REQUEST FOR PROPOSAL #R26-013

GRADING, EXCAVATING, AND SITE SERVICES

SEPTEMBER 14, 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 an Offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

RFP # R26-013 - Grading, Excavating, and Site Services

REQUEST FOR PROPOSAL (RFP)

RFP # R26-013

GENERAL INFORMATION FORM

QUESTIONS/INQUIRIES: All questions/inquiries for information regarding this solicitation should be directed to:

Name: Austin Eads Phone: (540) 831-5634 Email: ateads@radford.edu.

Written questions to be submitted via email no later than: October 9, 2026 by 3:00 PM Eastern Standard Time (hereinafter EST)

PROPOSAL DUE DATE AND TIME: Proposals will be received until November 6, 2026, up to and including 3:00 PM.

Email and fax responses will not be accepted.

In Person* Mail or Courier* Electronically through eVA

Deliver proposal to: Mailing Address: Electronic Submissions:

Radford University David E. Armstrong Complex 501 Stockton Street Radford, VA 24142

Radford University Procurement and Contracts PO Box 6885 Radford, VA 24142-6885

A PDF of your proposal may be submitted through eVA’s Virginia Business Opportunities (VBO) site.

See Attachment F for more details.

* Identify the envelope package as instructed in Attachment A – Terms and Conditions.

BUSINESS HOURS: Radford University’s Procurement and Contracts Department is open Monday through Friday from 8:00 AM to

4:30 PM EST.

LATE PROPOSAL RECEIPT:

In-Person or Mail/Courier Delivery:

To be considered for selection, proposals must be received by Radford University’s Procurement and Contracts Department by the due date and time identified in this solicitation document. The official time used in documenting the receipt of In-Person and Mail/Couriered proposals is that time identified on the automatic time stamp machine located in the Procurement and Contracts Department in the David E. Armstrong building on the main campus of Radford University. Proposals received after the date and time designated herein are automatically deemed non-responsive and will not be given consideration. The University is not responsible for delays in delivery conducted by the U.S. Postal Service, private couriers, or the intra-university mail system. It is the sole responsibility of the Offeror to ensure their proposal reaches the Procurement and Contracts Department at Radford University by the designated date and time.

For Electronic Submission through eVA:

To be considered for selection, proposals must be submitted through the eVA Electronic Submission process by the date and time identified herein. In order to submit an electronic proposal, the Vendor MUST BE properly registered with eVA. Registration may be accomplished through this site: https://eva.virginia.gov/register-now.html. It is strongly encouraged that registration be completed well in advance of the submission deadline to avoid any delays in the process. Upon successful submission, the Contractor will receive confirmation of submission through eVA. Radford University will not confirm receipt of the proposal. For a tutorial on how to view and respond to a solicitation, visit: https://www.youtube.com/watch?v=KSxcAkOekW0. The University is not responsible for delays, miscommunications, or transmission errors that may occur during the electronic submission process. This includes but is not limited to issues related to internet connectivity, email servers, or other technical malfunctions. It is the sole responsibility of the Offeror to ensure the proposal is submitted on time.

UNIVERSITY CLOSINGS: If the University is closed as a result of an act of God or an emergency situation, the University’s website shall post notices of said closings. It is the responsibility of the vendor to check the website at www.radford.edu for said notifications.

If the University is closed on the day proposals are due, proposals will be accepted at the same time on the next scheduled business day the University is open. If the University is closed on the day of a scheduled pre-proposal conference a written addendum will be issued to officially reschedule the conference.

OPTIONAL PRE-PROPOSAL CONFERENCE: An optional pre-proposal conference will be held on September 23, 2026.

See Section (13) for additional information.

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp https://eva.virginia.gov/register-now.html https://www.youtube.com/watch?v=KSxcAkOekW0 http://www.radford.edu/

TYPE OF BUSINESS: (Please check all applicable classifications). In order to qualify for assigned Small, Women and Minority (SWaM) points your business must be certified by the Virginia Department of Small Business and Supplier Diversity (SBSD), provide your assigned SBSD certification number. For assistance with SWaM certification, visit the SBSD website at https://www.sbsd.virginia.gov/.

Large

Small business – A business that is at least 51% independently owned and controlled by one or more individuals who are U.S.

citizens or legal resident aliens, and together with affiliates, has 250 or fewer employees, or average annual gross receipts of $10 million or less averaged over the previous three years. One or more of these individual owners shall control both the management and daily business operations of the small business.

Women-owned business – A business that is at least 51% owned by one or more women who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest in owned by one or more women who are citizens of the United States or legal resident aliens, and both the management and daily business operations are controlled by one or more women.

Minority-owned business – A business that is at least 51% owned by one or more minority individuals who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals who are U.S. citizens or legal resident aliens, and both the management and daily business operations are controlled by one or more minority individuals, or any historically black college or university, regardless of the percentage ownership by minority individuals or, in the case of a corporation, partnership, or limited liability company or other entity, the equity ownership interest in the corporation, partnership, or limited liability company or other entity.

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

COMPANY INFORMATION/SIGNATURE: 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 inclusive of all addenda, if applicable, and as mutually agreed upon by subsequent negotiation.

Information Requested Vendor Response (Please write or fill in legibly)

FULL LEGAL NAME OF BUSINESS:

(Please print the company name as it appears with your Federal Taxpayer Identification Number)

FEDERAL TAXPAYER IDENTIFICATION

NUMBER (TIN):

BUSINESS NAME / DBA NAME/ TA NAME:

(If different than the Full Legal Name)

BILLING NAME:

(Company name as it appears on your invoice)

PAYMENT ADDRESS:

CONTACT NAME:

CONTACT TITLE:

EMAIL:

TELEPHONE NUMBER:

TOLL FREE TELEPHONE NUMBER:

EVA VENDOR ID NUMBER:

VIRGINIA STATE CORPORATION COMMISSION

REGISTRATION NUMBER:

I acknowledge that I have received the following addenda posted for this solicitation.

1 ______ 2 ______ 3 _______ 4 ______ 5 _______ 6 _______ (Please check all that apply.)

SIGNATURE: ____________________________________________ DATE: ______________________________

1. PURPOSE:

The intent and purpose of this Request for Proposal (RFP) is to establish a contract through competitive negotiations for Grading, Excavating and Site Services for Radford University located at 801 East Main Street, Radford, Virginia 24142, an agency of the Commonwealth of Virginia.

2. SMALL, WOMEN-OWNED AND MINORITY OWNED - SWaM BUSINESS PARTICIPATION:

The mission of Radford University is to ensure strategic business development practices are in place to promote Small, Women- Owned and Minority-Owned (SWaM) businesses to the maximum extent. Radford University encourages prime suppliers, Contractors, and service providers to facilitate the participation of small businesses, and businesses owned by women and minorities through partnerships, joint ventures, subcontracts, and other inclusive and innovative relationships.

Radford University has established SWaM goals that are posted on the Procurement and Contract website. Links to the University’s SWaM initiative can be located at: Procurement and Contracts | Radford University.

3. CONTRACT PERIOD: The term of this contract is for one year, or as negotiated. There will be an option for four additional one-year renewals, or as mutually negotiated.

4. BACKGROUND

Radford University Background:

Radford University is a comprehensive public university of 7,812 students that has received national recognition for many of its undergraduate and graduate academic programs, as well as its sustainability initiatives. Well known for its strong faculty/student bonds, innovative use of technology in the learning environment and vibrant student life on a beautiful 211-acre American classical campus, Radford University offers students many opportunities to get involved and succeed in and out of the classroom. With over 300 clubs and organizations, Radford University offers many opportunities for student engagement, leadership development and community service. In addition to robust academic offerings and engaging student experiences on the main campus located in Radford, Virginia, Radford University also offers a clinical-based educational experience for some 1,000 students living and learning in Roanoke, Virginia as part of Radford University Carilion, a public-private partnership focused on the cutting-edge delivery of health sciences programming, outreach, and service. Radford University joins several other institutions in offering degree programs and continuing education opportunities at the Roanoke Higher Education Center in Roanoke, the Southwest Virginia Higher Education Center in Abingdon and flexible online offerings through its virtual campus.

Specific Background: Radford University currently utilizes a term contract for grading, excavating and site services on an as needed basis. The University’s average spend over the past five-year period is approximately $200,000 annually.

5. EVA BUSINESS-TO-GOVERNMENT ELECTRONIC PROCUREMENT SYSTEM: The eVA internet electronic procurement solution, web site portal eva.virginia.gov, streamlines and automates government purchasing activities within the Commonwealth. Radford University, 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 participate in the eVA Internet e-procurement solution by completing the free eVA Vendor Registration as a self-registered vendor.

There are transaction fees involved with the use of eVA. These fees must be considered within the provision of quotes, bids, and price proposals offered to Radford University. 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 https://eva.virginia.gov/register-now.html and register with eVA. This process needs to be completed before Radford University 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 http://www.eva.virginia.gov, or call eVA Customer Care at eva.virginia.gov/get-help-customer-care.html

6. CONTRACT PARTICIPATION-COOPERATIVE PURCHASING/USE OF AGREEMENT BY THIRD PARTIES http://www.radford.edu/content/procurement/home.html/ https://eva.virginia.gov/register-now.html http://www.eva.virginia.gov/

Under the authority of §6 of the Rules Governing Procurement of Goods, Services, Insurance and Construction by a Public Institution of Higher Education of the Commonwealth of Virginia (see https://vascupp.org/rules.pdf), it is the intent of this solicitation and resulting contracts to allow for cooperative procurement. Accordingly, any public body, public or private health or educational institutions or lead issuing institution’s affiliated corporations 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 the contract terms. The Contractor shall notify Radford University in writing of any such entities accessing the contract. No modification of this contract or execution of a separate contract is required to participate; however, the participating entity and the Contractor may modify the terms and conditions of this contract to accommodate specific governing laws, regulations, policies, and business goals required by the participating entity. Any such modification will apply solely between the participating entity and the Contractor. The Contractor will provide semi-annual usage reports for all entities accessing the contract. 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 Radford University. Radford University 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 Radford University 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.

Refer to Attachment C, Zone Map, if the Offeror wishes to submit a separate pricing structure based on approved zones for cooperative institutions. If no other prices are offered, pricing provided will apply to all zones in the Commonwealth of Virginia. If you wish to provide pricing for a zone other than which this solicitation originated, please indicate you are doing so in the response. If you anticipate pricing differentials for different zones, a separate pricing sheet must be submitted for each zone that includes appropriate pricing for that zone.

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

7. CONTRACT ADMINISTRATION: Radford University assigns Contract Administrators to each contract awarded. The Contract Administrator shall be the initial point of contact for the Contractor. Contract Administrators are charged with ensuring the terms and conditions of the contract are followed, payments are made in accordance to the contractual pricing schedule, and reporting noncompliance issues to the Procurement and Contracts Department at Radford University. Contract Administrators do not have the authority to authorize changes and/or modifications to the contract. Should noncompliance issues exist and cannot be resolved at this level or changes/modifications to the contract are required, the assigned Procurement Officer in the Procurement and Contracts Department must be notified immediately by the Contract Administrator, the Landscape Superintendent.

8. DEFINITIONS:

A. OVERTIME: Overtime hours are based on any work time over forty (40) hours in a single week, and Saturdays and Sundays, except when the work schedule has been changed in agreement with the University and the Contractor. Overtime rates apply only to jobs for Radford University; hours worked at other jobs during the same week shall not apply toward the University’s overtime rate.

B. PAID HOURS: Labor hours paid under this contract will be only for productive hours at the job site, unless authorized by the Contract Administrator or authorized designee. No payment will be made for transporting equipment, maintenance or repair of equipment, lunch breaks, or other extended breaks. Time paid shall begin upon arrival and sign-in at the University and end upon sign-out.

C. REGULAR TIME: Regular time is defined as normal working hours under forty (40) hours, on a single project, in a single week, conducted during regular business hours.

9. STATEMENT OF NEEDS: The contractor should be prepared to provide all labor, tools, materials, equipment, insurance, licenses, staff and supervision to provide Grading, Excavating and Site Services to Radford University as stated herein.

A. COMPLIANCE: All materials and application work shall be in strict compliance with all currently applicable codes, standards and specifications and any future codes, standards and specifications which may become applicable during the term of this contract.

https://vascupp.org/rules.pdf

B. REQUIREMENTS: The operator should have extensive experience with all grading and excavating equipment listed herein. The Operator should be an excavation project superintendent capable of supervising Contractor employees to provide the required labor. The Operator should have all licenses, certifications and training required for operating the required equipment.

1. The contractor must be licensed, in good standing, through the Virginia Department of Professional and Occupational Regulation (DPOR) as a “CLASS A CONTRACTOR” as required under Title 54.1-1100, Code of Virginia (1950), as amended.

2. The Contractor will provide all labor, equipment, fuel and transportation required for operation of the equipment listed below to conduct grading, excavation, and site services on an as needed basis, to include but not limited to:

Equipment Minimum Weight

Minimum Horsepower

Other Specifications

Motor Grader 35,000 150 Minimum 12’ Blade Track Loader 35,000 150 Minimum 3yd Bucket

Rubber Tire Loader 28,000 150 Minimum 3yd Bucket Track Dozer 15,000 75

Rubber Tire Backhoe 17,000 75 Minimum 3yd Bucket Mini Excavator/Track

Hoe 3,700 17 Digging and Finishing Bucket

Medium Excavator/Track Hoe

8,000 40 Digging and Finishing Bucket

Large Excavator/Track Hoe

39,000 117 Breaker Bit available upon Request

Track Ski Steer 3,800 70 Minimum 1.5yd Bucket Rubber Tire Skid Steer 3,200 65 Minimum 1.5yd Bucket

Vibrating Roller 16,000 100 Tandem Axle Dump Truck Minimum 10 cubic yards for hauling various items such as concrete, demo debris, soil, gravel, etc.

Water Truck 4,000-gallon capacity, with jets/nozzles on front and back with a minimum 70 psi

3. The Contractor should be capable of providing multiple operators and equipment for larger projects.

4. The contractor will be responsible for verifying with the University the location of existing underground utilities in area of work. The University prefers the use of “va811.com” tickets for grading work. The University reserves the right to request copies of valid va811.com tickets, or other such verification as deemed appropriate. If utilities are to remain in place, the contractor should be prepared to provide adequate protection during earthwork operations. In the event the Contractor encounters uncharted or incorrectly charted piping or other utilities during excavation, the University should be notified immediately.

C. PERSONNEL: The Contractor is to provide sufficient personnel to ensure the work as specified in the Statement of Needs can be met efficiently. All Contractor employees used for the performance of this work should be properly trained and qualified for this type of work. The University reserves the right to refuse to accept services from any personnel deemed unqualified or otherwise unable to perform the assigned work. The Contractor should provide and update regularly, a list of all personnel performing work under this contract with classifications listed. The University reserves the right to request documentation of experience from any personnel working on campus.

D. WORK SCHEDULES AND PROCEDURES: Work performed under this contract will be performed during normal business hours, 8:00 a.m. to 5:00 p.m., Monday through Friday, except holidays (except for emergency situations), and unless otherwise required by the Director of Facilities Management, Radford University and/or designee to work after 5:00 p.m. and on Saturday and Sunday or holidays, if necessary to complete work (Overtime Hours).

1. Emergencies: Services may also be required on an emergency basis, such as water main breaks, snow removal, utility disruption, etc. The University, not the Contractor, will determine if a service call is an emergency, and the University may require immediate mobilization. Emergency work will be paid at the overtime hourly rate.

2. Time Reports: The Contractor should be prepared to provide a daily time report for work performed as specified.

Time reports must be approved by the University representative before invoicing.

3. Minimum Labor Charges: Minimum labor charges may only be allowed for work performed outside of the normal work schedule as defined herein (i.e. emergencies, overtime). The minimum labor charges shall not exceed two hours daily and should be applied for all work performed, not by individual projects.

4. Inclement weather: In the event of inclement weather, the university reserves the right to cancel the work without cost, before the commencement of work.

E. SAFETY PRECAUTIONS: The contractor is expected to comply with the rules and regulations of OSHA and the Department of Labor. The contractor alone is responsible for the safety, efficiency, and adequacy of the work site, equipment, methods, and any damage that may result from improper construction, maintenance, or operations.

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

G. DUTY TO PROTECT PROPERTY: The Contractor shall continuously maintain adequate protection of 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 (paint, stickers, concrete or brick errantly removed), 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. WORK ESTIMATES:

1. The contractor should provide estimates when requested within five business days of the request at no cost to the university, unless otherwise agreed upon by the Contract Administrator. The estimate should include the required labor and equipment hours to perform the work as specified. The University will provide written authorization before proceeding with work.

2. Any additional charges deemed necessary to complete work, including but not limited to, subcontractor costs, scaffolding, rental or lifts, or other equipment, may be included in the written estimate and must be clearly identified and at the Contractor’s actual cost.

3. The University reserves the right to obtain other estimates if the Contractor’s estimate is deemed not to be reasonable.

The Contractor may be asked to review an estimate and resubmit. If the revised estimate is still considered to be unreasonable, the University reserves the right to solicit a project and contract with an offeror that meets the University’s budget requirements.

I. PARKING POLICY: All Contractors’ vehicles parked on the Radford University campus must be registered with the Radford University Parking Services Department and display a valid Contractor’s parking pass. A pass may be obtained by filling out an application for a Radford University Contractor’s Parking Pass and submitting it to the Radford University Parking Services Department. Contractors should be aware that vehicles parked on the Radford University campus without a parking pass or permit are subject to ticketing and fines. Operating vehicles on sidewalks, plazas, and areas heavily occupied by pedestrians is prohibited. In the unlikely event a driver should find it necessary to drive on Radford University sidewalks, plazas and areas heavily used by pedestrians, the driver must yield to pedestrians. For a complete list of parking regulations, please go to Radford Parking. Radford University Parking Services may also be contacted by calling (540) 831-6361. The safety of our students, faculty and staff is of paramount importance to us. Accordingly, violators may be charged.

J. VISTOR PASS VALIDATION: Visitor Passes will be provided to the Contractor by Facilities when they are required.

The Contractor will work with the Contract Administrator to obtain a Visitor Pass when appropriate.

10. SPECIFIC REQUIREMENTS: The contractor shall furnish all labor, tools, materials, equipment, staff and supervision to provide Grading, Excavating and Site Services to Radford University as stated herein.

A. Plan for Providing Services: Provide your plan for providing Grading, Excavating and Site Services for Radford University. Offeror should provide information addressing all requirements as stated in the Statement of Needs above to include:

1. A description of what specific services the Offeror proposes to provide, the required staffing, when services shall be performed, by whom, and the anticipated time durations for typical services.

2. A description of any reports, certifications, or deliverables in the performance of the work included in this solicitation.

Please include copies of all standard certifications, business licenses, resumes of key employees, organizational chart, individual qualification and duties, reports, sample receipts, and tracking tools.

3. Identify a projected timeline for delivery of services relative to the award date of the contract.

4. List of service equipment to be used by the Contractor in the performance of work included in this solicitation.

B. Experience and Qualifications: Please provide a written narrative outlining the experience of the firm in providing the services described.

1. Experience of firm in providing services described herein.

C. Pricing: Please fully complete Attachment E with pricing as indicated in Section 9. above. The rates provided must be “fully burdened” to include any ancillary expenses associated with the project performance. Transportation, travel time, soft costs or other expenses will not be paid for separately. These must be inclusive rates.

1. Any pricing for hourly rates as listed on Attachment E shall be paid for productive hours at the job site, unless otherwise authorized by the Contract Administrator. No payment per hourly rate will be made for travel, lunch breaks, or other extended breaks.

D. References: Provide four (4) references, either educational (preferred) or governmental, for whom you have provided the type of services described herein. Include the date(s) services were furnished, the client name, address, and the name and phone number of the individual Radford University has your permission to contact.

E. *Participation of Small, Women-owned and Minority-owned business (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 .

11. SELECTION CRITERIA AND AWARD

A. Selection Criteria:

Proposals will be evaluated by Radford University using the following weighted evaluation criteria.

Evaluation Criteria Percentage of Points

1 Qualifications and experience of Offeror in providing the goods/services. 25%

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

3 Specific plans or methodology to be used to provide the products/services. 20%

4 Financial (Cost) 20%

5 Participation of Small, Women-Owned and Minority-Owned (SWaM) Businesses. 10%

TOTAL 100%

http://www.sbsd.virginia.gov/

B. Award: Selection shall be made of two or more Offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation criteria included in the Request for Proposals, including price, if so stated in the Request for Proposals. Negotiations shall be conducted with the offers so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected, Radford University shall select the Offeror which, in its opinion, has made the best proposal, and shall award the contract to that Offeror. Radford University may cancel this Request for Proposal or reject proposals at any time prior to award. Should Radford University 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 the solicitation and the Contractor’s proposal as negotiated. See Attachment B for sample contract form. Radford University reserves the right to award multiple contracts as a result of this solicitation.

12. PROPOSAL PREPARATION AND SUBMISSION:

A. GENERAL INSTRUCTIONS: Response shall be submitted in one of the following ways:

* Identify the envelope/package as instructed in Attachment A – Terms and Conditions No other distribution of the proposal shall be made by the Offeror.

1. IN PERSON or MAIL/COURIER RFP Responses: In order to be considered for selection, Offerors shall submit complete response to this RFP to include.

a. One (1) original paper copy of the entire proposal, INCLUSIVE OF ALL ATTACHMENTS. Any proprietary information should be clearly marked in accordance with section 12.A.1.c below.

b. One (1) electronic copy in WORD format or searchable PDF (USB/Flash Drive) of the entire proposal as one document, INCLUSIVE OF ALL ATTACHMENTS mailed along with the hard copy above. Any proprietary information should be clearly marked in accordance with 12.A.1.c below.

c. Should the proposal contain proprietary information, provide one (1) redacted electronic copy in WORD format or searchable PDF (USB/Flash Drive) of the entire document INCLUSIVE OF ALL ATTACHMENTS.

All identified proprietary information should be blacked out. This USB/Flash Drive should be marked “Redacted Copy.”

2. ELECTRONIC SUBMISSION via eVA VBO RFP Responses: In order to be considered for selection, Offerors shall submit a complete response to this RFP to include. A brief tutorial on how to submit a response through eVA VBO can be found here: eVA VBO Electronic Submission.

a. One (1) electronic copy in WORD format or searchable PDF (USB/Flash Drive) of the entire proposal as one document, INCLUSIVE OF ALL ATTACHMENTS. Any proprietary information should be clearly marked in accordance with 12.A.2.b. below.

b. Should the proposal contain proprietary information, provide one (1) redacted electronic copy in WORD format or searchable PDF of the entire document INCLUSIVE OF ALL ATTACHMENTS. All identified proprietary information should be blacked out. This file should be clearly labeled or marked “Redacted Copy.”

In Person* Mail or Courier* Electronically through eVA

Deliver proposal to: Mailing Address: Electronic Submissions:

Radford University David E. Armstrong Complex 501 Stockton Street Radford, VA 24142

Radford University Procurement and Contracts PO Box 6885 Radford, VA 24142-6885

A PDF of your proposal may be submitted through eVA’s Virginia Business Opportunities (VBO) site.

See Attachment F for more details.

https://www.youtube.com/watch?v=KSxcAkOekW0 https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp

B. PROPOSAL PREPARATION:

1. Sign and Complete: 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 Radford University 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 Radford University. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

2. Concise & Clear: Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

3. Organization: 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 attachment, paragraph number, sub letter, 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 sub letter 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 the RFP requirements are specifically addressed.

4. Word Usage: As used in this RFP, the terms “must”, “shall”, “should” and “may” identify the criticality of requirements. “must” and “shall” identify requirements whose absence will have a major impact on the suitability of the proposed solution. Items labeled as “should” or “may” are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary. Depending on the overall response to the RFP, some individual “must” and “shall” items may not be fully satisfied, but it is the intent to satisfy most, if not all, “must” and “shall” requirements. The inability of an Offeror to satisfy a “must” or “shall” requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offeror's proposal.

5. Binding: The original proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume.

6. Ownership: Ownership of all data, materials and documentation originated and prepared for Radford University pursuant to the RFP shall belong exclusively to Radford University 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 of 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 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 the rejection of the proposal.

7. Legal Agreement: Unless noted in the proposal, a signed and submitted proposal certifies that the firm’s principals or legal counsel has reviewed the Request for Proposal General Terms and Conditions and the Special Terms and Conditions and agrees that these provisions will become a part of any final agreement, and that the principals or legal counsel has reviewed and approved the firm’s entire proposal prior to submission to the University.

C. ORAL PRESENTATIONS: Offerors who submit a proposal in response to this RFP may be invited to give an oral presentation of their proposal to Radford University. This will provide an opportunity for the Offeror to clarify or elaborate on the proposal but in no way will change the original proposal. The University will schedule the time and location of these presentations. Oral presentations may be conducted at the option of Radford University; therefore, proposals should be complete.

13. OPTIONAL PRE-PROPOSAL CONFERENCE

A. An optional pre-proposal conference will be held September 23, 2026, at 9:00 AM (EST) in the Procurement and Contracts Conference Room #231 located in the Armstrong Complex. The street address is 501 Stockton Street, Radford, VA 24142.

While attendance at this conference will not be a prerequisite to submitting a proposal, Offerors who intend to submit a proposal are encouraged to attend. It is recommended you have a copy of the solicitation readily available to review during the conference.

IN PERSON ATTENDANCE:

For those who wish to attend in person, you may do so by coming to the Armstrong Complex, Conference Room #231.

The street address is 501 Stockton Street, Radford, VA 24142.

ZOOM ATTENDANCE (Registration is required):

You are invited to a Zoom meeting.

When: September 23, 2026, at 9:00 AM (EST) Register in advance for this meeting: https://radford.zoom.us/j/97458367275

After registering, you will receive a confirmation email containing information about joining the meeting. Please allow a few extra minutes prior to the Pre-Proposal Conference to complete registration and to obtain the link to the meeting via email.

B. The purpose of the pre-proposal conference is to allow potential Offerors an opportunity to present questions and requests for clarification, with final responses provided in an RFP Addendum that will be published on eVA - Virginia's eProcurement Portal. The Addendum will include any updates to the RFP, including changes as well as responses to questions presented.

Attendance at the conference can be either in person or via teleconference

14. INVOICES and PAYMENT: Invoices for goods or services provided under any contract resulting from this solicitation should be submitted by email to acctspayable@radford.edu . Invoices shall be identified with the assigned contract number. Invoices shall identify contract pricing for all good/services payment is being requested. If submitting invoices by mail use the following address. Email is the preferred method of invoice receipt.

RADFORD UNIVERSITY

ACCOUNTS PAYABLE

POST OFFICE BOX 6906

RADFORD, VA 24142-6906

Payment will be made thirty days after receipt of proper invoice for the amount of payment due, or thirty days after receipt of goods / services, whichever is later, in accordance with the Commonwealth of Virginia Prompt Pay Act .

15. ADDENDUM: Any ADDENDUM issued for this solicitation may be accessed on Virginia Business Opportunities by going to www.eva.virginia.gov . Since a paper copy of the addendum will not be mailed to you, we encourage you to check the web site regularly.

16. COMMUNICATIONS: Communications regarding this solicitation shall be formal from the date of issue, until either a Contractor has been selected or the Procurement and Contracts Department at Radford University rejects all proposals. Formal communications will be directed to the Procurement Officer listed on this solicitation. Reference General Information – Questions/Inquiries. Informal communications, including but not limited to request for information, comments or speculations regarding this solicitation to any University employee other than a Procurement and Contracts Department representative may result in the offending Offeror’s proposal being rejected.

17. TERMS AND CONDITIONS: This solicitation and any resulting contract/purchase order shall be governed by the attached terms and conditions. See Attachment A.

https://radford.zoom.us/j/92491123525 https://eva.virginia.gov/ https://eva.virginia.gov/ mailto:acctspayable@radford.edu https://www.doa.virginia.gov/reference/CAPP/CAPP_Topics_Cardinal/20315.pdf http://www.eva.virginia.gov/

18. ATTACHMENTS:

Informational:

Attachment A – Terms and Conditions Attachment B – Sample of Standard Contract Form Attachment C – Zone Map for Cooperative Contracts Attachment F – Virginia Business Opportunities Information

To be returned with proposals:

Attachment D – Vendor Data Sheet (References) Attachment E – Pricing Schedule

INTENTIONALLY LEFT BLANK

Attachment A

TERMS AND CONDITIONS

I. GENERAL TERMS AND CONDITIONS: This solicitation and any resulting contract are subject to the provisions of the Commonwealth of Virginia’s Purchasing Manual for Institutions of Higher Education and their Vendor’s and any revisions thereto, and the Governing Rules, which are hereby incorporated into this contract in their entirety. A copy of both documents is available for review at www.vascupp.org.

1. ADMINISTRATIVE APPEALS PROCEDURE: Although Radford University is authorized to establish an administrative appeals procedure, it has chosen not to develop such procedures, but rather will rely on legal action for such determinations.

(Governing Rule §55). However, Radford University reserves the right to use Alternative Dispute Resolution (ADR) for hearing appeals from decisions on disputes arising during the performance of a contract or when it is deemed to be in the best interest of the University. (Governing Rule §56).

2. ANTI-DISCRIMINATION: By submitting their bids/proposals, (bidders/offerors) certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians with Disabilities Act, the Americans with Disabilities Act and §10 of the Governing Rules. If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient’s religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Governing Rule §36).

In every contract over $10,000 the provisions in 1 and 2 below apply:

1. During the performance of this contract, the contractor agrees as follows:

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting these requirements.

2. The contractor will include the provision of 1. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

3. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to Radford University, and the Commonwealth of Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

4. ANNOUNCEMENT OF AWARD: Upon award or the announcement of the decision to award a contract over $200,000 as a result of this solicitation, Radford University will publicly post such notice on the DGS/DPS eVA web site (www.eva.virginia.gov) for a minimum of ten (10) days.

5. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth.

6. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part without the written consent of Radford University, an agency of the Commonwealth.

7. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: A contractor organized as a stock or non-stock corporation, limited liability company, business, trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described above that enters into a contract with a public body shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required by Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. A public body may void any contract with a business entity if the business fails to remain in compliance with the provisions of this section.

8. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways:

1. The parties may agree to modify the scope of the contract. An increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

2. The University may order changes within the general scope of the contract at any time by written notice to the contractor.

Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The contractor shall comply with the notice upon receipt.

The contractor shall be compensated for any additional costs incurred as the result of such order and shall give the University a credit for any savings. Said compensation shall be determined by one of the following methods:

a. By mutual agreement between the parties in writing; or

b. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the contractor accounts for the number of units of work performed, subject to the University’s right to audit the contractor’s records and/or to determine the correct number of units independently; or

c. By ordering the contractor to proceed with the work and keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The contractor shall present the University with all vouchers and records of expenses incurred and savings realized. The University shall have the right to audit the records of the contractor as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to the University within thirty (30) days from the date of receipt of the written order from the University. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for resolving disputes provided by the Disputes Clause of this contract, or if there is none, in accordance with the dispute’s clause provisions of the Commonwealth of Virginia Purchasing Manual for Institutions of Higher Education and Their Vendors (Governing Rule §53).