STORMWATER MANAGEMENT REGULATIONS UPDATE

The purpose of this Request for Proposals (RFP) is to solicit sealed proposals from qualified firms to evaluate and develop updates to the City of Charlottesville’s stormwater management and erosion and sediment control requirements (Virginia Erosion and Stormwater Management Program) and to develop associated technical reports and toolkits. Updated ordinance requirements will be focused on smaller urban infill developments that are below 10,000 square feet of land disturbance. Updates need to balance the City’s Comprehensive Plan goals of density and housing choice with a protected and restored natural environment.  The City seeks professional services in the areas of civil engineering, geographic information systems (GIS), and community engagement, as well as in other areas of expertise outlined in this RFP.

Background

In December 2023, the City of Charlottesville adopted a new Development Code to implement the City’s updated Comprehensive Plan. The new code allows greater density and housing choice throughout the city by-right. This includes a base density of 3 units per lot across the city, with some exceptions in the Residential Neighborhood A (RN-A) district. Now that the Development Code has been in effect since early 2024, the City has identified challenges with implementation. One of the more significant barriers appears to be meeting stormwater management requirements when developing smaller infill sites utilizing the City’s criteria that are more stringent than the State requirements. The City’s threshold for water quantity is 6,000 square feet of land disturbance, while the State threshold is 10,000 square feet. Similarly, the City's threshold for water quality is 6,000 square feet of land disturbance, while the State threshold is one acre. 

Potential changes to environmental regulations and policies to facilitate infill development need to be balanced with protection of the natural environment and climate change mitigation and adaptation. With the City’s Climate Action Plan and Climate Risk and Vulnerability Assessment, the City identified the following top three local risks from climate change: extreme heat, increased intensity storms with associated flooding, and changing seasonal weather patterns. 

There is also a need for community engagement to ensure community needs and priorities are incorporated into updated City regulations and policies. To address challenges with Development Code implementation and to balance Comprehensive Plan policies, the City of Charlottesville is conducting an Environmental Regulations and Policy Review project, which covers six topics: stormwater management, floodplain management, tree canopy, stream buffers, critical slopes, and energy efficiency. While this RFP is focused on the stormwater management topic, City staff will bring a comprehensive lens to the project and knowledge of relevant parallel projects. 

Project Details

• Reference ID: RFP 27-02
• Department: Neighborhood Development Services
• Department Head: Kellie Brown (Director of Neighborhood Development Services)

Evaluation Criteria

• Methodology/Specific Plan (30 pts) —

  The ability, capacity, and skill of the firm to perform the work described herein in a manner consistent with City goals and standards. This should be addressed in Section 1 – Methodology/Specific Plan portion of the proposal. 

• Qualifications and Experience (25 pts) —

  Qualifications and experience of offerors staff to be assigned to perform the services. This includes past project experience of a similar size and scope and focusing on the interrelatedness between housing, land use, environmental protection, and community resilience. The ability, experience, and continuity of the proposed staff, consultants, and sub-consultants to be assigned to the project including the capability of the required staff, consultants, and sub-consultants to perform the services needed within the timeframe designated. The firm must provide assurance that the continuity of the consulting team will be maintained and not changed without prior approval of the City. Offerors are required to provide current resumes for the individuals that they propose for this project. The resumes must specifically describe their training, certification levels, and experience. This should be addressed in Section 2 – Experience portion of the proposal.

• Strength of Overall Proposal and Alignment with City Objectives (25 pts) —

  Overall quality of proposal submitted that specifically addresses the City’s Request for Proposals including the basic approach and understanding of the City’s objectives, including the balancing and integration of housing, land use, environmental protection, and community resilience. This should be addressed in Section 3 – Strength of Overall Proposal and Alignment with City Objectives.

• Proposed Schedule and Timeline (20 pts) —

  Proposed schedule to complete each task with key milestones, including review by DEQ and public hearings with the City’s Planning Commission and City Council. This should be addressed in Section 4 – Proposed Schedule and Timeline.

Submission Requirements

• Offeror Information
• Offeror's Primary Contact (required) —

  Please enter the following information for the primary contact for this proposal even if the same as on the profile submitting:

  • Full Name
  • Title
  • Phone Number
  • Email Address
• Years In Business (required) —

  Please indicate the length of time (in months and years) the company has been in business providing this type of good or service.

  If your company has not yet been in business for 1 full year, please still state 0 years and the number of months.

  EXAMPLE:
  0 Years and 9 Months

• References (required) —

  Indicate a listing of at least four (4) current or recent accounts, either commercial or governmental, that your company is servicing, has serviced, or has provided similar goods. For each entry please be sure to Include:

  • Entity Receiving Service(s) or Good(s)
  • Point of Contact Name of Individual at Entity
  • Point of Contact Title
  • Phone Number of Point of Contact Name
  • Email Address of Point of Contact Contact Name
  • Location of Service or Goods with valid Physical Address
  • Start and End Date of Service(s), include overall length of continuous Service or Frequency of Service within given timeframe
  • Estimated Total Dollar Value of Service Between Start and End Dates
• Virginia Contractor License No. (required) —

  Please enter your Contractor License Number for the State of Virginia.

  Please also note the class of license and any specialty codes.

• SAM.gov Confirmation (required) —

  Please upload a printout from SAM.gov to confirm that your company currently has no active exclusions. The printout must be no greater than 7 calendar days prior to the due date of this bid.

• State Corporation Commission Form (required) —

  Select one of the below options. If Option 1 is selected, please provide your entity's Virginia SCC identification number in the next question. If any other option is selected, input "N/A" in the next question.

• State Corporation Commission Identification Number (required) —

  Enter your entity's SCC number if you are registered with the Virginia SCC. If not, enter N/A.

• Offeror Private Security Services Business License (required) —

  Please enter your Private Security Services Business License Number issued by the Department of Criminal Justice Services.

• Subcontractor Private Security Services Business License (required) —

  Please enter the Private Security Services Business License Numbers issued by the Department of Criminal Justice Services for any subcontractors you will be using.

  If N/A then simply state "N/A".

• Small-, Women-, Minority-Micro, Employment Services Organizations, and Veteran-Owned Business Objectives —

  It is an important business objective of the City of Charlottesville to promote the economic enhancement of small businesses (SBE) and micro businesses (O), women-owned businesses (WBE), minority-owned businesses (MBE), employment services organization (ESO) and veteran-owned businesses (VBE).  The City’s ability to track the amount of business received by SBE, O, WBE, MBE, ESO, and VBE businesses, whether as a prime contractor or a subcontractor, is dependent upon the business community partnering with us in this important endeavor.

  If you anticipate subcontracting to any of these businesses in the performance of this contract, you are requested to report the total dollars anticipated to be subcontracted to each type of business.  Failure to provide this information may result in the application of stronger requirements on bidders to assure that SBE, O, WBE, MBE, ESO, and VBE businesses receive benefits from City contracts.

• SBE, O, WBE, MBE, ESO or VBE (required) —

  If you or your corporation/company/partnerships are a SBE, O, WBE, MBE, ESO, or VBE, please check the applicable following boxes. If you do not meet the requirements for any of those options, please select "NONE".

• Certification # and Expiration Date —

  If your answer to the previous question indicates that you or your corporation/company/partnership are one or more of the options (SBE, O, WBE, MBE, ESO, or VBE) then please indicate your certification number and expiration date here using the following format:

  CERTIFICATION #:
  <State your Certification #>

  EXPIRATION DATE:
  <State the expiration date of your certification(s)>

• Certifying Agency —

  If certified by other than the Virginia Department of Small Business and Supplier Diversity provide the Name and Contact information, including Phone Number and Website of Certifying Agency.

• Total SBE Dollars to be Sub-contracted (required) —

  Report the amount of work (in USD) that you intend to subcontract to any SBE for this project if a contract is awarded to your company. If you do not intend to sub-contract to any such firms, even if you are an SBE, O, WBE, MBE, ESO or VBE, then enter $0.

• Total O Dollars to be Sub-contracted (required) —

  Report the amount of work (in USD) that you intend to subcontract to any O for this project if a contract is awarded to your company. If you do not intend to sub-contract to any such firms, even if you are an SBE, O, WBE, MBE, ESO or VBE, then enter $0.

• Total WBE Dollars to be Sub-contracted (required) —

  Report the amount of work (in USD) that you intend to subcontract to any WBE for this project if a contract is awarded to your company. If you do not intend to sub-contract to any such firms, even if you are an SBE, O, WBE, MBE, ESO or VBE, then enter $0.

• Total MBE Dollars to be Sub-contracted (required) —

  Report the amount of work (in USD) that you intend to subcontract to any MBE for this project if a contract is awarded to your company. If you do not intend to sub-contract to any such firms, even if you are an SBE, O, WBE, MBE, ESO or VBE, then enter $0.

• Total ESO Dollars to be Sub-contracted (required) —

  Report the amount of work (in USD) that you intend to subcontract to any ESO for this project if a contract is awarded to your company. If you do not intend to sub-contract to any such firms, even if you are an SBE, O, WBE, MBE, ESO or VBE, then enter $0.

• Total VBE Dollars to be Sub-contracted (required) —

  Report the amount of work (in USD) that you intend to subcontract to any VBE for this project if a contract is awarded to your company. If you do not intend to sub-contract to any such firms, even if you are an SBE, O, WBE, MBE, ESO or VBE, then enter $0.

• Reasons Behind Utilization (required) —

  If you do not plan to utilize such firms in this contract, please state your reasons.

  If you are planning to utilize such firms then please simply state "N/A" here.

• Proposal Items
• Proposal (required) —

  Please Upload your COMPLETE Proposal here formatted in the manner required by this RFP.

• Proposal (without Cost) (required) —

  Please Upload your Proposal here formatted in the manner required by this RFP. This upload here should NOT INCLUDE any pricing information as that will be uploaded separately.

• Certification of No Collusion (required) —

  I hereby certify, under penalty of perjury:

  I am authorized to act on behalf of and bind the company or other entity submitting this bid, and this bid is not the result of, or affected by, any act of collusion with another person engaged in the same line of business or commerce, or any act of fraud punishable under the Virginia Governmental Frauds Act.

• Additional Information (if needed) —

  For any additional information requested or required by any of your previously provided answers please upload that additional documentation here.

• Proprietary/Confidential Information Identification (required) —

  Please download the below documents, complete, and upload.

• Submission Confirmation (required) —

  Offeror hereby certifies that all information provided within this submission is accurate to the best of their knowledge and that they have the authority to submit a bid on behalf of the stated Company and bind the Company to the information contained within said submission.

• Private Security Services? (required) —

  Is this solicitation for installation, service, maintenance, or design of security equipment? Is it for any sort of security officer or private investigator or security service that requires the contractor to have a Private Security Services Business License issued by the Department of Criminal Justice Services under the Code of Virginia § 9.1-139?

• Proposal Valid For? (required) —

  How many days do you wish for proposals to remain valid after the due date of this RFP?

  Please be sure to write it out exactly as show in the following example:

  EXAMPLE (if 60 days):
  sixty (60)

• Multiple Awards (required) —

  Does the City want to reserve the right to make multiple awards as a result of this solicitation?

• Information Technology Related Goods/Services (required) —

  Are you procuring information technology related goods, services, etc.?

• Commercial Loading Zone Attachment? (required) —

  Will this solicitation or its contract result in deliveries being made to City Hall or Annex? Answering "YES" will provide the Commercial Loading Zone attachment as Attachment BB. An answer of "NO" will not provide the attachment with this project.

• Federal Funding? (required) —

  Is there federal funding involved with this RFP or Contract that will result from this RFP?

• Contractors License? (required) —

  Is a contractors license required for a responsive proposal?

• Limitation of Liability (required) —

  NOTE: If you are using this section, it should be on an exception basis and review by both Risk Management and Legal Counsel is MANDATORY before including it in a solicitation or contract.

  THE CONTRACTOR WILL NOT BE LIABLE:
  A contract officer may use this clause in a contract when negotiations suggest that liability may be an issue, but the risk and liability to the Commonwealth is negligible.  Examples include, but are not limited to, office supplies and equipment, paper products, printing, furniture, audio/visual equipment, consultant services, media services, equipment maintenance, etc.  In certain circumstances, a contract officer may include this clause in a solicitation after consulting with risk management and legal counsel.  Note: The clause may be modified, as applicable, depending on the intended use of the goods and/or services.

  THE CONTRACTOR WILL BE LIABLE:
  A contract officer may use this clause in a contract when negotiations suggest that liability will be an issue and the risk and liability to the Commonwealth is extensive.  Examples include, but are not limited to: software; hardware; two-way communication devices; telephone equipment; medical, dental, and laboratory equipment and supplies; elevator maintenance and inspection services; food service; medical service; etc.  Caution: The potential risk must be calculated in dollars and indicated in the first blank.  Delete the remaining part of the sentence.  If the risk value cannot be determined within a reasonable amount and the contract is for indefinite quantity (e.g., annual contract), estimate the approximate annual value and fill in the dollar amount.  Enter a multiplication factor in the second blank, such as two (2) or some other reasonable number.  In rare circumstances, a contract officer may include this clause in a solicitation after consulting with risk management and legal counsel.  Note: The clause may be modified, as applicable, depending on the intended use of the goods and/or services.

• Indemnification (required) —

  Is this for work contemplated by § 11-4.4. of VA Code (i.e., “a contract between an architect or professional engineer and [the City] relating to the planning or design of a building, structure or appurtenance thereto, including moving, demolition or excavation connected therewith, or relating to the planning or design of construction projects other than buildings”)?

• Insurance Requirements —

  The following Insurance Requirements section is for the Risk Manager to review and modify. The drafter should not modify the text in the text boxes in this section. When Insurance Requirements are ready for review, invite the Risk Manager as a collaborator with Edit access from the main project page.

• Automobile Liability (required) —

  Does this solicitation require Automobile Liability insurance? If yes, leave default value. If no, type "Does not apply."

• Umbrella Liability (required) —

  Does this solicitation require Umbrella Liability Insurance? If yes, input the dollar amount into the default value. If no, delete default value and type "Does not apply."

• Professional Liability (required) —

  Does this solicitation require Professional Liability Insurance? If yes, input the dollar amount into the default value. If no, delete default value and type "Does not apply."

• Cyber Liability (required) —

  Does this solicitation require Cyber Liability Insurance? If yes, input the dollar amount into the default value. If no, delete default value and type "Does not apply."

• Abuse and Molestation Liability (required) —

  Does this solicitation require Abuse and Molestation Liability Insurance? If yes, input the dollar amount into the default value. If no, delete default value and type "Does not apply."

• Pollution Liability (required) —

  Does this solicitation require Pollution Liability Insurance? If yes, input the dollar amount into the default value. If no, delete default value and type "Does not apply."

• Explosion, Collapse, and Underground Property Damage Liability (required) —

  Does this solicitation require Explosion, Collapse, and Underground Property Damage Liability Insurance? If yes, input the dollar amount into the default value. If no, delete default value and type "Does not apply."