Course Design and Development - FINAL.pdf

Request for Proposal

Course Design and Development # 1214651

Issued by:

The Rector and Visitors of the University of Virginia

Procurement Services

Charlottesville, Virginia

A VASCUPP™ Member Institution

I. GENERAL INFORMATION

Request for Proposal (“RFP”) Name: Course Design and Development

Sourcing Event/RFP Number: 1214651

Issue Date: May 26, 2026

Brief Background & Description:

Organizational Overview

Founded by Thomas Jefferson in 1819, The Rector and Visitors of the University of

Virginia (the “University”) is a world-class institution of higher learning, renowned for its commitment to education, research, and public service. The University is home to over 20,390 students and 11,960 permanent faculty and staff members, consistently ranking among the top public and private universities in the United

States. The University’s mission is deeply rooted in academic excellence, integrity, and service. Students live by a unique Honor Code and engage in a broad spectrum of disciplines, supported by nationally ranked schools in Law, Business, and

Medicine. The University also operates a top-tier hospital and produces graduates who are leaders in their fields. For additional information about the University, please visit: https://www.virginia.edu/about-uva/.

Request for Proposal (“RFP”) Description and Background

The Rector and Visitors of the University of Virginia (the “University”) seeks proposals from qualified Firms to provide Learning Design and Development Services (the

“Goods/Services”) on an as-needed basis. These Goods/Services include, but are not limited to: instructional design and learning experience design; course and program development for online and hybrid delivery; faculty partnership and support;

quality assurance and continuous improvement; accessibility compliance and remediation; educational media production and creative development; technology integration; project management and coordination; and support for program launch activities.

Strategic Context for the RFP

The University retains responsibility for the oversight and delivery of its online and hybrid academic programs, including ultimate responsibility for program quality and delivery. This RFP is intended to support the University’s strategic objective to build scalable, high-quality online and hybrid program capacity while maintaining UVA's academic standards and supporting schools in launching programs efficiently. The

Selected Firm(s) will play a critical role in helping the University achieve these goals by ensuring the Goods/Services are provided to the University with the highest standards of quality, efficiency, and alignment with the University’s organizational initiatives.

Procurement Structure and Cooperative Use

Each Firm accessing this RFP is referred to as a “Firm.” Any Firm selected by the

University to provide Goods/Services will be referred to as a “Selected Firm.” For this

RFP, the University intends to award multiple Selected Firms a resulting Agreement https://www.virginia.edu/about-uva/

(an “Award Agreement”), establishing them as a “Contract Supplier” who is pre-qualified to provide Goods/Services on an as-needed basis.

Please note:

(a) An Award Agreement does not guarantee any volume of Goods/Services requested by the University during the term.

(b) The University invites proposals that offer various approaches to delivering Goods/Services, including innovative or alternative solutions.

The University may, at its sole discretion, evaluate these options, provided they meet this RFP’s minimum requirements and functional needs.

(c) A Selected Firm may be asked to provide Goods/Services to other entities

(e.g., colleges, state agencies) under cooperative procurement provisions

(see Agreement Attachment 3, Provision R).

(d) The University reserves the right to decline an Award Agreement to Firms already under existing VASCUPP cooperative contracts to avoid duplication.

RFP Schedule and Information:

• Pre-Proposal Questions:

If a Firm has any questions regarding this RFP prior to the Proposal Due Date (see below), all questions must be submitted directly via email to the Procurement

Services team member listed under “Communication with the University” below by Thursday, June 4, 2026, at 5:00 p.m. ET. While the University’s RFP Sourcing

Event and its Message Center are available for communication, only questions submitted via email to the Procurement Services team member specified below will be considered official and eligible for response. The University will use reasonable efforts to respond to all properly submitted questions to the best of its ability.

Responses will be posted and made available to all Firms after the deadline.

• Proposal Due Date: Wednesday, June 24, 2026, by 2:00 p.m. ET

Firms should submit one original proposal via the University’s RFP Sourcing Event in

Workday Strategic Sourcing (also found on the University’s Public Postings Page at: https://the-rector-and-visitors-of-the-university-of-virgi.public-portal.us.workdayspend.com/).

To submit a response to this solicitation, a Firm must have a Supplier Account with

Workday Strategic Sourcing. Registration is free, must be completed on a desktop, and requires setting up a Workday Central Login with an authenticator app. If the

Firm is already registered, no new account is needed – existing login credentials can be used. For registration or login issues, contact Workday Support at scoutsupport@workday.com. Note: The RFP Sourcing Event will systematically close promptly at the Proposal Due Date above, and submissions will not be possible after this time.

The University reserves the right to reject proposals received after the Proposal Due

Date and time noted in this RFP. However, the University may, at its sole discretion, accept late proposals if it is determined that acceptance of a late proposal is in the best interest of the University.

https://the-rector-and-visitors-of-the-university-of-virgi.public-portal.us.workdayspend.com/ https://the-rector-and-visitors-of-the-university-of-virgi.public-portal.us.workdayspend.com/ mailto:scoutsupport@workday.com

When submitting a proposal, the Firm must submit the following, separate documents (as applicable):

(a) Proposal responses, with the naming convention “Firm Name –

Proposal”, and responses organized in the order in which the requirements are presented in this RFP (Section IV). The full proposal should be attached as an attachment to the Sourcing Event.

(b) Award Agreement in Word format. Use the naming convention “Firm

Name – Award Agreement”. If applicable, this will be a file upload in the

Sourcing Event.

(c) Good & Services Proposal and Fees in Word format. Use the naming convention “Firm Name – Goods & Services Proposal and Fees”. This will be a file upload in the Sourcing Event and should be attached as a

‘Supplier Attachment’ in the Sourcing Event.

(d) Sample Statement of Work in Word format. Use the naming convention

“Firm Name – Sample Statement of Work”. If applicable, this will be a file upload in the Sourcing Event.

(e) Contractual Provision Addendum in Word format. Use the naming convention “Firm Name - Contractual Provisions”. If applicable, this will be a file upload in the Sourcing Event.

(f) Data Protection Addendum in Word format. Use the naming convention

“Firm Name – Data Protection Addendum”. If applicable, this will be a file upload in the Sourcing Event.

• Negotiations:

For select Firms, negotiations are an included part of this RFP process, and all successful negotiations that are mutually agreed on by the University and the Selected Firm(s) will be incorporated into the resulting Award

Agreement(s) by reference.

• Oral Presentations

For select Firms, Oral Presentations may also be required following their bid submission to the University. This provides an opportunity for the Firm to clarify or elaborate on its proposal. The University will schedule the time and location of these presentations and notify select Firms accordingly. Oral presentations are an option of the University and may or may not be conducted. Therefore, proposals should be complete in the manner described in this RFP.

• Anticipated Award Date:

The Award Agreement(s) may be made on a rolling basis, but initial notice of awards is anticipated to occur by September 2026.

Expected Term: The initial term of any resulting Award Agreement is expected to be for five

(5) years with the ability to renew on the same terms and conditions for up to two (2) additional years, if such renewal is agreed upon in a written amendment signed by the

University and the Selected Firm(s).

Proposal Offer Period: The Firm agrees that submitting a proposal constitutes an offer that will remain open and irrevocable for one hundred and eighty (180) days from the Proposal

Due Date.

Rejection of Proposals: The University reserves the right to reject any or all proposals received. Non-acceptance of a Firm's proposal will mean that one or more proposals were deemed more advantageous to the University or that all proposals were rejected. Firms whose proposals are not accepted will be notified after a binding contractual Award

Agreement (or Agreements) between the University and a Selected Firm (or Selected Firms) exists, or when the University rejects all proposals.

Communication with the University: During this procurement, all communications regarding this RFP must be directed to the Procurement Services office and the Strategic Sourcing team member listed below.

• Refer all questions/correspondence about the RFP to:

Jess Lenore

Sourcing Manager

Email: JXU2VT@VIRGINIA.EDU

• Refer all issues directly related to reporting and subcontracting opportunities to:

Shannon Wampler

Business Analyst, Procurement Services

Email: saw2w@virginia.edu

The RFP has been posted on the University’s Public Postings Page and can be accessed through the Sourcing Event. It is the Firm’s responsibility to ensure that the latest version of the entire RFP and related links are reviewed before submitting a proposal. Addenda and attachments are posted if issued. The University encourages Firms to check the Sourcing

Event frequently for any changes before the Proposal Due Date.

Contract Administrator(s): The University will identify an individual or individuals for contract administration (the “Contract Administrator” or “Contract Administrators”) for any Award

Agreement that results from this RFP. Contract Administrators will be the point of contact at the University for day-to-day operations, but only an authorized representative from the

University’s Procurement Services team will be able to approve any modifications or

Amendments to this Award Agreement. Additional information can be found in RFP

Attachment A, Award Agreement, Section II.E.

Virginia Freedom of Information Act: Except as provided, once an Award Agreement is announced, all proposals submitted in response to this RFP will be open to inspection by any citizen, interested person, firm, or corporation, in accordance with the Virginia Freedom of

Information Act (“the VFOIA”). Trade secrets or proprietary information submitted by a Firm before or as part of its proposal will not be subject to public disclosure under the VFOIA only under the following circumstances: (1) the appropriate information is clearly identified by some distinct method such as highlighting or underlining; (2) only the specific words, figures, or paragraphs that constitute trade secrets or proprietary information are identified; and (3) a summary page is supplied immediately following the proposal title page that includes: (a) the information to be protected, (b) the section(s)/page number(s) where this information is found in the proposal, and (c) a statement why protection is necessary for each section listed. The Firm must also provide a separate electronic copy of the proposal (e.g., email, CD, etc.) with the trade secrets and/or proprietary information redacted. Information regarding mailto:JXU2VT@VIRGINIA.EDU mailto:saw2w@virginia.edu the accessibility of the Goods/Services under consideration, particularly compliance with Web Content Accessibility Guidelines (WCAG) accessibility standards, and including the interactive administrative consoles required to utilize these Goods/Services be exempt from any non-disclosure request. IF ALL OF THESE REQUIREMENTS ARE NOT MET, THE FIRM’S

ENTIRE PROPOSAL WILL BE AVAILABLE FOR PUBLIC INSPECTION.

Important: Any trade secrets or proprietary information submitted with a proposal

(original or copy) for which the Firm seeks protection from public disclosure must follow the requirements outlined above. A Firm may not request that its entire proposal be treated as a trade secret or proprietary information, nor may it request that its pricing/fees be treated as a trade secret or proprietary information or otherwise be deemed confidential.

II. SCOPE OF GOODS/SERVICES

The University seeks proposals from qualified Firms to provide Learning Design and

Development Services the “Goods/Services”) on an as needed basis for the following:

The primary scope of services includes collaboration with faculty and program leadership to support high-quality, scalable learning experiences aligned with UVA's academic standards and instructional design principles. Selected Firms may be engaged for full end-to-end course development, targeted design or media support, quality review and improvement of existing courses, or other instructional design–related services as needed.

Vendors may be asked to provide one or more of the following services, depending on project needs:

• Instructional design and learning experience design, including course mapping, alignment of learning outcomes, assessments, and activities

• Course and program development for online and hybrid delivery, including content structuring, learning activities, and assessment strategies

• Faculty partnership and support, including consultation, onboarding, and collaboration with faculty of varying experience levels in online teaching

• Quality assurance and continuous improvement, including alignment with institutional design standards, accreditation expectations, and accessibility requirements

• Educational media and technology integration, as appropriate, to support instructional goals (e.g., multimedia, interactive elements, learning technologies)

• Project management and coordination, including timeline management and collaboration with UVA stakeholders and internal teams

• Support for program launch activities, which may include faculty preparation, course readiness reviews, or transition support

While the primary focus of this RFP is on supporting online and hybrid program development, UVA anticipates that additional partnership opportunities may arise over the term of the award agreement. These may include pilot projects, rapid-response instructional design support, targeted consultations, or other learning design–related initiatives aligned with institutional priorities.

Goods/Services will be awarded to a Selected Firm or Selected Firms individually during the term of any resulting Award Agreement, and the scope of such Goods/Services will be determined at the time of request. Individual Goods/Services requests may be awarded based on the University’s knowledge of the expertise of the Selected Firm in a given area, competitively bid among all Selected Firms, or by other means determined to provide the best overall value to the University.

Note that the University does not place verbal orders without an authorized, corresponding payment method. No Goods/Services will be authorized without a University-issued

Purchase Order, and no minimum or maximum amount of work is guaranteed to any

Selected Firm under any resulting Award Agreement from this RFP.

III. BASIS OF SELECTION

The University will evaluate proposals, and the selection of Firms will be on the basis of:

• Faculty Partnership and Instructional Design Quality: The Firm's approach to partnering with faculty, designing engaging learning experiences, and differentiating their instructional design methodology (20%)

• Experience, References, and Demonstrated Efficacy: The Firm's experience in providing Goods/Services similar to those described in this RFP, including references from other Higher Ed clients and examples of comparable projects (20%)

• Accessibility, Quality Assurance, and Standards Compliance: The Firm's commitment to accessibility standards (WCAG 2.1 AA or higher), quality assurance processes, and ability to align with institutional standards (15%)

• Project Management, Communication, and Accountability: The Firm's project management approach, communication practices, feedback integration, and ability to manage timelines and dependencies (10%)

• Innovation, Technology Use, and Adaptability: The Firm's approach to educational technology and AI, ability to stay current with emerging practices, and willingness to adapt workflows to institutional processes (20%)

• Financial Proposal: The Firm's pricing structure and overall value (5%)

• Small Business Status and/or Utilization Plan: The Firm's small business status and/or the Firm's plan for utilization of certified small business subcontractors (10%)

Overall value will be judged based upon the information provided in the Firm’s proposal in response to the applicable submission requirements of this RFP. All proposals received will be carefully evaluated by the University. The University then intends to conduct negotiations with two or more Firms. After negotiations have been conducted, if the University chooses to make an award, the University will select the Firms which, in its opinion, best meet the needs of the University. Alternatively, if the University determines in its sole discretion that only one

Firm is fully qualified, or that one Firm is clearly more highly qualified than the others under consideration, it may decide to negotiate and grant an Award Agreement to that single

Firm. In either event, the University intends to execute a mutually satisfactory written Award

Agreement that will reflect and largely incorporate this RFP as reconciled with any pertinent documents (such as the proposal submitted and relevant negotiation correspondence). Because the University may choose to negotiate and award to two or more

Firms as discussed above, each Firm must include in its written proposal all requirements, terms, or conditions it may have, and should not assume that an opportunity will exist to add such matters after the proposal is submitted.

IV. CONTENTS OF THE PROPOSAL

Proposals should include all information as outlined in the RFP and in this section, and they must be submitted in a complete and clearly organized manner that is in accordance with the format specified in this RFP. Proposals must be submitted through the designated

Sourcing Event platform, and Firms must respond to each required question within the platform, in addition to any attachments.

The University invites proposals that offer various approaches to delivering Goods/Services, including innovative or alternative solutions. The University may, at its sole discretion, evaluate these options, provided they meet this RFP’s minimum requirements and functional needs.

A. Company Overview:

i. Provide the Firm’s legal entity name and headquarters address.

ii. Give the name, title, address, telephone number, and email of the individual who will act as the Firm’s designated representative for purposes of this RFP.

B. Qualifications/Experience:

Firms must respond to all of the following questions. Responses should be thorough, provide specific examples where requested, and directly address the questions asked.

i. Give a brief history of the Firm, including the number of years it has been in business, especially pertaining to its experience providing the Goods/Services as described in this RFP.

ii. Describe the approach and specific capabilities that uniquely qualify the Firm for the Goods/Services requested. Emphasize how the Firm believes it will differentiate its offering from other competing Firms.

iii. Provide a list of the Firm's current clients comparable to the University (i.e., higher education, university hospitals, and/or non-profit clients in particular), indicating the length of service of each account. Include the name of the organization and the contact information (name, email, and phone number) in the event that the University contacts and/or visits any of these accounts.

iv. If applicable, provide the total amount of annual sales the Firm has with each

Virginia Association of State College & University Purchasing Professional

(“VASCUPP”) Member Institution. A list of Member Institutions can be found on the VASCUPP site: https://vascupp.org/members. If Firm does not have any annual sales with VASCUPP Member Institutions, please indicate ‘Not

Applicable’.

https://vascupp.org/members

v. Describe your approach to partnering with faculty who are new to online teaching or hesitant about online or hybrid delivery. How do you build trust, address concerns, and support faculty across varying levels of experience?

vi. What differentiates your instructional design approach from other vendors? In your response, highlight any distinctive practices, design philosophies, or ways of working that shape how you partner with institutions.

vii. Provide at least three (3) examples of projects similar in scope or complexity to those anticipated by UVA (multi-course online or hybrid programs developed in partnership with higher education institutions). For each example, include:

a. Institution name and program details

b. Your firm's role and level of engagement with faculty

c. Timeline and outcomes achieved

d. Reference contact information (name, title, email, phone number)

viii. Please provide your Accessibility Conformance Report, Voluntary Product

Accessibility Template (VPAT), or other similar documentation demonstrating your guaranteed adherence to WCAG 2.1 AA guidelines.

ix. Describe your approach to accessibility compliance, quality assurance, and revision workflows. How do you ensure accessibility, instructional quality, and consistency across course deliverables while adapting to institution-specific standards and expectations?

x. How do you approach the use of educational technologies, emerging tools, or AI in course design and development? Describe how you evaluate when and how to use technology or AI to improve efficiency or learning quality, and how you ensure transparency, appropriateness, and alignment with institutional values.

xi. Describe your experience working with academic programs or schools that are moving online or hybrid for the first time. What challenges have you encountered, and how have you addressed them?

xii. Describe your project management approach for multi-course programs, including timeline management, communication practices (cadence, documentation, escalation pathways), and coordination across concurrent projects. Include what project management software or tools you use and how you will provide the University with visibility into project status, milestones, and deliverables.

xiii. How do you scale resources based on fluctuating demand while maintaining consistent quality? Provide examples.

C. Key Personnel:

i. Provide information about the individuals specifically assigned to work with the

University, including a description of their experience in providing similar

Goods/Services as described in this RFP. When providing this information, please also identify the individual(s) within the Firm who will have overall responsibility for the University account, the office in which each account team member is located, and how they fit into the organization of the Firm as a whole.

D. Goods & Services Proposal and Fees:

i. Using Agreement Attachment 1 – Goods & Services Proposal and Fees, the

Firm must provide all proposed Goods/Services and corresponding pricing directly within the structured template provided. All pricing must be submitted in alignment with the sections, units, and formats defined in Attachment 1

(Sections 1–9). No alternative pricing formats will be accepted.

ii. Specifically, the Firm shall:

a. Complete all applicable sections of Attachment 1, including but not limited to:

i. Course design and development pricing (Section 1)

ii. Hourly role rates (Section 2)

iii. Media and asset-based rate cards (Sections 3–6)

iv. Advisory and consultation services (Section 7)

v. Volume discount structures (Section 8)

vi. Pricing assumptions, exclusions, and conditions (Section 9)

b. Provide fully burdened, all-inclusive pricing within the template. All rates and fees must incorporate any/all associated costs, including but not limited to labor, overhead, travel, mileage, shipping, mobilization, subcontractors, and administrative expenses. No additional or undisclosed fees will be accepted outside of those explicitly captured in

Attachment 1.

c. Clearly align pricing to the unit definitions provided (e.g., per course, per asset, per hour, per engagement) and ensure that all entries correspond to the defined scope and deliverables in each section.

d. Disclose all pricing assumptions, exclusions, and conditions in Section 9, including travel policies, revision limits, rush fees, SME sourcing, and identification of any tools or services (including AI-enabled services) that are included versus priced separately.

e. Describe the Firm’s billing methodology within the context of the template, including how charges will be applied (e.g., fixed fee per course, per-asset pricing, hourly services), ensuring consistency with the structure provided in Attachment 1.

f. Complete the volume discount tables in Section 8, including any course-based or spend-based discounts, and clearly define any alternative discount structures if proposed.

g. Include any additional cost-saving opportunities or discounts that may benefit the University, ensuring they are fully reflected within the pricing tables or clearly documented in the appropriate sections.

Note: Pricing based on a “cost-plus-a-percentage-of-cost” model is not permitted and will not be considered.

Note: The rates provided will be the maximum rates that a Selected Firm will be able to charge during the first two (2) years of any resulting Agreement. Thereafter, a

Selected Firm will be able to alter its Goods & Services Proposal and Fees, only by signing an official Amendment to the Award Agreement into full effect with the

University. If the University elects to exercise the option to amend the Agreement, the price(s) for the subsequent amendment period shall not exceed the price(s) of the previous renewal period increased/decreased by more than the percentage increase/decrease of the Other Services category of the CPI-W section of the

Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available, unless approved by an authorized representative of the University.

E. Statement of Work:

i. Confirm that the Firm (a) agrees to use the Sample Statement of Work template shown in Agreement Attachment 2 when Goods/Services are requested by the University, and (b) agrees that a signature will not be required by the University on the SOW. The purpose of this is to preclude having new terms and conditions introduced into an SOW that negate those outlined in a

Selected Firm’s Award Agreement from this RFP, and to expedite any future

Ordering Procedures (as indicated in RFP Attachment A, Award Agreement, Section II.C.).

a. If the Firm takes exception to this University-constructed template and plans to utilize its own Sample SOW template, it must submit a separate document with its proposal titled “Firm Name – Sample Statement of

Work”. This must be a Word document to maximize efficiency. The

University reserves the right to accept, reject, or edit the proposed template. Please be advised that any exceptions a Firm takes to the

University-approved template could delay and/or impact an Award

Agreement. If a Firm does not submit a separate Sample SOW during its initial submission and by the Proposal Due Date, then the proposal from the Firm will automatically be deemed to include/accept the Agreement

Attachment 2 for any resulting Award Agreement. Proposed modifications or alternate templates after this time will not be considered or accepted.

F. Contractual Arrangements:

i. Review the document, RFP Attachment A, Award Agreement, and confirm that if selected for an Award Agreement, the Firm will agree to and abide by all terms and conditions therein. Please note: Agreeing to the terms and conditions of this document does not guarantee a Firm will be selected for an

Award Agreement.

a. If the Firm takes any exceptions to this document, it must indicate this in writing, and it must submit a separate document with its proposal titled

“Firm Name – Award Agreement” at the time of the Proposal Due Date.

This must be a Word document utilizing ‘Track Changes’ in the ‘Review’ tab to maximize efficiency. The University reserves the right to accept, reject, or edit the proposed modifications. Please be advised that any exceptions a Firm takes to this document could delay and/or impact an Award

Agreement. If a Firm does not submit a separate addendum during its initial submission and by the Proposal Due Date, then the proposal from the Firm will automatically be deemed to include/accept the terms and conditions of any resulting Award Agreement. Proposed modifications after this time will not be considered or accepted.

ii. This solicitation and any subsequent agreement are also subject to University’s

Contractual Provisions contained within Agreement Attachment 3. Review and confirm that if selected for an award, the Firm will agree to and abide by all terms and conditions therein.

“Firm Name – Contractual Provisions”. This document must be a Word document utilizing ‘Track Changes’ in the ‘Review’ tab to maximize efficiency. The University reserves the right to accept, reject, or edit the proposed modifications. Please be advised that any exceptions a Firm takes to this document could delay and/or impact an Award Agreement. If a Firm does not submit a separate addendum during its initial submission and by the Proposal Due Date, then the proposal from the Firm will automatically be deemed to include/accept the terms and conditions as issued in this RFP. Proposed modifications after this time will not be considered or accepted.

iii. This solicitation and any subsequent agreement are also subject to University’s

Data Protection Addendum contained within Agreement Attachment 4. Review and confirm that if selected for an award, the Firm will agree to and abide by all terms and conditions therein.

“Firm Name – Data Protection Addendum”. This document must be a Word document utilizing ‘Track Changes’ in the ‘Review’ tab to maximize efficiency. The University reserves the right to accept, reject, or edit the proposed modifications. Please be advised that any exceptions a Firm takes to this document could delay and/or impact an Award Agreement. If a Firm does not submit a separate addendum during its initial submission and by the Proposal Due Date, then the proposal from the Firm will automatically be deemed to include/accept the terms and conditions in the

Data Protection Addendum. Proposed modifications after this time will not be considered or accepted.

iv. If Firm is selected for an award under this RFP, state the Firm’s agreement to register as a supplier in the University’s registration system and receive payments electronically via approved payment terms. For more information, reference these websites:

- https://suppliers.uvafinance.virginia.edu/registering-uva

- https://uvafinance.virginia.edu/resources/getting-paid-university.

v. If Firm is selected for an award under this RFP, state the Firm’s agreement to register with eVA and accept eVA terms and conditions prior to any Award

Agreement (https://eva.virginia.gov/). For more information, reference this website: https://uvafinance.virginia.edu/resources/eva-information-suppliers.

vi. If Firm is selected for an award under this RFP, state the Firm’s agreement to comply with the requirements of the University’s Information Security

Compliance Team and complete a Vendor Security Review as needed. For more information about the Vendor Security Review, reference this website:

https://security.virginia.edu/vendor-security-review-standard.

vii. If Firm is selected for an award under this RFP, state the Firm’s agreement to comply with the requirements of the University’s ADA Coordinator Team and complete a Digital Accessibility Review as needed. For more information about this process, reference this website: https://digitalaccessibility.virginia.edu/.

G. Small Business:

The University is committed to giving fair consideration for all Firms in its procurement programs.

i. Does the Firm qualify as a small business?

- If yes: Is the Firm certified through the Virginia Department of Small

Business & Supplier Diversity (SBSD)? If yes, please provide your certification number. If not, is the Firm willing to pursue certification?

- If no: Describe the Firm’s partnering relationships with small businesses and how it plans to support the University’s goal to increase small business participation.

H. Proposal Comments:

Specify any assumptions the Firm is making in this bid proposal and provide any other information that the University should consider in evaluating the Firm's response.

https://suppliers.uvafinance.virginia.edu/registering-uva https://uvafinance.virginia.edu/resources/getting-paid-university https://eva.virginia.gov/ https://uvafinance.virginia.edu/resources/eva-information-suppliers https://security.virginia.edu/vendor-security-review-standard https://digitalaccessibility.virginia.edu/

V. TERMS AND CONDITIONS

This solicitation and any subsequent agreement are subject to:

• The Selected Firm’s agreement to register as a supplier in the University’s registration system and receive payments electronically via approved payment terms, if selected for an award under this RFP.

(https://suppliers.uvafinance.virginia.edu/registering-uva and https://uvafinance.virginia.edu/resources/getting-paid-university);

• The Selected Firm’s agreement to register with eVA and accept eVA terms and conditions prior to award (https://eva.virginia.gov/ and https://uvafinance.virginia.edu/resources/eva-information-suppliers);

• The Selected Firm’s agreement to comply with the requirements of the University’s

Information Security Compliance Team and complete a Vendor Security Review as needed, if selected for an award under this RFP (https://security.virginia.edu/vendor-security-review-standard);

• The Selected Firm’s agreement to comply with the requirements of the University’s

ADA Coordinator Team and complete a Digital Accessibility Review as needed, if selected for an award under this RFP (https://digitalaccessibility.virginia.edu/);

• The University’s Contractual Provisions, see Agreement Attachment 3; and

• The University’s Data Protection Addendum, see Agreement Attachment 4;

VI. ATTACHMENTS

The attachments below follow:

• RFP ATTACHMENT A: Award Agreement o Agreement Attachment 1: Goods & Services Proposal and Fees o Agreement Attachment 2: Sample Statement of Work o Agreement Attachment 3: Contractual Provisions o Agreement Attachment 4: Data Protection Addendum

NOTE: Attachments herein should be utilized when adding attachments in the Sourcing

Event. See specific instructions in this RFP for how to complete and name the Firm’s proposal files.

https://suppliers.uvafinance.virginia.edu/registering-uva https://uvafinance.virginia.edu/resources/getting-paid-university https://eva.virginia.gov/ https://uvafinance.virginia.edu/resources/eva-information-suppliers https://security.virginia.edu/vendor-security-review-standard https://security.virginia.edu/vendor-security-review-standard https://digitalaccessibility.virginia.edu/

RFP ATTACHMENT A

Award Agreement

This Award Agreement (“# UVA-AGR-____” or “Agreement”), is entered into effective as of

September 1, 2026, is by and between The Rector and Visitors of the University of Virginia (“the

University”) and ________________________ (“Selected Firm”) (each a “Party” and collectively the

“Parties”).

TERM

The term of this Agreement will be until August 31, 2031 with the ability to renew for up to two (2) additional one-year (1-year) periods (if agreed upon in an official Amendment by the

University and the Selected Firm).

WITNESS

By its Request for Proposal (“RFP”) Event ID 1214651, issued May 26, 2026, the University requested proposals from Firms to provide Course Design and Development (the “Goods/Services”).

In response to the RFP, the Selected Firm submitted a written proposal. The University and Selected

Firm wish to express in this Agreement the basis on which Selected Firm will provide the

Goods/Services to the University on an as-needed basis. Accordingly, and in consideration of the mutual premises and provisions hereof, the parties hereby agree as follows:

I. Contents:

These documents are hereby incorporated into this Agreement either as an attachment or by reference:

A. Agreement Attachment 1, Goods & Services Proposal and Fees;

B. Agreement Attachment 2, Sample Statement of Work;

C. Agreement Attachment 3, Contractual Provisions;

D. Agreement Attachment 4, Data Protection Addendum;

E. The Sourcing Event/RFP # 1214651 (by reference);

F. Selected Firm’s negotiation responses between _____ (Selected Firm) and Jess

Lenore (University) via emails (by reference); and

G. Selected Firm’s proposal in response to the RFP (by reference).

To the extent that the terms of the various Agreement documents are in conflict, the terms of this Agreement and Agreement Attachments 1, 2, 3, and 4 will prevail over all other

Agreement documentation.

II. Specific Provisions:

A. Goods/Services:

Selected Firm will provide Course Design and Development (the “Goods/Services”) for the University on an as-needed basis. As such, the University makes no guarantee that Goods/Services will be requested during the Term. The specific types of Goods/Services the Selected Firm can provide are shown in Agreement

Attachment 1, Goods & Services Proposal and Fees.

B. Fees:

As requested by the University, Selected Firm will provide quotes/pricing either on a fixed price or a time and materials basis. This will be reflected in Agreement

Attachment 1, Goods & Services Proposal and Fees.

The rates provided will be the maximum rates that a Selected Firm will be able to charge during the first three (3) years of any resulting Agreement. Thereafter, a

Selected Firm will be able to alter its Goods & Services Proposal and Fees, only by signing an official Amendment to the Award Agreement into full effect with the

University. If the University elects to exercise the option to amend the Agreement, the price(s) for the subsequent amendment period shall not exceed the price(s) of the previous renewal period increased/decreased by more than the percentage increase/decrease of the Other Services category of the CPI-W section of the

Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available, unless approved by an authorized representative of the University.

C. Ordering Procedures:

Goods/Services will be ordered in the manner described in this section. The

University makes no guarantee as to the volume of business that may be provided under this Agreement. A proposal for Goods/Services must be specifically requested from Selected Firm by a University department. When such Goods/Services are specifically requested, Selected Firm will prepare a proposed Statement of Work

(SOW). The proposed SOW will be in the form described in Agreement Attachment 2, Sample Statement of Work, and will reference this Agreement. Additional

Contractual Provisions may not be introduced in the proposed SOW, and the SOW may not be marked as proprietary or confidential. SOWs will be used solely to describe the personnel, services, deliverables, and applicable fees, and will be mutually agreed upon by the University and Selected Firm. The University will not be required to sign or otherwise execute the SOW (or any other documentation).

Note that the University does not place verbal orders without an authorized, corresponding payment method. If the University desires to have Selected Firm provide Goods/Services, the University will issue a Purchase Order. When the

University Purchase Order is issued, a contract exists between Selected Firm and the

University for the specific Goods/Services requested and described in the applicable

SOW.

D. Invoicing and Payment Terms:

Selected Firm is not allowed to request a prepayment/down payment. Selected Firm may, however, request payment be tied to project milestones associated with a SOW.

Selected Firm will submit an original invoice referencing the correct Purchase Order number on the invoice to the appropriate University’s Accounts Payable division.

The University agrees to pay the Selected Firm per the terms of registration with the

University’s current payment system and upon confirmed receipt of undisputed, properly presented invoice, following this process:

https://uvafinance.virginia.edu/payments-expensing/invoices-receiving. Payment terms will be negotiated and mutually approved.

Invoices for non-catalog orders may be submitted as a PDF attachment to vendor-invoices@virginia.edu. If a Selected Firm experiences issues with the aforementioned submission method, please notify the ordering department for further assistance. Selected Firm must submit a properly presented, undisputed invoice within six (6) months of Goods/Services being delivered or completed

(“Invoice Period”). Selected Firm waives any right to a claim of money owed or breach of contract for non-payment if a properly presented invoice is not submitted to the University within the Invoice Period.

E. Contract Administrator:

The Selected Firm will not make any commitments/comments or take actions on behalf of the University without the explicit direction of the authorized Contract

Administrator(s).

1. Primary Administrator:

The individual named below shall serve as the Primary Administrator and will act as the central point of contact at the University for day-to-day operations under this Agreement. The Primary Administrator does not have the authority to approve any changes, amendments, or additional terms and conditions to this

Agreement

Sarah Cochran

Senior Director

Learning Experience and Digital Innovation

Phone: 434-982-5067

Email: skv2kd@virginia.edu

2. Secondary Administrator:

The Selected Firm should direct all questions regarding this Agreement - except those related to specific Goods/Services or departmental requests - including any https://uvafinance.virginia.edu/payments-expensing/invoices-receiving mailto:vendor-invoices@virginia.edu mailto:vendor-invoices@virginia.edu mailto:skv2kd@virginia.edu proposed modifications or amendments, to the University’s Procurement Services office and the designated contact listed below.

Jess Lenore

Sourcing Manager

Phone: 434-243-6999

Email: jxu2vt@virginia.edu

The University reserves the right to change its Contract Administrator(s), upon written notice to Selected Firm.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement.

ACCEPTANCE

For the Rector and Visitors For Selected Firm of the University of Virginia

Name: Name:

Title: Title:

Date: Date:

Agreement #: UVA-AGR-____ mailto:jxu2vt@virginia.edu

Agreement Attachment 1: Goods & Services Proposal and Fees

Course Design and Development RFP

Office of the Vice Provost for Online Education and Digital Innovation University of Virginia | May 2026

Vendors must complete all applicable sections. Where a service is not offered, indicate N/A.

All assumptions, exclusions, and pricing conditions must be disclosed in Section 9 of this agreement attachment 1.

Section 1: Course Design and Development

All tiers assume a semester-long, 3-credit course with a 4–5 month development timeline.

Vendors must provide a flat per-course fee inclusive of the defined media package. For multi-course programs, course template development is completed once and applied across all courses; include in program-level pricing, not per-course pricing. Faculty time is noted for context only and is not included in vendor cost. Vendors must clearly state which AI-assisted production tools (e.g. avatar video, AI-generated video, AI voiceover) are included as standard within each tier versus available as add-ons priced in Sections 3–6.

Pricing Component Unit Definition Total

Cost ($) Notes

Tier 1 — Foundation

Per 3-credit course. Includes: 1 video/module (basic editing, branded intro/outro, lower thirds); 8 basic interactives every other module;

baseline accessibility; Canvas build;

LXD and faculty consultation throughout.

Tier 2 — Enhanced

Per 3-credit course. Includes: 1–2 videos/module (light animation, text overlays, b-roll, lower thirds); 8 multi-page interactives + 2 branching scenarios; accessibility audit; Canvas build; LXD and faculty consultation throughout.

Tier 3 — Immersive

Per 3-credit course. Includes: 2 videos/module (animations, b-roll, motion graphics, lower thirds); 10 multi-page interactives + 5 branching scenarios; full accessibility audit and remediation; Canvas build; LXD and faculty consultation throughout.

Course Revision

Per 3-credit course. Updates to existing course (up to 50% content revision). Includes LXD support and QA. Targeted updates to content, media, alignment, assessments, or accessibility.

Course Redevelopment Per 3-credit course. 50% or more of the course content is altered. More substantial restructuring, may require new media, and significant LXD involvement.

Quality Assurance

Review Per 3-credit course

Project Management % of Total OR Hourly (specify)

Section 2: Hourly Role Rates

Applies to time and materials engagements and standalone hourly support outside of full course development contracts. SME support may be used when OEDI or a school requires vendor-sourced subject matter expertise in lieu of or to supplement faculty involvement. Vendors must describe their process for sourcing, vetting, and managing SMEs upon request.

Role Hourly Rate

Notes

Senior Learning Experience Designer

Learning Experience Designer

Multimedia Developer

Project Manager

QA / Accessibility Specialist

Subject Matter Expert (SME) —

General

Subject Matter Expert (SME) —

Specialized / Technical

Other (specify)

Section 3: Video Production — Per Asset Rate Card

Rates apply as add-ons to full course engagements or as standalone media-only commissions where OEDI retains learning experience design in-house. Vendors do not capture source footage unless otherwise noted below. Lower thirds are included at all production levels. Captions are not required — UVA provides captioning tools. Vendors must notify OEDI in writing before producing any asset that exceeds the maximum duration listed. Any overage must be mutually agreed upon in advance. Unapproved overages will not be reimbursed.

Asset Unit Max

Duration

Per Asset

Cost ($) Platform / Notes

Video — Basic (editing, branded intro/outro, lower thirds)

Per video 10 min

Video — Light Animation (text overlays, simple graphics, lower thirds)

Per video 10 min

Video — Moderate Animation

(infographic animations, motion graphics, lower thirds)

Per video 10 min

Video — Heavy Animation (fully animated explainer, complex motion graphics)

Per video 5 min

AI Avatar Video

(e.g. Synthesia or equivalent)

Per video 5 min Specify platform

AI-Generated Video (e.g. Veo3 or equivalent)

Per video 2 min Specify platform

Screencast / Software Demo Per video 10 min

Video Capture — In-house, Full

Day Per day —

Specify equipment and crew included

Video Capture — In-house, Half

Day

Per half day

Video Capture — Vendor-sourced Videographer, Full

Day

Per day — Vendor manages sourcing and coordination

Video Capture — Vendor-sourced Videographer, Half

Day

Per half day

Section 4: Audio Production — Per Asset Rate Card commissions. Podcast episodes must be professional quality.

Asset Unit Per Asset Cost

Platform / Notes

AI Voiceover / Explanatory

Audio

Per finished minute Specify platform (e.g. ElevenLabs)

Human Voiceover Narration Per finished minute

Podcast Episode — Short

(under 15 min) Per episode

Podcast Episode — Standard

(15–30 min) Per episode

Podcast Episode — Long

(30+ min) Per episode

Section 5: Interactive Content — Per Asset Rate Card commissions.

Asset Unit Per Asset

Cost ($) Description / Platform

Basic Interactive (flashcards, knowledge checks, hotspots, drag and drop)

Per interactive e.g. H5P; up to 7 screens

Moderate Interactive (multi-page, branching scenarios, role-play scenarios)

Per

High Complexity Interactive (multi-branch simulations, immersive scenarios)

AI Simulation / Conversational AI

Experience

Per simulation Specify platform

AI Chatbot Per course Specify platform and hosting model

AI App — Simple (single-function, no back-end, e.g. decision tree, calculator)

Per app

AI App — Moderate (multi-function, data input/output, API integration) Per app

AI App — Complex (custom AI-powered, database-driven, multi-user)

Per app

Section 6: Images and Graphics — Per Asset Rate Card

Rates apply as add-ons to full course engagements or as standalone commissions.

Asset Unit Per Asset

Cost ($) Platform / Notes

Stock Photography

(e.g. Shutterstock) Per image

Vector Art / Stock Illustration Per asset

Custom Illustration — Simple Per asset

Custom Illustration — Complex Per asset

AI-Generated Image Per image Specify platform and quality standards

Custom Banner / Course Header Per asset

Infographic Design — Simple Per asset

Infographic Design — Complex Per asset

Section 7: Advisory and Consultation Services

Service Unit Cost ($) Description

Course Audit and

Improvement Plan Per course

Review of existing course with written recommendations

Program Opportunity

Analysis Per program

Market research, learner demand, competitive landscape

Accessibility Audit Per course WCAG compliance review with remediation recommendations

Faculty Development

Workshop

Facilitation

Per day On-site or virtual

Learning Experience

Framework

Development engagement

Custom…