Strategic Planning and Research Analysis Consulting Services, On-Call

The City of Newport News (the “City”) is seeking proposals from qualified firms (the “Offeror” or “Contractor”) to furnish the goods and/or services described herein and proposals will be received via the City’s e-Procurement Portal, OpenGov Procurement (https://secure.procurenow.com/portal/nnva), to be received no later than Tuesday, May 19, 2026 at 11:55 pm (local prevailing time).

The purpose of this Request for Proposals (RFP) is to solicit proposals to provide a range of strategic planning and consultation services to the City of Newport News. This contract will cover a range of consultancy services across multiple service categories. These services will support the City's strategic goals, operational excellence, financial stewardship, urban revitalization efforts and strategic communications.

Project Details

• Reference ID: 26-3642-1603
• Department: City Manager
• Department Head: Alan Archer (City Manager)

Important Dates

• Questions Due: 2026-04-28T18:00:00.000Z

Evaluation Criteria

• Methodology and Approach (1 pts) —

  Demonstrated understanding and approach to provide the services in the proposed categories of the Scope of Work. 

• Experience and Capabilities of Firm (1 pts) —

  Demonstrated successful experience and capabilities of the firm providing similar services in the proposed categories of the Scope of Work.

• Experience and Capabilities of Key Personnel (1 pts) —

  Experience and demonstrated knowledge of key personnel. Provided experience history/resumes of all key personnel who will be assigned to work on the contract.

• Price (1 pts) —

  Hourly rates of key personnel and other cost associated with providing services to the City.

• Capabilities and functionality of the proposed solution to meet City needs. (1 pts)
• Successful experience of the firm providing similar services. (1 pts)
• Experience and demonstrated knowledge of key personnel. (1 pts)
• Security, reliability and redundancy of the proposed solution. (1 pts)
• Price. (1 pts)
• Timeframe for completion of the project. (1 pts)
• Completeness of Proposal. (1 pts)

Submission Requirements

• Primary Contact (required) —

  Please provide the following information for the main contact for all communication regarding this solicitation:

  Name
  Title
  Phone Number
  Email Address

• Secondary Contact - OPTIONAL —

  Please provide the following information for the secondary contact for all communication regarding this solicitation:

  Name
  Title
  Phone Number
  Email Address

• Payment Address (required) —

  Please provide the payment address for your organization.

• Employer Identification Number (required) —

  Please provide the Employer Identification Number (EIN). If an EIN is not available, please provide the Social Security Number associated with your organization.

• Authorization to Transact Business in Virginia (required) —

  Please provide your State Corporation Commission (SCC) Identification Number. If the Firm/Company is not required to have/maintain registration, please provide the reason. If the Firm/Company is in the process of registering with the SCC, please state so.

  For more information on registration and requirements, please visit https://www.scc.virginia.gov/.

• Payment Terms —

  Please provide the payment terms for this project. If payment terms are not provided, then the terms shall be "Net 30 Days".

• Exceptions (required) —

  Please select one of the following:

• Exception Details (required) —

  Offeror takes exception to terms, conditions, requirements, or specifications stated herein Offeror must itemize all exceptions below.

  If there are no exceptions, please type "N/A".

  The following exceptions are noted:

• Cooperative Purchasing (required) —

  Offeror will extend term, conditions and prices to other jurisdictions.

• Anti-Collusion Certification (required) —

  By submitting a response to this solicitation, the Offeror certifies that this proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same product and that this proposal is in all respects bona fide, fair and not the result of any act of fraud or collusion with another person or firm engaged in the same line of business or commerce. The Offeror understands collusive bidding is a violation of Federal law and that any false statement hereunder constitutes a felony and can result in fines, imprisonment, as well as civil damages.

• Authorization (required) —

  In accordance with the terms, conditions and specifications of this Request for Proposals, the undersigned agrees to furnish the items and/or services requested. The undersigned acknowledges that the proposal is valid for a period of 180 days from the due date and certifies he/she 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 below.

  In the space below, enter the name, title and contact email of the person who has signature authority for the Offeror's company, and is hereby agreeing to the statement above.

• Proprietary Information (required) —

  Trade Secrets or Proprietary information submitted by an Offeror or Contractor in connection with a procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror or Contractor must invoke the protections of this section prior to or upon submission of data or other materials to be protected and state the reasons why protection is necessary. Price quotations in proposals submitted to the City are not “proprietary” or “confidential”. They are considered public information. Information leading to the decision to award, including prices and other factors, shall be made public (section 2-557.2 of City Code).

• Proprietary Information - Specifics (required) —

  If you answered YES to the previous question, please list the sections and the reasons why the information is considered a trade secret or proprietary information. Please clearly list out exactly what sections of your submittal are proprietary. Do Not Mark the Whole Proposal Proprietary.

  If there is no proprietary information being submitted, please type "N/A".

• Byrd Anti-Lobbying Amendment (required) —

  Please download the below document, complete, and upload.

• Federal Terms and Conditions (required) —

  Offeror hereby agrees to comply with all applicable Federal Terms and Conditions, if awarded a contract by the City.

• Meeting Information Technology Security Policy Requirement Matrix (required) —

  Offerors must complete and return with their proposal, the MEETING INFORMATION TECHNOLOGY SECURITY POLICY REQUIREMENTS MATRIX.

  Please download the below document, complete, and upload.

• Draft Software License Agreement —

  If you have a Draft Software License Agreement for your organization, please upload a copy.

• W-9 (required) —

  Please upload a completed copy of the W-9 for your organization.

• Category of Work Offered (required) —

  Please Identify each Category of Work that your firm is interested in providing a specified in the Scope of Work.  The Technical Proposal shall include detail related to each category as indicated in Section 3, Technical Proposal Form of this RFP.  Multiple selections are possible.

• Technical Proposal (required) —

  Please submit your technical proposal for this project. Be sure to include all of the required items outlined in the “Technical Proposal Format” section of this RFP.

• Price Proposal (required) —

  Please upload your Price Proposal for this project, as described in the "Submission Requirements and Evaluation" section of this RFP.

• References —

  References must be for equivalent services. Do not include the City of Newport News as a Reference.

  Please provide the following information for all three references, where prompted below:
  Name of Business, City, County, or Agency
  Street Address
  City and State
  Contract Dates
  Contact Name
  Contact Title
  Contact Telephone
  Contact Email
  Description of Work Performed
  Contract Amount in Dollars

• Reference #1 (required) —

  Please provide the requested information for the first reference:

• Reference #2 (required) —

  Please provide the requested information for the second reference:

• Reference #3 (required) —

  Please provide the requested information for the third reference:

• Contractor's License
• Contractor's License Confirmation (required) —

  Under Title 54.1, Chapter 11, Code of Virginia, a Contractor that for a fixed price, commission, fee, or percentage undertakes to bid upon, or accepts, or offers to accept, orders or contracts for performing, managing, or superintending in whole or in part, the construction, removal, repair or improvement of any building or structure permanently annexed to real property owned, controlled, or leased by him or another person or any other improvements to such real property is required to hold a business license issued by the Virginia Board for Contractors. Licenses are issued in one of three license classes; A, B, or C as follows:

  1. One hundred twenty thousand dollars ($120,000) or more, or the total value of all such construc¬tion, removal, repair or improvements undertaken by such person within any twelve-month period is seven hundred fifty thousand dollars ($750,000) or more shall show evidence of being licensed as a Class A Contractor.
  2. Ten thousand dollars ($10,000.00) or more, but less than one hundred twenty thousand dollars ($120,000) or the total value of all such construction, removal, repair or improvements undertaken by such person within any twelve-month period is one hundred and fifty thousand dollars ($150,000) or more, but less than seven hundred fifty thousand dollars ($750,000) shall show evidence of being licensed as a Class B Contractor.
  3. Over one thousand dollars ($1,000) but less than ten thousand dollars ($10,000) or the total value of all such construction, removal, repair, or improvements undertaken by such person within any twelve-month period is no more than one hundred and fifty thousand dollars ($150,000) shall show evidence of being licensed as a Class C Contractor.

  The City shall require master certification as a condition of licensure or certification of electrical, plumbing and heating, ventilation and air conditioning Contractors.

  In addition, a valid business license from the City may be required.

• Contractor's License Class and Number (required) —

  Please provide the License Class(es) and numbers held by this organization:

  1. "License Class A Virginia Contractor No. _________."
  2. "License Class B Virginia Contractor No. _________."
  3. "License Class C Virginia Contractor No. _________."
  4. Classification/Specialty ________________________.
• Contractor's License Documents —

  Please upload a copy of the business licenses held by your organization.

• Small, Women-Owned, Minority-Owned (SWaM) and Service Disabled Veteran-Owned Business
• SWaM Status (required) —

  Please review the City's SWaM program. This document is provided for informational purposes only.

  A certified SWaM Business is one that holds a current certification from the Virginia Department of Small Business and Supplier Diversity (SBSD), the U.S. Small Business Association (SBA), the Women’s Business Enterprise National Council (WBENC), National Minority Supplier Development Council (NMSDC) or from other U.S. State and some Local Government Supplier Diversity Programs.

  Is your company a certified Small, Woman or Minority Owned (SWaM) Business or Disadvantaged Business Enterprise?

• Certification Type —

  If applicable, what is your company’s certification type?

• Certification Information —

  If applicable, please provide the Certification Entity/Agency and the Certification Number(s).

• SWaM Certificate/Supporting Documentation —

  If applicable, attach any supporting documentation, including certificates, in regards to your company's SWaM status.

• Subcontracting —

  Contractors (including SWaM and non-SWaM firms) are encouraged to offer subcontracting opportunities to SWaM businesses to the greatest extent possible.

  If applicable, please state the anticipated dollars that you intend to subcontract to each business type if a contract is awarded to your firm, similar to the format indicated below:

   

  Total dollars to be sub-contracted: Company Name:

  Total Small Business $______________ _____________________

  Total Woman-Owned $______________ _____________________

  Total Minority-Owned $______________ _____________________

  Total SDV Dollars $______________ _____________________

  Total DBE Dollars $______________ _____________________

   

  If your firm cannot subcontract any work to SWaM businesses, please elaborate on why subcontracting opportunities are not available or practical.

• Project Type (required) —

  This solicitation is for what type of project?

• Pre-Proposal Conference (required) —

  What type of pre-proposal meeting will be required for this project?

• Site Visit (required) —

  Will there be a site visit for this project?

• Pricing Table (required) —

  Will a pricing table be utilized for this project?

• Method of Award (required) —

  What is the method of award resulting from this solicitation?

• Agreement (required) —

  What type of Agreement will be the result of this solicitation?

• Contract Period/Renewal (required) —

  What type of Period/Renewal will be used for this project?

• Price Escalation/De-Escalation (required) —

  How will price adjustments be handled for this solicitation?

  Price adjustments only apply to term contracts. If solicitation is for a one-time project/purchase, then choose N/A.

• Delivery (required) —

  Will there be a requirement of Delivery of Goods/Services for this project?

• Method of Ordering (required) —

  What will be the method of ordering for this solicitation?

• Quantities (required) —

  Will this project be for:

• Invoicing and Payment (required) —

  How will invoices be required to be submitted for this project?

• Required Terms and Conditions (required) —

  Which of the following will be requirements of this project? Select all that apply.

• Contractor's License (required) —

  Does this project require a Contractor's Business License?

• Insurance (required) —

  Will the awarded vendor be required to submit insurance documentation after award?

• Federal Funding (required) —

  Will Federal funding be used to fund this project?

• Additional Insurance Requirements (required) —

  Does this solicitation require Professional Liability or Medical Professional Liability Insurance? 

  Note: The answer to this question should always be No for this template.  If any of these insurance types are needed, you should use the corresponding template. 

• Ownership of Materials, Data, and Documentation (required) —

  Might this solicitation require the Contractor to prepare or create any materials (printed or otherwise), data, or documentation on the City's behalf?