RFP# 89393-Temporary Personnel Services.pdf

COMMONWEALTH OF VIRGINIA

DIVISION OF PURCHASES & SUPPLY (DPS)

1111 East Broad Street, Richmond, Virginia 23219-1199

REQUEST FOR PROPOSAL (RFP)# 89393

TITLE OF SOLICITATION: TEMPORARY PERSONNEL SERVICES

Issue Date: September 9, 2026, • Due Date/Time: October 14, 2026 @ 3:00 PM EST

Contract Officer: Sylvester Williams • Email Address: Sylvester.williams@dgs.virginia.gov

USING AGENCY AND/OR LOCATION WHERE WORK WILL BE PERFORMED: All Commonwealth of Virginia agencies, institutions of higher education, or other public bodies (collectively “Authorized Users”) as defined in the Code of Virginia §2.2- 1110, 2.2-1120, and 2.2-4301.

PERIOD OF CONTRACT: The initial period of the contract will be two (2) years from the date of execution with two (2) two-year optional renewal periods.

PROPOSAL SUBMISSION: All proposals shall be submitted in eVA, Virginia’s electronic procurement solution. All proposals must be received by the due date and time shown for this solicitation. eVA will not accept proposals after the due date and time. Refer to Section IV Proposal Preparation and Submission Instructions.

INQUIRIES FOR INFORMATION: Questions regarding the solicitation must be submitted in writing only to Sylvester Williams via email at Sylvester.williams@dgs.virginia.gov no later than 3:00 PM EST on September 23, 2026. Offeror should identify the email by noting the solicitation number “RFP#: 89393 in the subject line. Responses to clarifications will be posted in eVA’s Virginia Business Opportunities (VBO). The identity of Offerors will not be published with the response. Formal changes to the solicitation, including but not limited to, contractual terms and procurement requirements, will only be changed by formal written addendum to the solicitation, and all addendums will be posted in eVA.

PRE-PROPOSAL CONFERENCE: An optional pre-proposal conference will be held virtually on Friday, September 18, 2026, at 11:00 AM EST via MS Teams. See Section VII for additional information.

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

Name of Firm: __________________________________

Street: _________________________________________

Street: ________________________________________

City/State: _________________________________

Zip Code: ______________________________________ eVA ID: _______________________________________

DUNS: ________________________________________

Authorized Signature: _____________________________

Printed Name: __________________________________

Title: _________________________________________

Date: _________________________________________

Phone Number: _________________________________

Email Address: __________________________________

NOTE: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, §2.2-4343.1 or against an offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.f. in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in the Request for Proposal.

mailto:Sylvester.williams@dgs.virginia.gov https://law.lis.virginia.gov/vacode/title2.2/chapter11/section2.2-1110/ https://law.lis.virginia.gov/vacode/title2.2/chapter11/section2.2-1110/ https://law.lis.virginia.gov/vacode/title2.2/chapter11/section2.2-1120/ https://law.lis.virginia.gov/vacode/title2.2/chapter43/section2.2-4301/ https://teams.microsoft.com/meet/25235658959150?p=IjPsCLpquukHhMloPQ https://law.lis.virginia.gov/vacode/title2.2/chapter43/section2.2-4343.1/

TABLE OF CONTENTS

SECTION PAGE

I. PURPOSE:

II. BACKGROUND AND/OR HISTORICAL SALES DATA:

III. STATEMENT OF NEEDS:

IV. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:

V. EVALUATION AND AWARD CRITERIA:

VI. REPORTING REQUIREMENTS:

VII. PRE-PROPOSAL CONFERENCE……………………………………………………………………..21

VIII. GENERAL TERMS AND CONDITIONS:

IX. SPECIAL TERMS AND CONDITIONS:

X. FEDERAL TERMS AND CONDITIONS:

XI. INVOICES AND PAYMENT:

XII. OTHER ATTACHMENTS:

I. PURPOSE:

The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish an optional-use statewide contract with one or more qualified suppliers ("Offerors" or "Contractors") through competitive negotiation, to provide Temporary Personnel Services on an as-needed basis.

Authorized Users: Contracts resulting from this solicitation will be available for optional use by:

Commonwealth of Virginia executive branch agencies, institutions of higher education and other public bodies(collectively “Authorized Users”) as defined in the Code of Virginia §§ 2.2-1110, 2.2- 1120, and 2.2-4301.

Award Structure and Order Placement

• Multiple Awards: The Commonwealth intends to award contracts to multiple suppliers per geographic zone and per occupational lot.

• Order Placement: All Authorized Users must place service orders through eVA, Virginia’s e-procurement solution.

II. BACKGROUND AND HISTORICAL SALES DATA:

The Commonwealth currently manages its temporary staffing needs through an optional-use statewide contract divided among four (4) active contractors. This existing contract took effect on January 1, 2020, and is scheduled to expire on December 31, 2026.

Historical Spend Data Between January 1, 2020, and December 31, 2025, Authorized Users processed a combined total of approximately $399,000,000 in orders for Temporary Personnel Services under the current contract.

(Note: Historical data is provided for informational purposes only and does not guarantee future utilization levels under the successor contract).

III. STATEMENT OF NEEDS:

This section outlines the core capabilities, qualifications, and operational requirements for the resulting contract. Offerors must demonstrate the ability to meet or exceed all criteria listed below to be considered for an award.

A. SCOPE OF SERVICES (OCCUPATIONAL LOTS)

Contractors must provide Temporary Personnel Services across the following six (6) occupational categories. Specific job titles and detailed descriptions are provided in Attachment J – Position Titles and Job Descriptions:

• Lot 1: Administrative Services

• Lot 2: Educational and Media Services

• Lot 3: Public Safety

• Lot 4: Natural Resources and Applied Services

• Lot 5: Trades and Operations

• Lot 6: Tax Services https://law.lis.virginia.gov/vacode/title2.2/chapter11/section2.2-1110/ https://law.lis.virginia.gov/vacode/title2.2/chapter11/section2.2-1120/ https://law.lis.virginia.gov/vacode/title2.2/chapter11/section2.2-1120/ https://law.lis.virginia.gov/vacode/title2.2/chapter43/section2.2-4301/

B. GENERAL CONTRACTOR REQUIREMENTS

1. Experience and Capacity

a. Minimum Experience: Offerors must possess at least five (5) years of documented experience providing temporary personnel services within the occupational categories defined in this RFP.

b. Full-Lot Capacity: To be considered for an award in any given lot, the Contractor must demonstrate the capacity to fill all positions within that lot and must submit markup rates for every position listed in that lot.

2. Personnel Status and Employer Obligations

a. Legal Employer: All temporary personnel assigned to an Authorized User remain exclusive employees of the Contractor.

b. Employer Responsibilities: The Contractor is solely responsible for managing payroll taxes, workers' compensation insurance, payroll reporting, and all other mandatory federal, state, and local employer requirements.

c. W-4 Compliance: The Contractor must maintain a valid Form W-4 on file for all personnel assigned under this contract. Failure to maintain compliant W-4 records constitutes a material breach and may result in a Termination for Default.

d. Leave Management: The Contractor is responsible for tracking, authorizing, and monitoring all vacation, sick, or other leave types taken by their personnel.

3. Workplace Compliance and Conduct

a. Adherence to Policies: Temporary personnel must comply with all operational policies, procedures, workflows, and performance standards established by the hosting Authorized User.

b. Facility Safety: Temporary personnel must strictly adhere to all physical security, fire safety, and environmental health regulations while on the Authorized User’s premises.

c. Information Distribution: The Contractor is responsible for obtaining relevant facility rules and policies from the Authorized User and training their assigned personnel on those rules prior to the start of an assignment.

4. Safety, Health, and Training

a. General Safety Training: The Contractor must provide temporary personnel with baseline occupational health and safety training, including compliance with OSHA standards, and a thorough review of core position duties.

b. Site-Specific Training: The Authorized User will treat temporary personnel identically to permanent employees regarding on-the-job safety protections. The Authorized User will provide localized training regarding specific workplace hazards, machinery, or equipment.

5. Equipment, Resources, and Logistics

a. Operational Resources: The Contractor shall provide all labor, supervision, equipment, tools, parts and administrative materials, as necessary, to maintain the Temporary Personnel Services requested under this contract.

b. Commuting and Parking: The Contractor or the individual temporary personnel is responsible for all transportation to and from assigned work locations. On-site parking is not guaranteed and is subject to the availability and policies of the Authorized User.

6. Geographic Coverage (Zones)

a. Service Areas: The Commonwealth is divided into ten (10) distinct service zones as detailed in

Attachment I – Service Zones.

b. Proposal Flexibility: Offerors may propose pricing for one zone, multiple zones, or all zones.

c. Pricing Requirement: Offerors must submit markup rates for all positions within each zone they want to offer services. Partial zone proposals will not be evaluated.

7. Assignment Conclusion and Property Return

a. Asset Recovery: Upon the conclusion of a temporary personnel’s assignment, the Contractor must retrieve all keys, identification badges, technology, equipment and other assets issued to the personnel by the Authorized User.

b. Replacement Invoicing: If issued items are not returned within five (5) business days after an assignment ends, the Authorized User may invoice the Contractor for the exact replacement cost.

c. Payment Terms: The Contractor must pay asset replacement invoices within fourteen (14) calendar days of the invoice date.

8. Regulatory Compliance HIPAA Mandate: The Contractor must ensure total compliance with all applicable Health Insurance Portability and Accountability Act (HIPAA) privacy and security regulations during the life of the contract.

C. CONTRACT ADMINISTRATION AND COMMUNICATION

1. Points of Contact (POC)

a. Authorized User Point of Contact: Each Authorized User will designate and formally notify the Contractor of their agency's Point of Contact (POC). The designated POC is the sole entity authorized to request Temporary Personnel Services and approve personnel assignments under this contract.

b. Contractor Local Point of Contact (LPOC): The Contractor must assign at least one Local Point of Contact (LPOC) and a minimum of one designated backup representative.

i. Telephone Availability: The LPOC must be directly accessible via telephone from 8:00

AM to 5:00 PM EST, Monday through Friday.

ii. Email Availability: The LPOC must actively monitor and respond to emails from 6:00

AM to 6:00 PM EST, Monday through Friday.

iii. Exemptions: Unless where requested by the Authorized User, availability is not required on designated Commonwealth of Virginia holidays as listed in Attachment L

– Pay and State Holidays Calendar.

iv. Core Responsibilities: The LPOC will process service requests and resolve inquiries regarding scheduling, order status, personnel availability, statewide contract pricing, compliance, reporting, billing, and dispute resolution.

v. Mandatory Meetings: The LPOC must meet with an Authorized User’s POC upon request to review services, absences, or performance issues.

2. Service Request Communications When initiating a request, the Authorized User's POC will provide the Contractor's LPOC with the following written details:

a. Specific position title and lot requested

b. Required level of experience or specialized skills

c. Desired start date and estimated assignment end date

d. Required daily and weekly work hours

e. Anticipated total hours for the duration of the assignment

f. Any site-specific onboarding or unique operational details

3. RESPONSE TIME AND PERSONNEL SELECTION

1. Sourcing and Candidate Submissions

a. Resume Requests: When a temporary personnel need is identified, the Authorized User will email a formal resume request to the awarded Contractors within the designated geographic zone and lot.

b. Sourcing Capacity and Intention

i. Candidate Volume: The Contractor must make every reasonable effort to provide a minimum of one (1) fully qualified candidate per request and is highly encouraged to submit multiple qualified candidates if available.

ii. Acknowledgement Timeline: The Contractor has a maximum of three (3) business days from the date of the emailed request to acknowledge receipt and formally state their intention to fulfill or pass on the request. If no response after the 3-day window means the Contractor has declined the request.

iii. No-Candidate Notification: If the Contractor does not have a qualified candidate capable of executing the assignment, they must notify the Authorized User in writing within seven (7) business days, which includes the initial 3-day window.

2. Candidate Review, Interviews, and Assessments

a. Review & Scheduling: The Authorized User will evaluate submitted resumes and notify the

Contractor if an interview or technical skill assessment is required. The Contractor is responsible for all logistical coordination between the candidate and the agency.

b. Zero-Cost Interviews: The Contractor shall never bill the Authorized User for time spent scheduling, conducting, or administering interviews and skills assessments.

3. Selection and Acknowledgment Once the Authorized User selects a candidate, they will notify the Contractor via email. The Contractor must reply and acknowledge receipt within one (1) business day. This entire communication chain must occur via email to preserve a legal timestamp.

4. Assignment Operational Rules

a. Personnel Transitioning (Conversion Sourcing): When an Authorized User is transitioning an existing temporary personnel, they will email the Contractor(s) assigned to that specific lot and zone. The Authorized User will provide the individual's name, position title, specific job duties, and a pre-determined hourly pay rate. This rate must strictly align with the established low-to-high pay ranges detailed in Attachment K – Pricing Spreadsheet.

b. Assignment Longevity and Attrition: Selected temporary personnel should be available for the entire forecasted duration of the assignment. If a temporary personnel must leave an assignment prematurely, the Contractor must provide a minimum of one (1) week of written notice to the Authorized User. Exceptions to this timeline are granted solely at the discretion of the Authorized User.

c. Equal Opportunity and Anti-Discrimination: Candidate evaluation, selection, or assignment refusal must never be based on race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, veteran status, or any other demographic basis prohibited by federal and state employment laws.

d. Emergency Sourcing Requests: In the event of an emergency requirement, the Authorized User will define an accelerated emergency timeframe. The Contractor should make every reasonable attempt to source and deploy qualified personnel within that truncated window.

e. Transition to Permanent State Employment (No-Fee Hiring): If an Authorized User hires an active temporary personnel directly into a permanent position within the agency, locality, or public entity, the Authorized User is not responsible for paying any fees (including finder's fees, conversion fees, or assignment cancellation fees).

i. Notification: It is the sole responsibility of the temporary personnel to follow the Contractor’s internal policies for resigning from their active assignment.

ii. Hour Milestones: The temporary personnel is not required to complete a minimum quota of contract hours before or after transitioning to public employment.

E. PAY RATE AND BILL RATE DETERMINATION

1. Hourly Pay Rate: The hourly pay rate represents the actual, raw wage paid directly to the temporary personnel by the Contractor. This rate is established solely by the Authorized User using Attachment K – Pricing Spreadsheet.

a. Pay Ranges: The pay rate must fall squarely between the minimum and maximum limits of the applicable position's pay band.

b. Experience Correlation: Wages must scale proportionally with experience; candidates possessing advanced proficiency will command a higher rate within the pay band than entry-level candidates.

c. Onboarding Disclosure: The Contractor must clearly disclose the assignment details, specific hourly pay rate, and agency rules to the temporary personnel prior to deployment.

2. Markup Rate Composition: The Contractor’s proposed markup rate must represent an all-inclusive multiplier or percentage. This markup cannot be altered based on benefits and must encompass:

a. All direct and indirect overhead costs (paid time off, baseline training, vacation, sick leave)

b. Corporate fringe benefits and pension contributions

c. Statutory expenses and mandatory employer-paid payroll taxes

d. Workers’ compensation insurance and unemployment insurance

e. Employer shares of FICA, state taxes, and local taxes.

3. Total Bill Rate: The total Bill Rate is the final hourly amount billed to the Authorized User. It consists strictly of the raw Hourly Pay Rate plus the fixed Contractor’s Markup Rate.

4. Invoicing and Time Conversion: The Contractor shall invoice the Authorized User based on actual hours worked. Time must be billed in hours or tenths of an hour conforming exactly to the following standard industry conversion schedule:

5. Adjustments and Financial Claims

a. Prior Approval for Increases: The Contractor must secure explicit, written authorization from the Authorized User before implementing a wage increase for active temporary personnel. Any approved increase must remain within the position's established pay band limits.

Minutes Worked Tenths of an Hour billed 1 – 6 Minutes 0.1 7 – 12 Minutes 0.2 13 – 18 Minutes 0.3 19 – 24 Minutes 0.4 25 – 30 Minutes 0.5 31 – 36 Minutes 0.6 37 – 42 Minutes 0.7 43 – 48 Minutes 0.8 49 – 54 Minutes 0.9 55 – 60 Minutes 1.0

b. Pass-Through Claims: The Contractor is solely responsible for, and must absorb, any financial claims or compliance regulatory fines assessed against the Commonwealth due to the actions, omissions, or employment status of the Contractor's temporary personnel.

F. TEMPORARY PERSONNEL PROFESSIONAL SCREENING REQUIREMENTS

1. Licensure and Credentials Requirements:

a. Shared Responsibility: Both the Contractor and the Authorized User must verify all required professional licenses, accreditations, and academic qualifications.

b. Timing: This verification must be successfully completed before any temporary personnel can begin work.

c. Scope: The requirement applies to all positions that mandate specific legal, professional, or academic credentials.

2. Criminal Background Check Protocol

a. Mandatory Screenings: The Contractor must conduct a comprehensive criminal history background check on all prospective temporary personnel before assignment.

b. Fingerprint-Based Checks: When explicitly requested by an Authorized User due to the sensitivity of the business unit, the Contractor must execute a fingerprint-based criminal history background check routed through the Virginia State Police to the Federal Bureau of Investigation (FBI).

c. Cost Accountability: The Contractor is exclusively responsible for all direct and administrative costs associated with background checks and fingerprint processing.

d. Recency and Assignment Transfers

i. New Assignments: Potential temporary personnel must undergo a fresh background screening for all new assignments if requested by the hosting Authorized User.

ii. Contractor Transfers: If a temporary personnel transfers to a new staffing Contractor under this statewide contract and has not undergone a background check within the past six (6) months, a new background screening must be performed immediately.

e. Public Agency Option: If the Authorized User determines they can execute background screenings more efficiently or securely using internal systems, the agency reserves the right to conduct the checks directly as an internal cost-savings measure.

3. Scope of Criminal History Background Check

a. Lifetime History (Age 18 to Present): Screening must identify all convictions or charges for felonies, burglary, breaking and entering, robbery, theft, larceny, and sexual offenses.

b. Five-Year History: Screening must identify all infractions for forgery, fraud, assault and battery, weapons violations, and the possession, distribution, sale, or delivery of controlled substances.

c. Driving History (DUI/DWI): A five-year tracking history for DUI/DWI violations is strictly mandatory for any position requiring the operation of state-owned vehicles.

4. Allowable Pass-Through Charges (APTC)

a. Definition: APTCs are pre-approved background or medical screenings required for specific roles, billed to the Authorized User at actual cost with zero contractor markup.

b. Completion Timing: All requested screenings must be completed and cleared before the temporary personnel starts their assignment, unless explicitly waived in writing by the Authorized User.

c. Applicable Categories: APTCs are strictly limited to Child Protective Services (CPS) Checks, Credit Checks, Drug Screening Tests, and DMV Driving Record Checks.

d. Pricing & eVA Entry: Offerors must input actual cost rates in Attachment K – Pricing Spreadsheet under the "Professional Screening Fees" tab. Every APTC must be entered as a distinct, separate line item on the eVA Purchase Order (PO).

e. Financial Risk Allocation: The Contractor shall only invoice for selected candidates who actively begin the assignment. If a candidate fails a screening or fails to report for day one of the assignment, the Authorized User will not pay the associated APTC invoice.

i. Child Protective Services (CPS) Checks Temporary personnel assigned to positions that oversee, interact with, or work in the proximity of juveniles are required to successfully pass a comprehensive CPS background check.

ii. Credit Checks Temporary personnel assigned to financially sensitive positions must pass a credit check. The requesting Authorized User will define the specific parameters and scope of financial information required.

iii. Drug Screening Tests

• Pre-Assignment: Candidates must pass a baseline drug screening when requested for a specific role.

• Active Assignment: The Authorized User reserves the right to command a drug screening at any point during an active assignment.

• Failure Actions: If an assigned worker fails a drug test, the Contractor must remove them from the state facility immediately. The Authorized User may then pull candidate resumes from the original pool or reopen the selection process.

iv. DMV Driving Record Checks: The Contractor must verify that all temporary personnel assigned to drive state-owned vehicles possess a clean driving record and a valid, appropriate driver's license for the duration of the assignment. The Authorized User will provide the state-owned vehicle for these tasks.

5. Private Security Services Certification: All Contractors providing personnel for security guard or protective positions must hold active corporate certifications from the Virginia Department of Criminal Justice Services (DCJS) in strict accordance with Private Security Business regulations (6VAC20-172). The temporary personnel to be assigned by the Contractor must hold and retain an active DCJS license for the duration of the assignment.

6. First Aid and CPR Certifications

a. Pre-Deployment: Temporary personnel must hold valid, active First Aid and CPR certifications before being deployed to positions that require emergency response capabilities.

b. Contractor Tracking: The Contractor must maintain an active database tracking certification dates and expirations.

c. Recertification Financial Responsibility: If a certification expires during an active assignment, the Contractor is solely responsible for all costs and logistics required to immediately recertify the worker. Failure to do so grants the Authorized User the right to terminate the placement and select a replacement candidate.

7. Screening Failure Consequence: Any candidate who fails a professional screening is immediately disqualified from the pending assignment. Disqualified individuals remain eligible for future state opportunities only if they successfully pass all screening criteria enforced by the hiring agency at that future date.

G. HOURS OF WORK AND OVERTIME

1. Standard Work Week and Operating Hours

a. Work Week Window: Defined strictly as Sunday through Saturday.

b. Normal Operating Hours: 8:00 AM to 5:00 PM EST, Monday through Friday.

https://law.lis.virginia.gov/admincodefull/title6/agency20/chapter172/ https://law.lis.virginia.gov/admincodefull/title6/agency20/chapter172/

c. Exemptions: Standard hours exclude official Commonwealth of Virginia holidays as detailed in Attachment L – Pay and State Holidays Calendar.

d. Verification: The Contractor must confirm exact operating hours with the Authorized User at the time a personnel request is accepted, as facility needs vary.

2. Extended Shifts and Overtime Limits

a. Definitions: Weekend work comprises Saturday and Sunday. Overtime is defined as all hours worked in excess of 40 hours per week for the exact same Authorized User.

b. Prior Approval: Temporary personnel will not be compensated for overtime unless the

Authorized User’s supervisor grants written approval in advance of the hours being worked.

3. Meal Periods and Breaks

a. Lunch Breaks: Ranging from 30 to 60 minutes as designated by the agency supervisor.

Lunch periods are strictly unpaid, and the temporary personnel must clock out.

b. Rest Breaks: Temporary personnel receive one (1) paid 15-minute break in the morning and one (1) paid 15-minute break in the afternoon. Times must be mutually agreed upon with the supervisor.

4. Holiday Premium Pay: Temporary personnel working on an official state holiday are compensated at their standard regular rate for all hours up to 40. Any holiday hours worked that push the weekly total over 40 hours will be billed at time and one-half (1.5x).

H. TIMECARDS AND TIME-TRACKING

1. Paper Timecards

a. Daily Logging: The Contractor should provide paper timecards to all assigned personnel.

Temporary personnel must document their exact operational hours on a daily basis.

b. Weekly Authorization: The Authorized User’s supervisor must review and sign the timecard at the end of each work week.

c. Submission Security: To prevent fraudulent alterations, the Authorized User's supervisor must email or fax the approved timecards directly to the Contractor. Temporary personnel are strictly prohibited from hand-carrying, emailing, or faxing completed timecards. Both parties must retain physical or digital copies for audit trails.

2. Electronic Time Resources: Digital time-clocks or web-based logging systems may be utilized in place of paper cards. However, electronic tracking must be discussed and agreed upon in writing by both the Authorized User and the Contractor prior to implementation.

3. Invoicing Support: A copy of the corresponding, signed, and approved timecard must accompany every invoice submitted by the Contractor. Invoices submitted without timecard verification will be rejected by the Commonwealth.

I. EVA PURCHASE ORDER SUBMISSION

1. eVA PO Issuance Trigger

The Authorized User will issue a formal eVA Purchase Order (PO) only after a final hiring selection is confirmed. The PO locks in the following terms:

a. Selected candidate's legal name and approved position title

b. Exact start date and projected assignment end date

c. Defined work week and scheduled daily hours

d. Pre-determined hourly pay rate

e. When applicable, itemized APTC background fees (entered as separate line items)

2. Mandatory Minimum PO Information

Every eVA PO issued under this contract must contain, at a minimum, the following data points:

a. Temporary personnel’s name and position title

b. Authorized User POC name, phone number, and email address

c. The Master Statewide Contract Number

d. Hourly Pay Rate integrated with the finalized Contractor’s markup percentage

e. A dedicated line item for travel reimbursements (when applicable)

f. When applicable, a dedicated line item explicitly separating approved overtime hours from regular hours

3. Hour Limitations and PO Splitting

a. Cap Per PO: An individual eVA PO must not exceed 1,040 hours of service.

b. Successive Issuance: If an assignment is slated to exceed 1,040 hours, the Authorized User must issue successive POs sequentially. For example, a 3,120-hour assignment requires the issuance of three (3) separate POs. Authorized Users are barred from creating a single PO that exceeds the 1,040-hour threshold.

4. Contract Term Bounds: The Contractor is prohibited from accepting any eVA PO that features a performance date extending past the active, current term of the master contract.

5. Multi-Employee Consolidation: If an Authorized User employs multiple temporary workers from the same Contractor simultaneously, all workers may be bundled onto a single eVA PO, provided that each individual employee is designated on a completely separate line item.

J. TRAVEL REIMBURSEMENT

1. Written Authorization Requirement: Temporary personnel may be eligible for travel expense reimbursements only when travel is essential to the core duties of the position and has received prior written authorization from the Authorized User.

2. Eligibility Criteria

a. Radius Threshold: Temporary personnel are eligible for travel expense reimbursement only when working outside a 25-mile radius from their designated base point.

b. Base Point Definition: The base point is the specific facility where the employee routinely performs their duties.

c. Single Designation: Multiple base points are strictly prohibited per individual employee.

3. Mileage Rates

a. Personal Vehicle Usage: Authorized mileage reimbursement for personally-owned vehicles is determined by the Authorized User.

b. Maximum Cap: Rates must never exceed the maximum allowable amounts established in the current Commonwealth Accounting Policies and Procedures (CAPP) Manual.

4. Route Calculation and Validation

a. Route Bounds: Mileage calculations must use the designated base point as the start point and the physical address of the Authorized User’s destination as the end point.

b. Mapping Verification: Reimbursable mileage must be validated and approved using Google Maps, MapQuest, or an equivalent digital tracking tool authorized by the Authorized User.

https://www.doa.virginia.gov/reference/CAPP/CAPP_Summary.shtml

5. Submission Regulations

a. Compliance: Temporary personnel must strictly adhere to the specific travel reimbursement procedures of the hosting Authorized User.

b. No-Markup Rule: Travel expenses are direct pass-through costs and must not include any contractor markup, administrative fees, or percentage increases.

K. PERFORMANCE REQUIREMENTS

1. Requirements for Temporary Personnel

a. Professional Conduct: Temporary personnel must maintain a respectful, courteous, and professional demeanor at all times with Commonwealth employees, representatives, and clients.

b. Prohibited Behavior: Loud, boisterous, or rude conduct on state premises is forbidden and constitutes grounds for immediate assignment termination.

c. Punctuality & Attendance: Personnel must arrive on time daily. If a worker becomes unavailable, the Contractor must notify the Authorized User immediately upon discovery.

d. Sourcing Remedies: If no replacement is deployed, the Authorized User may select a candidate from previously submitted resumes or restart the sourcing process.

e. Substance Abuse Policy: Consuming alcohol or using illegal drugs during working hours or assigned breaks is strictly prohibited. Violations will result in immediate termination and permanent disqualification from future assignments.

f. Dress and Equipment: Personnel must arrive dressed appropriately for their service category and possess all specialized equipment specified by the Authorized User.

g. English Language Proficiency: Personnel must read, write, speak, and comprehend the English language to the minimum standards of the job description.

h. Language Non-Compliance Refund: If the Authorized User determines a temporary personnel lacks required English proficiency, the Contractor must issue a full refund for all fees and wages incurred during that assignment.

i. Tobacco Use: Smoking is strictly prohibited inside all state buildings. Tobacco use is restricted exclusively to designated outdoor areas.

j. Audio Devices: Personal radios, portable music sources, and headphones are prohibited inside state facilities unless explicitly authorized by the agency supervisor.

k. Visitor Restrictions: Friends, family members, or acquaintances are barred from entering work areas and state premises unless authorized in writing by the agency.

2. Requirements for the Contractor

a. Quality Assurance (QA) Mandate: The Contractor must conduct proactive QA checks with the Authorized User’s POC to ensure operational satisfaction.

b. QA Frequency: Checks must occur at a minimum at the end of the first two weeks of any new assignment, and at any subsequent interval requested by the Authorized User.

c. Sourcing Reliability Invoice Reduction: Contractors must supply personnel for the

Practitioner Roles defined in Attachment J. If the Contractor fails to provide qualified personnel for the same position more than three (3) times within a single calendar year, the Commonwealth will apply a 2.5% financial deduction to the Contractor's final annual invoice.

d. Performance Removal Invoice Reduction: If a temporary personnel is removed from a job site due to poor or unacceptable performance, the Contractor must deduct 2.5% from the total amount billed to the Authorized User for that specific individual's placement.

e. Licensure Deficiencies: The Authorized User reserves the right to reject a temporary personnel for any job-related skill deficiency or licensing failure. The Contractor must provide a qualified replacement within seven (7) calendar days.

f. Delayed Replacement Invoice Reduction (Deficiencies): If the Contractor fails to provide a qualified replacement within seven (7) calendar days of a rejection notice, the Commonwealth will reduce the Contractor’s next invoice by $350.

g. Early Attrition Replacement: If a selected employee fails to report to work or resigns/is terminated within two (2) weeks of completing site-specific training or orientation, the Contractor must deploy a replacement within seven (7) calendar days.

h. Delayed Replacement Invoice Reduction (Attrition): Failure to replace the worker within this 7-day window will result in a $250 invoice reduction on the next billing cycle.

i. LPOC Inaccessibility : If the Contractor's Local Point of Contact (LPOC) fails to remain accessible or fulfill contract obligations, the Authorized User may, at its sole discretion, assess a $250 invoice reduction per incident for faulty or delayed service.

L. ADDITIONAL POSITIONS PROCESS

1. Modification Trigger

a. Unlisted Positions/Roles: When an Authorized User identifies a critical non-professional services role that does not exist in Attachment J, they must contact the managing DGS/DPS Contracting Officer.

b. Contract Amendment: The DGS/DPS Contracting Officer will execute a formal contract modification with all active contract holders in accordance with the Changes to the Contract provisions in the General Terms and Conditions-Attachment A.

2. Validation Protocol

a. Wage Benchmarking: The DGS/DPS Contracting Officer will collaborate with the Virginia

Department of Human Resource Management (DHRM) to validate the job description, assign the proper pay band, and establish the low-to-high pay rates.

b. Document Updates: Once validated, the new role will be formally added to Attachment J (Position Titles) and Attachment K (Pricing Spreadsheet) via a contract addendum.

M. CONTRACT TRANSITION

1. Incumbent Cooperation

a. Phase-In/Phase-Out: Contractors must actively assist with contract transition logistics and cooperate fully with incumbent providers during the handoff period.

b. Transition Pricing: All transitional services rendered must be billed strictly at the established contract rates.

2. eVA Purchase Order Coding

New Assignments: As of the effective start date of this successor contract, all newly issued purchase orders must explicitly reference the updated master contract number within the eVA system.

3. Active Assignment Migration PO Rollover: To transition an active temporary employee from the legacy contract to this contract, the Authorized User must generate a brand new eVA PO under RFP# 89393 with the newly awarded Contractor, pursuant to Section III compliance parameters.

4. Contract Termination vs. PO Performance

a. Scope of Termination: A formal notice terminating the master contract applies strictly to the overarching master contract.

b. PO Preservation: Active purchase orders survive master contract termination unless the termination notice explicitly states an intent to cancel the specific PO. Performance periods for active POs may legally extend past the expiration date of the master contract.

5. External Transition Discount Rate

a. Transferred Personnel Volume: Temporary personnel transferred to a newly awarded

Contractor under RFP# 89393 will be subject to the external transition discount rate, provided one was submitted in the Contractor's proposal.

b. Discount Duration: This discounted rate will apply strictly to the first 520 hours worked from the individual's transition start date.

N. CONTRACT KICK-OFF MEETING

Mandatory Attendance: All Contractors awarded a contract under this solicitation shall attend a mandatory contract kick-off meeting scheduled by the DGS/DPS Contracting Officer to review operational guidelines, eVA billing workflows, and compliance KPIs.

IV. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:

A. GENERAL INSTRUCTIONS:

1. RFP Response: In order to be considered for selection, Offerors must submit to the issuing agency a complete response to this RFP electronically via eVA as follows:

a. One (1) full original copy marked “ORIGINAL” in the file name and noticeable marked

“ORIGINAL” at the beginning of the document.

b. One (1) full redacted copy marked “REDACTED” in the file name and noticeable marked “REDACTED” at the beginning of the document. The redacted version of the proposal shall have all proprietary information deleted that has been listed as proprietary in Attachment F – Proprietary Information Identification Form. Section numbers which are redacted should be identified in a clear and visible way or identified as follow: Example: Section 3, paragraph B: “Redacted”. Offerors must edit, alter, or refine redacted versions of the proposal to protect and maintain complete confidentiality of protected information. In the event no information requires redaction, a complete copy of the proposal marked as “REDACTED” must still be submitted. NOTE: The issuing agency will not accept responsibility for any public disclosure of proprietary information that has occurred as a result of improper redaction by the Offeror.

c. Both versions of the proposal shall be submitted via eVA as a single file for each or as multiple files. All files submitted shall be clearly marked “ORIGINAL” or “REDACTED” in the file name and noticeable marked “ORIGINAL” or “REDACTED” at the beginning of the document. Please be aware that there is a 60 MB size limit for each file submitted.

2. Proposal Preparation:

a. Proposals shall be signed by an authorized representative of the Offeror. All information requested should be submitted. Failure to submit all information requested may result in the issuing agency requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the issuing agency. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

b. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

c. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, subletter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and subletter should be repeated at the top of the next page.

The proposal should contain a table of contents, which cross-references the RFP requirements. Information which the Offeror desires to present, that does not fall within any of the requirements of the RFP, should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material.

Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

d. As used in this RFP, the terms “must”, “shall”, “should” and “may” identify the criticality of requirements. “Must” and “shall” identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as “should” or “may” are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary. Depending on the overall response to the RFP, some individual “must” and “shall” items may not be fully satisfied, but it is the intent to satisfy most, if not all, “must” and “shall” requirements.

The inability of an Offeror to satisfy a “must or “shall” requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offeror’s proposal.

e. Ownership of all data, materials, and documentation originated and prepared for the State pursuant to the RFP shall belong exclusively to the State and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protections of 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why https://law.lis.virginia.gov/vacode/title2.2/chapter43/section2.2-4342/ protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. Offeror shall complete and return Attachment F– Proprietary and Confidential Information. The classification of an entire proposal document or prequalification application, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal. If, after being given reasonable time the Offeror refuses to withdraw an entire classification designation, the proposal will be rejected.

3. Offeror Submission Requirements:

a. RFP# 89393 is an invitation for an electronic sealed response; therefore, proposals submitted outside of the eVA system, such as via e-mail, mail, or fax WILL NOT be accepted. Sealed proposals will be received until the closing date and time provided in the solicitation. Any proposal received after the closing date and time specified in the solicitation will not be considered and will be date and time stamped, marked “late” and retained unopened in the procurement file.

Prior to the due date, Offerors should:

▪ Check the status of the solicitation on eVA at www.eva.virginia.gov by clicking on

Business Opportunities and then click on Virginia Business Opportunities (VBO) for any updates, changes, amendments, cancellations, etc.;

▪ Check the Solicitation in VBO for all attachments and documents to be completed and submitted; and

▪ Complete all attachments, amendments, exhibits, product information, etc. and attach electronically to the Offeror’s electronic submission.

Offerors are solely responsible for reviewing, complying, and returning a complete proposal. Changes to the solicitation’s forms or formats are prohibited except where clearly instructed and permitted.

b. Electronic proposal submission with required documents attached is required.

Offeror must be registered in eVA in order to submit an electronic proposal.

The following are instructions for submitting an electronic proposal:

a. Go to www.eva.virginia.gov;

b. Click on “I Sell To Virginia”;

c. Click on “eVA Supplier Training”; and

d. Click on “Viewing and Responding to Solicitations Video”.

If an Offeror need assistance submitting an electronic response, the Offeror must contact eVA Customer Care at 866-289-7367 or email eVACustomerCare@dgs.virginia.gov.

4. Oral Presentation: Offerors who submit proposals in response to this RFP may be required to give an oral presentation of their proposal to the issuing agency. This provides an opportunity for the Offeror to clarify or elaborate on their proposal. This is a fact finding and explanation session only and does not include negotiation. The issuing agency will schedule the time and location of these presentations. Oral presentations are an option of the issuing agency and may or may not be conducted.

http://www.eva.virginia.gov/ http://www.eva.virginia.gov/ mailto:eVACustomerCare@dgs.virginia.gov

B. SPECIFIC PROPOSAL SUBMISSION INSTRUCTIONS:

Proposals should be as thorough and detailed as possible so that the issuing agency may properly evaluate your capabilities to provide the required services. The issuing agency has identified a number of items that must be addressed in the proposal as Submission Requirements. Offerors should respond to these by identifying the Tab number in the table of content, the Submission Requirement followed by the Offeror’s response. Offerors should not conclude that responding to each submission requirement will result in a complete proposal, as there are other requirements for response within the solicitation than these items. Offerors are required to submit the following items as a complete proposal (organized under the following Section Tabs):

TAB 1: RFP, Addenda, and Attachments

A. Return the RFP Cover Sheet (Page 1) and all addenda acknowledgments, if any, signed and completed.

B. Return Attachment D – Exceptions to RFP # 89393 completed

C. Return Attachment E – Vendor Data Sheet completed

D. Return Attachment F – Proprietary and Confidential Information completed

E. Return Attachment G –Small Business Subcontracting Plan completed(see TAB 6)

F. Return Attachment H – State Corporation Commission Form completed

G. Return Attachment K -- Pricing Spreadsheet completed(see TAB 5)

TAB 2: Specific Plan or Methodology/Approach Describe your firm’s specific plan and/or methodology/approach to be used in delivering on the requirements of this solicitation. Describe your firm's plan and approach during the transition to the new contract.

TAB 3: Qualifications and Experience of Firm Describe your firm’s background, experience, and qualification related to the type of services required, that should include, but not be limited to, the following:

A. Organizational Structure

1. Provide a detailed written narrative statement of the firm’s history, organizational structure, locations, and the backgrounds of its principals.

2. If the company is a wholly-owned subsidiary of a ‘parent’ company, then it must provide all information required on both firms. Include the legal name and address and the legal form of company (partnership, corporation, joint venture, etc.).

3. If proposing in a joint venture, then identify all members of the joint venture and provide all information required within this section for each member of the venture.

B. Demonstrated Knowledge and Experience of Firm

1. Provide a detailed narrative describing the firm’s knowledge, qualification and background in providing the services required in the Statement of Needs.

2. Describe specialized experience in the type of services required in the Statement of Needs.

C. Litigation

Disclose any information about pending legal proceedings or business litigation against your firm, any officer, or…