RFP - Architectural and Laboratory Casework, Equipment, and Services.docx

Request for Proposal

NIGP Code: 41552, 41555, 49304, 99846, 99857, 99889, 41540 UVA Commodity Code (Tier 2): COM0030, COM0063, COM0071

Architectural and Laboratory Casework, Equipment, and Services # 1238905

Issued by:

The Rector and Visitors of the University of Virginia Procurement Services Charlottesville, Virginia

A VASCUPP™ Member Institution

I. GENERAL INFORMATION

Request for Proposal (“RFP”) Name: Architectural and Laboratory Casework, Equipment, and Services

Sourcing Event/RFP Number: 1238905

Issue Date: September 22, 2026

Brief Background & Description:

Organizational Overview Founded by Thomas Jefferson in 1819, The Rector and Visitors of the University of Virginia (the “University”) is a world-class institution of higher learning, renowned for its commitment to education, research, and public service. The University is home to over 20,390 students and 11,960 permanent faculty and staff members, consistently ranking among the top public and private universities in the United States. The University’s mission is deeply rooted in academic excellence, integrity, and service. Students live by a unique Honor Code and engage in a broad spectrum of disciplines, supported by nationally ranked schools in Law, Business, and Medicine. The University also operates a top-tier hospital and produces graduates who are leaders in their fields. For additional information about the University, please visit: https://www.virginia.edu/about-uva/.

Request for Proposal (“RFP”) Description and Background The Rector and Visitors of the University of Virginia (the “University”) seeks proposals from qualified Firms to provide Architectural and Laboratory Casework, Equipment, and Services (the “Goods/Services”) on an as-needed basis. These Goods/Services include, but are not limited to, laboratory casework, commercial and institutional casework, architectural millwork, fume hoods, cabinetry, countertops, work surfaces, accessories, custom fabricated woodwork, delivery, installation, refurbishment, relocation, and related services. From Fiscal Year (FY) 2020 through FY 2025, the University has spent over $5,000,000 on these Goods/Services. Additionally, during this time period, Virginia Association of State College & University Purchasing Professionals (“VASCUPP”) Member Institutions utilizing cooperative contracting for these Goods/Services have spent approximately $26,000,000 dollars, inclusive of the University’s expenditures.

Strategic Context for the RFP The University retains responsibility for the oversight and delivery of laboratory casework, fume hoods, and general architectural casework and millwork for a variety of environments. Services include fabrication, delivery, installation, and optional design support. This RFP is intended to support the University’s strategic objective to support both specialized laboratory and general casework needs. The Selected Firm(s) will play a critical role in helping the University achieve these goals by ensuring the Goods/Services are provided to the University with the highest standards of quality, efficiency, and alignment with the University’s organizational initiatives.

Procurement Structure and Cooperative Use Each Firm accessing this RFP is referred to as a “Firm.” Any Firm selected by the University to provide Goods/Services will be referred to as a “Selected Firm.” For this RFP, the University intends to award multiple Selected Firms, based on product lines and service specializations, a resulting Agreement (an “Award Agreement”), establishing them as a “Contract Supplier” who is pre-qualified to provide Goods/Services on an as-needed basis.

Please note:

0. An Award Agreement does not guarantee any volume of Goods/Services requested by the University during the term.

0. The University invites proposals that offer various approaches to delivering Goods/Services, including innovative or alternative solutions. The University may, at its sole discretion, evaluate these options, provided they meet this RFP’s minimum requirements and functional needs.

0. A Selected Firm may be asked to provide Goods/Services to other entities (e.g., colleges, state agencies) under cooperative procurement provisions (see Agreement Attachment 2, Provision R).

0. The University reserves the right to decline an Award Agreement to Firms already under existing VASCUPP cooperative contracts to avoid duplication.

RFP Schedule and Information:

· Pre-Proposal Conference:

Optional but Encouraged: An optional pre-proposal conference will be held at 1:00 p.m. ET on Thursday, October 8, 2026, via Zoom. The purpose of this conference is to allow potential offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation. While attendance at this pre-proposal conference will not be a prerequisite to submitting a proposal, Firms that intend to submit a bid/proposal are encouraged to attend. To receive the virtual invitation, Firm must confirm its intent to attend (“RSVP”) by sending an email to Amanda Pruitt, Senior Sourcing Specialist, amp4um@virginia.edu for this RFP no later than 2:00 p.m. ET on Thursday, October 1, 2026.

Firms should have a copy of this RFP solicitation available. Any changes resulting from this pre-proposal conference will be issued in a written Addendum to this RFP.

IF YOU ARE AN INDIVIDUAL WITH A DISABILITY WHO NEEDS REASONABLE ACCOMMODATIONS TO PARTICIPATE IN THIS ACTIVITY, PLEASE NOTIFY Amanda Pruitt, SENIOR SOURCING SPECIALIST AT 434-924-4198 OR BY EMAIL AT [amp4um@virginia.edu], NO LATER THAN 2:00 p.m., October 1, 2026. INDIVIDUALS WITH HEARING/SPEECH DISABILITIES ARE ENCOURAGED TO USE THE VIRGINIA RELAY SERVICE. TDD USERS – 800-828-1120.

· Pre-Proposal Questions:

If a Firm has any questions regarding this RFP prior to the Proposal Due Date (see below), all questions must be submitted directly via email to the Procurement Services team member listed under “Communication with the University” below by Thursday, October 15, 2026, at 2:00 p.m. ET. While the University’s RFP Sourcing Event and its Message Center are available for communication, only questions submitted via email to the Procurement Services team member specified below will be considered official and eligible for response. The University will use reasonable efforts to respond to all properly submitted questions to the best of its ability. Responses will be posted and made available to all Firms after the deadline.

· Proposal Due Date: Thursday, October 22, 2026, by 2:00 p.m. ET Firms should submit one original proposal via the University’s RFP Sourcing Event in Workday Strategic Sourcing (also found on the University’s Public Postings Page at: https://the-rector-and-visitors-of-the-university-of-virgi.public-portal.us.workdayspend.com/).

To submit a response to this solicitation, a Firm must have a Supplier Account with Workday Strategic Sourcing. Registration is free, must be completed on a desktop, and requires setting up a Workday Central Login with an authenticator app. If the Firm is already registered, no new account is needed – existing login credentials can be used. For registration or login issues, contact Workday Support at scoutsupport@workday.com. Note: The RFP Sourcing Event will systematically close promptly at the Proposal Due Date above, and submissions will not be possible after this time.

The University reserves the right to reject proposals received after the Proposal Due Date and time noted in this RFP. However, the University may, at its sole discretion, accept late proposals if it is determined that acceptance of a late proposal is in the best interest of the University.

When submitting a proposal, the Firm must submit the following, separate documents (as applicable):

(a) Proposal responses, with the naming convention “Firm Name – Proposal”, and responses organized in the order in which the requirements are presented in this RFP (Section IV). The full proposal should be attached as an attachment to the Sourcing Event.

(b) Goods & Services Proposal and Fees in Excel Format (see Section IV.D.). Use the naming convention “Firm Name – Goods & Services Proposal and Fees”. This will be a file upload in the Sourcing Event and should be attached as a ‘Supplier Attachment’ in the Sourcing Event.

(c) Contractual Provision Addendum in Word format (see Section IV.E.i.). Use the naming convention “Firm Name - Contractual Provisions”. If applicable, this will be a file upload in the Sourcing Event.

· Negotiations:

For select Firms, negotiations are an included part of this RFP process, and all successful negotiations that are mutually agreed on by the University and the Selected Firm(s) will be incorporated into the resulting Award Agreement(s) by reference.

· Oral Presentations For select Firms, Oral Presentations may also be required following their bid submission to the University. This provides an opportunity for the Firm to clarify or elaborate on its proposal. The University will schedule the time (tentatively the week of December 7, 2026) and location of these presentations and notify select Firms accordingly. Oral presentations are an option of the University and may or may not be conducted. Therefore, proposals should be complete in the manner described in this RFP.

· Anticipated Award Date:

The Award Agreement(s) may be made on a rolling basis, but initial notice of awards is anticipated to occur the week of January 4, 2027.

Expected Term: The initial term of any resulting Award Agreement is expected to be for three (3) years with the ability to renew on the same terms and conditions for up to seven (7) additional years, if such renewal is agreed upon in a written amendment signed by the University and the Selected Firm(s).

Proposal Offer Period: The Firm agrees that submitting a proposal constitutes an offer that will remain open and irrevocable for one hundred and eighty (180) days from the Proposal Due Date.

Rejection of Proposals: The University reserves the right to reject any or all proposals received. Non-acceptance of a Firm's proposal will mean that one or more proposals were deemed more advantageous to the University or that all proposals were rejected. Firms whose proposals are not accepted will be notified after a binding contractual Award Agreement (or Agreements) between the University and a Selected Firm (or Selected Firms) exists, or when the University rejects all proposals.

Communication with the University: During this procurement, all communications regarding this RFP must be directed to the Procurement Services office and the Strategic Sourcing team member listed below.

· Refer all questions/correspondence about the RFP to:

Amanda Pruitt Senior Sourcing Specialist Phone: 434-924-4198 Email: amp4um@virginia.edu

· Refer all issues directly related to reporting and subcontracting opportunities to:

Shannon Wampler Business Analyst, Procurement Services Email: saw2w@virginia.edu

The RFP has been posted on the University’s Public Postings Page and can be accessed through the Sourcing Event. It is the Firm’s responsibility to ensure that the latest version of the entire RFP and related links are reviewed before submitting a proposal. Addenda and attachments are posted if issued. The University encourages Firms to check the Sourcing Event frequently for any changes before the Proposal Due Date.

Contract Administrator(s): The University will identify an individual or individuals for contract administration (the “Contract Administrator” or “Contract Administrators”) for any Award Agreement that results from this RFP. Contract Administrators will be the point of contact at the University for day-to-day operations, but only an authorized representative from the University’s Procurement Services team will be able to approve any modifications or Amendments to this Award Agreement.

Virginia Freedom of Information Act: Except as provided, once an Award Agreement is announced, all proposals submitted in response to this RFP will be open to inspection by any citizen, interested person, firm, or corporation, in accordance with the Virginia Freedom of Information Act (“the VFOIA”). Trade secrets or proprietary information submitted by a Firm before or as part of its proposal will not be subject to public disclosure under the VFOIA only under the following circumstances: (1) the appropriate information is clearly identified by some distinct method such as highlighting or underlining; (2) only the specific words, figures, or paragraphs that constitute trade secrets or proprietary information are identified; and (3) a summary page is supplied immediately following the proposal title page that includes: (a) the information to be protected, (b) the section(s)/page number(s) where this information is found in the proposal, and (c) a statement why protection is necessary for each section listed. The Firm must also provide a separate electronic copy of the proposal (e.g., email, CD, etc.) with the trade secrets and/or proprietary information redacted. Information regarding the accessibility of the Goods/Services under consideration, particularly compliance with Web Content Accessibility Guidelines (WCAG) accessibility standards, and including the interactive administrative consoles required to utilize these Goods/Services be exempt from any non-disclosure request. IF ALL OF THESE REQUIREMENTS ARE NOT MET, THE FIRM’S ENTIRE PROPOSAL WILL BE AVAILABLE FOR PUBLIC INSPECTION.

Important: Any trade secrets or proprietary information submitted with a proposal (original or copy) for which the Firm seeks protection from public disclosure must follow the requirements outlined above. A Firm may not request that its entire proposal be treated as a trade secret or proprietary information, nor may it request that its pricing/fees be treated as a trade secret or proprietary information or otherwise be deemed confidential.

II. SCOPE OF GOODS/SERVICES

The University seeks proposals from qualified Firms to provide Architectural and Laboratory Casework, Equipment, and Services (the “Goods/Services”) on an as-needed basis under one or more of the following categories:

1. Laboratory Casework & Fume Hoods

2. Architectural, Commercial & Institutional Casework

3. Custom Millwork, Cabinetry & Architectural Woodwork

4. Related Services & Project Support

The categories above are intended only to assist Firms in describing their capabilities. Firms may propose any combination of products and services within the scope of this RFP and are not required to provide all categories or all services described herein. Firms should clearly identify the full range of Goods/Services they are capable of providing within each proposed category, including any limitations or exceptions. The University may award to Firms based on their demonstrated capabilities, product offerings, service specializations, and ability to provide complete solutions appropriate to the University's needs.

The University will evaluate each Firm based on the categories and Goods/Services identified in its proposal; requirements within Section II shall apply to the extent applicable to the Goods/Services proposed by the Firm.

It is the University's intent to enter into an Award Agreement with the Selected Firm(s) to include those Goods/Services necessary to help the University achieve the goals outlined in this RFP. In order to achieve these goals, the Selected Firm(s) may be requested to provide Goods/Services including, but not limited to, those outlined in this section.

The University seeks qualified Firms to furnish and install both new and refurbished laboratory casework, commercial and institutional casework, architectural millwork, fume hoods, work surfaces, cabinetry, fixtures, and accessories on an as-needed basis, including, but not limited to, plastic laminate casework, wood veneer casework, solid wood millwork, metal casework, shelving systems, countertops, solid surface work surfaces, quartz surfaces, and custom fabricated architectural woodwork.

The Selected Firm(s) will demonstrate a thorough understanding of the unique demands and functional requirements of academic, healthcare, research, administrative, residential, and medical center environments. The Selected Firm(s) will demonstrate flexibility in accommodating new and changing requirements, while providing reliable customer service and a product of proven stability. The Selected Firm(s) will provide services as specified and in accordance with all applicable building and safety codes, local, state and federal standards, University project documents (e.g., plans, specifications, etc.), the University’s Design Guidelines, and coordinate work around University schedules, special events and holidays.

The University reserves the right to award to different Selected Firms to respectively provide any part of the Goods/Services discussed in this RFP.

The Selected Firm(s) must meet the following minimum requirements:

A. Products

1. The Selected Firm and, where applicable, its manufacturers and subcontractors must have the facilities, equipment, skilled workforce, and other resources necessary to provide the Goods/Services proposed by the Firm in accordance with the requirements of this RFP.

2. The Selected Firm will be able to furnish the Goods/Services proposed within the Scope Categories for which it is selected, including, as applicable, laboratory casework, commercial and institutional casework, architectural millwork, fume hoods, work surfaces, cabinetry, accessories, and associated products necessary for a complete installation. This includes providing products from a single manufacturer, or coordinated manufacturers, complete with accessories, trim, finish, fasteners, and other items/products needed for a complete installation to maintain consistent quality, construction, design, use, and effect.

3. The Selected Firm must be capable of coordinating and integrating associated components and equipment provided by other vendors as part of the overall installation. This includes, but is not limited to, integrated sinks, fixtures, eyewash stations, and similar items that are commonly included within or associated with casework packages.

4. The Selected Firm will be fully responsible for shipping and incur shipping expense, retain title during transit, and file damage claims as necessary.

B. Services

The Selected Firm(s) will:

1. Provide the following in a timely and professional manner:

a. Project design assistance,

b. Computer Aided Design (“CAD”) plans (3D/BIM/Revit are ideal), shop drawings, fabrication drawings and elevations for projects (conceptual, construction and as-built),

c. Large scale plans, drawings and elevations of proposed projects (conceptual, construction and as-built) for individual casework and millwork units, cross-sections, rough-in and anchor placements, framing system details, locations of blocking and reinforcements required for installation, tolerances and clearances, part numbers, unit dimensions, relation of units to surrounding walls, windows, doors, and other building components for each project,

d. Meet the following turnaround expectations:

· Pricing: Provide pricing for standard requests within three (3) to five (5) business days, and for complex or custom projects within five (5) to ten (10) business days.

· Shop Drawings: Provide initial shop drawings within ten (10) to fifteen (15) business days following receipt of complete project information. Revisions and resubmittals shall be provided within five (5) to ten (10) business days.

· Layout / Design Support: Provide initial layouts and design assistance within five (5) to ten (10) business days, with minor revisions provided within three (3) to five (5) business days.

· Identify constraints or deviations from the timeline at the time of the request.

These turnaround times represent expected service levels. Firms shall identify any exceptions in their proposal; failure to do so will be interpreted as acceptance of these expectations.

e. Product data/submittals for specified casework, millwork, fume hoods and accessories shall be provided to the architect of record and the University's Project Manager for review, approval, and coordination prior to fabrication and installation.

The required data/ submittals will include, but may not be limited to, component dimensions, configurations, construction details, joint details and attachments, performance and maintenance details, finish information, hardware, Environmental Product Declarations (EPDs), and utility and service requirements,

f. Field verification of existing conditions and dimensions prior to fabrication and installation,

g. Removal, demolition, refurbishment, relocation, re-installation and lawful disposal of existing casework, millwork, countertops, fixtures and associated materials (provide in-fill materials as required),

h. Finish matching of existing materials, profiles, colors, textures and construction details where required by project documents, and

i. Estimates for proposed goods and services with line-item pricing, including any quick ship product lines and available finishes.

2. Provide on-site project management personnel.

3. Provide factory-certified installation personnel (certified by the manufacturer), where applicable.

4. Conduct an on-site pre-installation conference with the University’s designated representative(s) to ensure all materials, casework, millwork, equipment and accessories needed for project completion are present and free from defect prior to installation. The University will coordinate the exact dates/ times of the pre-installation conference with the Selected Firm. In the event of shortages and/or damage, the Selected Firm will provide a written corrective action plan to the University’s designated representative following the conference.

5. Coordinate construction activities with other general contractors, building trades, and project activities to ensure an efficient and orderly installation. The Selected Firm shall coordinate all site access and work activities with the University’s Project Manager (PM) in advance, including any return visits, supplemental work, or additional installation beyond the originally scheduled scope. The Selected Firm will install casework, millwork, fume hoods, equipment and/or accessories in accordance with manufacturer’s written instructions and drawings approved by the University’s designated representative. The Selected Firm will perform work in occupied facilities with minimal disruption to University operations and accommodate phased installations, after-hours work and restricted access requirements as necessary.

6. Schedule delivery of casework, millwork, fume hoods and accessories so that spaces are sufficiently complete to accommodate installation immediately after delivery.

7. Deliver, uncrate, set in place, install plumb, level, align, and securely anchor to the building and adjacent casework and/ or equipment, all specified casework, millwork, work surfaces, fume hoods, equipment and accessories. Filler strips will be scribed in place for accurate fit with fasteners concealed where practical. Access panels will be easily removable and include secure reattachment methods.

8. Install casework, millwork, fume hoods and accessories in compliance with Scientific Equipment and Furniture Association (“SEFA”) recommended practices, Architectural Woodwork Institute (“AWI”) standards, where applicable, and construction documents.

9. Provide field-testing of fume hoods after completing installation to demonstrate proper operation. Test hoods according to the American Society of Heating, Refrigerating and Air-Conditioning Engineers (“ASHRAE”) standard to verify performance. If any hood tested fails to perform as specified, field retest hoods as directed by the University’s designated representative to ensure proper performance. The Selected Firm will coordinate all testing with the University’s Office of Environmental Health and Safety.

10. Guarantee all materials and workmanship for a minimum one (1) year from the date of final acceptance by the University’s designated representative or initial use of equipment unless otherwise specified. Any defects due to the use of improper materials or workmanship occurring within the minimum one (1) year from the date of final acceptance, or initial use of equipment, must be rectified by the Selected Firm at the firm’s expense upon notification from the University’s designated representative.

11. Ensure project/work sites are in such an orderly fashion as not to unduly interfere with the progress of the Selected Firm’s work, the work of other contractors, or University Facilities Management personnel. The Selected Firm will assist in daily clean-up efforts of the project/work site, associated staging areas and delivery paths. The Selected Firm will remove and dispose of debris and waste materials in a lawful manner and adhere to the University’s dust control policies to prevent the transmission of dust into adjacent areas. The Selected Firm will protect adjacent walls, flooring, ceilings, finishes, furniture and equipment from damage during delivery and installation activities.

12. Provide necessary protective measures to prevent damage of casework, millwork, fume hoods and accessories from exposure to other construction activities. The Selected Firm will protect, adjust, clean repair, remove and/ or replace finished surfaces as follows:

a. Protect from soiling and/ or damage during handling and installation with a protective covering of polyethylene film or other suitable material,

b. Protect countertops, tabletops, shelf and sink materials throughout the construction period/ process with a minimum ¼ inch thick corrugated cardboard completely covering the top and securely taped to the edges,

c. Adjust doors, drawers, hardware, fixtures, and other moving/operating parts to align and operate smoothly without warp or bind and ensure contact points meet accurately. Lubricate operating hardware as recommended by manufacturer,

d. Clean finished surfaces, including both sides of glass; touch up as required; and remove or refinish damaged or soiled areas to match original factory finish; as approved by University’s designated representative, and

e. Repair, remove and/ or replace improper materials or defective workmanship upon completion of installation and notification from the University’s designated representative. Touch up any casework, millwork, fume hoods or accessories as requested by the University’s designated representative.

13. Possess the ability to bond larger projects if required and maintain all applicable business licenses, trade licenses and insurance coverage required by local, state and federal regulations.

14. Possess the ability to store and manage routinely purchased casework, millwork components, countertops, fume hoods, biosafety cabinets, equipment, and accessories, with preference given to solutions that include locally leased storage.

15. Not disturb any existing laboratory casework, fume hoods or laboratory accessories until the University’s Office of Environmental Health and Safety has fully decommissioned same casework or accessories; and a statement verifying such decommissioning has been posted on the laboratory door by the University’s Office of Environmental Health and Safety.

16. Take proper safety and health precautions to protect, at a minimum, all of its work, the Selected Firm’s employees, the public, and University personnel. The Selected Firm will ensure all personnel wear appropriate personal protective equipment for the project site/project.

17. Personnel shall present a clean, professional appearance suitable for the work environment. While uniforms are not required, the use of company-branded apparel is strongly preferred.

18. Provide photo identification badges for all personnel assigned to a University project on behalf of the Selected Firm. Badges must contain the name of the Selected Firm as well as the name of the individual employee. Badges must be worn at chest level at all times while on University property. The University requires such identification for security reasons and access will be prohibited if University personnel do not recognize the identification.

19. Adhere to the University’s No Smoking or Vaping Policy, see https://uvapolicy.virginia.edu/policy/SEC-028 , and

20. Obtain parking permits from the University’s Department of Parking and Transportation for all vehicles parked on University Grounds. At no time will the Selected Firm utilize Health System Parking Garages. These areas are intended for the sole use of patients, visitors and University employees. Parking permits, tickets and/or towing charges are the sole responsibility of the Selected Firm. The University is not liable for any damage or expense resulting from illegally parked vehicles.

21. Complete punch list items and corrective work within timelines established by the University’s designated representative.

Goods/Services will be awarded to a Selected Firm or Selected Firms individually during the term of any resulting Award Agreement, and the scope of such Goods/Services will be determined at the time of request. Individual Goods/Services requests may be awarded based on the University’s knowledge of the expertise of the Selected Firm in a given area, competitively bid among all Selected Firms, or by other means determined to provide the best overall value to the University.

Note that the University does not place verbal orders without an authorized, corresponding payment method. No Goods/Services will be authorized without a University-issued Purchase Order, and no minimum or maximum amount of work is guaranteed to any Selected Firm under any resulting Award Agreement from this RFP.

III. BASIS OF SELECTION

The University will evaluate proposals, and the selection of Firms will be on the basis of:

· The Firm’s overall capability, capacity, and value-added services in providing the Goods/Services described in Section II, including but not limited to local or regional presence, storage capabilities, inventory management systems, logistical support, and ability to meet accelerated schedules or provide lead-time advantages (35%);

· The Firm’s experience and demonstrated efficacy in providing Goods/Services similar to those described in this RFP, including the Firm’s references from other Higher Ed clients (20%);

· The quality of the proposal, specifically, responsiveness to requirements and adequacy of information provided; (15%);

· The Firm’s financial proposal including but not limited to discounts, service charges and other charges (20%);

· The Firm’s small business status and/or the Firm’s plan for utilization of certified small business subcontractors (10%).

Overall value will be judged based upon the information provided in the Firm’s proposal in response to the applicable submission requirements of this RFP. All proposals received will be carefully evaluated by the University. The University then intends to conduct negotiations with two or more Firms. After negotiations have been conducted, if the University chooses to make an award, the University will select the Firms which, in its opinion, best meet the needs of the University. Alternatively, if the University determines in writing and in its sole discretion that only one Firm is fully qualified, or that one Firm is clearly more highly qualified than the others under consideration, it may decide to negotiate and grant an Award Agreement to that single Firm. In either event, the University intends to execute a mutually satisfactory written Award Agreement that will reflect and largely incorporate this RFP as reconciled with any pertinent documents (such as the proposal submitted and relevant negotiation correspondence). Because the University may choose to negotiate and award to a single Firm as discussed above, each Firm must include in its written proposal all requirements, terms, or conditions it may have, and should not assume that an opportunity will exist to add such matters after the proposal is submitted.

IV. CONTENTS OF THE PROPOSAL

Proposals should include all information as outlined in the RFP and in this section, and they must be submitted in a complete and clearly organized manner that is in accordance with the format specified in this RFP. The Firm must identify which Scope Categories (Section II) they are proposing for and provide detailed capabilities for each. Proposals must be submitted through the designated Sourcing Event platform, and Firms must respond to each required question within the platform, in addition to any attachments.

The University invites proposals that offer various approaches to delivering Goods/Services, including innovative or alternative solutions. The University may, at its sole discretion, evaluate these options, provided they meet this RFP’s minimum requirements and functional needs.

A. Company Overview:

i. Provide the Firm’s legal entity name and headquarters address.

ii. Give the name, title, address, telephone number, and email of the individual who will act as the Firm’s designated representative for purposes of this RFP.

iii. Provide an overview of the Firm’s business, including size, locations, and service footprint.

B. Qualifications/Experience:

i. Give a brief history of the Firm, including the number of years it has been in business, especially pertaining to its experience providing the Goods/Services as described in this RFP.

ii. Describe the approach and specific capabilities that uniquely qualify the Firm for the Goods/Services requested. Emphasize how the Firm believes it will differentiate its offering from other competing Firms.

iii. Provide a list of the Firm's current clients comparable to the University (i.e., higher education, university hospitals, and/or non-profit clients in particular), indicating the length of service of each account. Include the name of the organization and the contact information (name, email, and phone number) in the event that the University contacts and/or visits any of these accounts.

iv. If applicable, provide the total amount of annual sales the Firm has with each Virginia Association of State College & University Purchasing Professional (“VASCUPP”) Member Institution. A list of Member Institutions can be found on the VASCUPP site: https://vascupp.org/members. If Firm does not have any annual sales with VASCUPP Member Institutions, please indicate ‘Not Applicable’.

v. Describe the Firm’s experience providing laboratory casework, architectural casework, custom millwork, fume hoods, and/or related services and project support, as applicable.

C. Key Personnel:

i. Provide information about the individuals specifically assigned to work with the University, including a description of their experience in providing similar Goods/Services as described in this RFP. When providing this information, please also identify the individual(s) within the Firm who will have overall responsibility for the University account, the office in which each account team member is located, and how they fit into the organization of the Firm as a whole. Describe how assigned personnel will support design, project management, coordination, and installation services consistent with the requirements outlined in Section II.

ii. The Selected Firm agrees to provide a named individual (Account Manager) to implement, perform, and manage the provision of the Services. The University must approve the appointment of the Account Manager prior to execution of any Agreement with the Selected Firm. The Account Manager will be the University’s primary contact, although the Account Manager will be assisted by other members of the Selected Firm’s staff in completing key activities.

When in the opinion of the University the supervision and/or workmanship put in place by the Selected Firm does not meet the standards specified herein, the Selected Firm will immediately remove the non-conforming portion of the Services and replace it with supervision and/or workmanship which does meet the specified standards at no additional cost to the University. The University reserves the right to require the Selected Firm to remove any employee whose behavior is deemed unprofessional or objectionable.

D. Goods & Services Proposal and Fees:

i. Provide details regarding the Firm’s proposed Goods/Services, including:

a. Describe how the Firm will deliver the Goods/Services outlined in Section II, including design support, CAD/BIM capabilities, shop drawing development, project management, installation, and any related information.

b. Describe the Firm’s ability to meet the turnaround times for pricing, shop drawings, and design support as described in Section II, or identify any exceptions.

c. Describe the Firm’s approach to project management, site logistics, delivery, staging, and installation.

d. Describe the Firm's operational capacity to support the University, including fabrication resources, installation resources, staffing levels, equipment, service coverage area, and ability to support multiple concurrent projects.

e. Describe the Firm's inventory management, warehousing, staging, and storage capabilities, including any local or regional facilities available to support University projects.

f. Confirm compliance with applicable standards and requirements, including SEFA, AWI, building codes, and safety requirements, where applicable.

g. For firms proposing fume hoods, describe testing and commissioning capabilities, including adherence to applicable performance standards.

ii. Fees:

Using Attachment 1, Goods & Services Proposal and Fees, provide the Firm’s proposed Goods/Services under this RFP and their corresponding fees, including:

a. Any/all related costs, fees, and/or expenses (e.g., including, but not limited to, shipping charges, mobilization, travel, mileage, etc.). The fee structure should include all aspects of the Firm’s operation including labor, overhead, travel expense reimbursements, and other expenses. Ensure comprehensive fees are provided for any/all Goods/Services proposed by the Firm. Note: The University cannot accept any pricing based on a “Cost-Plus a Percentage of Cost basis”.

b. A detailed explanation of how the University will be charged for the Goods/Services. EX: Please detail if invoicing will be on a per-project basis, if it will be calculated at an hourly rate, or if both methods may be utilized depending on the scope of the project.

c. An overview of how the University will benefit from cost savings by accepting the Firm's proposal. Provide any additional discounts that may be applicable and offered to the University.

Note: The rates provided will be the maximum rates that a Selected Firm will be able to charge during the first two (2) years of any resulting Agreement. Thereafter, any proposed rate increase or decrease requires at least thirty (30) days’ written notice to the Primary and Secondary Administrators and is subject to the University’s prior written approval.

Any proposed price adjustment for goods shall not exceed the percentage increase or decrease in the applicable Producer Price Index (“PPI”) published by the U.S. Bureau of Labor Statistics for the most recent twelve (12) month period available at the time of the request. Any proposed adjustment to labor or service rates shall not exceed the percentage increase or decrease in the applicable Employment Cost Index (“ECI”) published by the U.S. Bureau of Labor Statistics for the most recent twelve (12) month period available at the time of the request. No pricing adjustment shall be effective unless and until approved in writing by the University. Any approved pricing adjustment will be incorporated into and deemed part of this Agreement without the need for a formal amendment.

E. Contractual Arrangements:

i. This solicitation and any subsequent agreement are also subject to University’s Contractual Provisions contained within Attachment 2. Review and confirm that if selected for an award, the Firm will agree to and abide by all terms and conditions therein.

a. If the Firm takes any exceptions to this document, it must indicate this in writing, and it must submit a separate document with its proposal titled “Firm Name – Contractual Provisions”. This document must be a Word document utilizing ‘Track Changes’ in the ‘Review’ tab to maximize efficiency. The University reserves the right to accept, reject, or edit the proposed modifications. Please be advised that any exceptions a Firm takes to this document could delay and/or impact an Award Agreement. If a Firm does not submit a separate addendum during its initial submission and by the Proposal Due Date, then the proposal from the Firm will automatically be deemed to include/accept the terms and conditions as issued in this RFP. Proposed modifications after this time will not be considered or accepted.

ii. If Firm is selected for an award under this RFP, state the Firm’s agreement to register as a supplier in the University’s registration system and receive payments electronically via approved payment terms. For more information, reference these websites:

· https://suppliers.uvafinance.virginia.edu/registering-uva

· https://uvafinance.virginia.edu/resources/getting-paid-university.

iii. If Firm is selected for an award under this RFP, state the Firm’s agreement to register with eVA and accept eVA terms and conditions prior to any Award Agreement (https://eva.virginia.gov/). For more information, reference this website: https://uvafinance.virginia.edu/resources/eva-information-suppliers.

F. Small Business:

The University is committed to giving fair consideration for all Firms in its procurement programs.

i. Does the Firm qualify as a small business?

· If yes: Is the Firm certified through the Virginia Department of Small Business & Supplier Diversity (SBSD)? If yes, please provide your certification number. If not, is the Firm willing to pursue certification?

· If no: Describe the Firm’s partnering relationships with small businesses and how it plans to support the University’s goal to increase small business participation.

G. Proposal Comments:

Provide any exceptions or deviations from the requirements outlined in Section II (Scope of Goods/Services). Specify any assumptions the Firm is making in this bid proposal and provide any other information that the University should consider in evaluating the Firm's response.

V. TERMS AND CONDITIONS

This solicitation and any subsequent agreement are subject to:

· The Selected Firm’s agreement to register as a supplier in the University’s registration system and receive payments electronically via approved payment terms, if selected for an award under this RFP. (https://suppliers.uvafinance.virginia.edu/registering-uva and https://uvafinance.virginia.edu/resources/getting-paid-university);

· The Selected Firm’s agreement to register with eVA and accept eVA terms and conditions prior to award (https://eva.virginia.gov/ and https://uvafinance.virginia.edu/resources/eva-information-suppliers);

· The University’s Contractual Provisions, see Attachment 2;

VI. ATTACHMENTS

The attachments below follow:

· Attachment 1: Goods & Services Proposal and Fees (separate Excel file)

· Attachment 2: Contractual Provisions

NOTE: Attachments herein should be utilized when adding attachments in the Sourcing Event. See specific instructions in this RFP for how to complete and name the Firm’s proposal files.

ATTACHMENT 2

Contractual Provisions

A. Conflict of Interests Selected Firm represents to the University that it’s entering into this Agreement with the University and its performance through its agents, officers and employees does not and will not involve, contribute to nor create a conflict of interest prohibited by the Virginia State and Local Government Conflict of Interests Act (Va. Code 2.2-3100 et seq), the Virginia Ethics In Public Contracting Act (Va. Code 2.2-4367 et seq), the Virginia Governmental Frauds Act (Va. Code 18.2-498.1 et seq) or any other applicable law or regulation.

B. Independent Contractor Selected Firm is not an employee or agent of the University but is engaged as an independent Selected Firm. Selected Firm will indemnify and hold harmless the Commonwealth of Virginia, the University, and its employees and agents, with respect to all withholding, Social Security, unemployment compensation and all other taxes or amounts of any kind relating to Selected Firm's performance of this Agreement. Nothing in this Agreement will be construed as authority for Selected Firm to make commitments which will bind the University, or to otherwise act on behalf of the University, except as the University may expressly authorize in writing.

C. Drug-Free Workplace Selected Firm, its agents and employees are prohibited, under the terms of this Agreement, Code of Virginia Section 2.2-4312, and the Commonwealth of Virginia, Department of Human Resource Management Policy Number 1.05, from manufacturing, distributing, dispensing, possessing, or using any unlawful or unauthorized drugs or alcohol while on University property.

During the performance of this Agreement, Selected Firm agrees to 1) provide a drug-free workplace for Selected Firm's employees; 2) 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 or marijuana is prohibited in Selected Firm's workplace and specifying the actions that will be taken against employees for violations of such prohibition; 3) state in all solicitations or advertisements for employees placed by or on behalf of Selected Firm that it maintains a drug-free workplace; and 4) 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 agreement awarded to a Selected Firm, the employees of whom are prohibited from engaging in the unlawful manufacturing, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of this Agreement.

D. Information Technology Access All electronic and information technology procured through this agreement must meet the applicable accessibility standards of Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended and is viewable at http://www.section508.gov. Additionally, in accordance with § 2.2-3504 of the Code of Virginia, the following will apply to all information technology Agreements:

NON-VISUAL ACCESS TO TECHNOLOGY: All information technology (the "Technology") which is purchased or upgraded by the University will comply with the following non-visual access standards from the date of purchase or upgrade until the expiration of this Agreement:

· Effective, interactive control and use of the Technology will be readily achievable by non-visual means;

· Technology equipped for non-visual access will be compatible with information technology used by other individuals with whom any blind or visually impaired user of the Technology interacts;

· Non-visual access technology will be integrated into any networks used to share communications among employees, program participants or the public; and

· Technology for non-visual access will have the capability of providing equivalent access by non-visual means to telecommunications or other interconnected network services used by persons who are not blind or visually impaired.

Compliance with the foregoing non-visual access standards will not be required if the Director of Procurement Services, University of Virginia determines that 1) the Technology is not available with non-visual access because the essential elements of the Technology are visual and 2) non-visual equivalence is not available.

Installation of hardware, software, or peripheral devices used for non-visual access is not required when the Technology is being used exclusively by individuals who are not blind or visually impaired, but applications programs and underlying operating systems (including the format of the data) used for the manipulation and presentation of information will permit the installation and effective use of non-visual access software and peripheral devices.

If requested, the agreement must provide a detailed explanation of how compliance with the foregoing non-visual access standards is achieved and a validation of concept demonstration.

E. Unauthorized Alien Use Selected Firm warrants that it does not knowingly employ an “unauthorized alien,” as such term is defined in the federal Immigration Reform and Control Act of 1986. Selected Firm furthermore agrees that, during the term of this Agreement, it will not knowingly employ an unauthorized alien.

F. Additional Federal Grant Provisions The following provisions apply to a contract made under a federal grant: Appendix II to Part 200 - Contract Provisions for Non-Federal Entity Contracts Under Federal Awards.

G. Assignment Neither party to this Agreement will have the right to assign this Agreement in whole or in part without the prior written consent of the other. Any assignment in violation of this provision is null and void.

H. Amendments No amendment of this Agreement will be effective unless it is reduced to writing and executed by the University's Director of Procurement Services and by the individual signing Selected Firm's proposal or by other individuals named by either party as specified in the Notices provision below. If Selected Firm deviates from the terms of this Agreement without a written amendment, it does so at its own risk.

I. Notices Any notice required or permitted to be given under this Agreement will be in writing and will be deemed duly given: (1) if delivered personally, when received; (2) if sent by recognized overnight…