RFP 24-1734 - Cleaning of Exhaust Hood Systems.pdf

Request for Proposal

RFP 24-1734

Cleaning of Exhaust Hood Systems

April 1, 2024 https://vascupp.org/

A VASCUPP™ Member Institution Issued by Procurement Services

Fredericksburg, Virginia https://vascupp.org/

1301 College Avenue Tel: (540) 654-1127 Page 1 of 31 Fredericksburg, VA 22401-5300 Fax: (540) 654-1168 Revised July 2021 adminfinance.umw.edu/procurement procure@umw.edu

SEALED REQUEST FOR PROPOSAL (RFP)

In compliance with this Sealed Request for Proposal (RFP) and to all the conditions imposed therein, and hereby incorporated by reference, the undersigned firm offers and agrees to furnish the goods/services in accordance with attached signed proposal or as mutually agreed upon by subsequent negotiation. The undersigned firm hereby certifies that all information provided in response to this RFP is true, correct and complete.

By signing this proposal, you are certifying that you are an authorized representative of the offering firm and that the firm’s principals or legal counsel have reviewed the Request for Proposal General Terms and Conditions and any Special Terms and Conditions. Any exceptions to the General or Special Terms and Conditions must be clearly identified in your proposal. No exceptions can be taken to those General or Special Terms and Conditions that are mandated by law. If no exceptions are identified in your proposal, it is understood that the provisions will become a part of any final agreement.

THIS FORM MUST BE COMPLETED AND RETURNED WITH PROPOSAL

Name of Offering Firm:

Address of Offering Firm:

DSBSD Certification No.: Expiration Date:

eVA ID: Tax ID:

Email: Telephone:

Website: Fax:

Submitted By (Print Name & Title):

Signature (In Ink): Date:

ISSUE DATE: April 1, 2024

RFP NUMBER & TITLE: RFP 24-1734; Cleaning of Exhaust Hood Systems

PROPOSAL DUE DATE & TIME:

April 29, 2024 by 2:00 PM NOTE: Proposals received after the due date and time cannot be accepted.

PROPOSAL DELIVERY ADDRESS: University of Mary Washington Procurement Services / Reference RFP 24-1734 Eagle Village Executive Offices, Suite 480 1125 Emancipation Highway Fredericksburg, VA 22401

WORK LOCATION: ☒ All Campuses ☐ Fredericksburg ☐ Stafford ☐ Dahlgren

COMMODITY CODE(S): 16541, 16594

PRE-PROPOSAL CONFERENCE: ☒ Optional ☐ Mandatory ☐ N/A DATE & TIME: 4/12/2024 at 10:00 AM

PRE-PROPOSAL LOCATION:

TBD – On-campus location will be determined based on the number of participants that RSVP

CONTRACT OFFICER: Lindsay Fare PHONE: 540-654-1057 EMAIL: lfare@umw.edu

PERIOD OF CONTRACT:

Date of award through one year with five (5) additional one-year renewal options or as negotiated.

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

SEALED REQUEST FOR PROPOSALS (RFP)

I. QUESTIONS/INQUIRIES: All inquiries for information should be directed via email to the contract officer listed above, referencing the RFP by title and number. No questions will be accepted after 2:00 PM on April 22, 2024.

II. PRE-PROPOSAL CONFERENCE: An optional pre-proposal conference will be held on Friday, April 12, 2024 at 10:00

AM. Pre-Proposal Conference location will be determined based on the number of participants that respond. Please email Lindsay Fare at lfare@umw.edu or call 540-654-1057 to RSVP. See Pre-Proposal Conference clause in the Special Terms and Conditions.

a. No attendee will be permitted access to the conference after 10:00 AM.

b. Bring a copy of the RFP with you to the conference.

c. Parking is available to visitors in designated locations which can be found on the UMW campus map here:

http://www.umw.edu/visitors/ *Please allow yourself extra time for parking as it can be difficult to find a space if the parking garage is not utilized.

III. PROPOSAL RECEIPT REQUIREMENTS: Sealed Proposals for furnishing the services described herein may be submitted electronically via eVA OR physically delivered to the Procurement Officer.

A. Electronic Online Response via eVA:

1. The Offeror may submit their proposal via the electronic online response function within the solicitation posting on the eVA Virginia Business Opportunities (VBO).

*If you run into issues submitting your proposal electronically through eVA, please contact eVA Customer Care at 1-866-289-7367.

B. Physically delivered to the Procurement Officer:

1. Sealed Proposals must reach the Proposal Delivery Address shown on Page 1 and be appropriately date/time stamped by the Procurement Services Official Time Clock prior to the proposal due date/time in order to be considered. It is the responsibility of the offeror to ensure that the proposal is received on time.

2. The Offeror shall contact the Contract Officer listed on Page 1 to schedule a date/time to hand-deliver the proposal. This will need to be done if the offeror intends to physically drop off their proposal instead of submitting electronically or mailing it.

3. Proposals must be submitted in a sealed envelope or container that clearly identifies the contents as a response to this RFP. RFP 24-1734 should be referenced on the front of the package. One electronic copy of the proposal shall also be provided on a USB flash drive.

4. UMW Procurement Services Office is located in the Eagle Village Executive Offices, Suite 480, and can only be accessed by a single elevator which accommodates the entire building. There is no stair access without a keycard. It is imperative that you allow adequate time to make a delivery.

5. UMW requires the inclusion of a clearly marked redacted proposal if any portion of the Offeror’s proposal contains proprietary information.

C. Eligibility of Award: To be eligible for contract award an Offeror must be self-registered in the Commonwealth of Virginia e-procurement system (eVA). If you are not registered, the link to the registration is provided as follows: https://eva.virginia.gov/register-now.html

D. The issuance of this solicitation does not guarantee an award of a contract.

mailto:lfare@umw.edu http://www.umw.edu/visitors/ https://eva.virginia.gov/register-now.html

IV. ADDENDA: Any changes resulting from the University’s requirements will be issued in an addendum and will be posted on the eVA website: http://www.eva.virginia.gov. It is the sole responsibility of the Offeror to check for all changes to the RFP prior to submission.

V. INCLEMENT WEATHER/SUSPENDED SCHEDULE: Proposal receipt deadline scheduled during a period of suspended state business operations, including school closing due to inclement weather, will be rescheduled for processing at the same time on the next regular business day. It is your responsibility to check UMW’s website or call for closing information: www.umw.edu or (540) 654-2424.

VI. PUBLIC RELEASE OF INFORMATION: UMW utilizes a Public Contracts Portal (Cobblestone) https://umw.cobblestonesystems.com/public/ for posting of procurement documents, including winning proposals. Further, if the resulting contract includes cooperative language, the VASCUPP public portal https://vascupp.org/contracts.php will be used to house relevant procurement documents, including winning offeror’s proposal.

http://www.eva.virginia.gov/ http://www.umw.edu/ https://umw.cobblestonesystems.com/public/ https://vascupp.org/contracts.php

TABLE OF CONTENTS

I. PURPOSE 5

II.

ORGANIZATIONAL OVERVIEW

III.

BACKGROUND

IV.

CONTRACT PARTICIPATION (COOPERATIVE CONTRACT)

V.

SMALL, WOMAN-OWNED, AND MINORITY-OWNED (SWAM) PARTICIPATION

VI.

PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS

VII.

STATEMENT OF NEEDS

VIII.

CONTRACT ADMINISTRATION

IX.

EVALUATION AND AWARD CRITERIA

X.

GENERAL TERMS AND CONDITIONS

XI.

SPECIAL TERMS AND CONDITIONS

XII.

METHOD OF PAYMENT

ATTACHMENTS

A.

PRICING (MUST BE SUBMITTED W/ PROPOSAL)

B.

REFERENCES (MUST BE SUBMITTED W/ PROPOSAL)

C.

SMALL BUSINESS SUBCONTRACTING PLAN (IF APPLICABLE)

D.

SWAM SUBCONTRACTING SPEND REPORTING (IF APPLICABLE)

E.

PROPOSAL SUBMISSION CHECKLIST

Note: This public body does not discriminate against faith-based organizations in accordance with §36 of the Governing Rules or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

I. PURPOSE:

The intent and purpose of this Request for Proposal (RFP) is to solicit proposals from qualified sources to establish a multi-year contract through competitive negotiations with one or more qualified contractors to provide cleaning of the exhaust system hoods as outlined herein to the University of Mary Washington (‘UMW’ or ‘the University’), an agency of the Commonwealth of Virginia. It is intended for the resulting contract to include cooperative language for the benefit of all public bodies and other entities referenced herein.

II. ORGANIZATION OVERVIEW:

Founded in 1908, the University of Mary Washington, is a premier, selective, coeducational, public liberal arts institution that offers rigorous academics in small classroom settings, innovative master teachers, a supportive campus community that values honor and integrity, and a civically, socially, and intellectually engaged community.

Located within the Commonwealth of Virginia in Fredericksburg, UMW resides within an hour’s drive of both the nation’s Capital of Washington, D.C. and the State Capital of Richmond, offering students unique opportunities for internships, research excursions, and recreation. The University currently consists of three colleges for Arts and Sciences, Business, and Education, and two additional campuses: one in Stafford, VA and the other in Dahlgren, VA.

For more information about the University of Mary Washington: http://www.umw.edu/about/.

III. BACKGROUND:

Since 2019, the University has contracted the services of five firms, three of which are still active as a result of the prior solicitation. Information regarding the current contracts can be found here:

Cobblestone Public Contract Portal – UCPUMW 19-942.

Below shows the spend data for UCPUMW 19-942 from its initial start date of February 1, 2019 through January 31, 2024. To date, the total spend for the contract is $69,465.00.

UCPUMW 19-942: Cleaning of Exhaust Hood Systems

Contractor 2/1/19 - 1/31/20

2/1/20 - 1/31/21

2/1/21 - 1/31/22

2/1/22 - 1/31/23

2/1/23 – 1/31/24

BVPower Washing $16,085.00 $14,260.00 $14,100.00 $7,050.00 $7,050.00 Underpressure $0.00 $0.00 $0.00 $0.00 $10,920.00 MGJ Enterprizes dba Hoodz $0.00 $0.00 $0.00 $0.00 $0.00 PraisePoint LLC dba Positive Pressure $0.00 $0.00 $0.00 $0.00 $0.00 HFGB Investments dba United Technologies Services $0.00 $0.00 $0.00 $0.00 $0.00

The University will not guarantee any particular usage amount during any period of the resulting contract, nor will it be held responsible in any way if contract usage exceeds or does not meet this estimate.

IV. CONTRACT PARTICIPATION – COOPERATIVE PURCHASING/USE OF AGREEMENT BY THIRD PARTIES:

A. Under the authority of §6 of the Rules Governing Procurement of Goods, Services, Insurance and Construction by a Public Institution of Higher Education of the Commonwealth of Virginia (copy available at https://vascupp.org/rules.pdf), it is the intent of this solicitation and resulting contract(s) to allow for cooperative procurement. Accordingly, any public body (to include government/state agencies, political subdivisions, etc.), cooperative purchasing organizations, public or private health or educational institutions or http://www.umw.edu/about/ https://umw.cobblestonesystems.com/public/SearchResults.aspx?wc=oplYouSJ3cTDS2kwbVIpBwuVm4LIPYbP38muYibr%2fIbq4wcLDr0bQKOaKsBRVNWK10f6QakodSiSIjszBm1x9QfRiWrwQoBRQBBIJPU5EbjsU9g7a2PwNNoVdHZqg7W44OD5fBZmnyC6B2%2bl6z60AxW64WzM8HPPoSQK0JGqd6qEfCfcK0ksUPw1jN1lSIyx https://vascupp.org/rules.pdf any University related foundation and affiliated corporations may access any resulting contract if authorized by the contractor.

B. Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor(s), the resultant contract(s) may be extended to the entities indicated above to purchase goods and services in accordance with the contract terms. As a separate contractual relationship, the participating entity will place its own orders directly with the Contractor(s) and shall fully and independently administer its use of the contract(s) to include contractual disputes, invoicing and payments without direct administration from UMW.

No modification of this contract or execution of a separate agreement is required to participate; however, the participating entity and the Contractor may modify the terms and conditions of this contract to accommodate specific governing laws, regulations, policies, and business goals required by the participating entity. Any such modification will apply solely between the participating entity and the Contractor.

C. UMW 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 UMW 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(s) does not preclude any participating entity from using other contracts or competitive processes as needed.

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

It is the policy of the Commonwealth of Virginia to contribute to establishment, preservation, and strengthening of small businesses and businesses owned by women and minorities and to encourage their participation in State procurement activities. The Commonwealth encourages contractors to provide for the participation of Small (includes Micro) and otherwise Diverse Businesses through partnerships, joint ventures, subcontracts, and other contractual opportunities.

VI. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS:

A. GENERAL PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS:

1. Proposal Requirements - The University reserves the right to:

accept or reject any and all proposals, in whole or in part, received as a result of this RFP, waive minor informalities, issue a lowered evaluation of the proposal for failure to submit all information requested, negotiate with any or all responsible vendors in any manner necessary to serve the best interests of the University, or accept the best proposal as submitted, without negotiation.

Any proposal submitted without a signature binding the Offeror to the proposal will be considered non-responsive and may be rejected. This Request for Proposal creates no obligation on the part of the University to award a contract or to compensate vendors for proposal preparation expenses.

2. Protection of Trade Secrets/Proprietary Information: The Virginia Freedom of Information Act “FOIA” requires release of any procurement documents that are not appropriately marked and protected through the Trade Secrets or Proprietary Information provisions outlined in the paragraphs below.

If the Offeror intends to protect any Trade Secrets or Proprietary Information, they must:

invoke the protection of the Code of Virginia, § 2.2-4342F, in writing, stating the reasons why protection is necessary, and submit, at the same time as the original proposal submission, a separate redacted version of the proposal which contains identical content, but blacks out any protected information not appropriate for public release. If a redacted proposal is not received at the same time as the original proposal, no part of the document may later be protected by the Offeror and restricted from public review.

The designating of an entire proposal document, line item prices and/or total proposal prices as proprietary or as a trade secret is not acceptable. If, after being given reasonable time, the Offeror refuses to withdraw the entire proposal designation as redacted, the proposal will be rejected.

3. Oral Presentations: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the University. This will provide 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 an option of the university and may not be conducted. Therefore, proposals submitted in response to this RFP should not be submitted with the presumption that there will be opportunities to revise that proposal after submission.

4. Number of Proposals Required:

a. If submitting an electronic response via eVA: One (1) original electronic version of the proposal is required and one (1) separate electronic version clearly marked redacted copy must be submitted if required by vendor.

b. If delivering in person OR mailing: One (1) printed original and one (1) electronic media version (Flash Drive) of each proposal is required. Please make sure the electronic version is not password protected without submitting the password or corrupted prior to submitting. One (1) separate printed original and one (1) separate electronic media version (Flash Drive) clearly marked redacted copy must be submitted if required by the vendor.

5. Proposal Formatting and Content: Proposals should be as detailed as possible so that the University of

Mary Washington may properly evaluate the Offeror’s capabilities to provide the required services.

Proposals should be:

Prepared simply and economically, with the ability to be recycled Held together by a simple staple, a binder clip, or a three-ring binder if necessary (semi-permanent or non-recyclable materials, such as plastic combs or spiral wire, are not preferred binding methods per the University’s sustainability initiatives)

Dual-side printed where practical Bound in a single volume where practical Straightforward and concise

6. Limited Contact: To ensure timely and adequate consideration of your proposal, Offerors are to limit all contact, whether verbal or written, pertaining to this RFP to the UMW Procurement Office Contract Officer indicated on the face of this document for the duration of this Procurement process. Failure to do so may jeopardize further consideration of an Offeror’s Proposal.

B. SPECIFIC PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS: Proposals should be as thorough and detailed as possible. Offerors are required to submit the following items within the proposal:

1. Complete and return SIGNED RFP cover page and any addenda. Proposals shall be signed by an authorized representative of the Offeror. Digital signatures are allowed.

2. Provide a brief description and history of the firm, including information detailing experiences and qualifications of the firm to provide this solution, such as number of years in business providing similar solutions to similar entities, preferably in higher education.

3. Submit a complete response to the RFP, in detail, to include the following:

a. Plan and Specific Approach

The Offeror must submit a written statement indicating their understanding of UMW’s requirements of providing kitchen exhaust hood cleaning services to the locations provided within the statement of needs of this RFP.

1) Proposed program plan/cleaning schedule the Offeror may have to provide services and a staffing plan to achieve UMW’s goal of a minimum of two kitchen exhaust hood cleanings per year.

2) Length of time required from date of contract award to commencement of work with a contract implementation in place and adequate and trained personnel on staff and ready for operation.

3) Offeror shall provide samples of invoices, notices and reports offered in their proposal.

b. Capability and Skills

The Offeror shall provide a description of qualifications and skills of the organization and personnel that shall be responsible for performance of the service in accordance with the statement of needs in this RFP.

1) Background information about the organization, e.g., philosophy, ownership and officers/directors.

2) Offeror’s qualifications to perform the service and ability to be flexible with scheduling cleanings around UMW specific breaks/closures to avoid cleanings during peak demand times.

3) Names, qualifications, and experience of key employee(s) who will be associated with performing the services.

4) Proposed staffing for this contract.

5) Description of financial stability and other resources that most adequately ensure delivery of acceptable services to UMW.

6) Provide resumes for key employee(s) who will be assigned to UMW.

4. Complete and return Attachment A: Pricing

5. Complete and return Attachment B: References

6. Complete and return Attachment C: Small Business Subcontracting Plan (if applicable)

7. Complete and return Attachment D: SWaM Subcontracting Spend Reporting (if applicable)

8. Complete and return Attachment E: Proposal Submission Checklist

9. Submit any exceptions the Offering firm takes to the Terms and Conditions as stated in this RFP.

10. Any other information the Offeror believes will help the University evaluate its proposal.

Please review the Proposal Submission Checklist attached to this RFP prior to submission.

VII. STATEMENT OF NEEDS:

The Contractor shall furnish all labor, equipment, supplies, materials, supervision and transportation necessary to clean exhaust system hoods.

1. The Contractor is responsible for ensuring the suppression system is safeguarded from false activation during cleaning. This shall require proper coordination with UMW's Emergency Management and Safety Offices.

2. Cleaning shall be performed in accordance with Virginia Statewide Fire Prevention Code and National Fire Protection Association (NFPA) 96. Cleaning shall be accomplished by using non-flammable grease solvent chemicals, scraping, wire brushing or similar methods and/or by high pressure hot water or high-pressure steam. Flammable solvents or other flammable cleaning aids shall not be used.

Process for Cleaning Exhaust Hoods:

a. Hood

1. All filters shall be removed from the exhaust hood and the hood cleaned with an industrial solution which removes all built up grease. The solution shall then be rinsed from the hood and the hood dried.

2. The exhaust duct will be cleaned similarly to the exhaust hood.

b. Filters

1. All filters will be cleaned with an industrial solution to remove grease, rinsed, completely dried and put back in the exhaust hood assembly.

c. Exhaust Fan

1. Where specified on the Pricing Schedule and a hinge system is present, lift up fan assembly from base/curb, and disconnect the exhaust fan from electric power (if necessary).

2. Remove built up dirt and grease by cleaning with an industrial cleaner.

3. Where applicable, lower fan assembly onto base/curb, reconnect to power source and test.

d. Quality Control

1. The exhaust hoods and fans will be considered cleaned when all built up grease and dust is completely removed and the surfaces do not feel greasy or oily to the touch.

e. Clean Up

1. The Contractor is responsible for cleaning up and dirt or debris caused by their operation and removing debris and all cleaning solution from the facility.

3. Exhaust systems shall be cleaned from filters to final point of exhaust to include all fans, fan housings, scrolls, squirrel cages, and duct systems. The entire system shall be completely cleaned to expose the metal surfaces of the interiors of ductwork, fan, hoods, filters and other appurtenances. The Contractor is not responsible for replacing fan assembly electrical components, unless damage is caused by the Contractor.

4. The Contractor shall perform service within 10 calendar days after notification from the Contract Administrator. All cleanings will be performed when the kitchens are not in operation. A current list of hoods, filters and fans in the various units are identified below:

a. Woodard Hall: 2 hoods, 12 filters, 2 fans

b. Cedric Rucker University Center (CRUC), 1st Floor: 1 four-bank island hood, 32 filters

c. CRUC, 2nd Floor: Panera (currently) with 1 hood, 2 filters

d. CRUC, 4th Floor:

#1 – 1 hood, 3 filters

#2 – Double island hood, 14 filters

#3 – Single hood, 3 filters and a single hood, 10 filters

#4 – Single hood, 16 filters and a single hood with 4 filters

#5 – Single hood, 4 filters

#6 – Double pizza hood, 4 filters

#7 – 2 single hoods, 6 filters (3/each)

#8 – Single hood, 3 filters

e. CRUC, Rooftop: 22 rooftop fans

UMW reserves the right to modify this list and to add additional items as the need arises.

5. The Contractor shall be responsible for ensuring that all electrical switches, detection devices, and system components which may be accidentally activated are locked, pinned, or protectively sealed or covered.

When the cleaning is completed, the Contractor shall be responsible for returning all electrical switches, detection devices and system components to an operable state. Cover plates shall be replaced. Dampers and diffusers shall be positioned for proper airflow.

6. The contractor is responsible for working safely while on site, adhering to all safety standards, regulations, and policies, and creating no additional hazards or unsafe environments at any time while on campus.

7. The Contractor shall take precautions to protect all areas surrounding the service area from damage during the cleaning process. This includes furnishings, carpet, equipment and structural components. Care shall be taken not to apply cleaning components on fusible links or other detection devices of the automatic extinguishing system. The Contractor shall protect roofing system materials to prevent any damage to the roof caused from steam and/or hand cleaning, or dismounting the fan assemblies from their foundations.

8. The Contractor shall be responsible for cleaning up all work areas. The Contractor shall collect and remove all materials used in cleaning and all grease removed from the system. The Contractor shall ensure that all debris is removed from UMW premises and properly and legally disposed of. The surrounding work areas shall be returned to its original state of cleanliness upon completion of the exhaust system cleaning.

Any area damages caused by the Contractor shall be repaired at the Contractor's expense.

9. The Contractor shall remove all moisture from the duct systems. Any area damaged by steam or water shall be repaired at the Contractor's expense.

10. The Contractor shall not apply any type material to any area of the exhaust system after cleaning has been completed.

11. Upon completion of each grease removal service, the Contractor shall tag the hood. Each tag shall be removed and include the following information: date of cleaning, location, and signature of employee providing the service. Failure to provide the tag may result in delayed/denied payment. UMW and the Contractor may inspect each exhaust system to ensure compliance. The Contractor shall immediately correct any non-compliance at the Contractor's expense.

12. Each time a hood is serviced, the Contractor shall have a form (supplied by the Contractor) signed by an authorized UMW representative which signifies that service was provided. One copy of the form shall be retained by the Contractor and one copy shall be left with UMW.

13. The Contractor shall inspect ducts and systems after cleaning. Any defects or items not in accordance with code shall be detailed in a written report to the Contract Administrator.

14. In the event the Contractor determines an access panel is required in a certain area, a written justification requesting the installation of that panel shall be provided for approval from the Contract Administrator.

Justification shall include location, size of opening, panel material, and suggested method of installation fastening.

15. The Contractor's employees shall be qualified through factory or equivalent training. UMW reserves the right to reject the Contractor's employees who are not adequately qualified to perform the work.

16. All employees and vehicles of the Contractor shall be readily identifiable. Employees who have access to a UMW building may be screened by Campus Police. Contractor shall perform background checks on all employees assigned to work on UMW property. Employees shall observe and comply with all regulations of UMW; failure to observe such regulations will be grounds for removal from campus.

17. The Contractor's vehicles parked on UMW campus must be registered with UMW Parking Services and display a valid Contractor's parking pass. The Contractor shall be aware that vehicles parked on UMW Campus without a parking pass or permit are subject to ticketing and fines. In no event shall a contractor park in a Visitor Parking Space.

18. Additional Cleaning Services – UMW may call upon the Contractor to provide similar cleaning services (i.e., pressure washing) for other projects beyond the hood cleaning services outlined herein.

VIII. CONTRACT ADMINISTRATION:

A. The Director of Emergency Management and Safety, or designee, shall be identified by the University as the Contract Administrator and shall use all powers under the contract to enforce its faithfulness and performance in conjunction with the University’s Procurement Services department.

B. The Contract Administrator 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 shall not have authority to approve changes in the services which alter the concept or which call for an extension of the contract term. Any modifications made to the contract must be authorized by the University’s Procurement Services Department through a written two-party modification to the contract.

IX. EVALUATION AND AWARD CRITERIA:

A. Evaluation Criteria - Proposals shall be evaluated by the University of Mary Washington Evaluation Committee using the following criteria:

Criteria Point Value Plan and Specific Approach: The extent to which the response meets the requirements of the RFP and the extent to which the Offeror is likely to be able to achieve UMW’s desired results.

Capability and Skills: Range of services provided and factors influencing the delivery of services, such as capability, operating history, ability to start immediately, scheduling flexibility, etc.

Pricing: Firm fixed prices must be submitted on Attachment A. 30 References: Three (3) references (no older than three years) of clients, preferably in higher education, with whom comparable services has been performed. This must be submitted on Attachment B.

Small Business Subcontracting Plan: Attachment C and/or SWaM Certification 5 Total 100

X. GENERAL TERMS AND CONDITIONS:

Please refer to the link to follow regarding Required General Terms and Conditions of this Solicitation which are a mandatory part of the resulting contract: https://adminfinance.umw.edu/procurement/umw-terms-conditions/ https://adminfinance.umw.edu/procurement/umw-terms-conditions/

XI. SOLICITATION SPECIAL TERMS AND CONDITIONS:

ACCEPTANCE PERIOD: Any offer in response to this solicitation shall be valid for one hundred twenty (120) days.

At the end of the one hundred twenty (120) days the offer may be withdrawn at the written request of the offeror.

If the offer is not withdrawn within 10 calendar days at the end of the stated Acceptance Period, the offer shall remain in effect, as-is, until an award is made, or the solicitation is canceled. If the offer specifies an alternative acceptance period than the one written here, the acceptance period shall be the longer of the two dates.

ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract resulting from a competitive solicitation process for any dollar value, or sole source procurement, the University will publicly post such notice on the DGS/DPS eVA VBO (www.eva.virginia.gov) for a minimum of 10 days.

AWARD – RFP: Selection shall be made of one 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 Proposals, including price, if so stated in the Request for Proposals. 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 agency shall select the offeror(s) which, in its opinion, has offered the best overall combination of quality, price and various elements of required goods/services, as stated in the solicitation, which in total are optimal relative to the agency’s need, and shall award the contract to that offeror(s). The University may cancel this Request for Proposal, 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 (Governing Rule §16). Should the University 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, or if in the sole opinion of the University it is in the University’s best interest to award to only one offeror, a contract may be negotiated and awarded to that Offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated. The University, in its sole opinion, reserves the right, if determined to be in the best interest of the University, to make: a separate award of each item, an award of a group of items, an award either in whole or in part, a single award, or a multiple award.

CONTROLLING VERSION: The PDF version of the solicitation and any addenda issued by University of Mary Washington Procurement Services is the mandatory controlling version of the document. Any modification and/or additions to the solicitation by the Offeror shall not modify the official version of the solicitation issued by UMW Procurement Services unless accepted in writing by the University. Such modifications or additions to the solicitation by the Offeror may be cause for rejection of the proposal; however, UMW reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a proposal. If the modifications or additions are not identified until after the award of the contract, the controlling version of the solicitation document shall still be the official state form (PDF) issued by UMW Procurement Services.

DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not currently debarred by the Commonwealth of Virginia or any affiliated agency from submitting a response for the type of goods and/or services covered by this solicitation. Vendor further certifies that they are not debarred from filling any order or accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the Commonwealth of Virginia. If a vendor is created or used for the purpose of circumventing a debarment decision against another vendor, the non-debarred vendor will be debarred for the same time period as the debarred vendor.

http://www.eva.virginia.gov/

EXTRA CHARGES PROHIBITED: The bid or proposal price shall be complete; and shall include all applicable freight and any other charges; extra charges invoked by the Contractor shall not be honored or paid. These charges, for example, shall include but not be limited to fees invoked by the vendor for the use of the credit card for payment of invoices, or any order-associated eVA fees.

IDENTIFICATION OF PROPOSAL ENVELOPE – IF PHYSICALLY DELIVERED: The signed bid/proposal must be submitted in a separate sealed envelope or package. The envelope or package should be addressed as directed on Page 1 of the solicitation. If not hand-delivered, the bidder/offeror takes the risk that the envelope, even if marked as described below, may be inadvertently opened and the information compromised which may cause the bid/proposal to be disqualified. Bids/Proposals may be hand-delivered to the address listed on Page 1 of the solicitation. No other correspondence or bids/proposals should be placed in the envelope.

Name of Offeror

Proposal Due Date & Time

UMW RFP Number

UMW RFP Title

Street #/Name or P.O. Box # City, State and Zip Code

INSURANCE: By signing and submitting a bid or proposal under this solicitation, the bidder or offeror certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers’ compensation insurance in accordance with §25 of the Rules Governing Procurement – Chapter 2, Exhibit J, Attachment 1, and 65.2-800 et seq. of the Code of Virginia. The bidder or offeror further certifies that the contractor and any subcontractors will maintain these insurance coverages during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

MINIMUM INSURANCE COVERAGES AND LIMITS REQUIRED FOR MOST CONTRACTS:

1. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer. Contractors who fail to notify the Commonwealth of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

2. Employer’s Liability - $100,000.

3. Commercial General Liability - $1,000,000 per occurrence and $2,000,000 in the aggregate. Commercial

General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. The Commonwealth of Virginia must be named as an additional insured and so endorsed on the policy.

LATE PROPOSALS: To be considered for selection, proposals must be received at the address listed on Page 1 of the solicitation no later than the designated date and hour. The official time used in the RFP is that time on the automatic time stamp machine in the location listed on Page 1 of the solicitation. Proposals received at this location after the date and hour designated are automatically disqualified and will not be considered. It is the sole responsibility of the Offeror to ensure that its proposal reaches the designated receipt location no later than the assigned date and hour.

PREBID/PRE-PROPOSAL CONFERENCE – OPTIONAL: An optional pre-proposal conference will be held at 10:00 AM on April 12, 2024 at a TBD location on campus based on RSVP responses. The purpose of this conference is to allow potential offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation. While attendance at this conference will not be a prerequisite to submitting a proposal, offerors who intend to submit a proposal are encouraged to attend. Bring a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

PRIME CONTRACTOR RESPONSIBILITIES: The contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that he may utilize, using his best skill and attention.

Subcontractors who perform work under this contract shall be responsible to the prime contractor. The contractor agrees that he is as fully responsible for the acts and omissions of his subcontractors and of persons employed by them as he is for the acts and omissions of his own employees.

PROCUREMENT MANUAL: This solicitation and any resulting contract is subject to the provisions of the Commonwealth of Virginia Procurement Manual for Institutions of Higher Education and their Vendors and any revisions thereto, which are hereby incorporated into this contract in their entirety. The manual may be viewed at http://vascupp.org.

QUALIFICATION OF OFFERORS: UMW may make such reasonable investigations as deemed proper and necessary to determine the ability of the Offeror to perform the services and the Offeror shall furnish to UMW all such information and data for this purpose as may be requested. UMW reserves the right to inspect the Offeror’s physical facilities prior to award to satisfy questions regarding the Offeror’s capabilities. UMW further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such Offeror fails to satisfy UMW that such Offeror is properly qualified to carry out the obligations of the Contract and to provide the services contemplated herein.

RECYCLING POLICY: It shall be the policy of the University of Mary Washington to support and encourage conservation and recycling efforts by vendors, students, faculty and staff, where possible.

SOLICITATION COMMUNICATIONS: From the date of issue of this RFP by the University until an official award or intent to award is issued, or when the University rejects all proposals, all communications regarding information related to the solicitation must be through Procurement Services. Any contact with individuals outside of Procurement regarding information related to the solicitation may result in the rejection of any Offeror’s proposal and/or cancellation of this RFP.

TAXES: Sales to the Commonwealth of Virginia are normally exempt from State sales tax. State sales and use tax certificates of exemption, Form ST-12, will be issued upon request. Deliveries against this contract shall usually be free of Federal excise and transportation taxes. The Commonwealth’s excise tax exemption registration number is 54-73-0076K.

UNDERSTANDING OF REQUIREMENTS: Your signature on your bid/proposal submission certifies your understanding of the following:

1. It is the responsibility of each offeror to inquire about and clarify any requirements of this solicitation that is not understood. The University will not be bound by oral explanations as to the meaning of specifications or language contained in this solicitation.

http://vascupp.org/

2. Therefore, all inquiries deemed to be substantive in nature regarding the specifications or other solicitation documents must be in writing and submitted to the responsible Contract Officer, whose name appears on the face of the solicitation, in the Procurement Services Office no later than five business days before the due date. Offerors must ensure that written inquiries reach the Contract Officer by the date stated in RFP.

A copy of all queries and the respective response will be provided in the form of an addendum.

3. Your signature on your proposal and submission thereof certifies that you fully understand the requirements of this solicitation and have familiarized yourself with all federal, state and local laws, ordinances, rules, and regulations that may affect the cost, progress, or performance of the work. Failure or omission of any Offeror to receive or examine any form, instrument, addendum or other documents, or to acquaint itself with conditions existing at the site, shall in no way relieve the vendor from any obligations with respect to its proposal submission or to the contract.

XII. CONTRACT SPECIAL TERMS AND CONDITIONS:

ADDITIONAL (FUTURE) GOODS & SERVICES: The University reserves the right to request from the contractor to provide additional Goods and/or Services under similar and market-based pricing, terms, and conditions, and to make modifications or enhancements to existing services. Additional Goods and Services may include other products, components, accessories, subsystems or related services that are newly introduced during the term of the Agreement. Newly introduced additional Services will be provided to the University at favored nations pricing, terms, and conditions.

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

CANCELLATION OF CONTRACT: The University reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon sixty (60) days’ written notice to the Contractor. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform all outstanding orders issued prior to the effective date of cancellation. The Contractor shall be entitled to receive full compensation for all University-accepted services performed and/or goods received prior to the effective date of contract termination.

Contractor shall not be entitled to, and hereby waives claims for lost profits and all other damages and expenses.

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

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

2. The University may order changes within the general scope of the contract at any time by written notice to the contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The contractor shall comply with the notice upon receipt. The contractor shall be compensated for any additional costs incurred as the result of such order and shall give the University a credit for any savings. Said compensation shall be determined by one of the following methods:

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

b. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the contractor accounts for the number of units of work performed, subject to the

University’s right to audit the contractor’s records and/or to determine the correct number of units independently; or

c. By ordering the contractor to proceed with the work and keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The contractor shall present the University with all vouchers and records of expenses incurred and savings realized. The University shall have the right to audit the records of the contractor as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to the University within thirty (30) days from the date of receipt of the written order from the University. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for resolving disputes provided by the Disputes Clause of this contract or, if there is none, in accordance with the disputes provisions of the Commonwealth of Virginia Manual for Institutions of Higher Education and Their Vendors. Neither the existence of a claim nor a dispute resolution process, litigation or any other provision of this contract shall excuse the contractor from promptly complying with the changes ordered by the University or with the performance of the contract generally.

CONFIDENTIALITY OF PERSONALLY IDENTIFIABLE INFORMATION: The contractor assures that information and data obtained as to personal facts and circumstances related to faculty, staff, students or others will be collected and held confidential, during and following the term of this agreement, and will not be divulged without the individual’s and the University’s written consent and only in accordance with federal law or the Code of Virginia.

Contractors who utilize, access, or store personally identifiable information as part of the performance of a contract are required to safeguard this information and immediately notify the University of any breach or suspected breach in the security of such information. Contractors shall allow the agency to both participate in the investigation of incidents and exercise control over decisions regarding external reporting. Contractors and their employees working on this project may be required to sign a confidentiality statement.

CONTINUITY OF SERVICES:

1. The Contractor recognizes that the services under this contract are vital to the University and must be continued without interruption and that, upon contract expiration, a successor, either the University or another contractor, may continue them. The Contractor agrees:

i. To exercise its best efforts and cooperation to affect an orderly and efficient transition to a successor;

ii. To make all University owned facilities, equipment, and data available to any successor at an appropriate time prior to the expiration of the contract to facilitate transition to successor; and

iii. That the University Contracting Officer shall have final authority to resolve disputes related to the transition of the contract from the Contractor to its successor.

2. The Contractor shall, upon written notice from the Contract Officer, furnish phase-in/phase-out services for up to ninety (90) days after this contract expires and shall negotiate in good faith a plan with the successor to execute the phase-in/phase-out services. This plan shall be subject to the Contract Officer’s approval.

3. The Contractor shall be reimbursed for all reasonable, pre-approved phase-in/phase-out costs (i.e., costs incurred within the agreed period after contract expiration that result from phase-in, phase-out operations) and a fee (profit) not to exceed a pro rata portion of the fee (profit) under this contract.