Request for Proposal #049302622

For

Mechanical, Electrical and Plumbing Services

March 26, 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 # 049303622, Mechanical, Electrical and Plumbing Services

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

DUE DATE: Proposals will be received until April 27, 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 Kim Widrig, Phone:

(540) 231- 8543 e-mail: kdcromer@vt.edu. All inquiries will be answered in the form of an addendum.

Inquiries must be submitted by 3:00 PM on April 10. Inquiries must be submitted to the procurement officer identified in this solicitation.

PROPOSAL SUBMISSION:

*Please note, proposal submission procedures have changed effective March 2023.

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]

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.

The main campus in Blacksburg covers 2600 acres and is composed of over 125 buildings. Virginia Tech Facilities Services is tasked with the responsibility of properly maintaining these buildings.

To augment the services provided by Facilities Services personnel, Virginia Tech seeks to contract with one or more properly licensed and experienced contractors who are fully capable of providing mechanical, electrical and plumbing services to the University.

II. 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/

III. CONTRACT PERIOD:

The term of this contract is for two (2) years, or as negotiated. There will be an option for two (2) one-year renewals, or as negotiated.

IV. 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.

V. CONTRACT PARTICIPATION:

It is the intent of this solicitation and resulting contract to allow for cooperative procurement.

Accordingly, any public body, public or private health or educational institutions, or Virginia Tech’s affiliated corporations and/or partnerships may access any resulting contract if authorized by the contractor.

Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor, the resultant contract may be extended to the entities indicated above to purchase at contract prices in accordance with contract terms. The Contractor shall notify Virginia Tech in writing of any such entities accessing the contract, if requested. No modification of this contract or execution of a separate contract is required to participate. The Contractor will provide semi-annual usage reports for all entities accessing the Contract, as requested. Participating entities shall place their own orders directly with the Contractor and shall fully and independently administer their use of the contract to include contractual disputes, invoicing and payments without direct administration from Virginia Tech. Virginia Tech shall not be held liable for any costs or damages incurred by any other participating entity as a result of any authorization by the Contractor to extend the contract. It is understood and agreed that Virginia Tech is not responsible for the acts or omissions of any entity, and will not be considered in default of the contract no matter the circumstances.

Use of this contract does not preclude any participating entity from using other contracts or competitive processes as the need may be.

VI. STATEMENT OF NEEDS/SCOPE OF WORK:

Virginia Tech desires to procure the services of a contractor to supply mechanical, electrical and plumbing services, per specifications, on an as-needed basis when ordered by Virginia Tech. The Contractor shall provide these services for all facilities/properties held by Virginia Tech throughout Montgomery County, Virginia and/or the Commonwealth of Virginia as negotiated.

A. Service Requirements

The Contractor shall provide all labor, tools, equipment, transportation, and all incidentals required and/or implied for the complete and satisfactory performance of Mechanical, Electrical, Plumbing Services on an as needed basis by Virginia Tech. This contract includes maintenance, repair, installation and construction of all types of industrial/commercial mechanical, electrical, plumbing systems and equipment. All work shall be performed at Virginia Tech within the vicinity of Blacksburg, Virginia, AREC facilities throughout the state, or occasionally at the Contractor’s fabrication facility. Contractor shall provide all consumables as related to the projects.

Additional inspections and tests shall be performed as required to assure the safe and proper operation of the equipment.

B. Contractor Qualification

The Contractor shall be experienced and licensed as described below. Contractor Registration of Attachment A, Special Terms and Conditions. The Contractor shall have expertise in all mechanical, electrical, and plumbing trades at the industrial/commercial level, including, but not limited to, piping, sheet metal, welding, boiler repair, AHU repair/replacement, refrigeration system installation, electrical services, building electrical modifications, domestic water, domestic hot water, water heater repair/replacement, waste & vent piping, storm piping, specialty piping and all corresponding trades work. All pressure vessel repairs must, by Virginia law, be completed by a company holding an “R” stamp. If contractor does not have this code stamp certification for repairs to boiler pressure vessels, it will be the contractor’s responsibility to provide this service when needed at no additional cost to the university. Contractor will have twenty-four (24) hours to provide this service to Virginia Tech and eight (8) hours for emergency.

C. Personnel Qualifications

All personnel used by the Contractor shall be properly trained and qualified and shall have the minimum ability and experience for his classification as defined below. Virginia Tech reserves the right to refuse to accept services from any personnel deemed by Virginia Tech to be unqualified or unable to perform assigned work. The Contractor shall provide evidence of qualifications for any personnel performing work under this contract upon request by Virginia Tech.

1. Mechanical Working Superintendent: Shall be an experienced mechanical project superintendent, current master plumber steamfitter level certification, with the ability to manage and supervise complete mechanical projects or mechanical portions of building projects. Shall have through knowledge of the codes, standards, practices, materials, and processes for the mechanical trade. Shall have supervisory experience, be proficient in reading and interpreting complex blueprints and specifications, and be able to accurately lay out and direct mechanical work. Shall perform project management duties as required by Virginia Tech on a specific project, to include interaction and coordination with other craft supervisors and contractors, assistance with material estimating and specifying; liaison function with Facilities Department, university personnel, and architects; assistance with scheduling; and maintenance of associated paperwork, such as time reports, materials records, progress reports, and as-built drawings.

2. Millwright: Shall have a journeyman level certification or minimum of 5 years of experience preferred. Shall be specialized in fabrication of industrial machinery or the ability to assemble machines from pre-fabricated parts. Must be able to read blueprints and schematic drawings to determine work procedures, to construct foundations for and to assemble and dismantle machinery and equipment, using hand and power tools, and to direct workers engaged in such endeavors. Shall have the ability to use precision tooling to include dial indicator, micrometers, laser alignment and precision levels.

3. Pipefitter: Shall be an experienced pipefitter (minimum of five (5) years of experience preferred), current plumber journeyman level certification with the ability to perform general plumbing and steamfitting work associated with various materials such as cast iron, cooper, steel, glass, PVC, ABS, polyethylene, fiberglass, etc. Shall know proper cutting, joining, and assembling procedures to ensure system integrity and code compliance. Shall be able to apply such materials to air, gas, water, sewage and steam systems and be able to adapt and fit required appurtenance to such systems.

Shall be required to work from blueprints, sketches, shop drawings, etc., and may be required to do material take-offs, listing, etc. May be required to analyze or trouble shoot systems for malfunctions, and make recommendations for repairs, and repair same. Shall be responsible for active supervision of one or more assistant pipefitters and may be required to assist certified welders or boiler repairman.

4. Assistant Pipefitter: Shall be an apprentice or assistant level pipefitter (minimum one

(1) year experience preferred) with the ability to assist in all pipefitting and other mechanical tasks under the supervision of a Mechanical Supervisor, Pipefitter, or other Mechanic.

5. Associate Pipefitter: The associate pipefitter (AP) shall be an experienced pipefitter with a minimum of five (5) years’ experience preferred, who is currently enrolled in an apprenticeship training program as approved by the Virginia Department of Labor and Industry. The AP shall have the ability to perform general plumbing and steamfitting work associated with various materials such as cast iron, copper, steal, glass, PVC, ABS, polyethylene, fiberglass, etc. The AP shall know proper cutting joining, and assembling procedures to ensure system integrity and code compliance and shall be able to apply such materials to air, gas, water, sewage and steam systems and be able to adapt and fit required appurtenance to such systems. The AP shall be required to work from blueprints, sketches, shop drawings, etc., and may be responsible for active supervision of one or more assistant pipefitters and be required to assist pipefitters, certified welders or boiler repairmen as requested.

6. Certified Welder: Shall be an experienced, certified welder, by ASME (minimum of five

(5) years experience preferred) with the ability to perform electric arc and acetylene welding on a variety of materials including steel, aluminum, stainless steel, etc. Shall be proficient in cutting, fitting and assembling previously mentioned materials using proper methods, materials and procedures to ensure the integrity of the completed system and proper code compliance. Shall possess proper and current certification papers attesting to welding proficiency and ability. May be required to perform "signature" welds which will be subjected to x-ray and/or dye penetrate examination.

May be required to survey damaged structures or equipment recommending methods of repair, materials required, and best workmanlike procedures for accomplishing same.

7. Sheet Metal Mechanic: Shall be an experienced sheet metal mechanic (minimum five

(5) years experience preferred) and must be proficient in cutting, bending, forming and joining various materials using standard patterns or fabricating patterns from blueprints, sketches, or shop drawings. Shall be familiar and proficient with various shop, bench and hand tools used in the craft to perform such tasks. Shall be proficient in forming edges and/or install completed parts so as to form an integral, comprehensive unit as depicted by such drawings, sketches, etc. Shall be expected to actively supervise one or more assistants in their routine job performance.

8. Assistant Sheet Metal Mechanic: Shall be an apprentice or assistant level mechanic (minimum one (1) year experience preferred) with the ability to assist in all sheet metal and other mechanical tasks under the supervision of a Mechanical Supervisor, Sheet Metal, or other mechanic.

9. Boiler Repairman: Shall be experienced (minimum five (5) years experience preferred) with a current journeyman level certification boiler repairman and shall be proficient in the inspection and fabrication of boiler components and have knowledge of equipment needs to accomplish boiler repairs on equipment operating to 600 psig and 825 degrees F. Shall have experience in tube removal and repair, tube rolling, ferrule removal, tube bending and general mechanical work pertaining to large steam generators. Shall be able to work from blueprints, sketches and shop drawings. May be required to supervise the routine activities of one or more helpers.

10. Commissioning Technician - Shall be experienced (minimum five (5) years’ experience preferred with proper certifications for start-up, troubleshooting, or repairing of the equipment utilized for the project. Must be proficient with refrigeration, chilled water, heating hot water, steam, domestic water, domestic hot water systems and equipment.

11. Electrical Working Superintendent: Shall be an experienced electrical project superintendent, current master electrician certification, with the ability to manage and supervise complete electrical projects or electrical portions of building projects. Shall have through knowledge of the codes, standards, practices, materials, and processes for the electrical trade. Shall have supervisory experience, be proficient in reading and interpreting complex blueprints and specifications, and be able to accurately lay out and direct electrical work. Shall perform project management duties as required by Virginia Tech on a specific project, to include interaction and coordination with other craft supervisors and contractors, assistance with material estimating and specifying;

liaison function with Facilities Department, university personnel, and architects;

assistance with scheduling; and maintenance of associated paperwork, such as time reports, materials records, progress reports, and as-built drawings.

12. Electrical Lead Mechanic: Shall be an experienced electrician (minimum of five (5) years of experience preferred), current electrical journeyman level certification with the ability to perform general electrical work associated with various materials material and equipment. Shall know proper cutting, joining, and conduit assembling procedures to ensure system integrity and code compliance. Shall be able to apply such materials to interior, exterior, and direct bury systems and be able to adapt and fit required appurtenance to such systems. Shall be required to work from blueprints, sketches, shop drawings, etc., and may be required to do material take-offs, listing, etc. May be required to analyze or trouble shoot systems for malfunctions, and make recommendations for repairs, and repair same. Shall be responsible for active supervision of one or more assistant electricians and may be required to assist other electrical tradesmen.

13. Electrical Mechanic: Shall be an experienced electrical mechanic (minimum five (5) years experience preferred) and must be proficient in cutting, bending, forming and joining various materials using standard trade practice from blueprints, sketches, or shop drawings. Shall be familiar and proficient with various conduit systems and hand tools used in the craft to perform such tasks. Shall be expected to actively supervise one or more assistants in their routine job performance.

14. Assistant Electrical Mechanic: Shall be an apprentice or assistant level mechanic (minimum one (1) year experience preferred) with the ability to assist in all electrical tasks under the supervision of an Electrical Supervisor or other mechanic.

15. Plumbing Working Superintendent: Shall be an experienced plumbing project superintendent, current master plumber level certification and master gas fitter certification, with the ability to manage and supervise complete plumbing projects.

Shall have through knowledge of the codes, standards, practices, materials, and processes for the plumbing trade. Shall have supervisory experience, be proficient in reading and interpreting complex blueprints and specifications, and be able to accurately lay out and direct plumbing work. Shall perform project management duties as required by Virginia Tech on a specific project, to include interaction and coordination with other craft supervisors and contractors, assistance with material estimating and specifying; liaison function with Facilities Department, university personnel, and architects; assistance with scheduling; and maintenance of associated paperwork, such as time reports, materials records, progress reports, and as-built drawings.

16. Plumbing Lead Mechanic: Shall be an experienced plumber (minimum of five (5) years of experience preferred), current plumbing journeyman level certification with the ability to perform general plumbing work associated with various materials such as cast iron, cooper, steel, glass, PVC, ABS, polyethylene, fiberglass, etc. Shall know proper cutting, joining, and assembling procedures to ensure system integrity and code compliance. Shall be able to apply such materials to air, gas, water, sewage material and equipment. Shall be able to apply such materials to interior, exterior, and direct bury systems and be able to adapt and fit required appurtenance to such systems. Shall be required to work from blueprints, sketches, shop drawings, etc., and may be required to do material take-offs, listing, etc. May be required to analyze or trouble shoot systems for malfunctions, and make recommendations for repairs, and repair same. Shall be responsible for active supervision of one or more assistant plumbers and may be required to assist other plumbing tradesmen.

17. Plumbing Mechanic: Shall be an experienced plumbing mechanic (minimum five (5) years experience preferred) and must be proficient in cutting, forming and joining various materials using standard trade practice from blueprints, sketches, or shop drawings. Shall be familiar and proficient with various plumbing systems and hand tools used in the craft to perform such tasks. Shall be expected to actively supervise one or more assistants in their routine job performance.

18. Assistant Plumbing Mechanic: Shall be an apprentice or assistant level mechanic (minimum one (1) year experience preferred) with the ability to assist in all plumbing tasks under the supervision of an Plumbing Supervisor or other plumbing mechanic.

D. Quality Of Work

All work shall be performed in accordance with the standards of the Virginia Tech Design and Construction Manual and to the complete satisfaction of Virginia Tech. All work shall be performed in accordance with the Uniform Statewide Building Code of the Commonwealth of

Virginia and the latest editions of the following referenced codes and standards, whichever is more stringent:

American National Standard Institute (ANSI)

American Society of Mechanical Engineers (ASME)

American Society of Testing Materials (ASTM)

Building Officials and Code Administrators (BOCA)

International Plumbing Code (IPC)

National Electrical Code (NEC or NFPA 70)

Unsatisfactory work shall be immediately corrected by the Contractor at no additional cost to Virginia Tech.

E. Normal Working Hours

The Contractor shall be prepared at a minimum to provide mechanical crews to Virginia Tech on an as needed basis and upon a two week notice.

F. Emergency Response

In the event of a massive system failure, or other situations which, in the opinion of Virginia Tech, warrants emergency response measures, the Contractor shall be prepared to provide the personnel listed below. The Contractor shall maintain the required number of personnel on the job for as long as deemed necessary by Virginia Tech to correct the emergency.

However, the Contractor must be aware that conditions requiring emergency responsiveness could be corrected in a time period as short as eight (8) working hours and the emergency crews will be dismissed as the condition is corrected.

1. Provide the number of pipefitting crews as requested up to five (5) two-man pipefitting crews with tools and equipment within eight (8) hours of notification and up to an additional five (5) two-man pipefitting crews with tools and equipment within 24 hours of notification.

2. Provide the number of welding crews as requested up to three (3) certified welders with portable welding machines within eight (8) hours of notification and up to an additional three (3) certified welders with portable welding machines within 24 hours of notification.

3. Provide the number of welding crews as requested with one “R” stamp welder certification with portable welding machine within eight (8) hours of notification and up to an additional one “R” stamp welder with portable welding machines within twenty four (24) hours of notification.

4. Provide the number of Electrical crews as requested up to three (3) two-man electrical crews with, proper supervision, tools and equipment within (8) hours of notification.

5. Provide the number of Plumbing crews as requested up to three (3) two-man plumbing crews with, proper supervision, tools and equipment within (8) hours of notification.

G. Other Requirements

1. Parking Policy: All Contractor vehicles parked on the Virginia Tech campus must display a parking permit. Contractors shall note that vehicles parked on the Virginia Tech campus without a parking pass or permit are subject to ticketing and fines.

For overnight parking, the Contractor’s company owned vehicles shall use the parking lot in front of Virginia Tech Printing Services and Surplus Property offices at 1411 South Main Street also known as the old K-Mart parking lot. Privately owned vehicles (POV) may park at the location. No overnight (24 hours) parking is allowed on campus. If parking POV’s on campus, Parking Services will identify which lot the POV shall park; currently the Track/Soccer, Overflow or East Cassell lot. To be entitled to park in these lots the Contractor shall be required to buy a daily, weekly, monthly or annual permit from Parking Services. It shall be the responsibility of the Contractor to shuttle employees to the job site.

2. Key Control:

i. No person shall knowingly possess an unauthorized key to property owned by Virginia Tech. Facilities’ Key Control Office is the only authorized vendor for University key requests.

ii. All keys remain the property of Virginia Tech. Keys must be returned to the Facilities/DSA Key Control Office daily unless otherwise approved.

iii. Stolen or lost keys must be reported immediately to the Virginia Tech Police Department & Key Control Office and the Virginia Tech Project Manager.

iv. The installation, changing or removal of locks shall be performed only by contractor or an authorized Key Control Office designate.

v. Unauthorized locks are prohibited on doors and if found will be removed and discarded. Any damage or repairs necessitated by the removal of unauthorized locks will be the responsibility of the contractor found in violation of this section.

vi. Keys should at no time be left unattended (hanging in a door lock, lying on a desk, etc.). These actions will result in the loss of privileges to obtain keys.

vii. Each Contractor will be responsible for developing and enforcing a key return policy. All Contractors must surrender all University keys issued to them upon termination or completion of project.

viii. Keys are not to be transferred from their assigned carrier to another without approval of the Facilities/DSA Key Control Office and proper check out procedures being followed.

ix. The Contractor shall be responsible for the total cost of keys requested and for work done to re-secure an area whenever a key is lost or stolen. There are no exceptions to this condition of use.

x. The contractor shall return any existing hardware removed from a project to the

Facilities/DSA Key Control Office immediately upon its removal.

xi. No area outside of the project scope will be accessed by the contractor for an individual without the approval of the Owner’s Representative designated as responsible for the area. Said designate will be responsible for verifying authority and identity of the individual requesting access via addition of the company and individual company employees authorized to secure keys in the company’s name to the corresponding work order in HokieServ.

3. Sidewalk Policy: Sidewalk access to land-locked buildings is only allowed along designated routes. Vehicle pull-offs are designed at land-locked building sites to move parked vehicles off sidewalks (but not onto turf). Parking an unattended vehicle on a sidewalk is strictly prohibited by State Law and shall be subject to fines. 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 sidewalk. The Contractor shall be responsible for any damage to the turf and anything that is located adjacent to the sidewalk.

4. Work Schedule: Hourly rate work shall normally be performed according to Virginia Tech's work schedule which at present, is 8:00 a.m. to 4:30 p.m. with 1/2 hour for lunch. The work schedule may be adjusted as agreed upon by Virginia Tech and the Contractor. The work schedule for unit price work shall be as agreed upon for each project by Virginia Tech and the Contractor.

5. Utilities: Virginia Tech will provide water and electricity as necessary for the performance of this work. The Contractor shall supply all connections to utilities, such as hoses, cords, etc.

6. Uniforms: All employees of the Contractor and Subcontractor shall wear uniforms or other appropriate Owner approved attire at all times to designate their affiliation with the Contractor.

7. Duty to Protect Property: The Contractor shall continuously maintain adequate protection of all his work from damage and shall protect all other property from damage, injury, or loss arising in connection with the work. The Contractor shall make good any such damage, injury, or loss except such as may be directly the result of errors in the Contract Documents or such as shall be caused directly by the Owner

H. ESTIMATES OF WORK:

1. Upon request by Virginia Tech and for work with adequate plans and specifications or written directions, the Contractor shall prepare and submit to Virginia Tech a written estimate (quantity of each contract billable unit) required to perform the work specified under this contract. This work may then be performed by the Contractor only with Virginia Tech’s written authorization. Invoices submitted by the Contractor for work performed shall be itemized by each contract billable unit and the total dollar amount of the invoice(s) submitted shall not exceed the Contractor’s written estimate.

2. Virginia Tech reserves the right to make or obtain other estimates prior to authorizing the Contractor to proceed in order to comply with the requirements of state regulations to determine price reasonableness. If the estimate is considered not to be reasonable, the Contractor will be asked to review his estimate and resubmit. If the revised estimate is still considered to be unreasonable, Virginia Tech reserves the right to obtain the work from another source.

VII. PROPOSAL PREPARATION AND SUBMISSION:

A. 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. Price:

a. Complete a detailed pricing schedule for the services proposed by the Offeror, including a plan for conveying price changes for renewal periods of the contract.

2. Qualifications and experience:

a. Three (3) recent references, either educational or governmental, for whom you have provided the type of services described herein. Include the date(s) the services were furnished, the client name, address and the name and phone number of the individual Virginia Tech has your permission to contact. Please complete Attachment D.

b. Offeror’s organization data, including size and structure of firm, joint venture arrangements if any, office location, etc.

c. Listing of Offeror’s management and staff personnel to be used for this contract designated by discipline and detailing qualifications and experience relative to the services described herein. Include a resume for each and proof of required certification.

3. Plan for providing services:

a. Offerors proposed methods and procedures for providing services including procedure for providing cost/construction estimates.

b. Offeror should provide description of current and proposed methods of environmental training and equipment required for the safe performance of the work.

4. 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/

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

D. 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.d. 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 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 30 the intended purposes

2. Qualifications and experiences of Offeror in providing 15 the goods/services

3. Specific plans or methodology to be used to provide the 20 Services

4. Cost (or Price) 25

5. Participation of SWaM Business 10

Total 100

B. Award

Selection shall be made of three 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

X. METHOD OF PAYMENT:

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. 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.

XII. 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.

XIII. 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.

XIV. TERMS AND CONDITIONS:

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

XV. CONTRACT ADMINISTRATION:

A. Brandon Williams, Interim Director of Non-Capital Construction, at Virginia Tech or their designee, shall be identified as the Contract Administrator and shall use all powers under the contract to enforce its faithful performance.

B. The Contract Administrator, or their designee, shall determine the amount, quantity, acceptability, fitness of all aspects of the services and shall decide all other questions in connection with the services. The Contract Administrator, or their designee, shall not have authority to approve changes in the services which alter the concept or which call for an extension of time for this contract. Any modifications made must be authorized by the Virginia Tech Procurement Department through a written amendment to the contract.

XVI. ATTACHMENTS:

Attachment A - Terms and Conditions Attachment B – Pricing Schedule

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.

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. ASBESTOS: Whenever and wherever during the course of performing any work under this contract, the Contractor discovers the presence of asbestos or suspects that asbestos is present, he shall stop the work immediately, secure the area, notify the Building Owner and await positive identification of the suspect material. During the downtime in such a case, the contractor shall not disturb any surrounding surfaces but shall inform all employees that the suspect material is not to be disturbed, and shall vacate and secure the area until an identification has been made if suspect debris is present. In the event the contractor is delayed due to the discovery of asbestos or suspected asbestos, then a mutually agreed extension of time to perform the work shall be allowed the contractor but without additional compensation due to the time extension.

11. CONTRACTOR/SUBCONTRACTOR LICENSE REQUIREMENT: By my signature on this solicitation, I certify that this firm/individual and/or subcontractor is properly licensed for providing the goods/services specified

Contractor Name: _______________________ Subcontractor Name: _______________________

License #: _____________________________ Type: ____________________________________

12. 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…