Renovation of a religious / funeral development in Middleburg, Virginia. Design plans call for the renovation of a religious / funeral development.

As of December 9, 2025, town council selected a design team. Plans presenting to town council January 22, 2026. Development of construction plan documents February-June 2026. Presentation of 95% construction design plans to Town Council June 2026. Buyer: Rhonda North rnorth@middleburgva.gov 540-687-5152 Synopsis The Town of Middleburg is seeking sealed proposals to establish a contract through competitive negotiation for a qualified and experienced architectural and engineering firm (A/E) to design and provide project administration for the restoration of the historic Asbury Church. The Asbury Church is a well-preserved example of an early nineteenth century church. It is the oldest standing church in Middleburg and the oldest African American church in Loudoun County. The church is located in the Middleburg Historic District and is eligible for listing on the National Register for Historic Properties. The church building retains a high degree of its historic physical integrity and continues to convey its historic character. SCOPE OF SERVICES A. General Scope The A/E Offeror to whom the Town awards the contract (the "Contractor") shall be responsible for providing a full range of professional services for this project which includes, but is not limited to, professional architectural/engineering service, civil engineering, geotechnical studies (if necessary), information technology design, landscape design, exterior lighting design, interior furnishings and any other associated professional services as needed. The Town's Construction Manager will perform construction administration and assist in systems testing, owner occupancy and project closeout; however, the Contractor is expected to work closely with the Construction Manager. B. General Qualifications The Town of Middleburg is looking for a firm that has provided architectural/engineering services for similar projects of the size, scope and complexity of the Asbury Church Restoration Project. Offerors must meet the below requirements. Offerors must complete and submit the General Qualifications Checklist included in Section VII of this RFP. 1. The Offeror must demonstrate it has been in business for at least ten (10) years. 2. The Offeror must demonstrate it has managed at least two (2) projects that have been contracted by a local government located within the Commonwealth of Virginia within the past five (5) years. 3. The Offeror must demonstrate it has expertise in the design and restoration of at least two (2) or more similar projects of comparable size, scope, complexity and historical significance of the Asbury Church Restoration Project - that being a historic church, in keeping with the Town's historic character - during the past ten (10) years. 4. The Offeror must demonstrate the ability to finish projects within specified times, within a specified fixed fee, within Owner's budget, with minimal claims and with minimal change orders other than those requested by the Owner. 5. The Offeror must demonstrate experience in construction project administration to include proposal evaluation, negotiations, problem resolution, team building, reporting, logs and scheduling analysis. 6. The Offeror must demonstrate expertise in the construction and/or implementation of information technology design (i.e. communications, data, power, security). 7. The Offeror must have prior experience in preparing display materials and conducting public meetings for the purpose of providing public information about the project and building community consensus. C. Required Services; Performance and Deliverables 1. Project Administration This task requires the Contractor to provide all architectural and engineering services. The Contractor shall consult with the Town's Project Team (which includes the Town Manager, Project Lead, Construction Manager Contractor, and Asbury Church Project Committee), research applicable design criteria, attend Project meetings, and issue regular progress reports. The Contractor shall coordinate the services provided through this solicitation with those services provided by the Town and other consultants as necessary. When Project requirements have been sufficiently identified, the Contractor shall prepare, and periodically update, a monthly Project schedule that shall identify the entire process including milestone dates for decisions required by the Town, completion of work provided by the Contractor, community meetings, commencement of construction, and Substantial Completion of the Work by the General Contractor. The Contractor shall consider the value of alternative materials, building systems, and equipment, together with other considerations based on the program, budget, and aesthetics in developing the restoration plans for the Project. As the design process progresses through the end of the preparation of the Construction Documents, the Contractor shall update and refine the estimate of the Cost of Work. The Contractor shall advise the Town of any adjustments to previous estimates of the Cost of Work indicated by changes in Project requirements or general market conditions. Detailed Cost Estimating at 100% Schematic and Design Development phase, and at 50% and 95% Construction Documents phase is required. If, at any time, the Contractor's estimate of the Cost of Work exceeds the Owner's budget, the Contractor shall make appropriate recommendations to the Town to adjust the Project's size, quality or budget. The Contractor shall submit restoration plan documents to the Town's Project Team, as well as the Town Council, at intervals stated in the Scope of Work for the purposes of evaluation and approval by the Town. The Contractor shall be entitled to rely on approvals received from the Town's Project Team in the further development of restoration plans. The Contractor shall attend: a minimum of one (1) community meeting for the general purpose of keeping the community informed about the Project and for providing early input into the restoration design; at least two (2) HDRC meetings to secure a COA for the project; a minimum of one (1) Streetscape Committee meeting to secure approval of the Project's landscaping plans; and a minimum of two (2) meetings with the Town Council to present the schematic and final designs. The proposed uses will require a rezoning, as the property lacks off-street parking and there are extremely limited opportunities to provide it on-street. Public hearings will be required. In addition, the Town made a commitment to provide opportunities for the community to be engaged in the project. The Contractor should include meetings in the proposed project schedule to solicit input into the building's restoration plans and site design and present the final design to the community. The Project Administration Services shall be substantially completed by Contractor by the date provided by Contractor in its Proposal. 2. Schematic Design During this phase of work, the Contractor shall determine and present their best solutions for the floor plans and site lay-out consistent with the most functional site development layouts meeting the needs of the end Users; outline specifications; provide cost estimates; provide overall restoration plan concepts; and, provide other data as necessary to define and conform or lock-in the Project scope. This task shall include but not be limited to the following: 1. Review of CPG's community engagement report that identifies the uses for the building; and, meetings and interviews with the Town's project team and Town staff to identify project objectives and identify known and prospective challenges regarding site preparation; and meetings with the County's Building Department to identify project challenges and building code requirements. 2. Examination and analysis of existing conditions to identify site and/or building limitations to developing plans for the restoration including, but not limited to the following: o generalized floorplan layout o parking and vehicular access (extremely limited availability) o pedestrian access o stormwater management o utilities 3. Development of presentation quality schematic design drawings establishing the conceptual restoration design of the Project illustrating the scale and relationship of the Project components, preliminary site and building plans, sections and elevations. 4. Development of probable cost estimates for restorations based upon current industry standards. 5. Meet with Town Council to present the schematic design plans and probable cost estimate. 6. Following meeting with Town Council, conduct public presentation meeting to present schematic plans and receive public input on proposed design. Schematic Design Phase Deliverables The Contractor shall provide a minimum six (6) print copies of all final materials, including a 3-Dimensional (3D) artistic rendering of the interior and exterior of the building and submit to the Town's Project Team along with electronic copies through electronic means as agreed to between the Town and Contractor. Based on written approval of the Schematic Design documents and the validated Schematic Design Report, and any adjustments authorized by the Town in the program, schedule, or cost analysis, the Contractor shall prepare Design Development documents to fix and describe the character of the entire project as to architectural, civil, structural, mechanical and electrical systems, building materials, and such other elements as may be appropriate. Work shall not proceed to the Design Development phase until the Schematic design and program are approved and signed off by the Town's Project Team. The Programing and Schematic Design shall be substantially completed by Contractor by the date provided by Contractor in its Proposal. 3. Design Development The Contractor shall provide Design Development Documents based on the approved Schematic Design Documents and updated budget for the Cost of Work. The Design Development Documents shall illustrate and describe the refinement of the design of the Project, establishing the scope, relationships, forms, size, and appearance of the Project by means of plans, sections, elevations, typical construction details, and equipment layouts. The Design Development Documents shall include specifications that identify major materials and systems and establish in general their quality level. Basic services under the Design Development phase shall include, but not be limited to, the following: 1. Architectural Design Development Drawings including, but not limited to fully developed architectural floor plans showing partitions, exterior elevations, typical interior elevations of critical areas, finishes of typical and critical areas and key architectural details. 2. Structural Design Development Drawings including, but not limited to typical framing scheme, establishment of all column points, preliminary column schedule, preliminary details and sections, preliminary details of major unique conditions and details indicating coordination with mechanical/electrical equipment. 3. Mechanical, Electrical and Plumbing Design Development including, but limited to, typical floor plans with major items of equipment and panel locations shown, preliminary details of major unique conditions, lighting plans, power plans with telephone and data, proposed electrical fixture schedule, exterior air intake/exhaust locations, and domestic water system. 4. Develop a coordinated specification book, formatted according to the standardized divisions (disciplines) set forth by the Construction Specification Institute(CSI). 5. Independent restoration/construction estimates, to include both building and site construction. Design Development Phase Deliverables The Contractor shall submit for review and approval six (6) copies of all final materials, including 3- Dimensional (3D) artistic rendering of the interior and exterior of the building and submit to the Town's Project Team along with electronic copy in a manner to be transmitted as agreed to between the Town and the contractor. Provide three (3) copies of the full Specifications, including all structural calculations needed for permitting. All plans and specifications shall indicate they are for Design Development Review. The Contractor shall provide PDF files of any drawings requested by the Town. Upon approval of all plans and specifications, the Contractor shall assist the Town in the submission of an application to and receipt of a Certificate of Appropriateness (COA) from the Middleburg Historic District Review Committee (HDRC). The Contractor shall be responsible for making changes to the plans to comply with the approved COA if necessary. Based on written approval of the Design Development documents and the validated specifications, and any adjustments authorized by the Town in the program, schedule, or cost analysis, the Contractor shall prepare Construction Documents to be used to obtain all building permits as well as for use in a competitive public bidding process for construction of the facility. Work shall not proceed to the Construction Document phase until the Design Development and program are approved and signed off by the Town's Project Team. The Design Development shall be substantially completed by Contractor by the date provided by Contractor in its Proposal.