Title: Sussex County Term Contract for Third-Party Project Oversight, Inspection, and Compliance Services
Issue Date: October 29, 2026
Due Date: November 13, 2026 at 2:30 pm
Offerors agree to perform any contract awarded as a result of this RFP in accordance with the requirements of terms & conditions specified herein.
Pre-proposal Meeting: A pre-proposal conference will not be held.
Inquiries: Questions related to this project should be directed to Percy Ashcraft, County Administrator by phone at 434-246-4395 or by email at pashcraft@sussexcountyva.gov
Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against an offeror because of race, religion, color, sex, national origin, age, disability, family status or any other basis prohibited by state or federal law relating to discrimination in employment.
SECTION I. PURPOSE, BACKGROUND, SCOPE OF SERVICES AND CONTRACT.
A. PURPOSE
The purpose of this Request for Proposal is to solicit sealed proposals through competitive negotiation to establish a term contract for third-party project oversight, technical review, inspection, and compliance services. These services are intended primarily to support the County's review, permitting, construction oversight, and compliance monitoring of utility-scale solar energy facilities, but may also be utilized for other development projects as authorized by the County. The resulting contract may be utilized for multiple solar energy projects during the contract term, as authorized by the County. Services may be assigned through individual, project-specific work orders identifying the scope of services, applicable hourly rates, estimated costs, and authorized compensation. All services shall be performed under the direction of the County and are intended to supplement, rather than replace, the County's existing review, inspection, permitting, and enforcement functions. The County shall retain all applicable regulatory authority and responsibility, including final determinations regarding compliance with applicable laws, regulations, approved plans, permits, and conditions of approval.
The County makes no guarantee regarding the number of projects, work orders, or total compensation under the resulting contract.
B. BACKGROUND
Sussex County anticipates significant utility-scale solar energy development, including several large projects that will require extensive review, construction oversight, inspections, and ongoing compliance monitoring. Given the size, complexity, and duration of these projects, the County seeks qualified third-party assistance to supplement its existing staff capacity and technical expertise.
These services may include technical review of plans and supporting documentation; construction coordination and oversight; building, electrical, erosion and sediment control, and stormwater inspections; and monitoring compliance with approved plans, permits, Conditional Use Permit conditions, and applicable regulatory requirements.
The County anticipates utilizing these services initially for the solar energy projects identified in the RFP, although additional projects may be assigned during the contract term. The nature, extent, and timing of services will vary by project and will be determined by the County based on project needs, applicable approvals, and available staff resources.
Project Development (as listed in RFP):
- Cassius Project: Along Walkers Mill Road (Rt. 619), Concord (4,811 acres, capacity not explicitly restated here in the OCR)
- Blue Solar: Sappony Road, Stewart Road (Rt. 681), and Hunt Road (Rt. 656) within the Jarratt, VA 23867 area (2,214 acres, 394 MW)
- Additional projects and approximate acreages and capacities as indicated in the RFP (examples include projects along Courtland Road, Brittles Mill Road, Barrett Church Road, Turkey Pen Blackwater Road, Cedar Sign Post Road, Walter Lanier Road, Union Hill Road, Beaverdam Road, Union Camp Drive; listed combined acreage and MW figures in the RFP text).
C. SCOPE OF SERVICES
Sussex County seeks qualified firms to provide third-party project oversight, technical review, inspection, and compliance monitoring services for utility-scale solar energy facilities and other development projects as authorized by the County. Services shall support the County in ensuring that development occurs in accordance with approved plans, permits, Conditional Use Permit (CUP) conditions, and applicable local, state, and federal requirements. The County may require any combination of the services described below, depending on the nature and requirements of an individual project. Services shall be authorized through project-specific work orders and performed under the direction of designated County staff.
1. Project Management and Construction Oversight
- Serve as a designated point of contact for construction-related coordination among the County, project developer, construction contractors, design professionals, and applicable regulatory agencies.
- Monitor project schedules, construction activities, and implementation of approved construction management and mitigation plans.
- Assist County staff in coordinating technical reviews, inspections, and compliance activities throughout construction.
- Attend project meetings, conduct site visits, and provide regular updates to the County regarding construction progress, compliance issues, and matters requiring County attention.
- Identify potential conflicts, deficiencies, or deviations from approved plans and permit conditions and recommend appropriate corrective actions to the County.
2. Technical Plan Review and Evaluation
- Provide independent technical review of development plans, engineering documents, studies, and other materials submitted in connection with project permitting and approval.
- Review site plans, grading plans, erosion and sediment control plans, stormwater management plans, construction management plans, road improvement and repair plans, and other supporting documentation, as assigned.
- Evaluate proposed construction methods, technical specifications, and other project components for consistency with applicable requirements and approved plans.
- Provide independent review of cost estimates and financial security amounts associated with grading, stormwater management, landscaping, road improvements, decommissioning, and other required improvements.
- Review decommissioning plans and associated cost estimates, including evaluations requiring the services of a licensed professional engineer.
- Prepare written technical findings, recommendations, and comments for consideration by County staff.
3. Construction Inspections
- Conduct inspections of project improvements, structures, equipment, and associated infrastructure, as assigned by the County and consistent with applicable laws and required qualifications.
- Provide building, structural, mechanical, electrical, and other trade-specific inspection services, including inspections of foundations, mounting systems, structural connections, electrical systems, battery energy storage systems, fire protection systems, and accessory structures, as applicable.
- Conduct inspections of erosion and sediment control measures, stormwater management facilities, grading activities, drainage improvements, and site stabilization.
- Verify construction progress and consistency with approved plans, applicable codes, permits, and conditions of approval.
- Conduct follow-up inspections to document whether previously identified deficiencies have been corrected.
- Perform special inspections or technical evaluations when requested by the County and within the qualifications and authority of the assigned personnel.
4. Compliance Monitoring and Verification
- Monitor development activities for consistency with applicable CUP conditions, approved plans, permits, and regulatory requirements.
- Review and monitor implementation of construction management and mitigation measures, including construction hours, traffic routing, dust control, site access, staging areas, and other applicable requirements.
- Verify implementation and maintenance of required setbacks, vegetative buffers, landscaping, security fencing, environmental protection measures, and other site improvements.
- Assist the County in monitoring compliance with erosion and sediment control, stormwater management, and site stabilization requirements, including periodic and storm-event inspections as authorized by the County and required by applicable regulations.
- Conduct periodic inspections during project operation, as authorized by the County, to evaluate continued compliance with applicable permits, approved plans, and conditions of approval.
- Document potential violations, deficiencies, or other compliance concerns and provide recommendations to County staff regarding necessary corrective actions.
5. Reporting, Documentation, and Coordination
- Prepare written inspection reports, technical evaluations, compliance findings, and other documentation appropriate to the services performed.
- Maintain records of site visits, inspections, identified deficiencies, corrective actions, and follow-up activities.
- Provide regular progress and compliance reports to designated County staff in a format and frequency established by the County.
- Notify designated County staff promptly of significant compliance deficiencies, unsafe conditions, environmental incidents, or other matters requiring immediate attention. Other identified deficiencies shall be reported within 48 hours of discovery, unless otherwise directed by the County.
- Submit all reports and findings to the County for review prior to distribution to project developers, contractors, or other parties, unless otherwise authorized by the County.
- Coordinate communication of technical findings and corrective actions with project representatives, contractors, design professionals, and regulatory agencies, as directed by County staff.
6. County Authority and Responsibilities
All services provided under this contract shall supplement the County's existing review, inspection, permitting, and enforcement functions. The selected contractor shall perform services under the direction of the County and shall not independently exercise regulatory or enforcement authority reserved to the County or other authorized governmental officials. The County shall retain responsibility for final approval of plans, permits, inspections, determinations of compliance, enforcement actions, and acceptance or release of required financial securities, except to the extent otherwise expressly authorized by applicable law. The contractor shall identify personnel possessing the qualifications, certifications, and professional licenses necessary to perform assigned services. The County reserves the right to determine which services will be assigned to the contractor and which will be performed directly by County staff or other authorized entities.
D. CONTRACT
I. Term. The term of any resulting contract awarded hereunder shall be for a three-year term. Sussex County shall have the option, at its sole discretion, to renew the contract for two additional one-year terms.
II. Contract Documents. The terms and conditions of any contract awarded by the County shall be governed by the following documents, each of which is incorporated into the contract by reference. In the event of any conflict or inconsistency among the documents, the documents shall control in the following order of precedence: 1) The resulting Contract; 2) Any written amendments or modifications to the Contract executed by authorized representatives of both parties; 3) This RFP; and 4) The Contractor's Proposal. In the event of a conflict or inconsistency between the Contract and any of the other documents listed above, the Contract shall control.
SECTION II. INSTRUCTIONS TO OFFERORS
A. PROPOSAL SUBMISSION GUIDELINES
I. Proposals shall contain the following information, in the order listed:
1. Cover page of this RFP, which contains:
i. Acknowledgement of all addenda (if any).
ii. Requested contact information.
iii. Original signature of an agent authorized to bind the company.
iv. Company FEI/FIN number
2. Completed SCC required form (Attachment A).
3. Completed Pricing Schedule (Attachment B).
4. Completed Contractor's References: A minimum of Six (6) references for which Offeror has completed services comparable to those described in this RFP. For each reference, detail: name of firm; address of firm; name, title, address, e-mail address, and phone and facsimile numbers of a contact for the firm; number of years Offeror has served the firm; and brief summary of scope of services provided.
II. Disposition of Proposals. Ownership of all data, materials, and documentation originated and prepared for Sussex County pursuant to the RFP shall belong exclusively to Sussex County and be subject to public inspection in accordance with the Virginia Freedom of Information Act.
III. Proprietary Information/Non-Disclosure. Offeror is advised that § 2.2-4342 of the Code of Virginia shall govern public inspection of all records submitted by Offeror. If Offeror seeks to protect proprietary data, the Offeror must invoke protections in writing at or before the time of submission and specifically identify the material to be protected.
IV. Offeror must submit one (1) original and three (3) copies of each proposal to Sussex County. Each copy must contain an original signature. All pages of the RFP should be numbered.
V. RFP Due Date. Offers shall submit Proposals in a sealed envelope or package. Clearly label the shipping/mailing packaging as well as the outside of your sealed envelope or package with the proposal item number, closing date and time, and your firm's name and address. Proposals received by telephone, telegraph, facsimile shall not be accepted. Offeror shall ensure its proposal is delivered to the County no later than the Proposal Date and Time shown on the cover page of this RFP. The official time used for the receipt of responses is determined by reference to the clock designated by the Administration Office.
VI. Late Proposals: Any proposal received after the exact time specified for receipt of the proposal is considered a late proposal. The County is not responsible for delays in the delivery of the mail by the U.S. Postal Service, private carriers or the inter-office mail system. It is the sole responsibility of the Offeror to ensure their proposal reaches the location shown on the cover page of this RFP by the designated date and hour. Late proposals will be returned to the Offeror UNOPENED if solicitation number and Offeror's return address is available.
Evaluation criteria, insurance requirements, award procedures, rights to accept or reject offers, contract terms and conditions, and numerous standard procurement clauses (anti-discrimination, drug-free workplace, prohibition of forced or indentured child labor, assignment, contractual disputes, ethics, immigration compliance, independent contractor status, licenses and permits, SCC registration requirements, debarment status, anti-trust, termination for convenience, indemnification, taxes, testing and inspection, default, counterparts/electronic signatures, ownership of documents, payment terms, audit retention, proposal binding period, attachments A and B, pricing schedule, and detailed insurance limits) are included in the RFP document and must be complied with by offerors.
Attachment A: STATE CORPORATION COMMISSION REGISTRATION (instructions and checkboxes as provided in the RFP)
Attachment B: PRICING SCHEDULE (hourly rate schedule template and additional pricing information and certifications as provided in the RFP)
Additional notes from the RFP: Deadline to contact Percy Ashcraft for concerns, questions or requests is November 10, 2026 at 4:30 p.m. All questions or requests for information should be submitted on a Request for Information so that all offerors may benefit from the same information.
