RFP Complete.pdf

REQUEST FOR PROPOSALS

#V211-26-050

ATHLETICS REVENUE-SHARE MANAGEMENT SOLUTION

26 FEBRUARY 2026

Virginia Military Institute

Lexington, Virginia 24450

REQUEST FOR PROPOSALS

RFP# V211-26-050

Issue Date: 26 February 2026

Title: Athletics Revenue‑Share Payment Management Solution

Due Date: 25 March 2026 at 2:00 PM EST

Commodity Codes: 20846, 91806, 91875, 92000

Issuing Agency: Virginia Military Institute Procurement Services 330 Parade Avenue, Smith Hall #314 Lexington, VA 24450

Period of Contract: Date of Award through 30 June 2030 (Annually Renewable Thereafter for five (5) successive one (1) year renewals.)

Responses are to be submitted electronically through www.eva.virginia.gov. One redacted copy of the proposal including all attachments in accordance with the Virginia Freedom of Information Act is to be delivered to VMI electronically at procurement@vmi.edu.

PRE-PROPOSAL MEETING - There will be no pre-proposal conference held for this solicitation. Questions are to be submitted using the Understanding of Requirements form and emailed to procurement@vmi.edu (Attachment A). Information will not be provided by any other method.

In Compliance With This Request For Proposal And To All The Conditions Imposed Therein And Hereby Incorporated By

Reference, The Undersigned Offers And Agrees To Furnish The Goods/Services In Accordance With The Attached Signed

Response Or As Mutually Agreed Upon By Subsequent Negotiation.

Name and Address of Offeror/Firm:

___________________________________________ Date: ______________________________________________

___________________________________________ By: ______________________________________________

(Signature In Ink)

___________________________________________ Name: _____________________________________________

(Please Print)

_________________________Zip Code: __________ Title: _____________________________________________

EVA Vendor ID or DUNS number ________________ Phone: (_____)_______________________________________

E-mail: _____________________________________ Fax: (_____)_________________________________________

Minority Vendor: _____ Woman owned: _____ Small Business _____ SWaM Certification Number: __________ http://www.eva.virginia.gov/ mailto:procurement@vmi.edu mailto:procurement@vmi.edu

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

TABLE OF CONTENTS Page

I. PURPOSE 4

II. CONTRACT PERIOD 4

III. BACKGROUND 4

IV. VASCUPP EXPANDED COOPERATIVE LANGUAGE 5

V. STATEMENT OF NEEDS 6

VI. RESPONSE PREPARATION & SUBMISSION 5

VII. SELECTION CRITERIA AND AWARD 7

VIII. METHOD OF PAYMENT 8

IX. ADDENDUM 8

X. CONTRACT ADMINISTRATION 8

XI. PRICE SCHEDULE 9

XII. GENERAL TERMS AND CONDITIONS

ATTACHMENTS:

A: UNDERSTANDING OF REQUIREMENTS

B: CONFLICT OF INTEREST STATEMENT

C: OFFEROR DATA SHEET

D: REFERENCES

E. SMALL BUSINESS/SWaM CERTIFICATION AND UTILIZATION PLAN

F. DATA PROTECTION AGREEMENT

I. PURPOSE:

Virginia Military Institute (VMI) seeks proposals from qualified contractors to provide a secure, compliant, and auditable third‑party technology platform and related services for the management, calculation, processing, and distribution of revenue‑share payments associated with athletics programs, Name‑Image‑Likeness (NIL) activities, and other institute‑approved initiatives.

II. CONTRACT PERIOD:

The initial term of this contract is from date of award through 30 June 2030 with five successive one-year renewals.

This solicitation is issued in accordance with the provisions of:

A. Procurement Manual for Institutions of Higher Education and their Vendors

B. Governing Rules for Restructured Public Institutions of Higher Education

III. BACKGROUND:

The Institute

Founded in 1839 as the nation's first state military college, the Virginia Military Institute is organized under the laws of the Commonwealth of Virginia and is governed by a Board of Visitors appointed by the Governor. In accordance with the provisions of the Code of Virginia, nearly 1700 cadets constitute a military corp.

The VMI academic program educates cadets in a rigorous environment that encourages lifelong learning and develops citizens of character who anticipate, respond, and lead in a complex and changing world. VMI offers cadets a challenging four-year core curriculum and 14 nationally recognized majors in engineering, the sciences, and the humanities, with an array of enrichment opportunities provided through the Institute Honors

Program, undergraduate research, foreign study, internships, and the Institute Writing Program.

The distinctive VMI approach to higher education, which is the result of 187 years of development, continues to prove its effectiveness in providing young men and women an environment that fosters intellectual, physical, and character development. VMI graduates leave the Institute demonstrating the ability to apply the art and science of leadership to inspire, motivate, and develop subordinates, accomplish organizational goals, and lead in a complex and changing world. VMI’s mission of producing leaders—educated men and women of unimpeachable character and absolute integrity—remains the clear focus today and for the future.

NCAA ATHLETICS

VMI fields 18 teams on the NCAA Division I level. VMI sponsors 11 teams for men in baseball, basketball, cross country, football, lacrosse, rifle, soccer, swimming, indoor and outdoor track & field, and wrestling. VMI sponsors seven teams for women in cross country, rifle, soccer, swimming indoor and outdoor track & field, and water polo. Approximately one-third of the Corps of Cadets play on one of VMI’s intercollegiate athletic teams, making it one of the most active athletic programs among its student body. Of the VMI athletes who complete their eligibility, 92 percent receive their VMI diplomas.

https://vascupp.org/sites/vascupp/files/2020-09/hem.pdf https://vascupp.org/sites/vascupp/files/2020-05/vascapp-governing-rules.pdf

VMI’s athletic program returned to the Southern Conference on July 1, 2014. The Southern Conference

(SoCon) is the nation’s fifth-oldest NCAA Division I collegiate athletic association. The SoCon sponsors 20 varsity sports and championships that produce participants for NCAA Division I Championships with a membership that includes 10 institutions and a footprint that spans six states: Alabama, Georgia, North

Carolina, South Carolina, Tennessee and Virginia. Current league members are The Citadel, East Tennessee

State, Furman, Mercer, University of North Carolina/Greensboro, Samford, University of Tennessee/

Chattanooga, VMI, Western Carolina and Wofford.

Each of VMI’s football and basketball games as well as many other contests are televised live on ESPN3 or

ESPN+. During 2013 football season, VMI led the Big South Conference with a total of 4,952 viewers. VMI’s recent, non-conference football and basketball schedules have included the University of Virginia, and

Virginia Tech, U.S. Military and Naval Academies, Duke, West Virginia University, Ohio State University, University of Pittsburgh, as well as Wake Forest and Clemson Universities. In baseball, VMI’s more recent non-conference opponents have been Auburn, Florida State, Maryland, NC State, and South Carolina. Non-conference opposition for all other sports includes in-state rivals William & Mary, James Madison, Virginia

Commonwealth, George Mason, Liberty, Old Dominion, and the University of Richmond.

VMI’s teams, particularly basketball, have appeared on live television 19 times over the past five years. Most recently on ESPNU and ESPN3 during the 3rd Annual All-Military Classic played in Lexington.

A listing of athletic teams, coaches and rosters as well as current and past schedules/results may be viewed on the official web site www.vmikeydets.com.

IV. VASCUPP EXPANDED COOPERATIVE LANGUAGE:

CONTRACT PARTICIPATION: Under the authority of the Code of Virginia 2.2-4304. Cooperative Procurement, it is the intent of this solicitation and resulting contract(s) to allow for cooperative procurement. Accordingly, any public body, public or private health or educational institution or lead-issuing institution’s affiliated corporations may access any resulting contract if authorized by the successful offeror(s).

Participation in this cooperative procurement is strictly voluntary. If authorized by the successful offeror(s), the resultant contract(s) will be extended to the public bodies indicated above to purchase at contract prices in accordance with contract terms. The successful offeror(s) shall notify the lead-issuing institution in writing of any such institutions accessing the contract. No modification of this contract or execution of a separate contract is required to participate. The successful offeror(s) will provide semi-annual usage reports for all entities accessing the Contract. Participating entities shall place their own orders directly with the successful offeror(s) and shall fully and independently administer their use of the contract(s) to include contractual disputes, invoicing, and payments without direct administration from the lead-issuing institution. The lead-issuing institution shall not be held liable for any costs or damages incurred by any other participating public body as a result of any authorization by the successful offeror(s) to extend the contract. It is understood and agreed that the lead-issuing institution is not responsible for the acts or omissions of any entity and will not be considered in default of the contract no matter the circumstances.

Use of this contract(s) does not preclude any participating entity from using other contracts or competitive processes as the need may be.

http://www.vmikeydets.com/

V. STATEMENT OF NEEDS:

A. Overview

1. Virginia Military Institute (VMI) seeks proposals from qualified contractors to provide a secure, compliant, and auditable third‑party technology platform and related services for the management, calculation, processing, and distribution of revenue‑share payments associated with athletics programs, Name‑Image‑Likeness (NIL) activities, and other institute‑approved initiatives. The solution must support

VMI’s operational, financial, reporting, and regulatory compliance requirements under applicable NCAA guidance, federal and state regulations, institutional policies, and Commonwealth of Virginia procurement and information security standards.

2. The resulting contract will provide VMI with a turnkey system and ongoing services enabling accurate payment workflows, secure data handling, transparent reporting, and efficient coordination between

Athletics, Finance, Compliance, and other authorized stakeholders.

B. Objectives

1. The Contractor shall deliver a platform and associated services that:

2. Provide end‑to‑end management of revenue‑share compensation and related transactions.

3. Ensure accurate calculation, validation, and disbursement of payments to eligible recipients.

4. Maintain full transparency, auditability, and traceability of all transactions.

5. Support compliance with NCAA, state, federal, financial, and institutional requirements.

6. Reduce administrative burden through automation, centralized data, and user‑friendly workflows.

7. Provide end-to-end management of revenue-share compensation and related transactions to include per diem.

8. Protect all institutional and personally identifiable information (PII) in accordance with Commonwealth of

Virginia security and data‑privacy standards.

C. Functional Requirements

1. Revenue‑Share Management

a. Tools to create, administer, and manage revenue‑share programs and distribution rules.

b. Automated or assisted calculation of eligible payments based on predefined criteria (e.g., participation, performance, contractual or program terms).

c. Ability to review, edit, and approve payment calculations prior to disbursement.

d. Configurable workflows for multi‑level approvals.

2. Payment Processing

a. Secure payment disbursement capabilities through ACH, prepaid wallet, direct deposit, or other compliant mechanisms.

b. Support for batching, scheduling, and tracking payments.

c. Real‑time or near‑real‑time visibility into payment status for authorized VMI staff and recipients.

d. Ability to reverse, correct, or reconcile payments when necessary.

3. Recipient Onboarding & Identity Verification

a. Secure onboarding of cadet‑athletes

b. Identity verification tools consistent with applicable financial and regulatory guidelines.

c. Collection and management of required tax documentation (e.g., W‑9) where applicable.

d. Self‑service capabilities for recipients to update account information.

4. Compliance & Documentation

a. Tools to support institutional compliance requirements, including:

i. NCAA guidelines as applicable.

ii. Institutional reporting and documentation needs.

iii. Audit logs capturing system activity, approvals, and payment histories.

iv. Automatic generation and storage of required financial or compliance documentation.

5. Reporting & Analytics

a. Customizable dashboards for administrators.

b. Exportable reports for accounting, auditing, compliance, and operational use.

c. Year‑end summaries and tax‑related reporting support (e.g., 1099 generation options, where applicable).

d. Role‑based reporting access for authorized personnel only.

D. Technical Requirements

1. Security & Data Protection – see Data Protection Addendum

E. Implementation & Support Requirements

1. Implementation Services

a. Contractor shall provide:

i. Project planning and implementation timeline.

ii. Configuration of platform features according to VMI requirements.

iii. Data migration (if applicable).

iv. Testing and validation of system functionality prior to launch.

v. Go‑live support.

2. Training

a. Training for administrators, finance personnel, compliance staff, and coaches as needed.

b. Online training materials, user guides, and knowledge base resources.

c. Ongoing access to updated training content as features evolve.

3. Customer Support

a. Dedicated account management or customer success resources.

b. Support channels including email and phone

F. Performance Requirements

1. Contractor shall meet performance standards including:

a. Timely execution of payment runs and reporting processes.

2. VMI reserves the right to require reporting of performance metrics on a recurring basis.

G. Regulatory Compliance

1. The solution and services must comply with all applicable:

a. Federal and Commonwealth of Virginia laws.

b. NCAA regulations, as applicable to program activities.

c. VMI policies on data privacy, athletics, cadet records (FERPA), and financial controls.

d. Tax reporting regulations relevant to payment processing.

e. Contractor must notify VMI promptly of any regulatory changes that may affect system capabilities.

H Optional / Value‑Added Capabilities

1. Bidders may propose additional features or services that provide meaningful value to VMI, such as:

a. Mobile applications for cadet‑athletes.

b. Enhanced analytics or financial modeling tools.

c. Marketplace‑style capabilities for managing approved NIL activities.

d. Communication tools for announcements or workflow tasks.

e. Expanded financial wellness, education, or compliance‑training modules.

These optional capabilities should be clearly itemized and priced separately.

VI. RESPONSE PREPARATION AND SUBMISSION:

A. General Requirements

1. RFP Response: To be considered for selection, Offerors must submit a complete response to this RFP.

Response must be submitted electronically through www.eva.virginia.gov No other distribution of the Responses shall be made by the Offeror.

2. Response Preparation

a. Responses 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 Institute requiring prompt submission of missing information and/or giving a lowered evaluation of the response. Responses which are incomplete or lack key information may be rejected by the Institute at its discretion. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

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

c. Responses should be organized in the order in which the requirements are presented in the RFP.

All pages of the Response should be numbered. Each paragraph in the Response should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, sub-letter, 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 sub-letter should be repeated at the top of the next page. The response 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 response and designated as additional material. Responses 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. Should the proposal contain proprietary information, provide one (1) redacted hard copy of the proposal and all attachments with proprietary portions removed or blacked out. This copy should be clearly marked “Redacted Copy” on the front cover. The classification of an entire proposal document, line-item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable. VMI shall not be responsible for the Offeror’s failure to exclude proprietary information from this redacted copy. See section e. below for additional information. An electronic copy is required; printed material is optional.

NOTE: Virginia Freedom of Information Act: Except as provided, once an award is announced, all proposals submitted in response to this RFP will be open to inspection by any citizen, or interested person, Offeror/Firm, or corporation, in accordance with the

Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror/Firm before or as part of its proposal will not be subject to public disclosure under the Virginia Freedom of Information Act 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 offeror must also provide a separate electronic copy of the proposal (email, CD, etc.)

with the trade secrets and/or proprietary information redacted. IF ALL THESE

REQUIREMENTS ARE NOT MET, THE OFFEROR’S ENTIRE PROPOSAL WILL BE AVAILABLE FOR

PUBLIC INSPECTION. Any trade secrets or proprietary information submitted with a proposal (original or copy) for which the Offeror seeks protection from public disclosure must follow the requirements outlined above. An Offeror may not request that its pricing/fees be treated as a trade secret or proprietary information or otherwise be deemed confidential.

e. Ownership of all data, material and documentation originated and prepared for the Institute pursuant to the RFP shall belong exclusively to the Institute 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, to prevent disclosure the Offeror must invoke the protections of Section 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other materials is submitted. The written request must specifically identify the data or other materials to be protected and state the reasons why 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. The classification of an entire Response document, line-item prices and/or total Response prices as proprietary or trade secrets is not acceptable and may result in rejection of the Response.

f. The offeror understands that by submitting a proposal it constitutes an offer that will remain viable and irrevocable for 180 days from the date of proposal submission.

g. VMI reserves the right to reject any or all proposals received.

B. Specific Requirements

Responses should be as thorough and detailed as possible so that the Institute may rigorously evaluate Offerors’ capabilities to provide the required services. Offerors are required to submit the following information as a complete Response:

1. Submit the RFP cover sheet and all addenda acknowledgements, if any, completed and signed as required.

2. Plan and methodology for providing the goods/services as described in Section V. Statement of Needs of this Request for Proposal.

3. A written narrative statement to include, but not be limited to, the expertise, qualifications, and experience of the offeror and resumes of specific personnel to be assigned to perform the work.

4. Identify key personnel assigned to this contract with brief résumés (including senior leadership, account managers, and others who will have an active role in this contract). Identify any potential conflicts of interest (COI) with VMI, its Board of Visitors, officers, employees, or contracted vendors. This includes COI with any VMI auxiliary agencies, subsidiaries, or affiliates.

(Attachment B: Conflict of Interest Statement)

5. Offeror Data Sheet, included as Attachment C to this RFP.

6. Small Business Subcontracting Plan, included as Attachment E to this RFP. Offeror shall provide a Small Business Subcontracting plan which summarizes the planned utilization of Department of Small Business and Supplier Diversity (SBSD)-certified small businesses which include businesses owned by women and minorities, when they have received Department of Small Business and Supplier Diversity (SBSD) small business certification, under the contract to be awarded as a result of this solicitation. This is a requirement for all prime contracts more than $100,000 unless no subcontracting opportunities exist.

7. Identify the number and dollar value of sales your company had during the last twelve months with each VASCUPP Member Institution. A list of VASCUPP Members can be found at:

www.VASCUPP.org.

8. Proposed Cost. See Section X. Pricing Schedule of this Request for Proposal.

VII. SELECTION CRITERIA AND AWARD:

A. Selection Criteria

Responses will be evaluated by Virginia Military Institute using the following:

No. Criteria Maximum Point Value

1 Offeror’s Plan for Providing Services 20

2 Qualifications, including Technical, and Experience of Offeror/Personnel 20

4 Experience with Institutions of Higher Education 20

5 Small, Women-Owned, and Minority-Owned Participation Plan 20

6 Pricing / Financial Proposal 20

Total Points 100 http://www.vascupp.org/

B. Award

Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals based on the evaluation factors included in the Request for Proposals, including price. Negotiations shall be conducted with the offerors so selected. Price shall be considered but need not be the sole determining factor. After negotiations have been conducted with each offeror selected, VMI shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. Virginia Military Institute reserves the right to make multiple awards as a result of this solicitation. Virginia Military Institute may cancel this Request for Proposals or reject proposals at any time prior to an award and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Code of Virginia, § 2.2-4359D). Should the Virginia Military Institute determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the successful offerors’ proposal as negotiated.

VIII. METHOD OF PAYMENT

Virginia Military Institute will authorize payment to the successful offeror after receiving satisfactory service and receipt of the successful offeror’s correct invoice for services rendered.

Invoice documents shall include the contract number and purchase order number. Invoices must correspond with contract prices. Unless specified otherwise in a purchase order change form or a contract modification agreement, invoices shall be sent electronically to the following address: payables@vmi.edu

IX. ADDENDUM:

Any ADDENDUM issued for this solicitation may be accessed at http://www.eva.virginia.gov under Virginia Business Opportunities (VBO).

X. CONTRACT ADMINISTRATION:

Virginia Military Institute shall identify a Contract Administrator and shall use all powers under the contract to ensure its faithful performance.

The Contract Administrator shall determine the amount, quantity, acceptability, fitness of all aspects of the services and shall decide all other questions in connection with the services. The Contract Administrator shall not have authority to approve changes in the services which alter the concept, or which call for an extension of time for this contract. Any modifications made must be authorized by Procurement Services at Virginia Military Institute through a written amendment to the contract.

XI. PRICING SCHEDULE

Fee Structure / Pricing Methodology: Offeror to provide the Fee/Rate Structure and/or Pricing Methodology of Services offered.

There is no prescribed method for providing this information. It should be thorough, clearly communicated and competitively submitted.

mailto:payables@vmi.edu

XI. GENERAL TERMS AND CONDITIONS

A. PURCHASING MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia’s Purchasing Manual for Institutions of Higher Education and Their Vendors and any revisions thereto, which are hereby incorporated into this contract in their entirety. A copy of the manual is available for review at the purchasing office.

The manual may be accessed electronically at https://vascupp.org/sites/vascupp/files/2020-09/hem.pdf.

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. VMI and the Contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia,§ 2.2-4366). ADR procedures are described in Chapter 9 of the Commonwealth of Virginia Vendor’s Manual. The Contractor shall comply with all applicable federal, state and local laws, rules and regulations.

C. ANTI-DISCRIMINATION: By submitting their proposals, offerors certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient’s religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).

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

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

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

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

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

d. If the Contractor employs more than five employees, the Contractor shall (i) provide annual training on the Contractor's sexual harassment policy to all supervisors and employees providing services in the Commonwealth, except such supervisors or employees that are required to complete sexual harassment training provided by the Department of Human Resource Management, and (ii) post the Contractor's sexual harassment policy in (a) a conspicuous public place in each building located in the Commonwealth that the Contractor owns or leases for business purposes and (b) the Contractor's employee handbook.

e. The requirements of these provisions 1. and 2. are a material part of the contract. If the Contractor violates one of these provisions, the Commonwealth may terminate the affected part of this contract https://vascupp.org/sites/vascupp/files/2020-09/hem.pdf for breach, or at its option, the whole contract. Violation of one of these provisions may also result in debarment from State contracting regardless of whether the specific contract is terminated.

f. In accordance with Executive Order 61 (2017), a prohibition on discrimination by the Contractor, in its employment practices, subcontracting practices, and delivery of goods or services, on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age, political affiliation, disability, or veteran status, is hereby incorporated in this contract.

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

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

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: Applicable for all contracts over $10,000:

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

F. DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not currently debarred by the Commonwealth of Virginia from submitting a response for the type of goods and/or services covered by this solicitation. Vendor further certifies that they are not debarred from filling any order or accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the Commonwealth of Virginia.

If a vendor is created or used for the purpose of circumventing a debarment decision against another vendor, the non-debarred vendor will be debarred for the same time period as the debarred vendor.

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

H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS FOR IFBs AND RFPs

Failure to submit a proposal on the official state form provided for that purpose may be a cause for rejection of the proposal. Modification of or additions to the General Terms and Conditions of the solicitation may be cause for rejection of the proposal; however, the Commonwealth reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a proposal.

I. CLARIFICATION OF TERMS: If any prospective (bidder/offeror) has questions about the specifications or other solicitation documents, the prospective (bidder/offeror) should contact the buyer whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer.

J. PAYMENT:

1. To Prime Contractor:

a. Invoices for items ordered, delivered and accepted shall be submitted by the Contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the state contract number and/or purchase order number; social security number (for individual Contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

c. All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be billed by the Contractor at the contract price, regardless of which public agency is being billed.

d. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act.

e. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, Contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be resolved in accordance with Code of Virginia, § 2.2-4363 and -4364. Upon determining that invoiced charges are not reasonable, the Commonwealth shall notify the Contractor of defects or improprieties in invoices within fifteen (15) days as required in Code of Virginia, § 2.2-4351.,. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

2. To Sub-contractors:

a. Within seven (7) days of the Contractor’s receipt of payment from the Commonwealth, a Contractor awarded a contract under this solicitation is hereby obligated:

(1) To pay the sub-contractor(s) for the proportionate share of the payment received for work performed by the sub-contractor(s) under the contract; or

(2) To notify VMI and the sub-contractor(s), in writing, of the Contractor’s intention to withhold payment and the reason.

b. The Contractor is obligated to pay the sub-contractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the Contractor that remain unpaid seven (7) days following receipt of payment from the Commonwealth, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier Contractor performing under the primary contract. A Contractor’s obligation to pay an interest charge to a sub-contractor may not be construed to be an obligation of the Commonwealth.

3. Each prime Contractor who wins an award in which provision of a SWaM procurement plan is a condition to the award, shall deliver to the contracting agency or institution, on or before request for final payment, evidence and certification of compliance (subject only to insubstantial shortfalls and to shortfalls arising from sub-contractor default) with the SWaM procurement plan. Final payment under the contract in question may be withheld until such certification is delivered and, if necessary, confirmed by the agency or institution, or other appropriate penalties may be assessed in lieu of withholding such payment.

4. The Commonwealth of Virginia encourages Contractors and sub-contractors to accept electronic and credit card payments.

K. PRECEDENCE OF TERMS: The following General Terms and Conditions COMMONWEALTH OF VIRGINIA PURCHASING MANUAL for INSTITUTIONS OF HIGHER EDUCATION and THEIR VENDORS, APPLICABLE LAWS AND COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT STATUS, ANTITRUST, MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS, CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

L. QUALIFICATIONS OF (BIDDERS/OFFERORS): The Commonwealth may make such reasonable investigations as deemed proper and necessary to determine the ability of the (bidder/offeror) to perform the services/furnish the goods and the (bidder/offeror) shall furnish to the Commonwealth all such information and data for this purpose as may be requested. The Commonwealth reserves the right to inspect (bidder’s/offeror’s) physical facilities prior to award to satisfy questions regarding the (bidder’s/offeror’s) capabilities. The Commonwealth further reserves the right to reject any (bid/proposal) if the evidence submitted by, or investigations of, such (bidder/offeror) fails to satisfy the Commonwealth that such (bidder/offeror) is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

M. TESTING AND INSPECTION: The Commonwealth reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications.

N. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the Contractor in whole or in part without the written consent of the Commonwealth.

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

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

2. VMI may order changes within the general scope of the contract at any time by written notice to the Contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation.

The Contractor shall comply with the notice upon receipt, unless the Contractor intends to claim an adjustment to compensation, schedule, or other contractual impact that would be caused by complying with such notice, in which case the Contractor shall, in writing, promptly notify VMI of the adjustment to be sought, and before proceeding to comply with the notice, shall await VMI’s written decision affirming, modifying, or revoking the prior written notice. If VMI decides to issue a notice that requires an adjustment to compensation, the Contractor shall be compensated for any additional costs incurred as the result of such order and shall give the Purchasing Agency a credit for any savings. Said compensation shall be determined by one of the following methods:

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

b. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the Contractor accounts for the number of units of work performed, subject to VMI’s right to audit the Contractor’s records and/or to determine the correct number of units independently; or

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

P. ADDITIONAL GOODS AND SERVICES: VMI may acquire other goods or services that the supplier provides than those specifically solicited. VMI reserves the right, subject to mutual agreement, for the Contractor to provide additional goods and/or services under the same pricing, terms, and conditions and to make modifications or enhancements to the existing goods and services. Such additional goods and services may include other products, components, accessories, subsystems, or related services that are newly introduced during the term of this Agreement. Such additional goods and services will be provided to VMI at favored nations pricing, terms, and conditions.

Q. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the Commonwealth, after due oral or written notice, may procure them from other sources and hold the Contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the Commonwealth may have.

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

If sales or deliveries against the contract are not exempt, the Contractor shall be responsible for the payment of such taxes unless the tax law specifically imposes the tax upon the buying entity and prohibits the Contractor from offering a tax-included price.

S. USE OF BRAND NAMES: Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer does not restrict (bidders/offerors) to the specific brand, make or manufacturer named, but conveys the general style, type, character, and quality of the article desired. Any article which the public body, in its sole discretion, determines to be the equivalent of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. The (bidder/offeror) is responsible to clearly and specifically identify the product being offered and to provide sufficient descriptive literature, catalog cuts and technical detail to enable the Commonwealth to determine if the product offered meets the requirements of the solicitation. This is required even if offering the exact brand, make or manufacturer specified. Normally in competitive sealed bidding only the information furnished with the bid will be considered in the evaluation. Failure to furnish adequate data for evaluation purposes may result in declaring a bid nonresponsive. Unless the (bidder/offeror) clearly indicates in its (bid/proposal) that the product offered is an equivalent product, such (bid/proposal) will be considered to offer the brand name product referenced in the solicitation.

T. TRANSPORTATION AND PACKAGING: By submitting their (bids/proposals), all (bidders/offerors) certify and warrant that the price offered for FOB destination includes only the actual freight rate costs at the lowest and best rate and is based upon the actual weight of the goods to be shipped. Except as otherwise specified herein, standard commercial packaging, packing and shipping containers shall be used. All shipping containers shall be legibly marked or labeled on the outside with purchase order number, commodity description, and quantity.

U. INSURANCE: By signing and submitting a bid or proposal under this solicitation, the bidder or offeror certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded.

For construction contracts, if any sub-contractors are involved, the sub-contractor will have workers’ compensation insurance in accordance with §§ 2.2-4332 and 65.2-800 et seq. of the Code of Virginia. The bidder or offeror further certifies that the Contractor and any sub-contractors will maintain these insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

MINIMUM INSURANCE COVERAGES AND LIMITS:

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

2. Employer’s Liability - $100,000.

3. Commercial General Liability - $1,000,000 per occurrence and $2,000,000 in the aggregate. Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. The Commonwealth of Virginia shall be added as an additional insured to the policy by an endorsement.

4. Automobile Liability - $1,000,000 combined single limit. (Required only if a motor vehicle not owned by the Commonwealth is to be used in the contract. Contractor must assure that the required coverage is maintained by the Contractor (or third party owner of such motor vehicle.)

Profession/Service Limits

Accounting $1,000,000 per occurrence, $3,000,000 aggregate Architecture $2,000,000 per occurrence, $6,000,000 aggregate Asbestos Design, Inspection or Abatement Contractors $1,000,000 per occurrence, $3,000,000 aggregate Health Care Practitioner (to include Dentists, Licensed Dental

Hygienists, Optometrists, Registered or Licensed Practical Nurses, Pharmacists, Physicians, Podiatrists, Chiropractors, Physical Therapists, Physical Therapist Assistants, Clinical Psychologists, Clinical Social Workers, Professional Counselors, Hospitals, or Health Maintenance Organizations.) Code of Virginia § 8.01-581.15 https://law.lis.virginia.gov/vacode/title8.01/chapter21.1/section8.01-581.15/

Insurance/Risk Management $1,000,000 per occurrence, $3,000,000 aggregate Landscape/Architecture $1,000,000 per occurrence, $1,000,000 aggregate Legal $1,000,000 per occurrence, $5,000,000 aggregate

Professional Engineer $2,000,000 per occurrence, $6,000,000 aggregate Surveying $1,000,000 per occurrence, $1,000,000…