RFP 049302402_Class Rings Years 2027-2031_Final.pdf

Request for Proposal # 049302402

For

Class Rings for Class Years 2027-2031

January 24, 2024

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 # 049302402, Class Rings for Class Years 2027-2031

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

DUE DATE: Proposals will be received until February 21, 2024 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, Senior Buyer 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 4:00 PM on February 9, 2024. 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 sign up 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. It is recommended to use Chrome as your browser.

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.

There are two components to the Virginia Tech Class Ring Program that are long standing traditions:

A. Virginia Tech Ring Tradition: A tradition that is now more than 100 years old, the Class ring has come to symbolize the rich tradition of Virginia Tech as well as the accomplishments and pride of each individual Class. The ring program has grown to become one of the most prestigious in the country. Among the major ring manufacturers, the Virginia Tech account is considered a competitive account, with ring orders averaging about $980,000 a year. We also have the distinction of being one of only a few universities to completely redesign an entire collection of rings each class year.

The year 1911 marked the beginning of the Tech ring tradition. The majestic eagle was displayed on the first rings as a reminder of strength and freedom. Since then, every Class has chosen the eagle as one of the many symbols presented on the traditional ring. The American and Virginia state flags have also consistently been incorporated into the design. In 1940, the Class replaced the rope design surrounding the bezel with an interlocking chain, representing the bonds of class unity. Succeeding classes have chosen a variety of chains, each best typifying their particular class unity using class numbers or motifs. Thirty-two “Hokie Tracks” have been used on ring bezels since the class of 2015.

Each year, the Sophomore Class Officers select a Ring Design Committee to take on the task of redesigning the ring to represent their graduating year. Although the overall design changes each year with the personality of the Class, traditional elements are maintained which allow the Virginia Tech ring to be easily recognized around the world. This RFP committee shall be comprised of students from previous ring design committees.

B. Ring Premiere: The “Ring Premiere” is the official presentation of the Class ring designs to the entire Class membership. It is typically a multi-media event which includes a video presentation of the ring collection and participation of the Ring Design Committee and Class Officers. The event has been held on-campus in Burruss Auditorium (seating capacity 2975). It is scheduled to occur during the fall semester following the award of the ring contract. Attendance at this past year's Ring Premiere for the Class of 2025 was over 1,500.

C. Spring Fest: The “Spring Fest” is a newer tradition, beginning with the Class of 2024. It serves as the purpose of the sophomore class announcing the class colors, logo, motto, as well as beginning the marketing for Ring Premiere and the ring itself. The event occurs on the Drillfield and draws a sizable crowd of students through interactive and presentation styles of engagement.

Ring sales data through December 31, 2023 for the Class of 2023 is shown in Attachment C.

II. SMALL, WOMAN-OWNED AND MINORITY (SWAM) BUSINESS PARTICIPATION:

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

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

III. CONTRACT PERIOD:

The term of this contract is for Five (5) “CLASS” years, 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:

A. The ring collections to be offered for sale to the Virginia Tech Classes of 2027, 2028, 2029, 2030 and 2031 by the Contractor shall include the large traditional, small traditional and large and small signets, miniature, and the fashion rings as mutually agreed upon by the Contractor and Virginia Tech, as represented by each Class's Ring Design Committee.

B. The Ring Design Committees, each consisting of nine student appointees in conjunction with the Class Advisors and the Student Engagement Team, will provide the Contractor with design ideas and will approve all designs and mock-ups of rings and ring accessory items prior to production.

C. Each ring collection shall be promoted as mutually agreed upon by the Contractor and Virginia

Tech. Each Ring Design Committee will develop, approve and produce the format of their own Ring Premiere. This Premiere shall be funded by the Contractor. The Ring Design Committees shall have final approval of all promotional materials and schedules for the Ring Premiere.

D. Virginia Tech will determine the purchase date of gold used to produce the rings. The

Contractor should base the price of the rings on the London Second Fix price of gold on each Class's purchase date, which will differ each year of the contract.

E. All rings included in each Class's collection should be of Virginia Tech design. Contractor's stock fashion rings may be included in the Virginia Tech ring program. The Contractor shall, at its sole expense, cause all of the official Class rings to be copyrighted by the United States of America. The Contractor shall assign such copyrights to Virginia Polytechnic Institute and State University.

F. The Contractor must pay Virginia Tech any space rental charges for the use of campus facilities for order-taking, delivery and servicing of rings, etc. Space rental charges must be allocated in the budget of the proposal. Refer to section VII.B.3.d

G. The Contractor is prohibited from changing the year on any Virginia Tech Class of 2027, 2028, 2029, 2030 or 2031 rings. Only the respective 2027, 2028, 2029, 2030 or 2031 year date may appear on any rings designed by the Virginia Tech Classes of 2027-2031 Ring Design Committees. Title to the dies and molds used in the manufacture of the official Class rings hereunder shall be vested in Virginia Polytechnic Institute and State University. The Contractor shall, at its sole expense, maintain such dies and molds in first class condition at all times. All such dies and molds shall be retained by the Contractor and shall remain in the possession of the Contractor except in the event the Contractor shall hereafter determine that any or all such dies or molds so retained by the Contractor ought to be destroyed or otherwise disposed of, in which case the Contractor shall forthwith deliver such dies and molds to Virginia Polytechnic Institute and State University.

H. The contractor shall only sell Class of 2027, 2028, 2029, 2030 or 2031 rings to students of those class years, respectively. Approval from the Virginia Tech Advancement must be obtained on purchases made by third party individuals on behalf of a student. Contractor shall not knowingly sell a ring to a student who is not a member of the respective class, unless given explicit approval from Virginia Tech Advancment.

I. The Contractor is required to include Class dues in the amount set by each Class in the final price of all rings. Each Class shall have its own specific year-designated order form, which shall be used only for that Class's ring orders. The Contractor shall provide the Class Advisor with a list of all purchased rings, itemized by the students' names, the types of ring purchased (including styles and karats), and the amount of dues collected. This list shall accompany a check from the Contractor for all dues to be mailed out within three weeks following the last day of each campus sales week. Additionally, after the May graduations of the Classes of 2027, 2028, 2029, 2030 or 2031, the Class dues will still be included in all ring sales until December of the same year.

J. The Ring Design Committee Chair, Class Presidents, and Class Advisor(s) will serve as the spokespersons for Virginia Tech after award of the contract. If any Chair is required to travel beyond the locality of Blacksburg, Virginia for the purpose of conducting business with the Contractor at the Contractor’s expense, the student must be accompanied by the corresponding Class Advisor(s) or other representative, as designated by University Advancement.

K. The University Side design shall be the same as the 2020 established university side design.

The design was created by an ad hoc Ring Design Committee of multiple class years in the university’s sesquicentennial year as the fixed university side to provide a common connection in class rings in perpetuity.

L. The Ring Design Committee will begin the design process in the fall semester of the sophomore year. The Contractor shall meet with the Design Committee in person for any meetings deemed necessary and important to the design of the ring during the fall of 2024, 2025, 2026, 2027 and/or 2028, during the student’s sophomore year. The time, date and location will be determined after the award of the contract. At these meetings, the Contractor must present design elements as proposed by the Ring Design Committee to be edited. This will also serve as a time for discussion about the ring collection, marketing, and preparation for the Premiere event.

M. Marketing and additional design meetings will be conducted during the fall and spring semester of the sophomore year with every attempt being made to have all marketing and designs finalized by the end of that academic year. If requested by Virginia Tech, the Contractor shall meet with the Design Committee in Blacksburg for a two-day meeting during the summers of 2024, 2025, 2026, 2027 and/or 2028. The time, date and location will be determined after the award of the contract. At these meetings, the Contractor must present the preliminary wax molds and all publicity for Ring Premiere so the committees can proof these items. This will also serve as a time for discussion to ensure that everything is on schedule.

N. Any budgeted funds left over from the cost of the Class of 2027, 2028, 2029, 2030 or 2031 Ring

Premieres and future marketing expenses shall be used for the corresponding Class's Ring Dance and/or Class expenses. Additional excess budget money following the dance will be placed in the Class Systems Treasury.

O. All expenses shall be duly documented by the Contractor.

P. The Contractor will have exclusive rights to sell class rings for Virginia Tech’s Classes of 2027, 2028, 2029, 2030 or 2031 through the full contract period, which will begin with the Sophomore Class of 2027 ends December 31, 2031 or as negotiated.

Q. The Contractor shall include financial provisions to wrap a Blacksburg Transit Bus and also maintain the cost of the wrap on the bus for the period of the contract period. Serving as a mobile billboard, a wrapped bus provides the educational piece and marketing to educate our prospective students and current students of the class ring tradition. (Current cost is $53,000)

R. The Contractor shall include financial provisions to fund a student intern position whose role will be to support the class ring program and contract.

S. As a licensed vendor, the offeror/bidder will be required to pay the university’s standard royalty rate for similarly licensed vendors, except that, the royalty rate for each class year shall be the rate in effect at the time the price for that class year is set and shall continue at that rate until the end of the respective class year. For rings sold subsequent to the end of each class year, the royalty rate shall be the rate in effect at the time of the sale. For example, the rate for the 2027 class ring will be the rate applicable when the price is set in 2025 and will continue for all sales through the end of 2027. However, the rate on a 2027 class ring sold in 2028 shall be based on the rate in effect as of the time of the sale.

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. Plan for Providing Rings for the Classes of 2027, 2028, 2029, 2030 and 2031:

a. Describe your plan for providing rings to the Classes of 2027, 2028, 2029, 2030 and

2031. Also, describe your plan for building a productive and professional working relationship with the Ring Design Committee for each Class and their Class Advisor(s).

b. Provide detailed information on the production techniques, product quality and quality control.

c. Provide artists’ rough sketches of proposed rings in the quantities described in Section VII. A. 3. Oral Presentation, based on the design ideas presented in Attachment B. Use the sketches as an opportunity for creativity and innovation for both the class and university side, despite the above stated that the university side will remain the same as the 2020 university side design.

2. Ring Pricing:

a. Pricing:

The Offeror shall provide pricing based on the purchase price of gold being $2,000.00 per ounce. The actual cost of gold will not be determined until the date when gold is purchased. Virginia Tech recognizes that the actual price of the 2027-2031 Virginia

Tech Class Rings cannot be finally determined prior to the purchase of the gold. The Ring Design Committees shall determine the purchase date of the gold, using the London Second Fixing.

Pricing shall include the university licensing fees and royalties and exclude Class dues.

1. Offeror must state the formula(s) which will allow computation of the price of a particular ring at any given gold price.

2. Ring pricing shall be provided for the following rings produced: 18K, 14K, 10K yellow gold, 10K, 14K and 18K white gold, silver, and non-gold yellow and non-gold white alloy metals.

a. Large Traditional 40dwt, 34dwt, 28dwt, 22dwt

b. Small Traditional 12dwt, 5dwt

c. Large Signet 8dwt

d. Small Signet 4dwt

e. Small Fashion 3dwt

3. Information regarding options included in the base price, and pricing of genuine stones, diamonds, synthetic diamonds, and synthetic stones not included in the base price must be provided.

b. Ring Ordering and Payment Plans to include:

1. Minimum deposit requirements and methods of deposit payment.

2. Discounts for pre-payment of entire order and methods of such payment.

3. Methods of payments accepted, forms of credit cards and restrictions on use.

4. Installment payment plan options.

5. Gold salvage trade-in options.

c. Warranty to include:

1. Length and conditions of guarantee regarding defects in materials and workmanship.

2. Length and scope of guarantee regarding stones and stone decorations.

3. Conditions and associated charges for ring resizing and ring adjustments.

4. Conditions and associated charges for replacement of damaged rings.

5. Conditions and associated charges for ordering additional rings.

6. Conditions and associated charges for changes in academic college designation.

7. Refund policy for rings returned for students who fail to graduate with the class designated on the ring.

8. Responsibility and procedures for resolving disputes regarding the validity of warranty clauses.

9. Conditions and associated charges for restoring ring finish.

10. Conditions on how repairs are made, who to contact, and how shipping rates are handled.

11. Differences in conditions and charges prior to and beyond graduation must be explained.

12. Loss Protection plan.

3. Marketing:

a. Describe proposed marketing and sales strategies. Provide at minimum five to seven proposed strategies.

b. Ring Premiere:

A general description of the Class of 2027's Ring Premiere program to include promotional materials (posters, ads, brochure, promotional ideas and materials for event and ring sales, t-shirt designs), marketing of Hokie Gold Legacy Program (Attachment E) invitations for email distribution, and concepts for ring premiere and ring collection presentation. Companies must provide the option for a two-page color layout of the ring collection in the ring brochure. Details should include amounts of items used and estimated costs.

c. Ring Sales:

1. Promotion through December of 2024, 2025, 2026, 2027 and 2028: A description of overall marketing plan to include but is not limited to:

a. Various methods of advertisements, both printed and digital.

b. Printing and mailing and digital format for ring ordering postcards.

c. Table cards, banners, and flyers to students.

d. Virtual graphics for web use for Class listservs, digital screens, websites, social networking sites.

Description should include approximate quantities and estimated costs for each item.

2. Procedures: A description of the order taking procedure and displays in Squires

Student Center for the period October 2024 to December 2027. Also provide general description of order taking procedure and display for the periods beginning May 2027, 2028, 2029, 2030 and 2031 until December of the same year.

d. Budget:

A comprehensive budget proposal for funds allotted to each class for the design, marketing, ring premiere and ring sales shall be included. The allotment needs to include the cost for rental charges for campus facilities, including room rental for ring sales for the duration of the contract period.

4. Qualifications and Experience:

a. Information regarding the Offeror's company history and experience.

b. The expertise of Offeror's staff and a description of Offeror's training and development program which will assure that all personnel assigned to perform under any resultant contract shall be capable and qualified in the work assigned to them.

5. 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/

6. 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 25 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 25 Services

4. Cost (or Price) 25

5. Participation of Small, Women-Owned and Minority 10 (SWAM) Business ______ Total 100

B. Award

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

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

IX. INVOICES:

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

Virginia Polytechnic Institute and State University (Virginia Tech) Accounts Payable North End Center, Suite 3300 300 Turner Street NW Blacksburg, Virginia 24061

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 http://www.apps.vpfin.vt.edu/html.docs/bids.php. 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. The Student Programs Advisor, University Advancement, 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 - Ring Design Committee Specifications Attachment C - Ring Sales Data for the Class of 2023 Attachment D - Hokie Gold Legacy Program Information

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:

http://www.ita.vt.edu/purchasing/VT_Cloud_Data_Protection_Addendum_final03102017.pdf

10. ADVERTISING: In the event a contract is awarded for supplies, equipment, or services resulting from this solicitation, no indication of such sales or services to Virginia Tech will be used in product literature or advertising. The contractor shall not state in any of the advertising or product literature that the Commonwealth of Virginia or any agency or institution of the Commonwealth has purchased or uses its products or services.

11. INSURANCE:

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

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

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

INSURANCE COVERAGES AND LIMITS REQUIRED:

A. Worker's Compensation - Statutory requirements and benefits.

B. Employers Liability - $100,000.00 C. General Liability - $2,000,000.00 combined single limit. Virginia Tech and the Commonwealth of

Virginia shall be named as an additional insured with respect to goods/services being procured.

This coverage is to include Premises/Operations Liability, Products and Completed Operations Coverage, Independent Contractor's Liability, Owner's and Contractor's Protective Liability and Personal Injury Liability.

D. Automobile Liability - $500,000.00 E. Builders Risk – For all renovation and new construction projects under $100,000 Virginia Tech will provide All Risk – Builders Risk Insurance. For all renovation contracts, and new construction from $100,000 up to $500,000 the contractor will be required to provide All Risk – Builders Risk Insurance in the amount of the contract and name Virginia Tech as additional insured. All insurance verifications of insurance will be through a valid insurance certificate.

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

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

13. SPECIAL OR PROMOTIONAL DISCOUNTS: The Contractor shall extend any special promotional sale prices or discounts immediately to Virginia Tech during the term of the contract. Such notice shall also advise the duration of the specific sale or discount price.

14. STUDENT STATUS: Student members of the Ring Design Committee acting on behalf of Virginia Tech assume the role and duty of a state employee and therefore are included as state employees in the General Terms and Conditions, item 15, Ethics in Public Contracting.

ATTACHMENT B

RING DESIGN 2027-2031

VIRGINIA TECH

Design criteria for sample ring collection

Portray collection of large and small rings in yellow gold, white gold, silver, and alloy metals.

The ring collection for the class rings will consist of these styles:

Large Traditional Ring Small Traditional Ring Large Signet Ring Small Signet Ring Small Fashion Rings

The ring collection for the class rings will include Graduate School Signet Rings:

Large Signet Ring Small Signet Ring

The ring collection for the class rings may include this style:

Miniature Traditional Ring

I. Large Traditional Ring

A. University Side

Greek Column placed at the bottom of the ring, and wraps around the palm side of the ring.

3 Stars in the capital of the column

University Shield

Corps of Cadets Crest

UT PROSIM (That I May Serve– university motto)

Crossed Military Sabres (style that Corps of Cadets uses)

Burruss Hall

American Flag

Commonwealth of Virginia Flag

American Bald Eagle

Pylons (War Memorial)

1872 shield

8 Stars

Lest We Forget

Cenotaph

Up to two Virginia Tech elements/motifs not listed above.

B. Class Side

Greek Column: Should be same as University side, placed at the bottom of the ring, and wrapped around the palm side of ring. Needs to have correct Roman numeral (representing the respective Class year) in the capital of the column.

Class Logo (based on 2024)

View of Downtown Blacksburg

Class Motto (use Nunc et semper as example) banner

The HokieBird Mascot

Lane Stadium

Banner with name of College: Name of college of graduation in capital letters on banner, stretching from one side of the ring to the other. Colleges are:

Science Liberal Arts & Human Sciences Engineering Business Natural Resources & Environment Agriculture & Life Sciences Architecture, Arts, and Design Veterinary Medicine Medicine

Holtzman Alumni Center Clock Tower

Drillfield

Year of Class (Use 2024)

Up to three other Virginia Tech elements/motifs not listed above

C. Bezel

Stone: Centered. Surrounding the stone should be written “VIRGINIA POLYTECHNIC INSTITUTE”. Honor point/diamond should be between the “V” and “E” centered directly below the stone. Right below the diamond should be written in smaller font “AND STATE UNIVERSITY”. Thirty-two “Hokie Tracks” moving from left to right will extend from the “A” to the “Y” in “AND STATE UNIVERSITY”.

Honor Point: A dog-eared shield that can be customized and placed between the V and the E.

D. Arbor mark inside traditional rings 5 dwt to 40 dwt to be determined.

E. Stones and Top Treatments

Stones: A variety of genuine and synthetic gem stones, including Hokie Stone.

Metal top options to include university shield pylons, VTCC and Highty-Tighty crests.

II. Small Traditional Ring (5 dwt and 12 dwt)

This ring should be a replica of the Large Traditional in a smaller ring. The use of as many design options as possible should be made to make the small traditional as close as possible to the large traditional.

III. Miniature Traditional

The Miniature should include a choice of the following design elements as depicted on the respective sides of the larger rings for their Miniature Traditional Ring – University side: the Pylons, the American and Virginia Commonwealth Flags, Crossed Sabres, Ut Prosim, 1872, 3 Stars; Class side: Class Year, Class Logo, the HokieBird, Drillfield

IV. Large Signet

A. Contemporary

1. Rectangular bezel with VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY around it

2. Black onyx solitaire or option for other dark stone

3. University logo engraved in center or Athletic VT encrusted on stone

4. Standard Shank options:

Plain Degree initials Class logo Class Year University crest

Metal Top Options

Corps of Cadets crest Organization letters

B. Modern

1. Oval flat face polished or antiqued bezel with either VIRGINIA TECH or VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY around it

2. Option for recessed stone or incised stone

3. Pegged University crest/seal

4. Standard options for both shanks

C. Stadium Top (As traditional ring bezel option)

1. Solitaire of choice set in stadium style bezel

2. VIRGINIA POLYTECHNIC INSTITUTE on outside of bezel. AND STATE UNIVERSITY in smaller font on inside of bezel. 1872 is at bottom of inside bezel. A diamond is between the “V” and “E” centered directly below the stone. Thirty-two “Hokie Tracks” shall circle around the bezel.

3. Shank tapers off from top and bottom to form a wider than usual shank on both sides

4. Standard options for both shanks

5. Polished finish

V. Small Signet

A. Rectangular

1. Inlayed flat stone, black onyx or mother of pearl

2. VIRGINIA TECH around bezel

3. Standard options for both shanks

4. Standard encrusting

5. Polished finish

B. Modern

1. Oval bezel

2. VIRGINIA TECH around bezel

3. Optional black onyx, mother of pearl or stone with inlayed crest or incised stone

4. University crest/seal in the center

5. Standard options for both shanks

6. Polished finish

C. Contemporary Round

a. Round bezel

b. Black onyx, stone or mother of pearl with inlayed crest or incised stone

c. Standard options for both shanks

d. Polished finish

D. Contemporary Oval

1. Oval polished bezel

2. Optional Black onyx, mother of pearl or stone

3. Inlayed University Crest or standard encrusting

4. Shanks have the design of Greek Columns

5. Standard options for both shanks

6. Polished finish

VI. Small Fashion Ring

A. Traditional Fashion Ring

1. Oval cut stone

2. Left Shank has elongated area at top for 2 or 3 set diamonds and Virginia Tech in script below

3. Right shank has class year at the top with elongated area at bottom for 2 or 3 set diamonds.

4. Polished finish

B. Contemporary Fashion Ring

1. Rectangular bezel with flat stone, black onyx or mother of pearl

2. Shanks are tiered from bezel downward with two inset diamonds at each tier on each side

3. Class year is on band beneath the tiers on right shank.

4. Polished finish

VII. Graduate School Signet Ring Collection

A. Large Signet Ring

1. Rectangular bezel with VIRGINIA TECH around top half and GRADUATE SCHOOL around bottom half around flat edge with stone option as well as university shield metal top with Virginia Tech and Graduate School integrated into design as spell out

2. Left Shank has Graduate degree designation on one side (i.e. MS, MA, PhD, MFA, etc.)

3. Right Shank has Class year designation (Use 2027).

B. Small Signet Ring

1. Rectangular bezel with VIRGINIA TECH around top half and GRADUATE SCHOOL around the bottom half around flat edge with stone option OR university shield metal top with Virginia Tech and Graduate School integrated into design as spell out

2. Left Shank has Graduate degree designation on one side (i.e. MS, MA, PhD, MFA, etc.)

3. Right Shank has Class year designation (Use 2027)

ATTACHMENT C

RING SALES DATA FOR THE CLASS OF 2023

(FOR THE PERIOD ENDING DECEMBER 31, 2023)

Virginia Tech University Sales

Class of 2023

Booked Units Through 12/31/23 Description Style CEL Sterling ARG 10K 14K 18K Total 12 DWT Square 333AMS 76 4 2 2 1 0 85 22 DWT Square 333AXXL 73 3 8 23 4 1 112

12 DWT Oval 333 MS 18 3 4 8 1 0 34 12 DWT Stadium 333SMS 30 4 8 23 9 1 75 22 DWT Stadium 333 SXXL 72 13 52 75 8 0 220 5 DWT oval 333 XS 18 11 6 28 3 2 68 22 DWT Oval 333 XXL 17 0 4 9 4 0 34 3 DWT Mini 876 XX1 19 12 12 14 17 1 75 28 DWT Square 922 AXL 101 2 9 17 5 0 134

34 DWT Square 922 AXXL 37 1 5 6 0 0 49 40 DWT Square 922 AXXXL 85 2 2 2 1 2 94 28 DWT Stadium 922 SXL 64 10 42 57 7 6 186 34 DWT Stadium 922 SXXL 20 1 12 18 5 0 56 28 DWT Oval 922 XL 18 2 2 5 1 0 28 34 DWT Oval 922 XXL 8 1 1 2 0 0 12 40 DWT Oval 922 XXXL 22 0 2 1 0 1 26 Inno 345S 9 16 21 49 36 2 133

Empo Highlight 26 33 25 38 43 2 167 Pers 878A pylons 1 1 4 7 0 1 14 Wond 525D 9 3 0 3 4 0 19 Trib Laurel 22 28 16 55 28 1 150 Unif 878A seal 6 3 8 15 5 0 37 Illu Signature 24 15 15 31 19 3 107 Summ seahawk 6 6 14 8 0 0 34…