Request for Proposal

RFP# 26-2127

International & Education Abroad Insurance Services

June 22, 2026 https://vascupp.org/

A VASCUPP™ Member Institution Issued by Procurement Services

Fredericksburg, Virginia https://vascupp.org/

Page 2 of 26 1301 College Avenue procure@umw.edu Revised June 2024 Fredericksburg, VA 22401-5300 adminfinance.umw.edu/procurement

SEALED REQUEST FOR PROPOSAL (RFP)

ISSUE DATE: Monday, June 22, 2026

RFP NUMBER & TITLE: RFP 26-2127 - International & Education Abroad Insurance Services

PROPOSAL DUE DATE & TIME:

MONDAY, JULY 20, 2026 @ 2:00 PM EST

NOTE: Proposals received after the due date and time, as determined by the electronic time stamp generated by the eVA system, cannot be accepted.

PROPOSAL DELIVERY ADDRESS:

Proposals shall be submitted electronically via the Commonwealth of Virginia’s eVA system in accordance with the instructions provided in this solicitation.

Reference RFP 26-2127

WORK LOCATION:

COMMODITY CODE(S):

☒ All Campuses ☐ Fredericksburg ☐ Stafford ☐ Dahlgren

95301, 95348, 95352

PRE-PROPOSAL CONFERENCE: ☐ Optional ☐ Mandatory ☒ N/A

CONTRACT OFFICER: Jennifer Buist EMAIL: jbuist@umw.edu

PERIOD OF CONTRACT: November 24, 2026 – November 23, 2027, with Nine (9) One-Year Renewals

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 made 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:

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

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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 Monday, July 6, 2026 @ 2 PM EST. Responses will be posted as an addendum on eVA.

II. PROPOSAL RECEIPT REQUIREMENTS: Proposals for furnishing the goods/services described herein must be submitted electronically via the Commonwealth of Virginia’s eVA Procurement Portal. Physical submissions will not be accepted. It is the responsibility of the Offeror to ensure that the proposal is submitted through eVA and received on time.

A. Late proposals cannot be accepted.

B. Offerors should verify successful submission in eVA prior to the deadline.

C. UMW requires the inclusion of a clearly marked redacted proposal to be uploaded in eVA if any portion of the Offeror’s proposal contains proprietary information.

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

IV. PUBLIC RELEASE OF INFORMATION: UMW utilizes a Public Contracts Portal (Cobblestone) for posting of procurement documents, including winning proposals. Further, if the resulting contract includes cooperative language, the VASCUPP public portal will be used to house relevant procurement documents, including winning Offeror ’s proposal.

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

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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.

PROPOSAL SUBMISSION CHECKLIST

B.

PRICING PROPOSAL (MUST BE SUBMITTED W/ PROPOSAL)

C.

SMALL BUSINESS SUBCONTRACTING PLAN (MUST BE SUBMITTED W/ PROPOSAL)

D.

SWAM SPEND REPORTING (Informational Only)

E.

INTERNATIONAL INSURANCE HISTORICAL DATA (Informational Only)

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.

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I. PURPOSE:

The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish contracts with qualified sources through competitive negotiation for provision of insurance services for Inbound International and Education Abroad Program Participants for the University of Mary Washington and other institutions per the cooperative procurement clause. Providers for both inbound International and outbound Education Abroad Program participants are required, but the University will consider proposals from providers that can offer one or the other, or both. The University reserves the right, in its best interest, to issue a multiple award.

II. ORGANIZATION OVERVIEW:

The University of Mary Washington (UMW), founded in 1908 and located in Fredericksburg, Virginia, is ranked as a top 10 public liberal arts college nationally in U.S. News and focuses on what matters. Students develop interests into thriving careers through research projects, internships, study abroad programs, community service, and employment opportunities — experiences that turn inspiration into professional success. Mary Wash offers more than 100 majors, minors, and programs; 150+ student organizations and clubs; and NCAA Division III Athletics.

Perfectly positioned between Washington, D.C., and Richmond, VA, UMW provides a top-notch curriculum, a close-knit campus community, and a prime location. Learn more at umw.edu.

III. BACKGROUND:

The University provides numerous opportunities for customized education abroad programs for study abroad, foreign language immersion, conservation, volunteerism, service learning, academic research, etc., each year. The University also enrolls students from a wide source of diverse locations around the globe. Health insurance is a University and, in some cases, a federal requirement, although UMW does not participate in a hard waiver program.

In order to monitor and ensure insurance purchase, the University advance pays for international students’ insurance premiums, and invoices the students accordingly.

A. Currently, the University provides services to participating students through a University of Mary Washington (UMW) contract with Council on International Educational Exchange, Inc. (CIEE, Inc.), which is available for use through the Virginia Association of State College and University Purchasing Professionals (VASCUPP) cooperative.

B. Please refer to the solicitation attachments for historical data related to spend against the current contract.

These figures are estimated and provided for informational purposes only. The University makes no express or implied guarantee of any particular spend or usage under any contract resulting from this solicitation and shall not be held responsible if actual usage exceeds or does not meet these estimates.

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 on the VASCUPP Website), 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 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 https://umw.edu/ https://umw.edu/ https://vascupp.org/sites/vascupp/files/2022-06/Governing%20Rules_with_foreword_final_May_2022.pdf https://vascupp.org/sites/vascupp/files/2022-06/Governing%20Rules_with_foreword_final_May_2022.pdf

Page 6 of 26 1301 College Avenue procure@umw.edu 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.

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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 proprietary and/or confidential, 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 the proposal after submission.

4. Number of Proposals Required: Vendors shall submit one (1) complete electronic proposal through eVA by the date and time specified in this solicitation. Paper or physical media submissions will not be accepted.

All proposal documents must be uploaded in eVA in a non‑corrupted, readable format and must not be password protected, unless the password is provided at the time of submission. If a redacted copy of the proposal is required, the vendor shall submit one (1) separate electronic redacted copy through eVA, clearly labeled “Redacted,” in addition to the complete proposal.

5. Proposal Formatting and Content: Proposals should be as detailed as necessary to enable the University of Mary Washington to properly evaluate the Offeror’s capabilities to provide the required services.

Proposals shall be:

• Prepared simply and economically, with attention to minimizing unnecessary content and file size.

• Submitted electronically through eVA in commonly used, readable file formats.

• Organized in a clear and logical manner.

• Straightforward and concise, while fully addressing all solicitation requirements.

• Formatted to facilitate electronic review, including the use of bookmarks, headings, or tables of contents where appropriate.

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. Proposals shall be signed by an authorized representative of the Offeror.

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:

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a. Offeror shall specify the A.M. Best rating (or equivalent) for the insurance carrier(s) underwriting the proposed plans. If multiple carriers are used, ratings for each must be provided.

b. Address all requirements of the RFP as outlined in the Statement of Work/Needs. Responses should be organized in the same order as the RFP requirements and clearly demonstrate how the Offeror meets or exceeds each requirement. Failure to address a requirement may result in a lower evaluation score.

c. Provide a detailed cost proposal including all applicable pricing for plans, coverage levels, and optional services. Pricing should be clearly structured and include, at a minimum:

1. Rates by coverage type (inbound, outbound, faculty/staff, etc.)

2. Pricing methodology (e.g., per participant, daily rate, monthly, or program-based)

3. All optional add-ons or rider costs

4. Any administrative, service, or implementation fees

5. Volume discounts or tiered pricing, if applicable

All pricing must be presented in a clear and consistent format to facilitate evaluation.

d. Provide a list of higher education and/or governmental clients for whom the Offeror has provided similar services within the past three (3) years. Include the following information for each client:

1. Institution name

2. Type of services provided

3. Duration of relationship

4. Approximate size of program (e.g., number of participants or covered individuals)

5. Any relevant experience with Virginia institutions, if applicable

e. If any portion of the services described in this RFP will be provided by third parties, subcontractors, or partner organizations, the Offeror shall identify each entity and clearly describe their role. This includes, but is not limited to:

1. Insurance carrier(s)/underwriter(s)

2. Claims administrator(s)

3. Travel assistance or emergency services provider(s)

The Offeror should describe the relationship with each entity and how services will be coordinated.

f. Describe the Offeror’s business operations and service delivery model as it relates to the services outlined in this RFP. Include an overview of how services will be managed, supported, and delivered to the University.

g. Identify key personnel who will be assigned to support the University, including a primary point of contact. Provide resumes or summaries of qualifications and relevant experience for each individual, and clearly define their roles and responsibilities.

h. Describe how the Offeror ensures compliance with all applicable federal, state, and local laws and regulations relevant to the services described in this RFP. This should include, but is not limited to, insurance regulatory compliance, visa-related insurance requirements (e.g., J-1), data privacy/security standards, and claims processing requirements.

i. Provide information regarding any additional or value-added services not specifically described in the Scope of Work that may benefit the University. Include a description of the service, its potential value, and any associated costs, if applicable.

j. Provide a detailed description of the Offeror’s emergency operations and communications capabilities. This should include, at a minimum:

1. 24/7 emergency assistance and support services

2. Communication methods for alerts and notifications (e.g., email, SMS, mobile applications)

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3. Access to real-time travel alerts and risk monitoring

4. Emergency response procedures, including medical and security evacuation coordination

5. Ability to support the University with locating and communicating with participants during emergencies Offerors are encouraged to describe any mobile applications, tracking tools, or additional technologies available to support emergency communications and participant safety.

k. Provide a Pricing Proposal in accordance with Attachment B.

l. Complete and return Attachment C – Small Business Subcontracting Plan

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

n. 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 University of Mary Washington (UMW), through its Center for International Education, requires insurance services for inbound international participants and education abroad program participants. These services shall be provided by a qualified firm with demonstrated experience delivering insurance and claims services to institutions of higher education within the international and education abroad healthcare market.

The selected Offeror(s) shall provide services as outlined below. Offerors must furnish a detailed response within their proposal, specifically addressing each requirement.

A. All Insured; Requirements:

1. Cost:

The proposal must detail all costs to the student and/or University, including all available coverage options.

a. Plans should be structured to include a zero deductible, where possible.

b. The proposal must provide pricing for all available enrollment categories, including but not limited to: Student, Student/Spouse, Student/Child, Student/Family, and Student/Children.

2. Age Limitations:

a. For outbound education abroad participants, pricing should be consistent across all age groups, and no age limitations should apply.

b. For inbound international participants, the typical age range at UMW is 18–24 for F-1 visa, degree-seeking students.

3. Pre-Existing Conditions:

The University prefers that pre-existing condition exclusions do not apply. However, Offerors must clearly describe any applicable pre-existing condition limitations, including applicable timeframes and conditions.

4. Prescription Drug Coverage:

Coverage must be available for both inbound international and outbound education abroad participants.

5. Athletic Injuries:

a. Policies must provide appropriate medical coverage for athletic injuries, including those arising from amateur, interscholastic, club/intramural, and NCAA-level activities. Coverage limits should meet or exceed industry standards and institutional risk management expectations.

b. Athletic injury coverage should be included in the standard policy; however, it may be offered as an optional rider or add-on.

6. Dental Coverage

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Dental coverage options must be available for both inbound international and outbound education abroad participants. Coverage should include routine services for inbound participants and, at a minimum, emergency dental coverage for outbound students, faculty, and staff.

7. Customer Support:

A responsive, toll-free telephone number must be available to inbound international and outbound education abroad participants, as well as to parents or family members (as applicable), University faculty and staff, and Center for International Education (CIE) personnel.

8. Claims Processing:

The Offeror must provide a clear, written procedure outlining the timely and accurate processing of claims.

9. Account Support:

The Offeror must provide designated representative(s) to assist with claims processing, payments, issue resolution, forms preparation, and requests for information.

10. Premium Structure:

Premium rates should be consistent regardless of age or sex, where feasible. Evidence of insurability shall not be required. Coverage provided under the policy shall be primary.

11. Proration of Coverage:

Insurance rates must be prorated from the initial enrollment date on a monthly basis through the policy expiration date, which shall be midnight on July 31 of each year unless otherwise specified.

12. Reporting Requirements:

Monthly reports must be provided to the University, including enrollment data and claims activity, with expenses broken down by category. Reports should also identify and summarize denied claims.

13. Policy Updates:

Any adjustments to premiums and/or changes to policy language must be submitted to the University’s Office of Risk Management by February 1 of each renewal year, along with appropriate supporting documentation.

14. Regulatory Compliance:

The insurance policy must be filed and approved in the Commonwealth of Virginia and must comply with all applicable federal and Virginia insurance regulations. Policies issued through out-of-state trusts or association plans are not acceptable.

15. Marketing and Enrollment Materials:

The Offeror shall provide examples of brochures, applications, enrollment materials, and any related marketing or informational materials with the proposal.

16. Reporting Samples:

The Offeror shall provide examples of annual reports demonstrating the type of usage and program data that will be provided to the University.

17. Additional Services:

The Offeror should describe any additional or value-added services that may benefit the University’s programs.

a. Examples may include innovative methods to monitor enrollment and ensure required coverage and payment compliance for participants.

B. Inbound International Participants – Specific Requirements:

1. Coverage for F-1 Students:

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Coverage options must be available for F-1 visa, degree-seeking students. While federal regulations do not require insurance coverage for F-1 students, the University requires access to appropriate coverage options.

2. J-1 Visa Compliance:

Insurance policies for inbound J-1 participants must meet or exceed the minimum requirements established by U.S. Department of State regulations (22 C.F.R. § 62.14).

3. Domestic Plan Options:

Inbound international participants may consider domestic insurance plans (i.e., plans designed for U.S.

residents), even though such plans may not include benefits such as repatriation of remains or medical evacuation. Offerors should include these plans as an option, where appropriate.

4. Plan Options and Flexibility:

Offerors should provide a range of plan options for F-1 students, including, where available, high-deductible, low-premium options.

5. Minimum Coverage Levels (J-1 Participants):

For participants subject to J-1 visa requirements, policies must meet or exceed the following minimum coverage levels:

a. $100,000 per accident or illness

b. $25,000 for repatriation of remains

c. $50,000 for emergency medical evacuation

6. Open Enrollment Period:

An Open Enrollment Period should be available for inbound international participants from August 1 through September 15 of each policy year. During this period:

a. Claims submitted for injury or sickness should be eligible for coverage if the participant enrolls by September 15.

b. Premiums and benefits should be applied retroactively to an August 1 effective date.

7. Enrollment After Open Enrollment:

Offerors should allow inbound international participants to enroll after the Open Enrollment Period, with premiums prorated based on the enrollment date.

8. Eligibility for Coverage:

All international participants sponsored by the University under F or J visa status must be eligible for coverage under the plan. This includes, but is not limited to, students participating in internships or Optional Practical Training (OPT), as well as visiting researchers and other University-sponsored participants in J status.

a. F-1 students should not be required to maintain coverage beyond their date of graduation.

C. Outbound / Education Abroad – Specific Requirements:

1. Core Coverage:

Plans for international medical insurance must include comprehensive coverage for accident and illness and should include a zero deductible, where possible. Coverage should also include mental health services.

2. Minimum Coverage Levels:

Plans for education abroad participants, faculty, and staff must clearly identify coverage limits for accident and illness. Coverage levels should meet or exceed industry standards for higher education international programs.

3. Payment Method:

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Proposals should reflect the University’s preference for a direct-bill payment protocol rather than reimbursement.

4. Enrollment Flexibility:

Enrollment should be permitted at any time throughout the year for education abroad participants, faculty, and staff.

5. Enrollment Duration Options:

Education abroad participants, faculty, and staff should be able to enroll in coverage on a weekly or monthly basis.

6. Online Enrollment System:

Offerors must provide an online enrollment system that allows participants to complete registration, receive confirmation, and access or print identification cards and coverage documentation within a short time period.

7. Enrollment Materials:

Identification cards and policy documentation must be provided to all enrolled participants within forty-eight (48) hours of enrollment.

8. Required Coverage Components:

Plans must include, at a minimum:

a. Routine and emergency medical coverage

b. Accidental death and dismemberment

c. Emergency medical evacuation

d. Emergency medical reunion

e. Repatriation of mortal remains

9. Additional Coverage and Services:

Plans should include:

a. Evacuation coverage for political unrest

b. Evacuation coverage for natural disasters

c. Risk management and advisory services, including international situation monitoring, emergency alerts, participant tracking, and a user-friendly mobile application compatible with major platforms

VIII. CONTRACT ADMINISTRATION:

A. The Director of The Center for International Education, 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.

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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 Offeror’s capability – Experience based on provided resume(s) of personnel proposed, client recommendations/references

Quality of proposal – addresses UMW requirements, specific plans or methodology to be used to provide the services

Service Delivery and Support – approach to account management, claims support, communication, and overall service model

Pricing and Cost Structure 15 Small Business Subcontracting Plan 5 Total 100

X. GENERAL TERMS AND CONDITIONS:

The following terms and conditions shall apply to all procurements as required by Commonwealth of Virginia Law or University of Mary Washington policy for goods and services. These terms may be negotiable only through the University’s legal counsel.

A. ANTI -DISCRIMINATION: By submitting their bids or proposals, bidders or offerors certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 10 of the Rules Governing Procurement, Chapter 2, Exhibit J, Attachment 1 (available for review on the UMW Website). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (§6 of the Rules Governing Procurement).

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

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

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

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

3. Notices, advertisements and solicitations placed in accordance with federal law, rule or http://adminfinance.umw.edu/procurement/vendors-2/swam-reporting/ http://adminfinance.umw.edu/procurement/vendors-2/swam-reporting/

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4. If the contractor employs more than five employees, the contractor shall:

i. provide annual training on the contractor's sexual harassment policy to all supervisors and employees providing services in the Commonwealth, except such supervisors or employees that are required to complete sexual harassment training provided by the Department of Human Resource Management, and

ii. post the contractor's sexual harassment policy in (a) a conspicuous public place in each building located in the Commonwealth that the contractor owns or leases for business purposes and (b) the contractor's employee handbook.

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

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

C. ASSIGNMENTOF CONTRACT: A contract shall not be assignable by the contractor in whole or in part without the written consent of the Commonwealth.

D. AUDIT: The Contractor hereby agrees to retain all books, records, and other documents relative to this contract for at least five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The Agency, its authorized agents, and/or State auditors shall have full access to, and the right to examine any of said materials during said period.

E. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the agency shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

F. DEBARMENT STATUS: By submitting their bids or proposals, bidders or offerors certify that they are not currently debarred by the Commonwealth of Virginia from submitting bids or proposals on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

G. ETHICS IN PUBLIC CONTRACTING: By submitting their bids or proposals, bidders or offerors certify that their bids or proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other bidder or offeror, supplier, manufacturer or subcontractor in connection with their bid or proposal, and that they have not conferred with any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

H. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION, CONTRACTS, AND ORDERS: The eVA Internet electronic procurement solution website portal, streamlines and automates government purchasing activities in the Commonwealth. The eVA portal is the gateway for vendors to conduct business with state agencies and public bodies. All vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet eProcurement solution by completing the free eVA Vendor Registration. All bidders or offerors must register in eVA and pay the Vendor

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Transaction Fees specified below; failure to register will result in the bid/proposal being rejected.

Vendor transaction fees are determined by the date the original purchase order is issued and the current fees are as follows:

1. Effective July 1, 2014, the Vendor Transaction Fees are:

1. DSBSD-certified Small Businesses: 1%, capped at $500 per order.

2. Businesses that are not DSBSD-certified Small Businesses: 1%, capped at $1,500 per order.

The specified vendor transaction fee will be invoiced, by the Commonwealth of Virginia Department of General Services, approximately 30 days after the corresponding purchase order is issued and payable 30 days after the invoice date. Any adjustments (increases/decreases) will be handled through purchase order changes.

I. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By entering into a written contract with the Commonwealth of Virginia, the Contractor certifies that the Contractor does not, and shall not during the performance of the contract for goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

J. NONDISCRIMINATION OF CONTRACTORS: A bidder, offeror, or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, national origin, age, disability, faith-based organizational status, any other basis prohibited by state law relating to discrimination in employment or because the bidder or offeror employs ex-offenders unless the state agency, department or institution has made a written determination that employing ex-offenders on the specific contract is not in its best interest. If the award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider.

K. PRECEDENCE OF TERMS: These Mandatory General Terms and Conditions and the Commonwealth of Virginia Procurement Manual for Institutions of Higher Education and their Vendors, shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

L. PRICE CURRENCY: Unless stated otherwise in the solicitation, bidders or offerors shall state bid or offer prices in US dollars.

XI. SPECIAL TERMS AND CONDITIONS:

A. SOLICITATION:

1. 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 for a minimum of ten (10) days.

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2. AWARD – RFP: Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for 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. a separate award of each item,

b. an award of a group of items,

c. an award either in whole or in part,

d. a single award, or

e. a multiple award

3. CONTRACTOR/SUBCONTRACTOR LICENSE REQUIREMENT: By my signature on this solicitation, I certify that this firm/individual and any subcontractors are properly licensed for providing the services specified, and shall remain properly licensed during the life of the contract. Additionally, I understand that I may be asked to provide proof of this licensure at any time by the University, if so requested.

4. 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.

5. COOPERATIVE PROCUREMENT/ADDITIONAL USERS - USE OF AGREEMENT BY THIRD PARTIES:

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 any University affiliated agency and/or corporation may access any resulting contract if authorized by the Contractor. Use

Page 17 of 26 1301 College Avenue procure@umw.edu of this Agreement does not preclude any participating entity from using other agreements or competitive processes.

Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor(s), the resultant contract(s) will be extended to the entities indicated above to purchase goods and services in accordance with 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 the University. 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.

The Contractor will notify the University in writing of any such entities accessing this Contract. The Contractor will provide semi-annual usage reports for all entities accessing the Contract. The University shall not be held liable for any costs or damages incurred by any other participating entity as a result of any authorization by the Contractor to extend the Contract. It is understood and agreed that the University is not responsible for the acts or omissions of any entity, and will not be considered in default of the Contract no matter the circumstances.

The Contractor is strongly encouraged to offer additional discounts to all contract participants as the result of increasing aggregated spend among all entities accessing the contract. A plan for extending deeper discounts among all contract participants will be requested during negotiations.

6. 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.

7. DRUG‐FREE WORKPLACE: During the performance of this contract, the contractor agrees to (i) provide a drug free workplace for the contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug‐free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

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For the purposes of this section, “drug‐free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance during the performance of the contract.

8. E-VERIFY PROGRAM: Pursuant to the Code of Virginia, §2.2-4308.2., any employer with more than an average of fifty (50) employees for the previous twelve (12) months entering into a contract in excess of $50,000 with any agency of the Commonwealth to perform work or provide services pursuant to such contract shall register and participate in the E-Verify program to verify information and work authorization of its newly hired employees performing work pursuant to such public contract. Any such employer who fails to comply with these provisions shall be debarred from contracting with any agency of the Commonwealth for a period up to one year. Such debarment shall cease upon the employer’s registration and participation in the E-Verify program. If requested, the employer shall present a copy of their Maintain Company page from E-Verify to prove that they are enrolled in E-Verify.

9. 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 Contractor for the use of a University charge card for payment of invoices, or any order-associated eVA fees.

10. 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.