Fort Monroe Authority
20 Ingalls Road
Fort Monroe, Virginia 23651
REQUEST FOR PROPOSAL
Professional Services for the Site Design
of the
African Landing Memorial
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REQUEST FOR PROPOSALS
Issue Date: April 18, 2022 RFP#: 2740
Title: Professional Services for the Site Design of the African Landing Memorial
Commodity Code: 90607, 90656, 92517, 92588, 92558, 92542, 92537, 92536
Issuing Agency & Address: Fort Monroe Authority
20 Ingalls Road
Fort Monroe, Virginia 23651
Location of Work: Fort Monroe, Virginia
Period Of Contract: Single project services
All inquiries for information should be directed to: Yvonne Cash at ycash@[Link]
ALL PROPOSALS SHALL BE SUBMITTED ELECTRONICALLY, THROUGH eVA
Sealed proposals for furnishing the services described herein will be received until 2:00 p.m. local time on Friday,
June 3, 2022. Proposals must be submitted prior to the deadline, eVA will not permit proposals to be submitted
after the due date and time.
In compliance with this Request For Proposals, which includes the attached Table of Contents and all provisions and
appendices attached and referenced therein, and subject to all the terms and conditions set forth herein, the
undersigned offers and agrees to furnish the services described in the RFP cited above and submit this signed
proposal which includes this completed and signed page, the completed and signed Forms AE-1, AE-1A, AE-2, AE-3,
AE-4, AE-5 and AE-6 and other data as required by the RFP. It is understood that this proposal and the scope of
services may be modified, by mutual agreement in subsequent negotiations.
Name and Address of Offeror:
Date:
By:
(Signature in Ink)
Title:
FEIN/SSN# Telephone:
Email Address:
PRE-PROPOSAL CONFERENCE: An optional Preproposal Conference will be held on Tuesday, May 10, 2022 at 10:00
a.m. at the site of the African Landing Memorial located along Fenwick Road adjacent to Battery Irwin and the
Historic Old Point Comfort Light House.
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Table of Contents
I. APPLICABILITY OF THE A/E MANUAL ......................................................................................................6
II. PURPOSE..................................................................................................................................................6
III. BACKGROUND .........................................................................................................................................6
IV. INFORMATION AVAILABLE ......................................................................................................................7
V. SCOPE OF SERVICES:................................................................................................................................7
A. Master Planning ..................................................................................................................................7
B. Public Engagement/Presentations ......................................................................................................8
C. Schematic Design Phase ......................................................................................................................8
D. Preliminary Plans and Specifications (Design Development Phase) ...................................................9
E. Working Drawings and Specifications (Construction Documents Phase) ........................................10
F. Permitting..........................................................................................................................................10
G. Bid and Award ...................................................................................................................................11
H. Construction Phase Services .............................................................................................................11
VI. PARTICIPATION OF SMALL BUSINESSES AND MICRO BUSINESSES: .....................................................11
VII. PROPOSAL REQUIREMENTS: ................................................................................................................11
VIII. EVALUATION AND AWARD OF CONTRACTS: ........................................................................................12
IX. FEES: ......................................................................................................................................................13
X. ATTACHMENTS ......................................................................................................................................13
eVA Vendor Registration: The offeror shall be a registered vendor in eVA. See the attached eVA Vendor
Registration Requirements.
[NOTE: Electronic copies of A/E Data Forms AE-1 through AE-6 (DGS-30-004) and the eVA Vendor
Registration form (DGS-30-384) are available for download at the following website:
[Link] ]
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I. APPLICABILITY OF THE A/E MANUAL
The A/E Manual shall apply to the contract awarded pursuant to this RFP and is incorporated by reference
herein in its entirety.
Offeror's attention is directed to Chapter 2, Definitions, for definitions of terms used in this RFP. The terms
"Agency" and "Owner" are used interchangeably in the material referenced in this RFP and mean the public
body issuing this solicitation for services and with whom the successful A/E Offeror will enter into an
agreement.
Offeror's attention is also directed to the Terms and Conditions of the A/E Contract (CO-3a).
II. PURPOSE
The purpose of this RFP is to solicit proposals with the intent to enter into a contract through competitive
negotiations for the professional services of an Architectural/Engineering firm, authorized to do business in
the Commonwealth of Virginia, with experience in Civil and Structural Engineering, Landscape Architecture,
Site Design for Parks and/or Monuments, which included foundation design and coordination for large scale
outdoor sculptures similar to that required for this project.
The A/E shall provide professional services for the project described in Part V of this RFP consistent with
the A/E Manual, as revised, and latest directives issued by the Division of Engineering and Buildings
concerning construction and professional services for new and renovated State buildings.
III. BACKGROUND
Centuries before the arrival of European explorers, this land of rich natural resources was a crossroad for
American Indians. Identified by Captain John Smith as “Pointe Comfort” in 1607, later dubbed “The
Gibraltar of the Chesapeake” and then “Freedom’s Fortress,” Fort Monroe was the third oldest United
States Army post in continuous active service until its closure as a military installation in September 2011.
Following the deactivation of the Army post, President Obama issued a Presidential Proclamation creating
Fort Monroe National Monument.
As the landing point for the first enslaved Africans in the Virginia colonies in 1619 and the site where three
enslaved men, today known as Frank Baker, Shepard Mallory, and James Townsend escaped to Fort Monroe
seeking freedom with the Union Army in 1861. Fort Monroe marks both the beginning and the ending of
slavery in the United States. The majority of the Fort Monroe peninsula was designated a National Historic
Landmark in 1960 and is also listed in the National Register of Historic Places. In February 2021, UNESCO
designated Fort Monroe a Site of Memory associated with the Slave Route Project.
Interpreting the history of Fort Monroe for visitors begins at the Visitor & Education Center at 30 Ingalls
Road and at the Casemate Museum located at 20 Bernard Road. Self-guided walking tours of the fort are
available as well as the National Park Service's Fort Monroe Junior Ranger Program. Programs and events
at Fort Monroe are presented through a collaboration of the Fort Monroe Authority, the City of Hampton,
and National Park Service.
Located in Hampton, Virginia, Fort Monroe is just 30 minutes from Colonial Williamsburg and 25 minutes
from Virginia Beach. Today, Fort Monroe, a 561-acre site, is transitioning to a unique visitor destination
that is home to restaurants, walking paths, biking, kayaking, 3 miles of beaches, a marina, dozens of
businesses, over 170 residents living in historic homes, and marvelous views of the Chesapeake Bay.
The land at Fort Monroe is owned by the Commonwealth of Virginia and the United States of America.
Commonwealth property at Fort Monroe is managed by the Fort Monroe Authority, a political subdivision
of the Commonwealth of Virginia. Federal land at Fort Monroe is managed by the National Park Service as
the Fort Monroe National Monument.
The Fort Monroe Authority (FMA) desires to master plan, design and construct the new African Landing
Memorial, which shall be located along Fenwick Road adjacent to Battery Irwin and the Historic Old Point
Comfort Light House overlooking the scenic Chesapeake Bay. The project consists of the planning and
design of the African Landing Memorial within the site constraints as defined in Attachment D. The African
Landing Memorial site design shall include coordination and planning for the inclusion of artistic works (see
Attachment E, performed by others) such as, structural foundations for the African Landing Memorial
artistic works, coordination with key FMA staff and/or the artist in the location of artistic works,
interpretative signage, and site development to include site access and connectivity, parking, pedestrian
and vehicular conveyance, site infrastructure and other amenities as required.
This Request for Proposals (RFP) will provide Civil Engineering, Architecture and Landscape Architecture
services related to Master Planning and Basic Services (Master Planning Phase through Construction
Administration) for the development of the African Landing Memorial as outlined in the following sections
below.
IV. INFORMATION AVAILABLE
The Authority has procured a Conceptual Site Plan (Basis of Design) of the proposed sculpture location and
surrounding amenities, which is included as Attachment C. The Site Constraints Plan is included as
Attachment D. The artist’s conceptual design of the artistic works is included as Attachment E.
V. SCOPE OF SERVICES:
The documents indicated in Section IV above describe the program, siting, appearance, aesthetics, and
functional arrangement desired by the Fort Monroe Authority.
The selected A/E shall furnish all expertise, labor and resources for a completed design and construction
period services for the project in accordance with the requirements of the A/E Manual. The following
generally highlights the services that the A/E will be required to perform:
A. Master Planning
1. Research and Analysis
a. Initial research for content development for the site will be conducted at this stage. This
professional level research/site development will continue throughout the Master Planning
and Schematic Design services for the project site.
b. Collect and review all relevant materials and data which pertain to the project site such as,
historic maps, images, topographical surveys, previous planning documents, historic
records, utility records and other materials as needed.
c. Review with key FMA staff and/or the artist, historic records and other materials on the
history of Old Point Comfort as it relates to the first African landing.
2. Design Principles and Programming
a. Conduct meetings with key FMA staff and/or the artist, to develop potential ideas, key
planning components, programming and interpretation requirements for the site. This will
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include review of the project/exhibit goals and objectives and obtain any additional
program information for the site, artistic works and exhibits.
b. Draft a program narrative, based on the data collected, that includes future potential
growth, identifying priorities, capacities and relationships between elements. The program
will include projected basic space needs, uses and site improvements.
c. Present the results of the Research and Analysis, the Draft Program, and Concepts to key
FMA staff and/or the artist and obtain feedback for further refinement as necessary.
3. Conceptual Master Plan
a. Create a conceptual master plan illustrating the sculpture/exhibit locations, outdoor
activities, vehicular and pedestrian circulation and connectivity, parking, landscaping,
phasing alternatives and other elements identified in the Draft Program. The existing
Conceptual Site and Constraints Plans (Attachments C & D) may be utilized as the basis of
design.
b. Present the Conceptual Master Plan to the FMA for discussion and feedback.
c. Refine the draft Conceptual Master Plan based on feedback received, into the final Master
Plan reflecting the previously established program and basis of design guidelines.
d. Create illustrations that convey design intent for future development, including conceptual
elevations, plans and perspective sketches of landscape features, etc.
B. Public Engagement/Presentations
The selected A/E will be required to participate and sometimes lead in as much public engagement
as is required by the Authority’s Governing Documents and as necessary to advance the project.
Meetings that the A/E take a lead role in may include, but not limited to: Public/Stakeholder
Meetings, FMA Board of Trustees Meetings, Fort Monroe Historic Preservation Officer (FMHPO),
National Park Service (NPS), The Virginia Department of Historic Resources (VDHR), Art and
Architecture Review Board (AARB), Virginia Division of Engineering and Buildings (DEB), Fort
Monroe Museums, Education and Interpretation meetings, etc.
C. Schematic Design Phase
Further, develop the Conceptual Master Plan to 20% Schematic Design. The intent is to resolve
outstanding design considerations in the Schematic Design phase and ensure that the design is
within the “design-not-to-exceed” construction budget. Once complete, the FMA will approve that
the A/E proceed with the Preliminary Plans and Specifications (Design Development Phase).
Work in the Schematic Design Phase will include initial development of the site design to include
locations of structural foundations, parking, walks, supporting infrastructure as well as additional
site improvements as necessary. The design team will conduct regular coordination meetings with
the FMA throughout this phase. Schematic Design Phase services will consist of:
1. Project Start Up / Kick Off Meeting to review key program elements to be included.
2. Schematic Design Drawings
Refine the Conceptual Master Plan design, based on feedback, and develop it into a Schematic
Design package for the entirety of the site design project. Prepare full Schematic Design
drawings including plans, elevations, and other consultant-derived designs/reports necessary
to convey the extent of the design per the FMA’s previous feedback.
3. Narrative Report
Based on the Schematic Design developed, prepare a single narrative document describing the
design, systems and components of the site and other amenities for FMA staff review.
4. Geotechnical Report
Coordinate with the Geotechnical engineer, on their geotechnical investigation, and
incorporate any findings into the design. (Note: All ground-disturbing activities proposed for
site investigation shall first need to be approved by the Fort Monroe Historic Preservation
Officer before proceeding.)
5. Preliminary Site Plan
Provide a preliminary site plan, which consists of at a minimum:
a. Site layout of proposed artistic works footprints/ foundations, pedestrian and traffic
conveyance and connectivity, landscaping, hardscape, etc.
b. Conceptual stormwater management plan
c. Identify proposed route for site new site utilities, including electric and water connections
for future events, and relocation of existing as needed.
6. Provide determination of all required permitting, e.g., DEB, Joint Permit Applications (JPA), etc.
A/E shall investigate need and provide guidance to the FMA.
D. Preliminary Plans and Specifications (Design Development Phase)
Develop the design to 40-50% design completion. All systems’ designs, sustainable features, and
functional requirements will be incorporated into the design including, but not limited to:
1. Design Development Drawings
Prepare Design Development drawings including plans, elevations, and consultant drawings as
necessary to convey design of the project per the FMA’s standards.
2. Prepare Outline Specification
Outline specifications will be prepared for all specification systems anticipated to be used
within the project.
3. DHR and NPS Preliminary Review
The A/E and key FMA staff will review the Preliminary Plans with the Virginia Department of
Historic Resources (DHR) and the National Park Service (NPS) for initial informal review and
comment. The A/E shall review the Preliminary Plans with the AARB for initial review at the
appropriate time as well. The design team may be required to revise elements of their design
as a result of these initial reviews.
4. Cost Estimates
Prepare an initial Opinion of Probable Construction Cost (OPCC) for review by the FMA. This
OPCC will exclude the cost for artistic works.
5. Prepare initial project construction schedule based on the Preliminary Designs development
level.
Once complete, the FMA will approve that the A/E proceed with the Working Drawings and
Specifications (Construction Documents Phase).
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E. Working Drawings and Specifications (Construction Documents Phase)
Upon approval of the Design Development Phase, the A/E shall proceed to detail and prepare final
Working Drawings and Specifications to 100% fully describing the project for bidding and
permitting. Services will consist of:
1. Construction Document Drawings
Prepare the Working Drawing set signed and sealed by licensed professional(s) in the
Commonwealth of Virginia for project bidding.
2. Prepare Specifications
Prepare specifications signed and sealed by licensed professional(s) in the Commonwealth of
Virginia for project bidding.
3. Cost Estimates
Prepare and provide third party construction cost estimate at 95% Construction Documents.
(Note: Cost associated with the fabrication of the artistic works shall be excluded for the cost
estimate.)
4. Site Construction Drawings
Based on the preliminary site plan design layout approved by FMA and other relevant agencies,
prepare site construction drawings, consisting of, but not limited to:
* Site Layout
* Structural design
* Grading and drainage
* Hardscape
* Landscaping
* Vehicle and pedestrian conveyance
* Erosion and sediment control
* Site utility services
* Irrigation
* Supporting details and notes
5. Provide a fully detailed 1/12 scale display model of the African Memorial site in its entirety
scaled to a size matching that of the Marquette for the artistic works. The intent is that the
model will be used for planning, coordination, public meetings, etc. and should be fabricated
in to be resilient.
6. Provide three-dimensional renderings demonstrating the mass and proportions of the site. The
intent is that the 3D renderings will be used for planning, coordination, public meetings, etc.
The type and views provided will be decided in previous design phases.
F. Permitting
Provide and submit all documentation required to obtain approval for all Construction permits and
compliance based on previous investigations, including, but not limited to:
1. Site Plan Submission and Review
2. Drawing Submission and Review
3. AARB, DEB, VDHR, etc.
G. Bid and Award
Assist in the public solicitation of the construction, including, but not limited to:
1. Provide complete construction contract documents with professional seals and signatures in
accordance with the procedures of the A/E manual.
2. Assist in the preparation of and attend in pre-bid meeting(s) conducted by FMA.
3. Assist in the preparation of bid documents and prepare any addenda as required.
H. Construction Phase Services
The selected A/E shall provide services for the construction phase, as required by the A/E Manual,
for the administration of the contract including, at a minimum:
1. Review of submittals, as required, during construction as outlined in the specifications.
2. Review and provide written response to contractor submitted Requests for Information.
3. Review payment applications and change orders
4. Attend monthly construction site visits and meetings to include written status reports.
5. Coordinate with FMA Artist Liaison and/or the artist in the planning for the installation of all
artistic works.
VI. PARTICIPATION OF SMALL BUSINESSES AND MICRO BUSINESSES:
Under Executive Order 35 (2019), Cabinet Secretaries and all executive branch agencies are directed to
continue and advance the following on a race and gender-neutral basis: exceed a target goal of 42% on
discretionary spending with small businesses certified by DSBSD (the Virginia Department of Small Business
and Supplier Diversity).
Owner’s Small Business Participation Goal: 50%
VII. PROPOSAL REQUIREMENTS:
A. Proposals shall be signed by an authorized representative of the A/E. By submitting a proposal, the
Offeror certifies that all information provided in response to this RFP is true and accurate. Failure
to provide information required by this RFP will ultimately result in rejection of the proposal.
B. Proposals should be prepared simply and economically, providing a straightforward, concise
description of the A/E's capabilities for satisfying the requirements of the RFP. Emphasis should be
on completeness and clarity of content.
C. The Offeror’s proposal shall include: the completed and signed RFP cover page 1; and the
completed and signed Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6; One (1) manually signed
original and [three (3) copies] of the proposal shall be submitted to the Agency. Each copy of the
proposal shall be bound in a single volume where practical.
D. All documentation submitted with the proposal shall be included in that single bound volume.
Elaborate brochures and other representations beyond those sufficient for presenting a complete
and effective proposal are neither required nor desired.
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E. Any information thought to be relevant, but not specifically applicable to the enumerated scope of
Work, may be provided as an appendix to the proposal. If publications are supplied by the Offeror
to respond to a requirement, the response should include reference to the document number and
page number. Publications provided without such reference will not be considered relevant to the
RFP.
F. To reduce the effort and expense of responding to RFP's, provide uniformity in the type information
requested, and enhance the review and evaluation process, the standard Forms AE-1 through AE-
6, ARCHITECTURAL/ENGINEERING FIRM DATA (DGS-30-004), shall be used by A/E's responding to
State agency RFP's.
G. Descriptions of these forms and instructions for completing the forms are included in the A/E
Manual. Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6 is available for download at the
[Link] website.
VIII. EVALUATION AND AWARD OF CONTRACTS:
A. Evaluation Criteria: Proposals shall be evaluated by the Agency using the following criteria:
1. Expertise, experience, and qualifications of the A/E's primary designer in each relative
discipline for providing the services described in Section V, Scope of Services.
2. Expertise, experience and qualifications of any special consultants proposed for providing
the services described in Section V, Scope of Services.
3. Geographic location of the A/E's office where work will be performed in relation to the
project location(s).
4. Current and projected work load, plan to complete the work and ability to complete the
work in a timely manner.
5. Expertise and past experience of the A/E in providing services on projects of similar size,
scope and features as those required on this project.
6. Qualifications and experience of the A/E's project manager to be assigned to this project.
7. A/E's recent (past 10 years) experience / history in designing projects within an established
"Design-not-to-exceed" budget.
8. A/E's experience in providing services in conformance to the State's Construction and
Capital Outlay procedures including Codes, Standards, Accessibility and Building Efficiency.
9. Use of small businesses as consultants, subcontractors, suppliers or support services.
10. Size of the firm relative to the size of the project(s).
11. Financial Responsibility as evidenced by the A/E's carrying Professional Liability Insurance.
Generally, the selection committee will consider the A/E's overall suitability to provide the required
services within the project's time, budget and operational constraints, and it will consider the
comments and/or recommendations of the A/E's previous clients, as well as other references.
AWARD OF CONTRACT: After evaluation of the Proposals received in response to the RFP, the
Agency shall engage in individual discussions and interviews with two or more Offerors deemed
fully qualified, responsible and suitable on the basis of initial responses, and with professional
competence to provide the required services. Repetitive informal interviews are permitted.
Offerors shall be encouraged to elaborate on their qualifications, performance data, and staff
expertise relevant to the proposed contract. Offerors may also propose alternate concepts or
methodology. At the conclusion of the informal interviews and on the basis of evaluation factors
set forth in Section VIII and the information provided and developed in the selection process to this
point, the Agency shall rank, in the order of preference, the interviewed Offerors whose
professional qualifications and proposed services are deemed most meritorious. Negotiations shall
then be conducted with the Offeror ranked first. If a contract satisfactory and advantageous to the
Agency can be negotiated at a fee 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 fee. Should the Agency determine in writing and in its sole
discretion that only one Offeror is fully qualified, or that one offer is clearly more highly qualified
and suitable than the others under consideration, a contract may be negotiated and awarded to
that Offeror.
Proprietary information from competing Offerors (including any data on estimated manhours or
rates and the plan for accomplishing the scope of work) will not be disclosed to the public or to
competitors, provided such information is duly marked as "Proprietary Information" by the Offeror
and the designation is justified as required by Section 2.2-4342, Code of Virginia, as revised.
IX. FEES:
The fee for services shall be negotiated on a lump sum basis considering the Scope of Services required, the
estimated manhours required for each level/discipline and the typical labor rates for the various skill levels
required for the work. The Memorandum of Understanding prepared by the Agency will document the
negotiated acceptable labor rates for the various levels/disciplines and these rates will be used for any
hourly rate work of the A/E that is authorized by the Agency.
X. ATTACHMENTS
A eVA Vendor Registration Requirements (DGS-30-384)
B Architectural/Engineering Firm Data, Forms AE-1 through AE-6 (DGS-30-004)
C ALMAP Conceptual Site Plan
D ALMAP Constraints Map
E ALMAP Artist’s Conceptual Design
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