The Galax City School Board, Galax, Virginia, herein called the Owner, invites sealed proposals
from all responsible and responsive firms for Architectural and Engineering Services related to
the following projects at Galax City Public Schools:
1. HVAC Replacement and Upgrades at Galax High School
2. Football Field Turf Replacement and Stadium Renovations at Galax High School
3. Parking Lot Addition at Galax Elementary School
4. ADA Playground Addition at Galax Elementary School
5. Add Steps from Academy Drive to McArthur Street at Galax Elementary School
6. Renovate Auditorium at Galax High School
7. Junior Parking Lot Renovations at Galax High School
8. Add Air Conditioning in Gyms at Galax High School and Galax Elementary School
The Owner invites sealed proposals from all responsible and responsive architectural/engineering
firms for the above-described services. Proposals must be received on or before 2:00 P.M.
(Local time), Wednesday, September 30, 2026, in the Superintendent’s Office, 223 Long Street,
Galax, VA 24333. No late proposals will be accepted. The Owner will not accept proposals
sent by fax or as attachments to e-mails. It is the sole responsibility of the proposer to ensure that
the proposal is received in the Superintendent’s Office on or before the specified date and time.
Time is of the essence to receive completed drawings after the RFP is awarded. Proposers
selected to engage in negotiations will be notified by the Owner. By submitting its proposal,
proposer agrees to engage in negotiations, including without limitation, oral presentations and
discussions concerning its proposal, at the offices of Owner at such reasonable times as the
Owner may require and to have at the negotiations a person with authority to bind proposer to
the contract(s) contemplated by this RFP. By submitting its proposal, the proposer agrees that its
proposal may not be withdrawn for ninety (90) days following the proposal receipt date and that
proposer will enter into the contract contemplated by this RFP consistent with the terms of the
RFP and its proposal.
By submitting a proposal, the proposer is certifying that it is not currently debarred by
the City of Galax, the Galax City Public Schools, the Commonwealth of Virginia, any agency of
the Commonwealth, or any department or agency of the federal government. In accordance with
Code of Virginia Section §2.2-4343.1, the Galax City School Board does not discriminate
against faith-based organizations, nor does it discriminate against any proposer because of race,
religion, sex, national origin, age, disability, or any other basis prohibited under Virginia law.
The contents of the proposal submitted by the successful proposer and this RFP will become a
part of any contract awarded as a result of this RFP. The successful proposer will be expected to
sign a contract with the Owner. Additional terms and provisions may be included in the contract.
By submitting a proposal, the Proposer also agrees that it is satisfied from its own investigation
of the conditions and requirements to be met, that it fully understands its obligation, and that it
will not make any claim for or have the right to cancellation of or relief from the contract
because of any misunderstanding or lack of information.
Proposal Format Instructions
Proposers must submit one unbound (1) original and five (5) bound copies of the proposal. All
proposals must be signed in ink by authorized principals of the proposer and must be received in
sealed envelopes with the statement, “Proposal Enclosed” and the proposal name typed or
written in the lower left-hand corner.
The proposal must contain the information specified below. This information will be considered
the minimum content of the proposal. Proposal content shall be arranged in the same order and
identified with headings as presented herein. Interested firms are cautioned to provide as much
detail as possible pertaining to their capabilities, experience and approach to the tasks outlined in
this RFP. The Owner reserves the right to contact proposers individually for the purpose of
clarifying proposals.
Information to be included in the RFP shall be as follows:
1. Qualification of the firm relative to the project proposed.
2. A description of related school experience of the firm, including a list of similar or
comparable projects in the last five (5) years, with not less than three (3) references
for same. (List names of construction firms and major subcontractors).
3. A description of the firm, with biographical data on key personnel of the firm to be
involved in these projects.
4. A statement of capacity to perform projects within Owner’s time limitations, taking
into consideration the workload and expertise of the firm.
5. A record of performance with other comparable clients and projects, describing
projected costs, quality of work (number of change orders and associated cost would
be helpful), timelines, cost control and ability to meet budgetary guidelines.
6. Names and qualifications of any consultants who may be employed.
7. Geographic location of the firm relative to Galax City, with explanation of how
services may accommodate the Owner’s need for frequent visitation and consultation.
Evaluation, Selection, Negotiation and Award of Contract
School staff will evaluate the proposals using the following criteria:
1. Expertise and experience relative to the scope of work in the RFP.
2. Geographic location of firm, relative to Owner’s location.
3. Number and type of similar or comparable projects by the Architect in the last five
(5) years.
4. Cost performance and general performance on past, comparable projects.
5. Qualifications of firm personnel, including project team, to be used in this RFP.
6. Qualifications of project consultants.
School staff will review all submissions and will select at least two (2) firms deemed fully
qualified, responsible and suitable on the basis of initial responses and with emphasis on
professional competence, to provide the required services to be interviewed by the School Board.
School staff may contact proposers individually for the purpose of clarifying proposals. The
School Board will engage in individual discussions with firms selected by the school staff. 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 School Board may discuss nonbinding estimates of price for services. At the
conclusion of discussions on the basis of the above evaluation factors and all information
developed in the selection process to this point, the School Board will 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 School Board can be negotiated at a price considered fair
and reasonable and pursuant to contractual terms and conditions acceptable to the School Board,
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 or all offerors are rejected.
Should the School Board 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.
Questions concerning requirements of this RFP are welcome and may be considered if received
no less than (5) five days before time set for receipt of the proposals. Proposers shall submit any
questions regarding this RFP in writing to:
Susan Tilley
Division Superintendent
Galax City Public Schools
Galax, Virginia 24333
Written responses, including questions, will be provided to all proposers. Any addenda to this
RFP shall be issued in writing; no oral statement, explanations, or commitments shall be of any
effect unless incorporated in the addenda.