RFP 24-11-70 Trips and Tours.pdf

RFP# 24-11-70 1 Revised May 2020

CITY OF ROANOKE

REQUEST FOR PROPOSAL

Other than Professional Services

FOR: PARKS & RECREATION DEPARTMENT

TITLE: TRIPS AND TOURS

RFP NUMBER 24-11-70

RFP ISSUE DATE: JANUARY 5, 2024

PROPOSAL DUE DATE: FEBRUARY 1, 2024

PROPOSAL DUE AT OR BEFORE 2:00 P.M.

The Request for Proposal and related documents may be obtained during normal business hours from the Purchasing Division located in the Noel C. Taylor Municipal Building, 215 Church Avenue, SW, Room 202, Roanoke, VA 24011. This document may be viewed and/or downloaded from the City of Roanoke Purchasing Division’s Vendor Self Service website at https://vss.roanokeva.gov or from the Purchasing Division’s website at www.roanokeva.gov/purchasing. If you have any problems accessing the documents, you may contact Purchasing at (540) 853-2871 or purchase@roanokeva.gov.

THIS PUBLIC BODY DOES NOT DISCRIMINATE

AGAINST FAITH-BASED ORGANIZATIONS

https://vss.roanokeva.gov/ http://www.roanokeva.gov/purchasing mailto:purchase@roanokeva.gov

RFP# 24-11-70 3 Revised April 2015

TABLE OF CONTENTS

REQUEST FOR PROPOSAL NO. 24-11-70

TRIPS AND TOURS

INTRODUCTION

SECTION 1. PURPOSE

SECTION 2. BACKGROUND

SECTION 3. INSTRUCTIONS TO OFFERORS

SECTION 4. MISCELLANEOUS

SECTION 5. PROTESTS

SECTION 6. SERVICES/ITEMS REQUIRED

SECTION 7. EVALUATION CRITERIA

SECTION 8. SELECTION PROCESS

SECTION 9. COOPERATIVE PROCUREMENT

SECTION 10. INFORMATION ON CONTRACT TO BE AWARDED

ATTACHMENT A SIGNATURE PAGE

ATTACHMENT B SAMPLE CONTRACT

file://SERVER1/GENERAL1/SUPPLY/Simone's%20Bids-RFPS/AppData/Local/Local%20Settings/Local%20Settings/Local%20Settings/Local%20Settings/Temp/Temp/Bids/.FORM%20FOR%20RFP%20OTHER%20THAN%20PROFESSIONAL%20SERVICE.doc#_Toc48529177#_Toc48529177

October 2021

CITY OF ROANOKE, VIRGINIA

REQUEST FOR PROPOSAL

FOR

TRIPS AND TOURS

RFP NO. 24-11-70

INTRODUCTION

The City of Roanoke, Virginia, is seeking competitive proposals from qualified Offerors to provide trip and tours services in accordance with all terms, conditions and specifications as set out in this Request for Proposal (RFP).

The schedule associated with this RFP is as follows:

Description Date Time Place

RFP Issued January 5, 2024 1:00 pm City of Roanoke Purchasing Division

Mandatory/Non-mandatory Pre- Proposal Meeting or Site Visit January 16, 2024 1:00 pm https://teams.microsoft.com/regist ration/QvleS0C9Bk2j30StNCcNkg ,yybtm_a110yfa3CGZIxRrg,HO2 wNHSp9UKuGVECTE7adQ,voqK DX0-v0-ydyxv6Ktdpw,aW3F8ap_vk-tNlhO86aX4g,kW1zl8weH0CWIq bC9atXjw?mode=read&tenantId= 4b5ef942-bd40-4d06-a3df- 44ad34270d92&webinarRing=gcc

Deadline for Questions, Clarification and/ or Interpretations January 22, 2024 5:00 pm

Joseph.carleno@roanokeva.gov

Proposal(s) Due February 1, 2024 2:00 pm

City of Roanoke Purchasing Division, Room 202 in the Noel C Taylor Municipal Building at 215 Church Ave, SW, Roanoke VA 24011

Proposals, to be considered and evaluated, must be sealed and received, by the proposal due date and time, and in the located listed above. Proposals received after time indicated in above schedule will not be accepted or considered. The time of receipt shall be determined by the Purchasing official who is to open the proposals. Faxed proposals are not acceptable.

Delivery Alert: Offerors must submit their proposal via email to purchase@roanokeva.gov by the due date and time. Emails received after the due date and time will not be considered. The email must include the RFP number and title in the subject line with the Company name. The email must include two (2) digital copies of the proposal with RFP Number, Title, and name of Company on each with one named ‘original’, and one named ‘redacted’. The redacted version https://teams.microsoft.com/registration/QvleS0C9Bk2j30StNCcNkg,yybtm_a110yfa3CGZIxRrg,HO2wNHSp9UKuGVECTE7adQ,voqKDX0-v0-ydyxv6Ktdpw,aW3F8ap_vk-tNlhO86aX4g,kW1zl8weH0CWIqbC9atXjw?mode=read&tenantId=4b5ef942-bd40-4d06-a3df-44ad34270d92&webinarRing=gcc https://teams.microsoft.com/registration/QvleS0C9Bk2j30StNCcNkg,yybtm_a110yfa3CGZIxRrg,HO2wNHSp9UKuGVECTE7adQ,voqKDX0-v0-ydyxv6Ktdpw,aW3F8ap_vk-tNlhO86aX4g,kW1zl8weH0CWIqbC9atXjw?mode=read&tenantId=4b5ef942-bd40-4d06-a3df-44ad34270d92&webinarRing=gcc https://teams.microsoft.com/registration/QvleS0C9Bk2j30StNCcNkg,yybtm_a110yfa3CGZIxRrg,HO2wNHSp9UKuGVECTE7adQ,voqKDX0-v0-ydyxv6Ktdpw,aW3F8ap_vk-tNlhO86aX4g,kW1zl8weH0CWIqbC9atXjw?mode=read&tenantId=4b5ef942-bd40-4d06-a3df-44ad34270d92&webinarRing=gcc https://teams.microsoft.com/registration/QvleS0C9Bk2j30StNCcNkg,yybtm_a110yfa3CGZIxRrg,HO2wNHSp9UKuGVECTE7adQ,voqKDX0-v0-ydyxv6Ktdpw,aW3F8ap_vk-tNlhO86aX4g,kW1zl8weH0CWIqbC9atXjw?mode=read&tenantId=4b5ef942-bd40-4d06-a3df-44ad34270d92&webinarRing=gcc https://teams.microsoft.com/registration/QvleS0C9Bk2j30StNCcNkg,yybtm_a110yfa3CGZIxRrg,HO2wNHSp9UKuGVECTE7adQ,voqKDX0-v0-ydyxv6Ktdpw,aW3F8ap_vk-tNlhO86aX4g,kW1zl8weH0CWIqbC9atXjw?mode=read&tenantId=4b5ef942-bd40-4d06-a3df-44ad34270d92&webinarRing=gcc https://teams.microsoft.com/registration/QvleS0C9Bk2j30StNCcNkg,yybtm_a110yfa3CGZIxRrg,HO2wNHSp9UKuGVECTE7adQ,voqKDX0-v0-ydyxv6Ktdpw,aW3F8ap_vk-tNlhO86aX4g,kW1zl8weH0CWIqbC9atXjw?mode=read&tenantId=4b5ef942-bd40-4d06-a3df-44ad34270d92&webinarRing=gcc https://teams.microsoft.com/registration/QvleS0C9Bk2j30StNCcNkg,yybtm_a110yfa3CGZIxRrg,HO2wNHSp9UKuGVECTE7adQ,voqKDX0-v0-ydyxv6Ktdpw,aW3F8ap_vk-tNlhO86aX4g,kW1zl8weH0CWIqbC9atXjw?mode=read&tenantId=4b5ef942-bd40-4d06-a3df-44ad34270d92&webinarRing=gcc https://teams.microsoft.com/registration/QvleS0C9Bk2j30StNCcNkg,yybtm_a110yfa3CGZIxRrg,HO2wNHSp9UKuGVECTE7adQ,voqKDX0-v0-ydyxv6Ktdpw,aW3F8ap_vk-tNlhO86aX4g,kW1zl8weH0CWIqbC9atXjw?mode=read&tenantId=4b5ef942-bd40-4d06-a3df-44ad34270d92&webinarRing=gcc https://teams.microsoft.com/registration/QvleS0C9Bk2j30StNCcNkg,yybtm_a110yfa3CGZIxRrg,HO2wNHSp9UKuGVECTE7adQ,voqKDX0-v0-ydyxv6Ktdpw,aW3F8ap_vk-tNlhO86aX4g,kW1zl8weH0CWIqbC9atXjw?mode=read&tenantId=4b5ef942-bd40-4d06-a3df-44ad34270d92&webinarRing=gcc https://teams.microsoft.com/registration/QvleS0C9Bk2j30StNCcNkg,yybtm_a110yfa3CGZIxRrg,HO2wNHSp9UKuGVECTE7adQ,voqKDX0-v0-ydyxv6Ktdpw,aW3F8ap_vk-tNlhO86aX4g,kW1zl8weH0CWIqbC9atXjw?mode=read&tenantId=4b5ef942-bd40-4d06-a3df-44ad34270d92&webinarRing=gcc should be void of all confidential and proprietary material. All other references to delivery methods in this solicitation are not valid.

Each proposal, one (1) original, marked as such, (1) redacted, marked as such must be appropriately signed by an authorized representative of the Offeror, The City of Roanoke, Virginia, and its officers, employees or agents will not be responsible for the opening of a proposal envelope or package prior to the scheduled opening if that envelope or package is not appropriately sealed and marked as specified.

The City of Roanoke, Virginia reserves the right to cancel this RFP and/or reject any or all proposals, to waive informalities in any proposal, to award any whole or part of a proposal, and to award to the Offeror whose proposal is, at the sole discretion of the City of Roanoke, determined to be in the best interest of the City.

Project evaluation and award will be accomplished in accordance with this RFP and Sections 23.2-1, et seq., of the Code of the City of Roanoke, Virginia, including the price or value of the benefits offered the City in the proposal. If an award of a contract is made, notification of such award will be posted for public review in the lobby on the second floor of the Noel C.

Taylor Municipal Building, 215 Church Ave., SW, Roanoke, VA 24011.

Unless the proposal is withdrawn, the Offeror agrees that any prices or terms for such proposal shall remain valid for sixty (60) days after opening. Notices of proposal withdrawal must be submitted in writing to the Purchasing Manager.

This RFP consists of this Introduction, ten numbered sections, and the attachments hereto.

If you download this RFP from the City website and intend to submit a proposal, you should notify Purchasing that you have done so. However, each Offeror is solely responsible for ensuring that such Offeror has the current, complete version of the RFP documents, including any addenda, before submitting a proposal. The City is not responsible for any RFP obtained from any source other than the City.

joseph.carleno@roanokeva.gov.

Respectfully, Joseph Carleno, CPPB, VCO Senior Buyer

Date: January 5, 2024 mailto:joseph.carleno@roanokeva.gov

City of Roanoke, Virginia Request for Proposal No. 24-11-70

Trips and Tours

SECTION 1. PURPOSE.

The purpose of this Request for Proposal (RFP) is the procurement of trip and tours services.

This will include, but is not limited to appropriate trips, scheduling dates, securing tickets and driving participants.

The City of Roanoke invites any qualified Offeror to respond to this RFP by submitting a proposal for consistent with the terms and conditions herein set forth. Final scope of services will be negotiated with the successful Offeror.

SECTION 2. BACKGROUND.

The City of Roanoke Parks and Recreation Department’s Community Recreation section provides a variety of day trips throughout the year. The successful vendor would be responsible for planning and organizing all aspects of the day trips, as well as day off driving and facilitation of all day trips.

SECTION 3. INSTRUCTIONS TO OFFERORS.

A. Proposals must be submitted, in the prescribed format, in accordance with the instructions and requirements contained in this RFP, including the Introduction.

Failure to do so may result in the proposal being rejected. An Offeror must promptly notify the Purchasing Division of any ambiguity, inconsistency, or error which may be discovered upon examination of the RFP.

B. Until such time that an award is published, direct contact with any City employee without the expressed permission of the Purchasing Manager or her designated representative, on the subject of this proposal, is strictly forbidden. Violation of this Instruction may result in disqualification of Offeror’s proposal.

C. Prospective Offerors, sometimes referred to as providers, operators, contractors, consultants, or vendors, are to address the criteria above and below at a minimum as part of their submitted proposal. Each proposal should include a transmittal letter and management overview of the proposal. Proposals are to include and may be evaluated on the following factors, together with such other factors as will protect and preserve the interests of the City of Roanoke, which may also be considered.

1. Organizational structure of firm and qualifications of management personnel.

Prospective Offerors should submit at a minimum;

a) Length of time in the business,

b) Corporate experience,

c) Strengths in the industry,

d) Business philosophy, and

e) Describe the organizational structure of the firm;

f) Describe the organizational structure for the management and operation of the services requested and/or provision of the items referred to in this RFP, including an organizational chart denoting all positions and the number of personnel in each position.

2. Financial condition of the firm and ability to perform all obligations of any resultant contract.

The sufficiency of the financial resources and the ability of the Offeror to comply with the duties and responsibilities described in this RFP. Each Offeror shall provide a current and previous year’s balance sheet and a statement regarding any recent or foreseeable mergers or acquisitions. Financial information may be marked as “confidential” in accordance with the requirements set out in Section 4(A) of this RFP.

3. Experience in providing the services and/or items requested by this RFP.

Offerors shall provide proof of at least 3 years of experience in planning and guiding of trips and tours.

4. Price.

Prospective Offerors must submit the price such Offeror proposes to charge the City for providing the required services, including all fees and costs and how they are calculated, together with all benefits and/or revenue payments they propose to make to the City if appropriate.

5. The ability, capacity, and skill of the Offeror to provide the services and/or items described in this RFP and in a prompt and timely manner without delay or interference.

6. The character, integrity, reputation, judgment, experience, efficiency and effectiveness of the Offeror.

7. The quality and timeliness of performance of previous contracts or services of the nature described in this RFP.

8. Compliance by the Offeror with laws and ordinances regarding prior contracts, purchases, or services.

9. The conditions, if any, of the proposal.

10. Marketing and effectiveness of the firm.

11. Prospective Offerors should submit, at a minimum, a description of the marketing approach and promotions they intend to pursue to maximize revenues generated from the services or items requested in this RFP. Provide examples of any promotions or promotional materials.

12. Prospective Offerors will explain the method of controlling, securing and maximizing revenues at the locations described in this RFP.

D. Each Offeror should provide the names, addresses, and telephone numbers of at least three (3) references in connection with supplying the services or items requested in this RFP, especially from other local government operations similar to those being requested in this RFP by the City. Each reference should include organizational name, official address, and contact person, title of contract, number of years in use, and phone number.

E. Also include any other materials you may want to submit as part of your proposal response.

F. Offeror shall disclose any ancillary agreements The City may be required to sign as a result of any Contract with Successful Offeror.

G. The City may request additional information, clarification, or presentations from any of the Offerors after review of the proposals received.

H. The City has the right to use any or all ideas presented in reply to this RFP, subject only to the limitations regarding proprietary/confidential data of Offeror.

I. The City is not liable for any costs incurred by any Offeror in connection with this RFP or any response by any Offeror to this RFP. The expenses incurred by Offeror in the preparation, submission, and presentation of the proposal are the sole responsibility of the Offeror and may not be charged to the City.

J. Only the City will make news releases pertaining to this RFP or the proposed award of a Contract.

K. Each Offeror who is a stock or Nonstock Corporation, Limited Liability Company, business trust, or a limited partnership or other business entity shall be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity if required by law. Each such Offeror shall include in its proposal response the Identification Number issued to it by the Virginia State Corporation Commission (SCC) and should list its business entity name as it is listed with the SCC. Any Offeror that is not required to be authorized to transact business in the Commonwealth as a domestic or foreign business entity as required by law shall include in its proposal response a statement describing why the Offeror is not required to be so authorized.

(See Va. Code Section 2.2-4311.2).

SECTION 4. MISCELLANEOUS.

A. Ownership of Material - Ownership of all data, materials, and documentation originated and prepared for the City pursuant to the RFP shall belong exclusively to the City and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by the Offeror shall not be subject to public disclosure under the Freedom of Information Act, unless otherwise required by law or a court. However, the Offeror must invoke the protection of Section 2.2-4342(F) of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must SPECIFICALLY identify the data or materials to be protected and state the reason 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.

B. As this is a RFP, no information regarding the proposal records or the contents of responses will be released except in accordance with Section 2.2-4342 of the Code of Virginia. Once an award has been made, all proposals will be open to public inspection subject to the provisions set forth above.

C. Any interpretation, correction, or change of the RFP will be made by an addendum.

Interpretations, corrections or changes of this RFP made in any other manner will not be binding and Offerors must not rely upon such interpretations, corrections, or changes. The City Purchasing Division or its designee will issue Addenda. Addenda will be posted on Vendor Self Service (VSS) at https://VSS.roanokeva.gov as well as the Current Bids/RFP Requests tab on the Purchasing Division’s web page at www.roanokeva.gov/purchasing. However, each Offeror is solely responsible for ensuring that such Offeror has the current, complete version of the RFP documents, including any addenda, before submitting a proposal. The City is not responsible for any RFP obtained from any source other than the City.

D. No Offeror shall confer on any public employee having official responsibility for a purchasing transaction any payment, loan, subscription, advance, deposit or money, service, or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged.

E. The City may make investigations to determine the ability of the Offeror to perform or supply the services and/or items as described in this RFP. The City reserves the right to reject any proposal if the Offeror fails to satisfy the City that it is qualified to carry out the obligations of the proposed contract.

F. The Successful Offeror must comply with the nondiscrimination provisions of Virginia Code Section 2.2-4311, which are incorporated herein by reference.

G. The Successful Offeror must comply with the drug-free workplace provisions of Virginia Code Section 2.2-4312, which are incorporated herein by reference.

H. It is the policy of the City of Roanoke to maximize participation by minority and women owned business enterprises in all aspects of City contracting opportunities.

I. The Successful Offeror shall comply with all applicable City, State, and Federal laws, codes, provisions, and regulations. The Successful Offeror shall not during the performance of any resultant contract knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

J. Providers of any outside services shall be subject to the same conditions and requirements as the successful Offeror in regards to law, code, or regulation compliance. The City reserves the right of approval for any subcontract work, including costs thereof.

https://vss.roanokeva.gov/ http://www.roanokeva.gov/purchasing.

K. Ethics in Public Contracting. The provisions, requirements, and prohibitions as contained in Sections 2.2-4367 through 2.2-4377, of the Virginia Code, pertaining to bidders, offerors, contractors, and subcontractors are applicable to this RFP.

L. Conflict of Interests Act. The provisions, requirements, and prohibitions as contained in Sections 2.2-3100, et seq., of the Virginia Code are applicable to this RFP.

M. The procurement provisions of the Code of the City of Roanoke (1979), as amended, Sections 23.2-1, et seq., as well as the City Procurement Manual, apply to this RFP, unless specifically modified herein. The City’s Procurement Manual can be reviewed at the Purchasing office.

N. Insurance Requirements.

Awarded Offeror, and any of its subcontractors, shall, at its sole expense, obtain and maintain during the life of the resulting Contract the insurance policies and/or bonds required. Any required insurance policies and/or bonds shall be effective prior to the beginning of any work or other performance by awarded Offeror, or any of its subcontractors, under any resultant Contract. The policies and coverages required are those as may be referred to in the sample contract and/or the terms and conditions attached to this RFP. All such insurance shall be primary and noncontributory to any insurance or self-insurance the City may have.

SECTION 5. PROTESTS.

Any Offeror who wishes to protest or object to any award made or other decisions pursuant to this RFP may do so only in accordance with the provisions of Sections 2.2-4357, 4358, 4359, 4360, 4363, and 4364 of the Code of Virginia, and only if such is provided for in such Code section. Any such protest or objection must be in writing signed by a representative of the entity making the protest or objection and contain the information required by the applicable Code Sections set forth above. Such writing must be delivered to the City Manager within the required time period.

SECTION 6. SERVICES AND/OR ITEMS REQUIRED.

The following are the services and/or items that the successful Offeror will be required to provide to the City and should be addressed in each Offeror’s proposal.

A description and/or listing of the services and/or items that the successful Offeror will be required to provide to the City under this RFP are those that are set forth below and/or referred to in any way in the sample contract, any terms and conditions, and/or any attachments to this RFP.

Each Offeror should carefully read and review all such items and should address such items in its proposal. However, the final description of the services and/or items to be provided to the City under this RFP is subject to negotiations with the successful Offeror, and final approval by the City.

1. Successful Offeror(s) should plan trips. This includes but is not limited to finding appropriate trips, scheduling dates, securing tickets, driving participants.

2. Successful Offeror(s) should have a minimum of one trip per month; maximum of three trips per month. The months of January and February may be excluded from the minimum, as these are slower months due to weather.

3. Successful Offeror(s) shall be able to pass the City of Roanoke’s Risk Management DMV check to drive a City vehicle.

4. If possible, successful Offeror(s) should own or have access to a 15-passenger van/bus. If the successful vendor does have their own 15-passenger van/bus, that vehicle must pass the City’s Fleet approval before operation can begin.

5. Successful Offeror(s) should be able to accommodate small groups between 5-13 participants.

6. Successful Offeror shall provide the Community Recreation Coordinator with a schedule of proposed trips for approval. This is required prior to any trip booking or ticket purchase. Schedule for Fall and Winter trips will be due July 1; Spring and Summer schedule is due January 1.

7. Successful Offeror(s) should submit a monthly invoice following the last trip of the month.

8. Successful Offeror(s) shall be responsible for incidentals such as gas. This should be included in the end of month invoice for reimbursement.

9. City of Roanoke Parks and Recreation Department will do all advertising/marketing and reservation registrations for each trip.

10. Vendor will receive 80% of registration revenue.

SECTION 7. EVALUATION CRITERIA.

Offerors will be evaluated for selection on the basis of those most qualified to meet the requirements of this RFP. The City of Roanoke will use a weighted scoring system when evaluating selection criteria. Major criteria to be considered in the evaluation may include, but shall not necessarily be limited to the items referred to above and those set forth below:

A. Experience: The background, education and experience of the Offeror in providing similar services or items elsewhere, including the level of experience in working with municipalities and the quality of services performed or items supplied. 40 points

B. Revenue: Reasonableness/competitiveness of proposed revenue share and/or benefits to the City, although the City is not bound to select the Offeror who proposes the lowest fees or most benefits for services. The City reserves the right to negotiate fees and/or benefits to the City with the selected Offeror(s).15 points

C. Compliance: The Offeror's responsiveness and compliance with the RFP requirements and conditions. Determination that the selected Offeror has no contractual relationships which would result in a conflict of interest with the City’s contract. Offeror’s willingness to accept the City’s sample contract. (If Applicable) 5 points

D. Approach and Methodology to Meet Need: The Offeror’s ability, capacity, and skill to fully and satisfactorily provide the services and/or items required in this RFP.

The quality of Offeror’s performance in comparable and/or similar projects.

Whether the Offeror can provide the services and/or deliver the items in a prompt and timely manner. 40 points

SECTION 8. SELECTION PROCESS.

A. Pursuant to Section 2.2-4302.2 (A)(3) of the Code of Virginia, selection shall be made of two or more Offerors, if there be that many, deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation of factors included in this RFP, including price. Negotiations shall 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, the City (through the City Manager or City Manager’s designee) shall select the Offeror which, in his/her opinion, has made the best proposal, and may award the contract to that Offeror. The City may cancel this RFP or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous. Should the City determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror.

B. All proposals submitted in response to this RFP will be reviewed by the Purchasing Division or its designee for responsiveness prior to referral to a selection committee or person. A committee consisting of City personnel and/or others and/or an appropriate individual will then evaluate all responsive proposals, conduct the negotiations, and make recommendations to the City Manager, or the City Manager’s designee, as appropriate. The award of a contract, if made, will be made to the Offeror whose proposal best furthers the interest of the City, as determined by the City Manager, or the City Manager’s designee. The City reserves the right to reject any and all proposals, to waive any informality or irregularity in the proposals received, and to make the award to the Offeror whose proposal is deemed to be in the best interest of the City.

C. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the selection committee or person. This provides an opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. Oral presentations are strictly at the option of the City and may or may not be conducted.

SECTION 9. COOPERATIVE PROCUREMENT.

The procurement of goods and/or services provided for in this Contract is being conducted pursuant to Virginia Code Section 2.2-4304 and on behalf of other public bodies in Virginia.

Unless specifically prohibited by the Awarded Offeror, any resultant contract may be used by other public bodies in Virginia as allowed by Section 2.2-4304. The Awarded Offeror shall deal directly with each public agency or body seeking to obtain any goods and/or services pursuant to this Contract or from this procurement and in accordance with Virginia Code Section 2.2-4304. The City of Roanoke shall not be responsible or liable for any costs, expenses, or any other matters of any type to either the Contractor or the public agency or body seeking to obtain any goods and/or services pursuant to this cooperative procurement provision.

SECTION 10. INFORMATION ON CONTRACT TO BE AWARDED.

The Sample Contract marked as Attachment B to RFP No. 24-11-70 contains terms and conditions that the City plans to include in any contract that may be awarded, but such terms and conditions may be changed, added to, deleted, or modified as may be agreed to between the City and the Offeror during negotiations. However, if an Offeror has any objections to any of the terms or conditions set forth in the Sample Contract or any changes or additions thereto that the Offeror wants to discuss during negotiations, the Offeror should set forth such objections, changes, or additions in such Offeror’s proposal submitted in response to this RFP. Otherwise, submission of a proposal by an Offeror will obligate such Offeror, if it is the Successful Offeror, to enter into a contract containing the same or substantially similar terms and conditions as contained in such Sample Contract. Other terms and conditions, if necessary, will be negotiated with the Successful Offeror.

END

ATTACHMENT A

TO

RFP 24-11-70

SIGNATURE PAGE

RFP No. 24-11-70 Commodity Code: 96180

Title: Trips and Tours

Issued By: City of Roanoke Purchasing Division Joey Carleno, Senior Buyer Noel C. Taylor Municipal Building 215 Church Ave., SW, Room 202 Roanoke, VA 24011-1517 Phone: (540) 853-2871

Email: joseph.carleno@roanokeva.gov

This section must be completed by the Offeror and this Attachment A must be submitted with the proposal.

In compliance with this request for proposal and subject to all terms and conditions imposed herein, which are hereby incorporated herein by reference, the undersigned offers and agrees to furnish the services and/or items requested in this solicitation if the undersigned is selected as the Successful Offeror.

Organization Type (Check one)

Corporation

Partnership

Sole Proprietor (individually owned)

Other (Describe)

Conflict of Interest

_____ Offeror, owner, officer, employees, agents and immediate family members are not now, or have not been in the past year, an employee of the City of Roanoke or has not responsibility or authority with the City that might affect the procurement transaction or any claim resulting therefrom.

Or State below the complete name and phone number or email address of each person and their connection to the City of Roanoke. Each Offeror is advised that the Ethics in Public Contracting and Conflict of Interests Act of the Virginia Code apply to this RFP, as set forth in Section 4 (L).

Name Email and or Phone # mailto:joseph.carleno@roanokeva.gov

Convictions and Debarment

Each Offeror is to state whether or not any of Offeror’s owners, officers, employees, or agents, or their immediate family members, is currently, or has been in the past year, an employee of the City of Roanoke or has any responsibility or authority with the City that might affect the procurement transaction or any claim resulting therefrom. If so, please state the complete name and address of each such person and their connection to the City of Roanoke. Each Offeror is advised that the Ethics in Public Contracting and Conflict of Interests Act of the Virginia Code apply to this RFP, as set forth in Section 4.

If you answer yes to any of the following, state on a separate attachment to firms proposal the person or entity against whom the conviction or debarment was entered, give the location and date of the conviction or debarment, describe the project involved, and explain the circumstances relating to the conviction or debarment, including the names, addresses and phone numbers of persons who might be contacted for additional information.

1. In the last ten years, has your organization or any officer, director, partner, owner, project manager, procurement manager or chief financial officer of your organization:

a. ever been found guilty on charges relating to conflicts of interest?

Yes ___ No ___

2. a. Is your organization or any officer, director, partner or owner currently debarred or enjoined from doing federal, state or local government work for any reason?

b. Has your organization or any officer, director, partner or owner ever been debarred or enjoined from doing federal, state or local government work for any reason?

Compliance

Has your organization, within the last five (5) years been terminated on a contract for cause?

Yes ____ NO______

If you answered yes to the above, on a separate attachment to firm proposal, give the date or termination order, or payment, describe the project involved, and explain the circumstances relating to termination. Include the name, email address and phone numbers of person who might be contacted for additional information.

Confidential & Proprietary Information

Identify the page number and section of any information in your proposal that has been identified as confidential, proprietary or a trade secret (see Section 4(A) of the RFP.

Page No.

Section of Proposal

Description of Confidential/Proprietary Information

Acknowledge each addendum received (if applicable)

Addendum Number Issue Date

Legal Name and Address of Firm (according to your registration with the SCC): REQUIRED _________________________________________Date:___________________________________

_________________________________________By:_____________________________________ (Signature in Ink) _________________________________________Name:__________________________________ (Please Print) __________________________ Zip: ___________Title:____________________________________

Phone: __________________________________FAX:____________________________________

Email: _____________________________ Business License# ________________________

Virginia State Corporation Commission Identification Number:___________________________

ATTACHMENT B

TO

RFP 24-11-70

SAMPLE CONTRACT

CITY OF ROANOKE, VIRGINIA

SAMPLE CONTRACT BETWEEN CITY OF ROANOKE AND

FOR _______________

This Contract # _________ is dated _________________, 20___, between the City of Roanoke, Virginia, a Virginia municipal corporation, hereinafter referred to as the “City” or “Owner”, and ___________________________________________________________ (legal name and address of contractor hereinafter referred to as the “Contractor,” {NOTE: Use one of the following if applicable.} {a _____________________ corporation.} {an Individual.} {a ___________________Partnership.} {a ______________________Limited Liability Company.}

WITNESSETH:

WHEREAS, Contractor has been awarded this nonexclusive Contract by the City for furnishing all equipment, materials, goods, labor, and services necessary for _______ and associated work in accordance with this Contract and the documents referred to herein, all such items or services also being referred to hereinafter as the Work or Project.

NOW, THEREFORE, THE CITY AND THE CONTRACTOR AGREE AS FOLLOWS:

SECTION 1. WORK TO BE PERFORMED AND DOCUMENTS.

For and in consideration of the money hereinafter specified to be paid by the City to the Contractor for the Work provided for in this Contract to be performed by the Contractor, the Contractor hereby covenants and agrees with the City to fully perform the services, provide any materials called for to construct, and complete the Work called for by this Contract in a good and workmanlike manner in accordance with this Contract and the documents referred to herein in order to fully and properly complete this Contract within the time stipulated, time being made of the essence for this Contract. It is also agreed by the parties hereto that the documents to this Contract consist of this Contract and the following documents listed below (Contract Documents), all of which are and constitute a part of this Contract as if attached hereto or set out in full herein, viz:

1. Insurance Requirements (Exhibit 1).

2. Scope of Work (Exhibit 2).

3. Request for Proposal No. 23-02-64, which is incorporated herein by reference.

The parties agree that if there are any differences between the provisions of the above referenced documents, the provisions of the City documents and this Contract will control over any Contractor supplied documents or information.

SECTION 2. CONTRACT AMOUNT.

The City agrees to pay the Contractor for the Contractor’s complete and satisfactory performance of the Work, in the manner and at the time set out in this Contract, but the total amount for all such requests will not exceed $____________________ , as provided for in this Contract and that this Contract amount may be increased or decreased by additions and/or reductions in the Work as may be authorized and approved by the City, and the Contract amount may be decreased by the City’s assessment of any damages against the Contractor, as may be provided for in this Contractor or by law, and the City retains the right of setoff as to any amounts of money the Contractor may owe the City. However, Contractor further acknowledges and agrees that any request for Contractor to perform Work under this Contract is in the sole discretion of the City and that there is no guarantee of any minimum amount of Work that may be requested by the City and that no Work may be requested.

SECTION 3. TERM OF CONTRACT.

A. The term of this Contract shall be for one (1) year, from __________, through

_______________, at which time it will terminate, unless sooner terminated pursuant to the terms of the Contract or by law or unless extended as set forth herein at the option of the City.

B. By mutual agreement of the parties, the contract may be renewed for up to four (4) additional one (1) year periods of any combination thereof. If either party wants to renew the Contract that party shall give a written request to renew to the other party at least sixty (60) days before the expiration of the original term or any renewal term of the Contract. The party receiving such request shall either accept or reject in writing such request within thirty (30) days of receipt of that request, provided, however, if the party receiving the request to renew fails to respond within thirty (30) days, the request to renew shall be deemed to be rejected, unless the parties mutually agree otherwise.

C. All terms and conditions shall remain in force for the term of this Contract and for any renewal period unless modified by mutual agreement of both parties. Prices shall not be increased during the initial term of this Contract.

SECTION 4. TIME OF PERFORMANCE.

The Contractor shall commence the Work to be performed under this Contract on such date as is established and fixed for such commencement by written notice (which may be initially given verbally in an emergency situation) to proceed given by the City representative to the Contractor, and the Contractor covenants and agrees to fully construct, perform, and complete the Work and/or provide the goods called for by this Contract established by such notice. The Contractor further agrees that the Work shall be started promptly upon receipt of such notice and shall be prosecuted regularly, diligently, and uninterruptedly at a rate of progress that will ensure full completion thereof in the shortest length of time consistent with the Contract Documents and that Contractor will cooperate and coordinate with the other City contractors or employees doing other work or using the area where Contractor is working.

SECTION 5. PAYMENT.

A. The City and Contractor agree that the City will only pay the Contractor for time actually spent and materials actually provided on the Project requested and accepted by the City. Invoices for services rendered and accepted shall be submitted by Contractor directly to the payment address of the requesting City department/division.

Payment of such invoices shall be the responsibility of the department/division.

B. The City agrees to pay Contractor for the Contractor’s complete and satisfactory performance of the Work, in the manner and at the time set out in this Contract. The City retains the right to setoff as to any amounts of money Contractor may owe the City. A written progress report may be requested by the City to accompany payment request and, if so, such progress report shall detail the work completed. Also, sufficient documentation of all costs, expenses, materials supplies, and/or hours worked may be requested by the City and, if so, may be required prior to the processing of any such request for payment. Payment will only be made for work actually performed, services actually supplied, and/or materials or goods furnished to the City, all of which need to be approved and accepted by the City prior to such payment, unless otherwise provided for in the Contract documents. Once a payment request has been received the City, the City will process such payment request. If there are any objections or problems with the payment request, the City will notify the Contractor of such matters.

If the payment request is approved and accepted by the City, payment will be made by the City to the Contractor not more than 30 days after such request has been approved.

OR

A. The City and Contractor agree that the City will only pay the Contractor for time actually spent and materials actually provided on the Project requested and accepted by the City. The payment requested shall be for the services completed and/or materials supplied for the Project, as specified in the Scope of Work (Exhibit 2) and as approved by the __________________. A written progress report detailing work completed, identified problems, and remaining work shall accompany each request for payment, together with sufficient documentation of all reimbursable expenses or costs.

B. Also, sufficient documentation of all costs, expenses, materials supplied, and/or hours worked may be requested by the City and, if so, may be required prior to the processing of any such request for payment. Payment will only be made for work actually performed, services actually supplied, and/or materials or goods furnished to the City, all of which need to be approved and accepted by the City prior to such payment, unless otherwise provided for in the Contract documents. Invoices for work rendered and accepted shall be submitted by Contractor directly to the ________________. Approval and payment of such invoices shall be the responsibility of the ________________ or designee. Once a payment request has been received by the City, the City will process such payment request. If there are any objections or problems with the payment request, the City will notify the Contractor of such matters. If the payment request is approved and accepted by the City, payment will be made by the City to the Contractor not more than 30 days after such request has been approved.

C. The services the Contractor may be requested to provide the City are those items set forth in Exhibit 2 (Scope of Work) and/or Exhibit 3 (Bid Form), which list of services may be amended by the mutual agreement of the parties. The prices to be paid to the Contractor for such services provided to and accepted by the City under the provisions of this Contract shall be the current price(s) as set forth in Exhibit 3 (Bid Form). Unless otherwise stated in this Contract, the price(s) shall include all applicable charges such as pick up, delivery, printing, packaging, shipping, and other charges.

SECTION 6. SALES TAX EXEMPTION.

The City is exempt from payment of State Sales and Use Tax on all tangible personal property purchased or leased for the City’s use or consumption. The Virginia Sales and Use Tax Certificate of Exemption number is 217-074292-9.

SECTION 7. FREE ON BOARD, RISK OF LOSS, AND TITLE.

All prices include F.O.B Destination, inside delivery, unless otherwise noted in this Contract.

The risk of loss from any casualty, regardless of cause, shall be on the Contractor until the items have been delivered to City personnel making the request and accepted by the City.

The risk of loss shall also be on the Contractor during the return of any items to the Contractor. Title to the items shall pass to the City upon receipt and acceptance of such items by the City.

SECTION 8. INSPECTION.

The City shall have a reasonable time after receipt of items and before payment to inspect all items for conformity to this Contract. If all or some of the items delivered to the City do not fully conform to the provisions hereof, the City shall have the right to reject and return such nonconforming items, at the sole cost of the Contractor.

SECTION 9. WARRANTY OF MATERIAL AND WORKMANSHIP.

Contractor agrees that all items provided to the City will be new, or if an item is refurbished or remanufactured, such item will meet the industry standards for such item and the item shall be clearly labeled as refurbished or remanufactured, and that all such items include such warranties as may be provided by Virginia law together with any warranties provided by the manufacturer of the item. Contractor shall use reasonable commercial efforts to assist the City in processing warranty claims against a manufacturer. Contractor also agrees that the services provided under this Contract shall be completed in a professional, good and workmanlike manner, with the degree of skill and care that is required by like contractors in

Virginia. Further, Contractor warrants that such services shall be completed in accordance with the applicable requirements of this Contract and shall be correct and appropriate for the purposes contemplated in this Contract. Contractor agrees that Contractor shall repair or replace, at Contractor’s sole expense, and to the satisfaction of the City, any items, material, equipment, or part of the item that is found by the City to be defective or not in accordance with the terms of this Contract.

SECTION 10. PAYMENTS TO OTHERS BY CONTRACTOR.

The Contractor agrees that Contractor will comply with the requirements of Section 2.2-4354 of the Virginia Code regarding Contractor’s payment to other entities and the Contractor will take one of the two actions permitted therein within 7 days after receipt of amounts paid to Contractor by the City. Contractor further agrees that the Contractor shall indemnify and hold the City harmless for any lawful claims resulting from the failure of the Contractor to make prompt payments to all persons supplying the Contractor equipment, labor, tools, or material in connection with the work provided for in the Contract. In the event of such claims, the City may, in the City’s sole discretion, after providing written notice to the Contractor, withhold from any payment request or final payment the unpaid sum of money deemed sufficient to pay all appropriate claims and associated costs in connection with the Contract and make such payment, if the City determines it to be appropriate to do so.

SECTION 11. HOLD HARMLESS AND INDEMNITY.

Contractor shall indemnify and hold harmless the City and its officers, agents, and employees against any and all liability, losses, damages, claims, causes of action, suits of any nature, costs, and expenses, including reasonable attorney’s fees, resulting from or arising out of Contractor’s or its employees, agents, or subcontractors actions, activities, or omissions, negligent or otherwise, on or near City’s property or arising in any way out of or resulting from any of the work or items to be provided under this Contract, and this includes, without limitation, any fines or penalties, violations of federal, state, or local laws or regulations, personal injury, wrongful death, or property damage claims or suits. Contractor agrees to and shall protect, indemnify, and hold harmless all the parties referred to above from any and all demands for fees, claims, suits, actions, causes of action, settlement or judgments based on the alleged or actual infringement or violation of any copyright, trademark, patent, invention, article, arrangement, or other apparatus that may be used in the performance of this Contract.

SECTION 12. COMPLIANCE WITH LAWS AND REGULATIONS, AND

IMMIGRATION LAW.

Contractor agrees to and will comply with all applicable federal, state, and local laws, ordinances, and regulations, including, but not limited to all applicable licensing requirements, environmental regulations, and OSHA regulations. Contractor further agrees that Contractor does not and shall not during the performance of its Contract; knowingly employ an unauthorized alien as defined in the Federal Immigration Reform & Control Act of 1986.

SECTION 13. INDEPENDENT CONTRACTOR.

The relationship between Contractor and the City is a contractual relationship. It is not intended in any way to create a legal agency or employment relationship. Contractor shall, at all times, maintain its status as an independent contractor and both parties acknowledge that neither is an agent, partner or employee of the other for any purpose. Contractor shall be responsible for causing all required insurance, workers' compensation (regardless of number of employees) and unemployment insurance to be provided for all of its employees and subcontractors. Contractor will be responsible for all actions of any of its subcontractors, and that they are properly licensed.

SECTION 14. REPORTS, RECORDS, AND AUDIT.

Contractor agrees to maintain all books, records, electronic data, and other documents relating to this Contract for a period of five (5) years after the end of each fiscal year included in this Contract. The City, its authorized employees, agents, representatives, and/or state auditors shall have full access to and the right to request, examine, copy, and/or audit any such materials during the term of the Contract and such…