Request for Proposal #154542701

For

University Beverage Partnership

August 21, 2026

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

RFP # 154542701, University Beverage Partnership

INCLUDE THIS PAGE WITH YOUR PROPOSAL, SIGNATURE AT SUBMISSION IS REQUIRED

DUE DATE: Proposals will be received until September 16, 2026 at 3:00 PM. Failure to submit proposals to the correct location by the designated date and hour will result in disqualification.

INQUIRIES: All inquiries for information regarding this solicitation should be directed to John Spence, Phone: (540) 231-3333 e-mail: jspenc@vt.edu. All inquiries will be answered in the form of an addendum.

Inquiries must be submitted by 5:00 PM on September 3, 2026. Inquiries must be submitted to the procurement officer identified in this solicitation.

PROPOSAL SUBMISSION:

Proposals may NOT be hand delivered to the Procurement Office.

Proposals should be submitted electronically through Virginia Tech’s procurement portal. This portal allows you access to view business opportunities and submit bids and proposals to Virginia Tech digitally and securely.

Proposals must be submitted electronically at:

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=VATech

Vendors will need to register through this procurement portal, hosted by Jaggaer. It is encouraged for all vendors to register prior to the proposal submission deadline to avoid late submissions.

Registration is easy and free. If you have any challenges with the registration process, please contact Jaggaer Support at 1-800-233-1121 or procurement@vt.edu.

Click on the opportunity and log in to your vendor account to begin preparing your submission. Upon completion, you will receive a submission receipt email confirmation. Virginia Tech will not confirm receipt of proposals. It is the responsibility of the offeror to make sure their proposal is delivered on time.

Hard copy or email proposals will not be accepted. Late proposals will not be accepted, nor will additional time be granted to any individual Vendor.

Attachments must be smaller than 50MB in order to be received by the University.

In compliance with this Request For Proposal and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the goods or services in accordance with the attached signed proposal and as mutually agreed upon by subsequent negotiation.

AUTHORIZED SIGNATURE: ____________________________ Date: _________________________

[INCLUDE THIS PAGE]

mailto:jspenc@vt.edu

I. PURPOSE:

This Request for Proposal (RFP) seeks to solicit proposals to establish a contract through competitive negotiations by Virginia Polytechnic Institute and State University (Virginia Tech), an agency of the Commonwealth of Virginia.

Virginia Polytechnic Institute and State University (Virginia Tech) is seeking a contract with a beverage supplier that is committed to providing leadership in the unparalleled growth of Virginia Tech’s cold beverage operation. Virginia Tech is seeking Supplier(s) capable of and committed to providing the innovation, creativity, and resources necessary to develop a cold beverage operation that maximizes existing program elements while embracing a marketing and operation vision for a future program that supports Virginia Tech’s overall objectives.

In support of this objective, Virginia Tech, under this Request for Proposal (RFP), seeks to grant comprehensive rights. The Contract will provide for the sale and distribution of specific beverages on the main campus in Blacksburg, including the Inn at Virginia Tech and all dining centers, and vending locations on the campus. This contract will provide exclusive rights to supply a Virginia Tech selected concessionaire with cold beverage products for Athletics Department conducted events. Product categories will be negotiated.

The University will invite finalists to participate in additional evaluation activities such as on-site visits and facility tours in addition to oral presentations, interviews and/or negotiation meetings.

II. BACKGROUND:

University Scale and Financial Strength:

Please see the University’s most recent Annual Financial Report here:

https://www.controller.vt.edu/content/dam/controller_vt_edu/resources/financialreporting/financial statements/FY25-FinancialReport.pdf

Key Metrics include:

• Student Enrollment

• Faculty and Staff Population

• Alumni Network Details

• Assets and Endowment related information

• FY27 Operating Budget of $2.53 Billion.

Campus Growth

The University continues to expand as highlighted by a major capital project portfolio including:

Residential Growth as well as new Academic and Retail facilities detailed here:

https://www.facilities.vt.edu/design-construction/capital-construction/campus-construction-projects.html

University Athletics

Virginia Tech fields twenty-two men’s and women’s intercollegiate athletic teams and competes in the Atlantic Coast Conference (ACC).

$229 million planned investment in Virginia Tech Athletics over four years via the Board of Visitors approved Invest to Win Plan.

https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.controller.vt.edu%2Fcontent%2Fdam%2Fcontroller_vt_edu%2Fresources%2Ffinancialreporting%2Ffinancialstatements%2FFY25-FinancialReport.pdf&data=05%7C02%7Cjspenc%40vt.edu%7Cb73fd674be7340c694ae08dee33c8545%7C6095688410ad40fa863d4f32c1e3a37a%7C0%7C0%7C639198046237919796%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=6WF%2B1Jir8rwLhwO0Ly%2F7tA9wsu8v3HUi2lckwMOdnGI%3D&reserved=0 https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.controller.vt.edu%2Fcontent%2Fdam%2Fcontroller_vt_edu%2Fresources%2Ffinancialreporting%2Ffinancialstatements%2FFY25-FinancialReport.pdf&data=05%7C02%7Cjspenc%40vt.edu%7Cb73fd674be7340c694ae08dee33c8545%7C6095688410ad40fa863d4f32c1e3a37a%7C0%7C0%7C639198046237919796%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=6WF%2B1Jir8rwLhwO0Ly%2F7tA9wsu8v3HUi2lckwMOdnGI%3D&reserved=0 https://www.facilities.vt.edu/design-construction/capital-construction/campus-construction-projects.html https://www.facilities.vt.edu/design-construction/capital-construction/campus-construction-projects.html

Major Facilities include:

• Lane Stadium (66,233 seats)

• Cassell Coliseum (9,847 seats)

• English Field at Union Park

• Tech Softball Park

• Hahn Hurst Basketball Practice Center

• Beamer-Lawson Indoor Practice Facility

• Rector Field House

• Thompson Field Soccer/Lacrosse

• Burrows-Burleson Tennis Center

• Outdoor Track Facility

• Athletic Administration and Training complex

Entertainment and Events

Virginia Tech has a growing entertainment footprint including discussing additional major entertainment events and concerts such as the Lane Stadium hosted Metallica concert in 2025.

In addition, the Center for Performing Arts and Burruss Hall regularly host concerts, Broadway productions, and other performing arts events.

Venue Access and Campus Reach

Virginia Tech’s campus reaches beyond Blacksburg and offers various venues and points of engagement including, but not limited to:

• Athletic Facilities

• Academic Buildings

• Residence Halls

• Dining Facilities

• Retail Locations such as Bookstores and the Inn at Virginia Tech

• Academic Building One and other facilities in Northern Virginia

• The expanding Virginia Tech School of Medicine in Roanoke, Virginia

III. SWaM BUSINESS PARTICIPATION:

The mission of the Virginia Tech supplier opportunity program is to foster opportunity in the university supply chain and accelerate economic growth in our local communities through the engagement and empowerment of high quality and cost competitive SWaM, and local suppliers.

Virginia Tech encourages prime suppliers, contractors, and service providers to facilitate participation through partnerships, joint ventures, subcontracts, and other inclusive and innovative relationships.

For more information, please visit: https://www.sbsd.virginia.gov/

IV. CONTRACT PERIOD:

The term of this contract is for ten (10) year(s), or as negotiated.

https://www.sbsd.virginia.gov/

V. EVA BUSINESS-TO-GOVERNMENT ELECTRONIC PROCUREMENT SYSTEM:

The eVA Internet electronic procurement solution streamlines and automates government purchasing activities within the Commonwealth of Virginia. Virginia Tech, and other state agencies and institutions, have been directed by the Governor to maximize the use of this system in the procurement of goods and services. We are, therefore, requesting that your firm register as a vendor within the eVA system.

There are transaction fees involved with the use of eVA. These fees must be considered in the provision of quotes, bids and price proposals offered to Virginia Tech. Failure to register within the eVA system may result in the quote, bid or proposal from your firm being rejected and the award made to another vendor who is registered in the eVA system.

Registration in the eVA system is accomplished on-line. Your firm must provide the necessary information. Please visit the eVA website portal at http://www.eva.virginia.gov/pages/eva-registration-buyer-vendor.htm and register both with eVA and Ariba. This process needs to be completed before Virginia Tech can issue your firm a Purchase Order or contract. If your firm conducts business from multiple geographic locations, please register these locations in your initial registration.

For registration and technical assistance, reference the eVA website at: https://eva.virginia.gov/, or call 866-289-7367 or 804-371-2525.

VI. STATEMENT OF NEEDS/SCOPE OF WORK:

1. Virginia Tech is seeking proposals from qualified Supplier(s) to provide services of an exclusive beverage provider to distribute, sell, dispense, or otherwise make available, advertise, display, represent, or promote beverages on campus.

2. Beverage Categories of interest to Virginia Tech include, but are not limited to:

a. Carbonated Soft Drinks

b. Energy Drinks

c. Bottled Water

d. Specialty Beverages

e. Sports Drinks

f. Other Emerging Beverage Categories

3. The Supplier shall provide equipment, services, fees, and pricing guarantees. Pursuant to the terms of the Contract and subject to negotiated exclusions, no competitive products or related items including, but not limited to premium items, shall be made available, sampled, advertised and/or promoted at Virginia Tech.

4. Successful Vendor must dedicate the resources necessary to implement comprehensive and measurable marketing and operations plans, specifically designed to support Virginia Tech’s goals to:

a. Maximize resulting revenues and other benefits;

b. Control costs for, students, faculty, staff, fans, and visitors; and

c. Provide exceptional service and support to Virginia Tech with clearly defined service level expectations.

5. Virginia Tech’s general goal is to enhance the beverage experience and increase net revenues by maximizing the availability of products, offering marketing and sales http://www.eva.virginia.gov/pages/eva-registration-buyer-vendor.htm http://www.eva.virginia.gov/pages/eva-registration-buyer-vendor.htm https://eva.virginia.gov/ opportunities, and developing strategies that benefit the University and the beverage provider.

6. Virginia Tech is seeking a Supplier who is willing to offer

a. Commitment to providing the best partnership and overall value to the University

b. Commitment to providing exceptional service and high-quality products

c. Resources and commitment to enhance the Virginia Tech brand and reputation, and

d. High-caliber resources dedicated to support the University.

7. Virginia Tech is seeking a Supplier that will offer flexibility in opportunities that meet the students’ needs throughout the term while still enhancing the student experience.

Additionally, Virginia Tech is seeking a Supplier to be engaged within the campus community and alumni.

8. Additionally, Virginia Tech is seeking a Supplier that will provide innovative and scalable technology across the campus and be at the forefront of trends across the nation. Virginia Tech is open to exploring unattended retail opportunities and ways to enhance its vending and beverage dispensing solutions.

9. At a minimum, potential partners must be willing to provide the following resources:

a. Financial support

b. Offering of diverse products and technological/equipment support

c. Support towards athletics

d. Sponsorship opportunities

e. Product donations

f. Marketing and advertising funds.

10. In addition to the above, Virginia Tech is interested in proposals which may include additional value-added contributions including, but not limited to:

a. Funding for dedicated resource(s) to manage activations, stakeholder coordination and engagement.

b. Provision of Innovation Funds

c. Provision of Student Challenge Programs, Pilot Projects, and Experiential

Learning Initiatives

d. Funding and/or Collaboration on Sustainability and Community Impact initiatives

e. Branded scholarship opportunities tied to student success, leadership development, workforce readiness and other forms of career preparation

f. Support for student travel, professional development and conferences

g. Support for student marketing teams and other broad forms of student engagement initiatives

h. Opportunities for expanded athletics marketing, fan engagement activities, branded game-day experiences connected to University athletic programs.

Activities are subject to existing third-party agreements.

i. Digital engagement, social activation, and brand activation opportunities connected to University events.

j. Naming Rights opportunities tied to student spaces which shall be subject to University approval and in coordination with existing sponsorship and licensing agreements.

VII. PROPOSAL PREPARATION AND SUBMISSION:

B. Specific Requirements

Proposals should be as thorough and detailed as possible so that Virginia Tech may properly evaluate your capabilities to provide the required goods or services. Offerors are required to submit the following information/items as a complete proposal:

1. Company Overview

2. Services Provided, Products Offered, Category Exclusivities Requested, Technology &

Equipment Support and Approach to Vending and Beverage Dispensing Solutions.

3. Detail Sponsorship and Marketing Elements including identification of any proposed activations.

4. Provide a detailed financial model including all revenue-sharing assumptions, guaranteed payments, and/or investment commitments.

5. Describe timeline for execution of all proposed solutions including key milestones, implementation phases and risk mitigation strategies.

6. Participation of SWaM Business:

If your business cannot be classified as SWaM, describe your plan for utilizing SWaM subcontractors if awarded a contract. Describe your ability to provide reporting on SWaM subcontracting spend when requested. If your firm or any business that you plan to subcontract with can be classified as SWaM, but has not been certified by the Virginia Department of Small Business and Supplier Diversity (SBSD), it is expected that the certification process will be initiated no later than the time of the award. If your firm is currently certified, you agree to maintain your certification for the life of the contract. For assistance with SWaM certification, visit the SBSD website at http://www.sbsd.virginia.gov/

7. The return of the Submission Instruction page and addenda, if any, signed and filled out as required.

B. General Requirements

1. RFP Response: In order to be considered for selection, Offerors shall submit a complete response to this RFP to include;

a. One (1) electronic document in WORD format or searchable PDF of the entire proposal as one document, INCLUDING ALL ATTACHMENTS must be uploaded through the Virginia Tech online submission portal. Refer to page 2 for instructions.

Any proprietary information should be clearly marked in accordance with 2.b. below.

b. Should the proposal contain proprietary information, provide one (1) redacted electronic copy of the proposal and attachments with proprietary portions removed or blacked out. This redacted copy should follow the same upload procedures as described on Page 1 of this RFP. This redacted copy should be clearly marked “Redacted Copy” within the name of the document. The http://www.sbsd.virginia.gov/ classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable. Virginia Tech shall not be responsible for the Contractor’s failure to exclude proprietary information from this redacted copy.

No other distribution of the proposals shall be made by the Offeror.

2. Proposal Preparation:

a. Proposals shall be signed by an authorized representative of the Offeror. All information requested should be submitted. Failure to submit all information requested may result in Virginia Tech requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by Virginia Tech at its discretion. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

b. Proposals should be prepared simply and economically providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content.

c. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, subletter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and subletter should be repeated at the top of the next page.

The proposal should contain a table of contents which cross references the RFP requirements. Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

d. Ownership of all data, material and documentation originated and prepared for Virginia

Tech pursuant to the RFP shall belong exclusively to Virginia Tech and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act. However, to prevent disclosure the Offeror must invoke the protections of Section 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other materials is submitted.

The written request must specifically identify the data or other materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in rejection of the proposal.

3. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to Virginia Tech. This will provide an opportunity for the Offeror to clarify or elaborate on the proposal but will in no way change the original proposal. Virginia Tech will schedule the time and location of these presentations. Oral presentations are an option of Virginia Tech and may not be conducted.

Therefore, proposals should be complete.

VIII. SELECTION CRITERIA AND AWARD:

A. Selection Criteria

Proposals will be evaluated by Virginia Tech using the following:

Maximum Point Criteria Value

1. Quality of products/services offered and suitability for 25 the intended purposes

2. Specific plans or methodology to be used to provide the 25 Services

3. Product Cost 25

4. Financial Incentives 25

Total 100

B. Award

Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposal, including price, if so stated in the Request for Proposal. Negotiations shall then be conducted with the offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, Virginia Tech shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. Virginia Tech may cancel this Request for Proposal or reject proposals at any time prior to an award. Should Virginia Tech determine in writing and in its sole discretion that only one offeror has made the best proposal, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of this solicitation and the Contractor's proposal as negotiated.

Virginia Tech reserves the right to award multiple contracts as a result of this solicitation.

IX. INVOICES:

Invoices for goods or services provided under any contract resulting from this solicitation shall be submitted by email to vtinvoices@vt.edu or by mail to:

Virginia Polytechnic Institute and State University (Virginia Tech) Accounts Payable North End Center, Suite 3300 300 Turner Street NW Blacksburg, Virginia 24061 mailto:vtinvoices@vt.edu

X. METHOD OF PAYMENT FOR PRODUCTS:

Virginia Tech will authorize payment to the contractor as negotiated in any resulting contract from the aforementioned Request for Proposal.

Payment can be expedited through the use of the Wells One AP Control Payment System. Virginia Tech strongly encourages participation in this program. For more information on this program please refer to Virginia Tech’s Procurement website:

http://www.procurement.vt.edu/vendor/wellsone.html or contact the procurement officer identified in the RFP.

XI. SPONSORSHIP PAYMENT FROM VENDOR:

All payments due from the Supplier to the University shall be based on a schedule to be agreed upon in the final negotiated contract.

XII. ADDENDUM:

Any ADDENDUM issued for this solicitation may be accessed at https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=VATech. Since a paper copy of the addendum will not be mailed to you, we encourage you to check the web site regularly.

XIII. COMMUNICATIONS:

Communications regarding this solicitation shall be formal from the date of issue, until either a Contractor has been selected or the Procurement Department rejects all proposals. Formal communications will be directed to the procurement officer listed on this solicitation. Informal communications, including but not limited to request for information, comments or speculations regarding this solicitation to any University employee other than a Procurement Department representative may result in the offending Offeror’s proposal being rejected.

XIV. CONTROLLING VERSION OF SOLICITATION:

The posted version of the solicitation and any addenda issued by Virginia Tech Procurement Services is the mandatory controlling version of the document. Any modification of/or additions to the solicitation by the Offeror shall not modify the official version of the solicitation issued by Virginia Tech Procurement Services. Such modifications or additions to the solicitation by the Offeror may be cause for rejection of the proposal; however, Virginia Tech reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a proposal.

XV. TERMS AND CONDITIONS:

This solicitation and any resulting contract/purchase order shall be governed by the attached terms and conditions, see Attachment A.

XVI. CONTRACT ADMINISTRATION:

A. The individual user departments at Virginia Tech shall be identified as the Contract Administrators and shall use all powers under the contract to enforce its faithful performance.

B. The Contract Administrators in each user departments shall determine the amount, quantity, acceptability, fitness of all aspects of the services and shall decide all other questions in connection with the services. Contract Administrators, or designees, shall not have authority to approve changes in the services which alter the concept or which call for an extension of http://www.procurement.vt.edu/vendor/wellsone.html time for this contract. Any modifications made must be authorized by the Virginia Tech Procurement Department through a written amendment to the contract.

C. John Spence, Associate Director of Procurement for Goods & Services, Procurement, shall oversee the contract in its entirety and will serve as the point of contact for issues involving this contract.

XVII. ATTACHMENTS:

Attachment A - Terms and Conditions

ATTACHMENT A

TERMS AND CONDITIONS

RFP GENERAL TERMS AND CONDITIONS

See:

https://www.procurement.vt.edu/content/dam/procurement_vt_edu/docs/terms/GTC_RFP_02182022.pdf

ADDITIONAL TERMS AND CONDITIONS

1. ADDITIONAL GOODS AND SERVICES: The University may acquire other goods or services that the supplier provides other than those specifically solicited. The University reserves the right, subject to mutual agreement, for the Contractor to provide additional goods and/or services under the same pricing, terms and conditions and to make modifications or enhancements to the existing goods and services. Such additional goods and services may include other products, components, accessories, subsystems, or related services newly introduced during the term of the Agreement.

2. AUDIT: The Contractor hereby agrees to retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. Virginia Tech, its authorized agents, and/or the State auditors shall have full access and the right to examine any of said materials during said period.

3. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that Virginia Tech shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

4. CANCELLATION OF CONTRACT: Virginia Tech reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor.

In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

5. CONTRACT DOCUMENTS: The contract entered into by the parties shall consist of the Request for

Proposal including all modifications thereof, the proposal submitted by the Contractor, the written results of negotiations, the Commonwealth Standard Contract Form, all of which shall be referred to collectively as the Contract Documents.

6. IDENTIFICATION OF PROPOSAL: Virginia Tech will only be accepting electronic submission of proposals. All submissions must be submitted to the Virginia Tech online submission portal. Upon completion you will be directed to your Submission Receipt. Virginia Tech will not confirm receipt of proposals. It is the responsibility of the offeror to make sure their proposal is delivered on time.

Attachments must be smaller than 50MB in order to be received by the University. Proposals may NOT be hand delivered to the Procurement Office.

7. NOTICES: Any notices to be given by either party to the other pursuant to any contract resulting from this solicitation shall be in writing via email.

8. SEVERAL LIABILITY: Virginia Tech will be severally liable to the extent of its purchases made against any contract resulting from this solicitation. Applicable entities described herein will be severally liable to the extent of their purchases made against any contract resulting from this solicitation.

https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.procurement.vt.edu%2Fcontent%2Fdam%2Fprocurement_vt_edu%2Fdocs%2Fterms%2FGTC_RFP_02182022.pdf&data=04%7C01%7Ckblink%40vt.edu%7C018aeb2aaa35421c9fe708da02d3670e%7C6095688410ad40fa863d4f32c1e3a37a%7C0%7C0%7C637825404247717701%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=LamekI9%2FuUesWyipfZ0nwEyjJfuXxvX2vD%2BwBehgPiY%3D&reserved=0

9. CLOUD OR WEB HOSTED SOFTWARE SOLUTIONS: For agreements involving Cloud-based Web-hosted software/applications refer to link for additional terms and conditions:

https://www.procurement.vt.edu/content/dam/procurement_vt_edu/itprocurement/Data_Security_FER PA_Addendum_2024.docx.

10. CRIMINAL CONVICTION CHECKS: All criminal conviction checks must be concluded before the Contractor’s employees gaining access to the Virginia Tech Campus. Employees who have separated employment from Contractor shall undergo another background check before re-gaining access to the Virginia Tech campus. Contractor shall ensure subcontractors conduct similar background checks. All criminal conviction checks will normally include a review of the individual’s records to include Social Security Number Search, Credit Report (if related to potential job duties), Criminal Records Search (any misdemeanor convictions and/or felony convictions are reported) in all states in which the employee has lived or worked over the past seven years, and the National Sex Offender Registry. In addition, the Global Watch list (maintained by the Office of Foreign Assets Control of The US Department of Treasury) should be reviewed. Virginia Tech reserves the right to audit a contractor’s background check process at any time. All employees must self-disclose any criminal conviction(s) occurring while assigned to the Virginia Tech campus. Such disclosure shall be made to Contractor, which in turn shall notify the designated Virginia Tech contract administrator within 5 days. If, any time during the term of the contract, Virginia Tech discovers an employee has a conviction which raises concerns about university buildings, property, systems, or security, the contractor shall remove that employee’s access to the Virginia Tech campus, unless Virginia Tech consents to such access in writing. Failure to comply with the terms of this provision may result in the termination of the contract.

a. The University has an awarded contract with a service provider for criminal conviction screening and background checks. The University prefers this vendor be utilized by the Contractor to comply with the contractual obligations and University Policy 4060.

b. If Contractor chooses to utilize a different firm than the university’s preferred provider, the Contractor’s selected service provider shall be pre-approved by the Virginia Tech Police department as an acceptable service provider for criminal conviction and background checks to ensure that firm’s service levels meet the requirements of University Policy 4060.

c. If a Contractor chooses to utilize a different firm than the university’s preferred provider, a five-day hold will be required before placement of employees deemed by the Contractor to meet all of the requirements of the University including a clean background check. Contractor shall provide the University with the name, date of birth and the last four digits of the social security number of all individual(s) to be placed in a temporary position under this contract. The University reserves the right to conduct its own background check process during this hold period.

11. INSURANCE:

By signing and submitting a Proposal/Bid under this solicitation, the offeror/bidder certifies that if awarded the contract, it will have the following insurance coverages at the time the work commences.

Additionally, it will maintain these during the entire term of the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

During the period of the contract, Virginia Tech reserves the right to require the contractor to furnish certificates of insurance for the coverage required.

INSURANCE COVERAGES AND LIMITS REQUIRED:

Worker's Compensation - Statutory requirements and benefits.

https://www.procurement.vt.edu/content/dam/procurement_vt_edu/itprocurement/Data_Security_FERPA_Addendum_2024.docx https://www.procurement.vt.edu/content/dam/procurement_vt_edu/itprocurement/Data_Security_FERPA_Addendum_2024.docx

Employers Liability - $100,000.00

General Liability - $2,000,000.00 combined single limit. Virginia Tech and the Commonwealth of Virginia shall be named as an additional insured with respect to goods/services being procured. This coverage is to include Premises/Operations Liability, Products and Completed Operations Coverage, Independent Contractor's Liability, Owner's and Contractor's Protective Liability and Personal Injury Liability.

D. Automobile Liability - $500,000.00

E. The contractor agrees to be responsible for, indemnify, defend and hold harmless Virginia Tech, its officers, agents and employees from the payment of all sums of money by reason of any claim against them arising out of any and all occurrences resulting in bodily or mental injury or property damage that may happen to occur in connection with and during the performance of the contract, including but not limited to claims under the Worker's Compensation Act. The contractor agrees that it will, at all times, after the completion of the work, be responsible for, indemnify, defend and hold harmless Virginia Tech, its officers, agents and employees from all liabilities resulting from bodily or mental injury or property damage directly or indirectly arising out of the performance or nonperformance of the contract.

12. LICENSE TO USE VIRGINIA TECH LICENSED INDICIA: By signing and submitting this Proposal/Bid, the offeror/bidder agrees that if it is awarded a purchase order/contract as a result of this solicitation, it will follow the procedures outlined by Virginia Tech’s Licensing and Trademarks Administration to become a licensed vendor authorized to use Virginia Tech licensed trademarks indicia identified in the solicitation and to follow all procedures for submitting artwork for product for approval prior to producing any product with Virginia Tech indicia. As a licensed vendor, the offeror/bidder will be required to pay the university’s standard royalty rate for similarly licensed vendors. More information on the licensing process and application can be found at: http://clc.com/Licensing-Info.aspx

13. SIDEWALK POLICY: Driving on sidewalks is allowed when there is no other way to get a needed vehicle to a designated place or building on campus. The vehicle operator shall be made aware that extreme caution shall be used to operate the vehicle in a way that will not be a hazard or hindrance to pedestrians using the walk. The contractor shall be responsible for any damage to turf and anything that is located adjacent to the walk. Parking an unattended vehicle on a sidewalk is strictly prohibited by State Law. The contractor is allowed to park a vehicle on a sidewalk if there is no other way to perform necessary work. The procedure to obtain a permit to operate a vehicle on sidewalks is the same as for the turf as outlined in Turf Policy. Any vehicle parked illegally on sidewalks shall be subject to ticketing, fines and towing if necessary.

14. TARIFFS: In instances where Contractor is being impacted by any unforeseen direct or indirect new or modified taxes, duties, tariffs or equivalent measures imposed by any U.S. or foreign government authority that are applicable to the Contractor’s offerings, including any materials, equipment, hardware, software or service components contained therein, the Contractor shall produce sufficient evidence demonstrating: (i) the unit price paid by contractor as of the date of contract award or date of Purchase Order issuance (whichever comes earlier) for the good or raw material used to furnish the goods to the University under this Agreement, (ii) the applicability of the tariff to the specific good or raw material being impacted, and (iii) contractor’s payment of the increased import duty or tariff (either directly or through an increase to the cost paid for the good or raw material). The evidence submitted shall be sufficient in detail and content to allow the University to verify that the tariff is the cause of the price change. The Contractor shall make every effort possible to notify the University before any such taxes, duties, tariffs, or equivalent measures impact the goods or services being provided. If the impact of any such increase is material in nature, the University at its sole discretion may cancel the order with no penalties or cancelation fees.

http://clc.com/Licensing-Info.aspx

15. TURF POLICY: Parking or driving on campus turf or sidewalk is strictly prohibited, except as specifically directed or otherwise allowed by the Physical Plant Grounds Department. In this case, a turf permit must be obtained from Virginia Tech Parking Services and displayed by the vehicle. Turf parking is not allowed under the canopy of any tree on campus. Any vehicle parked illegally on turf or sidewalks shall be subject to ticketing and fines.

16. PRICE ESCALATION/DEESCALATION: Price adjustments for changes in the contractor’s price of materials, labor and transportation may be permitted. Requests for price adjustments for any other reason will not be granted. No price increases will be authorized for 365 calendar days after the effective date of the contract. Contractor shall give not less than 30 days’ advance notice prior to the annual renewal of the contract of any desired price increase.

The Contractor shall document the amount and proposed effective date of any general change in the price of materials, labor and transportation. Documentation shall be supplied with the contractor’s request for increase which will (1) verify that the requested price increase is general in scope and not applicable just to Virginia Tech, and (2) verify the amount or percentage of increase which is being passed on to the contractor by the contractor’s suppliers. Failure by the contractor to supply the aforementioned verification with the request for price increase will result in a delay of the effective date of such increase. The Virginia Tech Procurement Department may verify such change in price independently. The Virginia Tech Procurement Department may make such verification as it deems adequate. However, any increase which the Virginia Tech Procurement Department determines is excessive, regardless of any documentation supplied by the contractor, may be cause for cancellation of the contract by the Virginia Tech Procurement Department. The Virginia Tech Procurement Department will notify the contractor in writing of the effective date of any increase which is approved.

However, the contractor shall fill all purchase orders received prior to the effective date of the price adjustments of the old contract prices.

“Across the Board” price decreases are subject to implementation at any time and shall be immediately conveyed to Virginia Tech. The contractor is further advised that price decreases which affect the price of materials, labor, and transportation are required to be passed on to Virginia Tech immediately.

Failure to do so will result in action to recoup such amounts.

In no event shall any price increase exceed the percentage increase in the Consumer Price Index for Urban Wage Earners and Clerical Workers (CPI-W). Notwithstanding the foregoing, price increases are further capped at a maximum of three percent (3%) in all circumstances, including when the CPI- W increase exceeds three percent (3%).