMENT/EXCLUSION STATUS---------------------------------------------------------------------11

XX. AMBIGUITY, CONFLICT OR OTHER ERRORS IN THE RFP -------------------------------------11

XXI. CONTRACT DOCUMENTS ----------------------------------------------------------------------------------11

XXII. SELECTION PROCESS & CONTRACT AWARD -----------------------------------------------------12

XXIII. PROTEST OF AWARD OR DECISION TO AWARD -------------------------------------------------12

XXIV. NOTICE OF AWARD ------------------------------------------------------------------------------------------12

XXV. DOCUMENTATION OF CONTRACTOR PERFORMANCE ISSUES -----------------------------12

XXVI. COOPERATIVE PROCUREMENT-------------------------------------------------------------------------12

XXVII. TAX EXEMPTION ----------------------------------------------------------------------------------------------12

XXVIII. ANTI-DISCRIMINATION --------------------------------------------------------------------------------------13

XXIX. ORDER OF PRECEDENCE ---------------------------------------------------------------------------------13

XXX. EQUAL OPPORTUNITY AND SMALL, WOMEN-OWNED, MINORITY OWNED, MILITARY

FAMILY OWNED, SERVICE-DISABLED VETERAN-OWNED BUSINESS AND EMPLOYMENT

SERVICES ORGANIZATIONS PARTICIPATION ---------------------------------------------------------------13

XXXI. BPOL LICENSE REQUIREMENT--------------------------------------------------------------------------14

XXXII. GENERAL DEFINITIONS, CONDITIONS AND INSTRUCTIONS TO OFFERORS-----------14

Page 2 of 18

RFP 0528-26-FCAS

ADDITIONAL ATTACHMENTS:

Please download the following RFP Attachments:

ATTACHMENT A - Scope & Requirements

I. Background & Purpose

II. Scope of Work & Requirements

ATTACHMENT B - Proposal Submittal Guidelines & Criteria for Proposal Evaluation

I. Proposal Submittal Guidelines

II. Criteria for Proposal Evaluation

III. Selection Process

IV. Proposal Submission Covenants

ATTACHMENT C - REQUIRED FORMS

The following must be completed and submitted with all Proposal Packages:

 C1

 C2

 C3

 C4

 C5

Offer Form

Authority to Transact Business in Virginia

Company Information

References

Trade Secret/Proprietary Information Identification

ATTACHMENT D – 2021 FACILITY ASSESSMENT REPORT

The City’s Standard Terms and Conditions (click for access), dated February 2026, are attached

hereto by reference and made a part hereof.

DO NOT SUBMIT THIS DOCUMENT OR ATTACHMENTS A, B AND D WITH YOUR PROPOSAL.

Page 3 of 18

RFP 0528-26-FCAS

I. SUBJECT

The City of Falls Church (CFC) and Falls Church City Public Schools (“FCCPS” or

“Schools”), (collectively “City”), are soliciting proposals from qualified Firms/Offerors to

provide non-professional services as is further described herein.

The awarded Offeror (Contractor) shall, after executing a contract and receiving a Purchase

Order, furnish all necessary labor, work, expertise, supervision, materials and other

resources necessary to complete the described services in accordance with this Request

for Proposals (RFP) and its attachments.

See Attachment A for Scope and Requirements, and Attachment B for Proposal Submittal

Guidelines and Evaluation Criteria.

As used herein the term “goods” shall also mean equipment, software, products, materials,

supplies and/or other tangible deliverables and the terms “work” and “services” may be

used interchangeably. The term “Contractor” shall mean the firm that has been awarded

and executed a contract. The term “non-professional services” shall mean any services

not specifically identified as professional services in the definition found in the Virginia

Public Procurement Act.

II. GENERAL

A. ACCESS TO RFP UPDATES: This RFP and any addenda are available on the City’s

website: https://fallschurchva.gov/Bids. This solicitation and any associated addenda, or

notices thereof, may also be published through eVA, the Commonwealth of Virginia’s

electronic procurement portal for registered suppliers (https://eva.virginia.gov).

Offerors should note that changes to the RFP, in the form of addenda, are often issued

between the issue date and within three (3) business days before the closing of the

RFP.

Offerors are solely responsible for checking the City’s Website to ensure that

they have the most current information regarding the RFP.

Please note that Offerors may sign up to receive emails or text messages when

solicitations are posted and updated on the City’s website. To take advantage of this

feature, interested parties may go to https://fallschurchva.gov/Bids and sign up for

notifications.

All addenda will become part of any resulting contract and must be signed and

submitted with your proposal package.

Inquiries received by the City at the email addresses in the “INQUIRIES” section of the

cover page of this document, less than five (5) business days before the due date for

proposals, will not be given consideration. Any material question or interpretation of a

requirement or specification, as determined by the Purchasing Agent, will be expressed

in the form of an addendum which will be posted on the City’s website

(https://fallschurchva.gov/Bids) no later than three (3) business days before the due date

for receipt of proposals. If utilized for the initial RFP release, addenda or notices thereof

will also be published through eVA (the Commonwealth of Virginia’s e-procurement portal

for registered suppliers (https://eva.virginia.gov).

Oral answers will not be authoritative.

B. The City is not liable for any costs incurred by any Offeror in connection with this RFP

or any response by any Offeror to this RFP. The expenses incurred by Offeror in the

Page 4 of 18

RFP 0528-26-FCAS

preparation, submission, and presentation of the proposal are the sole responsibility of

the Offeror and may not be charged to the City.

C. ACCEPTANCE OF PROPOSALS - BINDING 180 DAYS: All proposals submitted shall

be binding for one hundred and eighty (180) days following solicitation due date, unless

extended by mutual consent of all parties. There will be no public Proposal opening.

D. CONTACT RESTRICTED – Except as otherwise provided herein, no Offeror shall initiate

or otherwise have contact with any City representative or employee, other than the

Purchasing Agent or Purchasing Agent’s designee concerning or related to this RFP after

the date of this solicitation’s release and before award or cancellation of this RFP except

with the foreknowledge and permission of the Purchasing Agent or Purchasing Agent

designee. Any contact in contradiction to this requirement is prohibited and may cause

the disqualification of the Offeror from this procurement process.

E. INFORMATION RESTRICTED – All requests to or from an Offeror, potential Offeror or

other third-party regarding information about this Solicitation, including its interpretation,

progress, negotiations and/or award status should be referred directly to the Purchasing

Agent or designee. Failure to comply with this requirement may be cause for an Offeror’s

disqualification. This restriction does not apply to reasonable and necessary

communications with existing or potential subcontractors or partners for the sole purpose

of an Offeror’s proposal development and/or proposal update under this Solicitation.

F. This solicitation is being conducted in accordance with the guidelines of the

Competitive Negotiation (Goods and Non-Professional Services) method of contractor

selection per the Virginia Public Procurement Act (VPPA) and the City’s Purchasing

Resolution both of which are incorporated herein by reference.

III. COMPETITION INTENDED

A. It is the City’s intent that this Request for Proposals (RFP) permits competition. It shall

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 ten (10) days prior

to the date set for acceptance of proposals. Any such notification shall be sent to the

Purchasing Agent: jwise@fallschurchva.gov with a copy to

Purchasing@fallschurchva.gov. Confirmation of email receipt shall be the responsibility

of the notifying Offeror.

B. Nothing herein is intended to exclude any responsible Offeror or in any way restrain or

restrict competition. All qualified Offerors are encouraged to submit proposals.

IV. ELIGIBILITY

A. The following are minimum requirements for proposal submission:

1. The Offeror must submit its Virginia State Corporation Commission (SCC)

registration number or justification for exemption. See Section below entitled

“Proof of Authority to Transact Business in Virginia.”

2. The Offeror is responsible to determine which license(s), if any, are required to

perform the work specified in this RFP. Offerors shall note the applicable VA

License Number and include a copy of the applicable license(s) with their

Proposal. If no license is required, or licensing is not required at the time of

Proposal submittal for a federally funded project, Offeror shall so state on the

Company Information Form.

Page 5 of 18

Commodity Codes

• NAICS 541330Engineering Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 561210Facilities Support Services

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