PUBLIC NOTICE
CHARLES TOWN UTILITY BOARD
REQUEST FOR ENGINEERING PROPOSAL
The City of Charles Town, West Virginia, by and through its Utility Board (“CTUB”), is in the process of selecting an engineer to provide engineering services for a project to extend public water and sewer service to the vicinity of the Summit Point Motorsports Park in Jefferson County. Professional services will include the following items: preparation of a Preliminary Engineering Report; design of the water and sewer infrastructure system improvements; preparation of bidding and contract documents; participation in the solicitation and evaluation of bids; assistance in obtaining easements and other property if necessary; surveying and mapping; preparation of all necessary permit applications; construction administration and construction inspection; and long-term planning.
Procurement of these services shall be made in accordance with Section 5G of the West Virginia Code. Contracts are to be awarded on a lump sum/fixed fee basis. Experience with design/build engineering and projects in West Virginia is mandatory. Grant awards may be part of the project funding, and firms should be familiar with 24 CFR Part 85. All engineering firms interested in being considered must submit five copies of a proposal detailing qualifications, technical expertise, management and staffing capabilities, and related experience.
The object of the competitive process is to objectively select the firm that will provide the highest quality of service at a realistic fee. Accordingly, technical qualifications and experience will be weighed heavily. A committee of representatives as determined by CTUB shall evaluate the statements of qualifications and performance data and other information submitted by interested firms and select a minimum of three firms which, in the committee’s opinion, are best qualified to perform the desired service. Selected respondents will be interviewed and the committee shall conduct discussions to evaluate the information presented. The committee shall then rank in order of preference no less than three professional firms deemed to be the most highly qualified to provide the services required and shall commence scope of services and price negotiations with the firm considered to be the most qualified. Should the committee be unable to negotiate a satisfactory contract with the firm considered to be the most qualified, at a fee determined to be fair and reasonable, price negotiations with the firm of second choice shall commence. Failing accord with the second most qualified firm, the committee shall undertake negotiations with the third most qualified firm. Should the committee be unable to negotiate a satisfactory contract with any of the firms in order of their competence and qualifications, it shall continue negotiations in accordance with these procedures until an agreement is reached.
Please submit all requested information to:
Charles Town Utility Board
Attn: Ashley Stottlemyer
661 S. George Street
Charles Town, WV 25414
Proposals will be accepted until 4:00 p.m. on April 17, 2026. If forwarded by mail, the sealed envelope containing the proposals must be enclosed in another envelope with the project name and Engineering Services Proposal highlighted on the outside of the outer envelope and must allow for sufficient time for mailing to reach the above-referenced address prior to the scheduled closing time for the receipt of proposals. Interviews will be conducted and final selection of a firm will be made during the month of April or May 2026.
Attention is directed to the fact that funding sources for the proposed projects may include, but not be limited to, various federal and state funding sources, examples of which include the West Virginia Infrastructure Council, Rural Utilities Service, SRF, EDA, ARC, or HUD SCBG funding. All work will be performed in accordance with the regulations issued by these agencies and the State of West Virginia as pertaining hereto. The selected firm will be required to comply with the Civil Rights Act of 1964, President’s Executive Order 11246, Section 109 of the Housing and Urban Development Act of 1968, Conflict of Interest Statement, Access to Records provisions, and the Uniform Relocation Assistance and Real Property Acquisitions Policies Act of 1970, where applicable.
The City of Charles Town, by and through its Utility Board will afford full opportunity for minority business enterprises to submit a show of interest in response to this invitation and will not discriminate against any interested firm or individual on the grounds of race, creed, color, sex, age, handicap, or national origin in the contract award and reserves the right to accept or reject any/or all proposals.
CTUB will not enter into an agreement for engineering services unless, in CTUB’s sole opinion, project funding is imminent or actually received which is sufficient to allow CTUB to complete the project. If sufficient funding is received or anticipated, this contract will be awarded to the responsible offeror whose proposal is within the competitive range and determined to be the most advantageous to CTUB, price and other factors considered. CTUB will conduct negotiations on an individual project basis following the hierarchy of rankings as determined during the selection process. CTUB reserves the right to accept or reject any and all proposals.