Request for Proposal (RFP) Professional services

Request for Proposal (RFP) Professional services Issue Date: December 1, 2017 Title: Proposal due date: Bicycle & pedestrian trail master planning services January 8, 2018 at 2:00 pm The Town of Woodstock (Town) invites sealed proposals for bicycle and pedestrian trail master planning services as described herein. Sealed proposals will be received until 2:00 PM local prevailing time on Monday, January 8, 2018. Proposals received after the announced time and date for receipt will remain unopened. No telephoned, faxed, or emailed proposals will be considered. Please provide ten (10) hard copies and one (1) digital copy of your sealed proposal on a USB flash drive in Microsoft Word or PDF format. Please clearly mark your proposal as Proposal for Woodstock Bicycle and Pedestrian Trail Master Planning Services. All proposals and all inquiries for information should be submitted in writing and be directed to: Mandy R. Belyea, Deputy Town Manager 135 North Main Street, Woodstock, Virginia 22664 mandy.belyea@townofwoodstockva.gov Fax: 540.459.3085 Please read and complete the entire RFP, including Exhibits. Your Proposal must be complete upon submission, including the Certification, in order to be considered. Missing items may disqualify you from consideration. This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia 2.2-4343.1 or against a 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 15

I. purpose The purpose of this solicitation is to seek responses from qualified firms for the development of a Bicycle and Pedestrian Trail Master Plan that will establish the Town s first comprehensive pedestrian and bicycle network aimed at promoting walkability and connectivity in a safe and green environment. The Town desires this plan to translate existing and future bicycle and pedestrian planning efforts into built construction improvements. II. Background A. General Information The Town of Woodstock is located in the Shenandoah Valley approximately 100 miles west of Washington DC. The Town is approximately 3.2 square miles in size with a population of approximately 5,132. The Town has experienced growth pressures as Washington Metropolitan Area workers move farther from established suburban areas. It has also become a favored area for retirees. The Town has excellent transportation resources with Interstate 81 and U.S. Route 11 serving north-south traffic and I-66 serving traffic east-west to and from Washington DC. The Town operates under the Council-Manager form of local government. The Town s management team consists of the Town Manager, Deputy Town Manager, Director of Finance, Superintendent of Public Works, Chief of Police, Urban Designer Neighborhood Planner, and Director of Marketing & Events. B. Strategic Plan The Town envisions becoming a community that offers its residents and visitors of all ages and abilities a high-quality pedestrian and bicycle network that serves as a safe and active form of recreation and transportation. As part of the Town s Fiscal Year 2018-2022 Strategic Plan, the Town s External Vision Statement, as it relates to this RFP, is as follows: Through a collaborative effort, elected officials and staff members of the Town of Woodstock commit to serving its citizens, businesses, and visitors and imagines a commitment to unique public spaces created of quality plantings and materials, including pedestrian/bicycle connections, town gateway enhancements, pocket parks and gardens, and a great deal of public art in various mediums. Creating and preserving places that the community values is essential to the Town s mission. The Town is committed to honoring the following values, as it relates to this RFP: Public spaces that are safe, clean, and attractive; creation of high-quality public spaces through site design, quality building materials and landscaping, and high-quality construction; well-maintained facilities and public spaces; innovative use of spaces for recreational opportunities; be audacious in the design and development of public spaces; neighborhood connections and gathering spaces The Town desires to link its many valuable neighborhood amenities, and more specifically to improve its natural and human-made resources for recreation, transportation, and environmental Page 2 of 15

purposes. As part of this commitment, the Town has allocated funding for this master plan in its current Capital Improvement Program (CIP) with funding for sidewalk and multi-use trail improvements based on this master plan to be allotted annually in the CIP thereafter. C. Comprehensive Plan As noted in the Transportation section of the Town s Comprehensive Plan, the Town desires to develop a safe and convenient transportation system serving all modes of travel including automobile, pedestrian, and bicycle. The Town aims to promote walking and bicycling as an alternative mode of transportation and develop a comprehensive sidewalk and multi-use trail plan that identifies and prioritizes needed improvements. D. Urban Tree Canopy and Green Infrastructure Plans The Town is committed to protecting and increasing its urban tree canopy as well as incorporating green infrastructure best management practices into its public spaces. The Town desires to use both natural and engineered networks to preserve, restore, and/or mimic natural systems. Specifically, the goals identified in the Town s Green Infrastructure Plan as it relates to this RFP is as follows: Strengthen the Town s economy and improve health and quality of life for residents by linking green infrastructure to community improvements; marry traditional gray infrastructure with green infrastructure to reduce flooding, improve water quality, increase tree canopy, increase tree diversity, and add increased ecological and aesthetic benefits where it occurs E. Existing Conditions Walkability: Pedestrian Trails and Sidewalks Sidewalks: As denoted on the Sidewalk Location Inventory Map (Sidewalk Map) at Exhibit A, the Town has limited sidewalk infrastructure, particularly outside of its historic downtown and its two major collector roads Route 11 (Main Street) and Route 42 (Reservoir Road) both of which carry high volumes of traffic at greater speeds compared to many of the Town s local streets. The Central School Campus of the Shenandoah County Public Schools (SCPS) is located directly off of Route 42 (West Reservoir Road). Additionally, as exemplified on the Sidewalk Map, many of the isolated sidewalk segments located within both the residential and commercial districts of town reflect newer developments given significant ordinance changes that occurred in the early 2000s that began requiring developers to install sidewalks, curb and gutter, and other infrastructure improvements as part of their projects. Overall, there is a lack of continuity and connectivity for both pedestrians and bicyclists to/from important spaces within Town, including neighborhoods, parks, schools, shopping, and healthcare. Off-Street Pedestrian Trails: The Town has three (3) off-street pedestrian trails as part of its parks system: one primarily gravel trail that extends the perimeter of the W.O. Riley Park, a wooded trail at Riverview Park (Effinger Trail) and one pastured trail at Fairview Park that also serves as the high school s cross-country course. All three trail systems are without ADA compliance and are largely unknown to even the current residents of the Town. Page 3 of 15

Intersections: In 2017, the Town began a Creative Crosswalk Art Program aimed at implementing creative and effective crosswalk designs on Townowned streets. The first creative crosswalk installation is pictured to the right on East High Street with design inspiration from the rose window of the adjacent historic church. The crosswalk was designed by the Town s Urban Designer Neighborhood Planner and installed by the Town s Department of Public Works. Overall, the use of crosswalks is inconsistent and not pedestrian-friendly. Public Realm Design Guidelines: The Town is currently working on developing Public Realm Design Guidelines (Guidelines) in order to create consistent imagery, consistent building materials that elevate space importance, and maintenance guidelines for all Town-owned public spaces, including streets and sidewalks. It is intended that these Guidelines would help inform the design and materials of the Bicycle and Pedestrian Trail network improvements. Bikability: Bicycle Trails and Lanes The Town has no designated off-street bicycle trails or on-street bicycle lanes. Rails to Trails Exploratory Committee The Norfolk Southern Railway (NSR) rail line passes through the Town and is parallel to Route 11. In July 2016, NSR discontinued service over the 16.9-mile stretch of the rail line from Strasburg to Edinburg. While the concept of converting the rail line to a shared use bicycle and pedestrian trail emerged in 2009, the Shenandoah Rails to Trails Exploratory Committee was formally created by the Town of Woodstock in 2016. Working with staff from James Madison University to facilitate its strategic planning efforts, the Committee is currently in the exploratory phase, researching the possibility of converting the unused rail line into a community-enriching resource that encourages pedestrian and bicycling activities. VDOT Transportation Study The Virginia Department of Transportation (VDOT) is currently conducting a traffic study of the Route 42 (West Reservoir Road) Corridor from the intersection of Route 42 and Hisey Avenue, eastward to the intersection of Route 42 and Route 11 (Main Street). This corridor has been identified by VDOT because of congestion and safety issues; VDOT has noted that the school system traffic, commuter traffic, as well as commercial property traffic has necessitated pedestrian and vehicular accommodations. This study is being conducted internally by Staunton VDOT staff. The study will include design recommendations for innovative traffic solutions to alleviate congestion and frequent conflict points. VDOT will be holding public information meetings in the coming months, including a Visual Preference Survey to illustrate transportation design concepts that could be considered along the corridor. It may be advantageous for the successful offeror to incorporate public input on the Town s bicycle and pedestrian needs concurrent with these public meetings. Page 4 of 15

Seven Bends State Park The Seven Bends State Park (State Park) is located in east-central Shenandoah County, outside of the Town of Woodstock. The State Park s eastern border is shared with the George Washington & Jefferson National Forest and its western boundary is the North Fork of the Shenandoah River thus providing many public outdoor recreational opportunities. Implementation of Phase I of the 1,066- acre State Park s current master plan is well underway with the development of day-use facilities including vault toilets, river access points, parking areas, picnic tables, and a maintenance shed. Given the State Park s close proximity to Town, the Town considers it an important asset and envisions bicycle and pedestrian connectivity between it and the Town. Statement of needs: A. Summary The Town envisions the Bicycle and Pedestrian Trail Master Plan (a) to identify and provide recommendations for a comprehensive bicycle and pedestrian trail network that improves connectivity and mobility, (b) to provide direction, prioritization, and cost estimation for the construction of future improvements, and (c) to inform the Town of grant opportunities and help position it to be more competitive when seeking future funding. The Town desires the proposed network to take advantage of the existing urban tree canopy as well as prioritize potential planting areas in order to increase the Town s urban tree canopy; further, the Town desires the recommendations to consider urban design elements including architectural and landscaping elements, public art, and other sustainable or green best management practices. B. Important Considerations While the Offeror shall provide their approach for the development of the Bicycle and Pedestrian Trail Master Plan, the below elements should be considered by the Offeror when developing its proposal: Gain an understanding of the Town s existing neighborhoods, sidewalks, trails, points of interest, and other special assets that will inform network recommendations Review and inventory existing sidewalks/trails and identify opportunities to connect to future sidewalks/trails, neighborhoods, and other important destinations Facilitate public input and incorporate in the network recommendations Provide recommendations for a bicycle and pedestrian network including sidewalk connections, off-street pedestrian and bicycle trails, and on-street bicycle lanes Establish design specifications for the recommended bicycle and pedestrian network facilities Include detailed snapshots or moments Formulate cost estimates for the recommended bicycle and pedestrian network facilities Design/Engineering Costs Construction Costs Page 5 of 15

Prioritize the recommended bicycle and pedestrian network improvements and establish a strategy and schedule for implementation over a 10-year time period Research general right-of-way information in high-priority areas Identify sources of grant funding for the recommended network facilities C. Deliverables Plan submittal will be both by paper copy and digital media, readable by AutoCAD and GIS. Text submittal will be by paper copy and digital media, readable by Microsoft Word and Adobe PDF. The Town anticipates the project to be completed by June 30, 2018, corresponding with its fiscal year end. The successful Proposer should also be prepared to present the final Bicycle and Pedestrian Trail Master Plan to the Woodstock Town Council, Bicycle and Pedestrian Trail Plan Committee, and the public. Proposal preparation and submission instructions: A. General Proposal Instructions RFP Response: Please provide ten (10) hard copies and one (1) digital copy of your sealed proposal on a USB flash drive in Microsoft Word or PDF format as a complete sealed proposal. Please clearly mark your proposal as Proposal for Woodstock Bicycle and Pedestrian Trail Master Planning Services. Proposal Preparation: a. Proposals shall be signed by an authorized representative of the offeror. All information requested should be submitted. Failure to submit all information requested may result in the Town of Woodstock requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the Town. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation. b. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content. c. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. The proposal should contain a table of contents that cross-references the RFP requirements. Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed. Page 6 of 15

d. As used in this RFP, the terms "must", "shall", "should" and may identify the criticality of requirements. "Must" and "shall" identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as "should" or may are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary. Depending on the overall response to the RFP, some individual "must" and "shall" items may not be fully satisfied, but it is the intent to satisfy most, if not all, "must" and "shall" requirements. The inability of an Offeror to satisfy a "must" or "shall" requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offerors proposal. e. Each copy of the proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume. f. Ownership of all data, materials, and documentation originated and prepared for the Town pursuant to the RFP shall belong exclusively to the Town and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the offeror must invoke the protections of 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable. g. All costs of proposal preparation and presentation shall be borne by each offeror. The Town is not liable for any cost incurred by the Offeror prior to issuance of a contract. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the Town. This provides an opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. The Town will schedule the time and location of these presentations. Oral presentations are an option of the Town and may or may not be conducted. B. Specific Proposal Instructions The following information must be provided in a written proposal form, along with any other data deemed relevant by the offeror so that the Town may properly evaluate your capabilities to provide the required services. Offerors are required to submit the following information in a bound document that uses a tab to identify each section below for a complete proposal. Section 1: Executive Summary (Maximum 2 pages) The Offeror s proposal shall contain an executive summary that summarizes their overall capabilities and approaches for accomplishing the services specified herein. Page 7 of 15

Section 2: Firm Description and History (Maximum of 2 pages) Bicycle & Pedestrian Trail Master Planning Services RFP a. The Offeror shall provide a brief overview of the firm s planning, engineering or other related experience pertaining to the services specified herein. b. The Offeror shall specify the locations of their main, local, and branch offices and when they were established. c. The Offeror shall describe the ownership, management, and administrative structure of the company, including the full legal name and any recent materially significant change or proposed change in ownership. d. The Offeror shall describe the firm s familiarity with federal, state, and local codes, design guidelines, requirements, standards, and procedures. Section 3 Understanding of Scope of Services (Maximum of 2 pages) The Offeror shall provide a narrative demonstrating their full understanding of the project, scope, and tasks required to successfully complete the services that are also consistent with the Town s plans, goals, and values specified in the Background section of this RFP. Section 4 Project Approach/Methodology (Maximum of 3 pages) The Offeror shall provide a narrative fully and completely describing the proposed approach/methodology proposed in providing the services. The Offeror shall also provide their understanding and approach used for Quality Control/Quality Assurance. Section 5 Project Schedule (Maximum of 1 page) The Offeror shall provide the approximate date the offeror is available to begin work and the proposed timeline to complete the project, noting any specific milestones; this may be shown by graphic timeframe in weeks. Section 6 Skills and Experience of Project Team (Maximum of 4 pages, plus 2 Pages per Resume) a. The Offeror shall provide a Project Team Organizational Chart. (Maximum of 1 Page) b. The Offeror shall describe the experience and demonstrate the qualifications of the entire project team, including any subcontractors that the Offeror proposes to use. The written narrative statement shall clearly identify the Project Manager as well as other members of the project team. The Offeror shall provide the names, qualifications, degrees, certifications, experience, and licenses of the employees, consultants, and sub-consultants to be assigned to the project. (Maximum of 3 Pages) i. If the Offeror intends to subcontract for portions of the project, the offeror should clearly identify any contractual arrangements and should include specific designations of the tasks to be performed by the subcontractor. c. The Offeror shall provide resumes listing the name, experience, and qualifications for all key employees and subcontractors on the project team. (Maximum of 2 pages per resume) Section 7 Similar Projects (Maximum of 5 pages) The Offeror shall provide a listing of similar projects (one page per project) for which services have been successfully completed within the last five years. The project will show the applicable skills and experiences appropriate for the work described and that most closely Page 8 of 15

match the scope of work in this RFP. The listing shall include a detailed narrative of the services provided as well as the name of the client for whom the work was performed. The narrative shall also include the number of similar projects that have been implemented and resulted in built facilities from the proposer s plan. Evaluation and award criteria: A. Evaluation Criteria: Proposals shall be evaluated by the Town of Woodstock using the following criteria: 1) Firm Description and History 5 points 2) Understanding of Scope of Services 10 points 3) Project Approach/Methodology 30 points 4) Project Schedule 10 points 5) Skills and Experience of Project Team 20 points 6) Similar Projects 25 points A Selection Committee consisting of Town staff, elected and appointed officials, and citizens will be reviewing and evaluating proposals based upon these criteria. B. Award Criteria: Procurement of professional services. The Town shall engage in individual discussions with two or more offerors deemed fully qualified, responsible and suitable on the basis of initial responses and with emphasis on professional competence, to provide the required services. Repetitive informal interviews shall be permissible. The offerors shall be encouraged to elaborate on their qualifications and performance data or staff expertise pertinent to the proposed project, as well as alternative concepts. At the discussion stage, the public body may discuss nonbinding estimates of total project costs, including, but not limited to, life-cycle costing, and where appropriate, nonbinding estimates of price for services. Proprietary information from competing offerors shall not be disclosed to the public or to competitors. At the conclusion of discussion, outlined in this subdivision, on the basis of evaluation factors published in the Request for Proposal and all information developed in the selection process to this point, the Town shall select in the order of preference two or more offerors whose professional qualifications and proposed services are deemed most meritorious. Negotiations shall then be conducted, beginning with the offeror ranked first. If a contract satisfactory and advantageous to the Town can be negotiated at a price considered fair and reasonable, the award shall be made to that offeror. Otherwise, negotiations with the offeror ranked first shall be formally terminated and negotiations conducted with the offeror ranked second, and so on until such a contract can be negotiated at a fair and reasonable price. Should the Town determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that offeror. The Town reserves the right to cancel this Request for Proposal and to reject any and all proposal which such rejection is in the best interest of the Town. Page 9 of 15

General terms and conditions: Bicycle & Pedestrian Trail Master Planning Services RFP Clarification of Terms: The Town will assume no responsibility for oral instructions, suggestion, or interpretation. Any question regarding the proposal documents and/or scope of work/specifications shall be directed to the Deputy Town Manager and any material change will be submitted to all offerors through issuance of an addendum. Any questions related to this RFP must be submitted to the Deputy Town Manager no fewer than five (5) work days prior to the proposal opening date specified. Questions should be in writing and electronic transmission is preferred. Questions submitted beyond the time specified above may be left unanswered if sufficient time does not allow a response to all prospective offerors without causing an unacceptable delay in the process. Any contact with any Town representative, other than that outlined within this solicitation, concerning this RFP is prohibited. Such unauthorized contact may disqualify your firm from this procurement. Availability of Funds: It is understood and agreed between the parties herein that the Town shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement. Cost of Submission: The Town of Woodstock will not be responsible for any cost that may be incurred by the offerors who choose to submit proposals. Cancellation: The Town of Woodstock reserves the right to cancel the Request for Proposal or to reject any and all proposals when such rejection is in the best interest of the Town. Contractual Obligation: The Town of Woodstock s approval of a Subcontractor shall not relieve the Contractor of any of its responsibilities, duties, or liabilities hereunder. The Contractor shall continue to be responsible to Town of Woodstock for performance of the subcontractor and the subcontractor, for all purposes, shall be deemed to be an agent or employee of the Contractor. Nothing in the Contract resulting from this RFP or any subcontract shall create any contractual relationship between any subcontractor and the Town of Woodstock. The Contractor shall not sublet or assign this Contract or any portion thereof without the prior consent of the Town of Woodstock. In seeking consent for any subcontract or assignment, the Contractor shall furnish all information to allow the Town of Woodstock to ascertain the qualifications of the proposed subcontractor to perform the work, and the Contractor shall submit a copy of the subcontract to Town of Woodstock for approval. The subcontract shall incorporate by reference all provisions and conditions of the Contract resulting from this RFP. Conflict of Interest: All offerors agree to disclose any direct or indirect, current or future, conflicts of interest between themselves and Town of Woodstock and their respective employees. If questions arise about potential conflicts of interests, please contact the Town of Woodstock prior to submitting a response. Ownership of Submission: All materials submitted in response to this request shall become the property of the Town of Woodstock. Selection or rejection of a submission does not affect this right. Page 10 of 15

Cost of Preparing Submission: The Town of Woodstock shall not be liable for any costs incurred by offerors. Costs associated with developing the proposal, preparing for oral presentations, and any other expenses incurred by the applicant in connection with this application are entirely the responsibility of the applicant and shall not be reimbursed in any manner by the Town of Woodstock. Proposal Acceptance: Proposals must be submitted by the date and time stated in this solicitation. Proposals will be date and time stamped upon receipt and retained unopened in a secure location until proposal opening. No consideration will be given to date of postmark or error in delivery to incorrect address. It is the responsibility of the offeror to ensure timely and correct delivery of proposal. Proposal Acceptance Period: Each proposal submitted must be and remain valid for a period of at least sixty (60) days from opening date. Errors and Omissions in Proposal: The Town of Woodstock shall not be liable for any errors in proposals. Town of Woodstock has the right to request clarification or additional information from the offerors. The application and proposal of selected offerors may become part of any contract initiated by Town of Woodstock. Compliance with All Applicable Laws: Any work completed pursuant to the Town of Woodstock shall be governed and/or construed in accordance with the laws and jurisprudence of the Commonwealth of Virginia. At the time of applicant s submission of its proposal, the applicant must be in compliance with all applicable laws of the Commonwealth of Virginia, the United States and local ordinances, including licensure requirements. Inclement Weather/Closure of Town Offices: If the Town is closed for business at the time scheduled for proposal opening, for whatever reason, sealed proposals will be accepted and opened on the next scheduled business day, at the originally scheduled time. Good Standing: Offerors that have been or that contract with any person or entity that has been barred by, and is otherwise not in good standing with, the Town of Woodstock, Shenandoah County, or the Commonwealth of Virginia, are not eligible. Contact and References: Offerors must provide accurate contact information and attest to the veracity of the information supplied. At its discretion, Town of Woodstock staff may contact references and industry sources, investigate previous projects and current commitments, interview some or all of the proposed development team members, and take any other information into account in its evaluation of the responses. Town of Woodstock reserves the right to request clarification or additional information and to request that offerors make presentations to Town Council, land owners, community groups or others. Media Inquiries: The successful Offeror shall coordinate with the Town for all media inquiries. Proposals shall be signed by a qualified member of the team. All information requested must be submitted. Failure to submit all requested information may result in the rejection of the proposal. The Town reserves the right to waive any informalities and technicalities that it deems to be in the best interest of the Town. Page 11 of 15

Special terms and conditions: Cancellation of Contract: The Town reserves the right to cancel and terminate any resulting contract, in part of in whole, for any or for no reason, without penalty, upon thirty days advanced written notice. In the event of such termination, the Contractor shall be compensated for services and work performed prior to termination. Audit: The contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period. Qualifications of Prospective Contractor: The Town may make such reasonable investigations as are deemed proper and necessary to determine the ability of the offeror proposing to perform the required services. The Town reserves the right to reject any proposal if the evidence submitted by the firm, or investigations of the firm, fail to satisfy the Town that such team is properly qualified to carry out the obligations of the contract therein. Discrimination: The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. Equal Opportunity Employer: The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer. Contractual Conditions: It is anticipated that we will approve the successful offeror before the end of February. The Town Manager s signature for the Town of Woodstock and a signature of the representative of the successful offeror will be a requirement to the contract. Payment Terms: Town of Woodstock generates payments twice per month and all invoices will be paid within 30 days of the date of the invoice. Page 12 of 15

Insurance requirements: A. Prior to the start of any work under the contract, the Contractor shall provide to the Town Certificate of Insurance Forms approved by the Town and maintain such insurance until the completion of all project orders issued under the contract. The minimum limits of liability shall be: a. Workers Compensation Standard Virginia Workers Compensation Policy per statutory requirements b. Broad Form Comprehensive General Liability - $1,000,000 Combined Single Limit Coverage to include: Premises-Operations; Products/Completed Operations; Contractual; Independent Contractors; County and Contractor s Protective; Personal Injury (Libel, Slander, Defamation of Character, etc.) Automobile Liability - $1,000,000 Combined Single Limit. This coverage shall include liability for the use of hired and non-owned vehicles Professional Liability Coverage (errors and omissions) - $1,000,000 minimum B. The insurance specified herein shall name Town of Woodstock as additional insured with regard to work performed under any subsequent contract. The policy(ies) shall provide that the Town of Woodstock is to receive written notice by certified mail, sixty (60) days in advance of cancellation or alteration of the policy(ies). Contractor shall provide the Town of Woodstock with copies of certificates of insurance coverage and proof of payment for all premiums. Page 13 of 15

certification: In compliance with this Request for Proposal and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the goods/services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation. I certify that I have the authority to bind the corporation. Name of Firm Address of Firm Signature Date Printed Name Title This statement must be signed by the offeror or its authorized representative and included in the Proposal Submission. Page 14 of 15

EXHIBIT A Page 15 of 15