Project Information

Bid Title

Professional Land Surveying Services Annual Contract

Issuing Agency

City of Suffolk

Location

Virginia

Published Date

Mar 10, 2026

Closing Date

Apr 29, 2026

Government Level

State & Local

Status

Closed

Ref. #

26101-AG

Original Source

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Bid Documents

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Project Description

Bid Number:	26101-AG
Bid Title:	Professional Land Surveying Services Annual Contract
Category:	Purchasing Bid Board Posting
Status:	Open

Description: The intent of this Request for Proposal is to establish a contract through competitive negotiations with a professional land surveyor to provide surveying services for various projects undertaken during the contract period. Publication Date/Time: 3/10/2026 12:00 AM Closing Date/Time: 4/29/2026 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 will cover the period beginning July 1, 2026, (or upon receipt of signed contract) 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. Related Documents: RFP 26101

Attachment Preview

Request for Proposal

City of Suffolk

RFP#26101-AG

March 10, 2026

Purchasing Division

442 W. Washington Street, Room 1086

Suffolk, VA 23434-5237

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

Professional Land Surveying Services-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 and title in the subject line.

The intent of this Request for Proposal is to establish a contract through competitive negotiations with a

professional land surveyor to provide surveying services for various projects undertaken during the

contract period.

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.

Proposals are due: 3:00 p.m. April 29, 2026

Contract Officer: ________Amy Gardner________________

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

**AN ELECTRONIC DOCUMENT SHALL BE PROVIDED**

Firm Name:

Address:

City / State / Zip:

Telephone:

E-mail:

Print Name:

Signature:

FAX No.:

Title:

Date:

RFP 26101-AG

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:

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.

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.

Proposals submitted shall comply with the Virginia Public Procurement Act.

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.

THERE WILL BE NO VIRTUAL INTERVIEWS

RFP 26101-AG

Page 2

REQUEST FOR PROPOSAL

Table of Contents

Professional Land Surveying Services-Annual Contract

SECTION/TITLE

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

2.0 BACKGROUND........................................................................................................................ 4

3.0 COMPETITION INTENDED.................................................................................................... 4

4.0 TERM OF CONTRACT ............................................................................................................ 4

5.0 CONTRACTOR QUALIFICATIONS....................................................................................... 4

6.0 SCOPE OF SERVICES.............................................................................................................. 4

7.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS ............................................................. 5

8.0 SPECIFIC PROPOSAL REQUIREMENTS.............................................................................. 7

9.0 EVALUATION AND AWARD CRITERIA............................................................................. 9

10.0 ADDITIONAL INSTRUCTIONS ........................................................................................... 10

11.0 CONTRACT TERMS AND CONDITIONS ........................................................................... 14

SIGNATURE SHEET .......................................................................................................................... 24

PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION ...................................... 25

EXCEPTIONS TO RFP ....................................................................................................................... 26

ANTICOLLUSION.............................................................................................................................. 27

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA .......................................... 28

RFP 26101-AG

Page 3

1.0 PURPOSE

The intent of this Request for Proposal is to establish a contract through competitive negotiations

with a professional land surveyor to provide surveying services for various projects undertaken

during the contract period.

2.0 BACKGROUND

Surveying services are required throughout the contract period by various City departments for

surveying projects related to their specific department’s needs. It is the intent of the City to hire

one contractor to be available on an “as needed” basis whenever services are required.

3.0 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.

4.0 TERM OF CONTRACT

The contract will cover the period beginning July 1, 2026, (or upon receipt of signed contract)

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.

Initial rates and subsequent renewal rates must be guaranteed for a minimum of twelve (12)

months. Any increase in rates shall be limited to the lesser of the Consumer Price Index for all

Urban Consumers (CPI-U) – Other Goods and Services (unadjusted for the current 12- month

period) or 3%. The City does not guarantee approval of any rate increase. The City must be

notified of any rate increases during the contract period.

5.0 CONTRACTOR QUALIFICATIONS

Licensed by the Commonwealth of Virginia as a Licensed Land Surveyor

6.0 SCOPE OF SERVICES

Although the final terms and tasks will be subject to negotiation, and the scope of work may

vary with each project, typical tasks include, but are not limited to: boundary surveys,

subdivision plats, topographic surveys, plans and profile surveys, digital terrain modeling, aerial

mapping, right-of-way acquisition, and construction surveying.

Individual tasks may require supervision, manpower, materials, equipment, and supplies

necessary to complete any services outlined above. All offerors must be able to provide general

surveying services as required. Specialists may include registered land surveyors, land survey

technicians, and others as needed to fulfill the requirements of a task.

All survey work conducted under this contract shall adhere to the following minimum

specifications:

RFP 26101-AG

Page 4

A. All surveys must be tied to the City of Suffolk Geodetic Control network. If the location

of the survey works falls outside of the two (2) kilometer coverage of the City

monumentation network, the survey firm will be required to petition the City for relief

from this requirement. In the event of relief being granted by the City, all other

monuments that meet NGS Blue Book standards may be used to control the survey.

The granting relief in this instance does not relieve the firm from any other

submittal requirements.

B. All project deliverables will clearly define two (2) State Plane Coordinate Systems

Northing and Eastings within the bounds of the project. These start points will be used

to control Coordinate Geometry entry by the City if necessary.

C. All survey projects will provide a full definition of curves and segments of curves. At a

minimum, each curve or segment of curve will be identified with Radius, Arc Length,

Chord Bearing, Chord Length, and Internal Angle.

D. All surveys will be provided in digital form, as well as the number of hard copy printouts,

as defined by the project manager. The digital submission will be required to be in the

State Plane Coordinate System. It is desired that this digital submission be made using

ESRI Sharpe files; however, AutoCAD and MicroStation will be acceptable to the City.

E. When the survey work performed involves parcel dimensions, all submission

requirements aspects of the Subdivision Ordinances outlined in the Unified

Development Ordinance must be followed.

F. The City reserves the right to establish further submission requirements over and above

these minimum requirements as dictated by the proposed scope of the project.

7.0 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, 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.

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.

RFP 26101-AG

Page 5

Commodity Codes

• NAICS 541370Surveying and Mapping (except Geophysical) Services

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