Request for Proposal

RFP 26-2138

Locksmith Services

April 27, 2026 https://vascupp.org/

A VASCUPP™ Member Institution Issued by Procurement Services

Fredericksburg, Virginia https://vascupp.org/

Page 1 of 24 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, April 27, 2026

RFP NUMBER & TITLE: RFP 26-2138 Locksmith Services

PROPOSAL DUE DATE & TIME: Monday, June 1, 2026 @ 2:00 PM ET 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 26-2138

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

COMMODITY CODE(S): 91048

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

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

PERIOD OF CONTRACT: Date of Award through one year, with five (5), one (1) year renewals or as negotiated.

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, May 11, 2026 @ 5:00 PM ET. 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 4

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 SCHEDULE (MUST BE SUBMITTED W/PROPOSAL)

C.

REFERENCES (MUST BE SUBMITTED W/PROPOSAL)

D.

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

E.

SWAM SPEND REPORTING

F.

G.

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 intent and purpose of this Request for Proposals (RFP) is to solicit proposals from qualified offerors and to establish one or more term contracts with responsible contractors to provide comprehensive Locksmith Services, as outlined herein, to the University of Mary Washington (“UMW” or “the University”), an agency of the Commonwealth of Virginia.

The University intends to evaluate proposals using competitive negotiation procedures and to make award(s) to the offeror(s) whose proposal(s) are determined to be the most advantageous to the University, considering price and other evaluation factors, including but not limited to quality of services, experience, responsiveness, and overall value.

It is intended that the resulting contract(s) include cooperative purchasing provisions for the benefit of all public bodies and other entities as permitted by Virginia law.

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 of Mary Washington (“University” or “UMW”) seeks proposals from qualified firms to provide professional locksmith services in support of University facilities and operations. These services support the University’s physical security program and are administered by University Police, ensuring the safety, security, and controlled access of academic, residential, administrative, and auxiliary buildings across the University’s campuses.

Locksmith services may include non-emergency and emergency repairs, scheduled maintenance, and installation work for a wide range of locking and access control systems. Services may involve, but are not limited to, all brands of locks and door hardware, commercial entrance devices, automatic door closers, and electronic access control devices. Services will be provided on an as-needed basis, including during normal business hours and outside of normal hours for emergency response.

The incumbent contract is SPP 23‑1426, Locksmith Services, currently held by Professional Lock and Key. The current agreement is a term contract under which services are provided on an as-needed basis and administered by University Police.

This solicitation is intended to establish a new contract to ensure continuity of locksmith services under updated terms and conditions. The University does not guarantee any minimum or maximum quantity of services or level of expenditure during the term of any resulting contract. Services will be ordered solely at the University’s discretion, and payment will be made only for services actually authorized, performed, and accepted in accordance with the resulting contract.

The University will not be held responsible or liable in any way if actual contract usage exceeds or does not meet expectations.

https://umw.edu/ https://umw.edu/

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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 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. Information regarding Commonwealth of Virginia SWaM requirements is available on the University of Mary Washington’s SWaM information page. Offerors are encouraged to review this information prior to proposal submission.

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.

https://vascupp.org/sites/vascupp/files/2022-08/Governing%20Rules_with_foreword_final_August%202022.pdf) https://vascupp.org/sites/vascupp/files/2022-08/Governing%20Rules_with_foreword_final_August%202022.pdf) https://adminfinance.umw.edu/procurement/umw-swam-program/

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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 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 Services 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.

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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 description of the firm’s experience providing locksmith services, including the number of years in business, relevant licensing and registrations, experience with mechanical and electronic locking systems, experience serving institutions of higher education or other public‑sector entities, and any specialized capabilities related to access control or campus security environments.

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

a. Service Delivery Approach: Describe your firm’s approach to providing locksmith services, including standard service request processes, response times, emergency or after‑hours service capabilities, coordination with University Police, and communication with University personnel.

b. Personnel Qualifications: Describe the qualifications, training, licensing, and experience of the locksmiths who will be assigned to the University, including DCJS registration status and any relevant certifications, specialized training, or experience working in higher‑education or multi‑building campus environments.

4. Complete and return Attachments:

a. Attachment B – Pricing Schedule

b. Attachment C – References

c. Attachment D – Small Business Subcontracting Plan

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

6. 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:

A. Scope of Services

1. The Contractor shall provide professional locksmith services on an as-needed basis to support University facilities and operations.

a. Non-emergency, unscheduled locksmith repairs.

b. Emergency repair and/or installation services, regardless of cause, as determined by the

University.

2. Scheduled maintenance, repairs, and installations shall include, but are not limited to, the following:

a. All brands of locks and door hardware.

b. Commercial entrance devices and hardware.

c. Panic hardware and panic exit devices.

d. Automatic door closers and handicap closers.

e. Electronic access control devices, electrical strikes, and door holders.

3. Services may be required during normal business hours, after hours, on weekends, and during emergencies.

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B. General Service Requirements

1. The Contractor shall furnish all labor, tools, equipment, supervision, and supplies necessary to perform locksmith services under this contract.

a. Services shall be billed on an hourly rate basis for productive time at the job site only.

b. Time spent in transit or acquiring materials is not billable.

2. Materials may be furnished by the University; however, the Contractor may be required to provide materials for special projects.

a. Contractor-furnished materials shall be billed at manufacturer’s suggested industrial pricing less the contract discount.

b. Cost-plus-percentage-of-cost pricing is prohibited.

3. The Contractor shall be responsible for correcting deficiencies at no additional cost to the University.

a. All removed hardware shall be returned to the University Lock Shop with documentation.

4. All services shall comply with applicable fire, life-safety, and building codes and are subject to University inspection.

5. The Contractor shall provide quality control for all work performed.

C. Emergency Response Requirements

1. Emergency locksmith services shall be available 24 hours per day, 7 days per week.

a. Initial response within one (1) hour.

b. On-site arrival within two (2) hours.

D. Key Control and Records

1. The Contractor shall comply with all University key control policies.

a. Keys shall not be duplicated without authorization.

b. Unauthorized key duplication shall be reported immediately.

2. All keying records shall remain University property and shall not be removed from campus.

E. Personnel Qualifications and Requirements

1. Locksmiths must be licensed and registered with DCJS and possess a minimum of five (5) years of experience.

2. Experience shall include mechanical and electronic locking systems, panic hardware, door closers, cabinet locks, removable cores, and electrical devices.

3. Trainees must be supervised by qualified locksmiths.

4. The Contractor shall maintain sufficient staffing to meet performance requirements.

F. Background Checks

1. The Contractor shall obtain State of Virginia criminal background checks for all personnel assigned to

University work prior to access.

G. Conduct, Identification, and Campus Protocols

1. Contractor personnel shall conduct themselves professionally and be well groomed.

a. Personnel shall wear identifiable uniforms with company name and employee name.

b. Contractor vehicles shall display company identification.

2. Prohibited conduct includes intoxication, smoking in buildings, use of University equipment, radios, music devices, or unauthorized companions.

H. Vendor Identification Cards

1. All Contractor personnel shall visibly wear University-issued Vendor/Contractor ID cards at all times.

2. ID cards shall be issued by University Police or the EagleOne ID Center and returned upon completion of work.

3. The Contractor is responsible for replacement costs of lost cards.

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I. Access, Keys, and Security

1. Keys shall be issued daily, remain on campus, and be returned at the end of each workday.

2. The Contractor is responsible for lost keys and rekeying costs at no additional cost to the University.

J. Supervision, Reporting, and Documentation

1. On-site supervision shall be provided whenever work is in progress.

a. Supervisors shall be authorized to act on behalf of the Contractor and speak English.

2. Daily logs shall document work performed, inspections, issues, hazards, and recovered property.

K. Contractor-Furnished Equipment and Supplies

1. The Contractor shall supply all equipment meeting OSHA standards and necessary for performance.

2. Equipment may not be stored on campus except temporarily while work is being performed.

3. The University shall not be responsible for unattended Contractor equipment.

VIII. CONTRACT ADMINISTRATION:

A. The Access Control Supervisor, 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 Suitability: How well the proposal meets the Statement of Needs and UMW’s operational, security, and response requirements.

Pricing: Hourly rates, material discounts, and overall cost structure for as‑needed locksmith services.

Capability: Demonstrated experience, qualifications, and licensing to provide locksmith services in comparable environments.

Plan & Methodology: Approach to service delivery, including emergency response, staffing availability, and coordination with UMW

Small Business Subcontracting Plan: Quality and feasibility of the Offeror’s Small Business Subcontracting Plan.

Total 100

X. GENERAL TERMS AND CONDITIONS:

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 Procurement Services website. If the award is made to a faith-based organization, the organization shall not discriminate against http://adminfinance.umw.edu/procurement/vendors-2/swam-reporting/ http://adminfinance.umw.edu/procurement/vendors-2/swam-reporting/

Page 10 of 24 1301 College Avenue procure@umw.edu 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:

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

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

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

d. 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. ASSIGNMENT OF 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

Page 11 of 24 1301 College Avenue procure@umw.edu 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 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:

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

b. 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

Page 12 of 24 1301 College Avenue procure@umw.edu 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. ACCEPTANCE PERIOD: Any offer in response to this solicitation shall be valid for sixty (60) days. At the end of the sixty (60) 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.

2. 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.

3. 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

4. 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 goods/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.

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5. 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.

6. 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.

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.

7. E-VERIFY PROGRAM: EFFECTIVE 12/1/2013: 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.

8. 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.

9. 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

Page 14 of 24 1301 College Avenue procure@umw.edu 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:

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.

Employer’s Liability ‐ $100,000.

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.

10. LATE PROPOSALS: To be considered for selection, proposals must be submitted through eVA no later than the designated date and time stated in the solicitation. The official time for determining timely receipt shall be the eVA system’s electronic timestamp applied at the moment of submission.

Proposals that are submitted in eVA after the designated due date and time are automatically disqualified and will not be considered for award. It is the sole responsibility of the Offeror to ensure that its proposal is successfully submitted and time‑stamped in eVA prior to the deadline. The University is not responsible for technical issues on the Offeror’s side that prevent timely submission.

11. 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 on the VASCUPP Website.

12. 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.

13. SMALL BUSINESS SUBCONTRACTING AND EVIDENCE OF COMPLIANCE:

a. It is the goal of the University that 42% of its purchases are made from small businesses. This includes discretionary spending in prime contracts and subcontracts. All potential bidders/offerors are required to submit a Small Business Subcontracting Plan. Unless the bidder/offeror is registered as a Department of Small Business and Supplier Diversity (DSBSD) certified small business and where it is practicable for any portion of the awarded contract to be subcontracted to other suppliers, the contractor is encouraged to offer such subcontracting opportunities to DSBSD-certified small businesses. This shall not exclude DSBSD-certified women-owned and minority-owned businesses

Page 15 of 24 1301 College Avenue procure@umw.edu when they have received DSBSD small business certification. No bidder/offeror or subcontractor shall be considered a Small Business, a Women-Owned Business or a Minority-Owned Business unless certified as such by DSBSD by the due date for receipt of bids or proposals. If small business subcontractors are used, the prime contractor agrees to report the use of small business subcontractors by providing Procurement Services at a minimum the following information: name of small business with the DSBSD certification number, phone number, total dollar amount subcontracted, category type (small, women-owned, or minority-owned), and type of product/service provided.

b. Each prime contractor who wins an award in which provision of a small business subcontracting plan is a condition of the award, shall deliver to the University on a quarterly basis, evidence of compliance (subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the small business subcontracting plan. When such business has been subcontracted to these firms and upon completion of the contract, the contractor agrees to furnish Procurement Services at a minimum the following information: name of firm with the DSBSD certification number, phone number, total dollar amount subcontracted, category type (small, women-owned, or minority-owned), and type of product or service provided. Payment(s) may be withheld until compliance with the plan is received and confirmed by the University. The University reserves the right to pursue other appropriate remedies to include, but not be limited to, termination for default.

c. Each prime contractor who wins an award valued over $200,000 shall deliver to the University on a quarterly basis, information on use of subcontractors that are not DSBSD-certified small businesses.

When such business has been subcontracted to these firms and upon completion of the contract, the contractor agrees to furnish Procurement Services at a minimum the following information: name of firm, phone number, total dollar amount subcontracted, and type of product or service provided.

14. 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.

15. UNDERSTANDING OF REQUIREMENTS: Your signature on your proposal submission certifies your understanding of the following:

a. 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.

b. 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.

c. 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

Page 16 of 24 1301 College Avenue procure@umw.edu 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 bid/proposal submission or to the contract.

B. CONTRACT:

1. ASBESTOS: Whenever and wherever during the course of performing any work under this contract, if the contractor discovers the presence of asbestos or suspects that asbestos is present, he shall stop the work immediately, secure the area, notify the University Contract Administrator, and await positive identification of the suspect material. During the downtime in such a case, the contractor shall not disturb any surrounding surfaces but shall protect the area with suitable dust covers. In the event the contractor is delayed due to the discovery of asbestos or suspected asbestos, then a mutually agreed extension of time to perform the work shall be allowed the contractor but without additional compensation due to the time extension.

2. ADDITION AND/OR DELETION OF COVERED BUILDINGS: Without penalty, during the contract period, buildings may be acquired, and new buildings constructed or renovated; which would necessitate addition or deletion of these buildings from the contract.

3. 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.

4. 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.