RFP (OE) #214584033AZ-Scientific & Research Services 4.17.2026.pdf

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Open Enrollment RFP#214584033AZ-R&D Sourcing: Scientific & Research Services State and local contract opportunity
Solicitation number
RFP-118380
Issued by
Richmond City, Roanoke City, Virginia

About this file

This is a Request for Proposal (RFP) issued by Virginia Commonwealth University on behalf of the Virginia Higher Education Procurement Consortium (VHEPC) for Scientific & Research Services (RFP #214584033AZ). The solicitation seeks to establish a competitively awarded pool of qualified firms to provide scientific, technical, and research-based services across five primary categories: contract research and laboratory services (preclinical, translational, and clinical research support; study design and protocol development; bioanalytical and pharmacokinetic services; toxicology and pathology services; and regulatory reporting support); analytical, testing, and validation services (chemical, biological, and materials testing; assay development; environmental and safety testing; quality control and quality assurance testing; and method development); engineering and technical services (biomedical, mechanical, electrical, and chemical engineering support; instrumentation design and optimization; process development; and facility consulting); calibration, maintenance, and repair services (equipment calibration, preventative maintenance, validation, and standards compliance); and research support and scientific consulting (subject matter expertise, data science, biostatistics, computational modeling, regulatory consulting, grant support, and project management). Proposals are due by May 18, 2026, at 11:00 AM Eastern Time via Smartsheet submission only. Questions must be submitted by April 30, 2026. The anticipated award date is August 15, 2026. The resulting agreements will have an initial term of two years with options for up to four additional two-year renewals exercised by mutual written agreement between the parties.

Firms awarded under this open enrollment RFP will receive fully executed Master Agreements or Award Letters and contract numbers for potential future engagement by VHEPC participating institutions and eligible public entities. This is an optional-use agreement with no guaranteed purchase commitments. Evaluation criteria include methodology and approach (30 percent), qualifications and experience (30 percent), pricing schedule (25 percent), Small Business and Supplier Diversity (SBSD) certified business status (10 percent), and sustainability (5 percent). VCU has established a goal of 42 percent SBSD certified business utilization. Awarded contractors must execute the mandatory Publicly Accessible Contract (PAC) Agreement, which permits third-party access at the contractor's discretion; if third-party access is elected and revenue is received from non-VHEPC entities, a one percent annual PAC fee applies to such revenue. All awarded contractors must submit quarterly sales reports to VHEPC within thirty days of quarter-end using the specified VHEPC Unified Quarterly Reporting Template, with item-level transaction detail required regardless of sales volume. Firms with active contracts from previous generations of this RFP should not resubmit. The RFP is subject to the Virginia Freedom of Information Act, and all proposal and agreement documents are not confidential except for information specifically designated and properly marked as proprietary or trade secrets prior to submission.

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Other files for this state and local contract opportunity

Other files attached to Open Enrollment RFP#214584033AZ-R&D Sourcing: Scientific & Research Services, newest first.
File Type Posted
ATTACHMENT D- PAC AGREEMENT 4.17.2026.pdf PDF
ATTACHMENT A- RFP (OE) Response Form #214584033AZ-Scientific & Research Services 4.17.2026.docx DOCX document
ATTACHMENT B- DRAFT Master Agreement 4.17.2026.pdf PDF
ATTACHMENT C-DRAFT AWARD LETTER 4.17.2026.pdf PDF
ATTACHMENT E-VHEPC_Unified_Quarterly_Reporting_Template_v3 4.17.2026.xlsx XLSX spreadsheet

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Request for Proposal Open Enrollment

This Open Enrollment Request for Proposal (“RFP”), issued by Virginia Commonwealth University (“VCU” or “University”), is part of a competitive procurement process that provides Firms with a fair opportunity for their services to be considered. With this Open Enrollment RFP, Firms determined by the University to be responsive, responsible, and qualified may be awarded a contract number and may be required to execute a University contract document for future potential engagements.

This RFP allows for potential future open enrollment periods that permits proposals to be considered after the first generation of awards are made. This is Generation 1 (2026) of the R&D Sourcing Scientific & Research Services Request for Proposal (RFP). If your Firm has already been awarded a contract/ agreement from a previous R&D Sourcing RFP, and the term of the agreement is still active, DO NOT provide a proposal in response to this RFP. In addition, any Firm not a part of this solicitation, but meets the requirements as specified herein, may be added at a future time at the sole discretion of the University.

Title: R&D Sourcing: Scientific & Research Services RFP Number: 214584033AZ Issue Date: 04/17/2026

Proposal Due Date: 05/18/2026 11:00 AM Eastern Time

Issuing Agency: Procurement Services Virginia Commonwealth University

Direct Inquiries to: Abigail Zaremba, Category Manager Scientific & Laboratory Research apzaremba@vcu.edu

Proposal Submission:

Note: The eVA system may indicate "Solicitation only accepts paper responses" due to platform limitations— this is incorrect. Use Smartsheet exclusively.

Submit electronically via Smartsheet only (link:

[Smartsheet Link]). Paper, hand-delivered, or eVA submissions will not be accepted.

Access to Solicitation: This solicitation and any addenda are posted and may be accessed at any time at:

http://www.eva.virginia.gov https://app.smartsheet.com/b/form/019d881a59d97a03865f644c8b689997 http://www.eva.virginia.gov/

I. INTRODUCTION

A. BACKGROUND AND PURPOSE: The Virginia Higher Education Procurement Consortium (VHEPC), on behalf of participating member institutions, is issuing this Request for Proposal (RFP) as part of a coordinated R&D sourcing initiative designed to modernize and streamline research-related contract coverage.

VHEPC represents public institutions of higher education and seeks to establish competitively awarded, category-based contracts that support the diverse and evolving research needs of its members. These contracts are intended for use by VHEPC participating institutions and may also serve as nationally accessible cooperative contracts for eligible public agencies that elect to utilize them.

Historically, research-related procurements have often been addressed through individual contract actions or sole-source justifications based on specialized needs. This initiative replaces fragmented approaches with structured, transparent, and scalable competitive procurement aligned to defined R&D categories.

he objective of this RFP is to establish a pool of qualified firms within the specified category that can provide reliable, compliant, and cost-effective solutions to VHEPC members while maintaining flexibility necessary for research environments.

B. COORDINATED MULTI-INSTITUTION MODEL: Multiple R&D RFPs are being issued concurrently by designated lead institutions within VHEPC. Each RFP corresponds to a distinct and clearly defined category of goods or services.

Each participating institution serves as the issuing authority for its assigned category. However, awarded contracts are intended for use by eligible VHEPC members in accordance with the terms of each solicitation.

This coordinated approach:

• Distributes administrative responsibility across institutions

• Aligns evaluation with subject-matter expertise

• Replaces numerous individual contracts with structured category-based coverage

• Preserves continuity of research operations

C. CATEGORY-BASED STRUCTURE:

This RFP corresponds to the following category:

R&D Sourcing: Scientific & Research Services

Each category is defined based on the primary value delivered, whether capital equipment, consumable products, regulated research inputs, labor-based services, or software platforms.

Category definitions are consistent across all coordinated RFPs to ensure clarity and prevent duplication.

D. VENDOR RESPONSE GUIDANCE (IMPORTANT): Vendors are advised that multiple R&D RFPs are being issued simultaneously under this coordinated initiative.

To prevent duplication and ensure efficient evaluation:

• Vendors should submit a proposal in response to only one RFP category.

• Vendors offering products or services that could reasonably align with more than one category should select the RFP that best represents their primary line of business.

• Vendors should not submit identical or substantially similar proposals to multiple RFPs under this initiative.

If a vendor is uncertain which category is most appropriate, the vendor is strongly encouraged to contact Ryan Balber, VHEPC Director at rbalber@virginia.edu for guidance.

VHEPC reserves the right to redirect or reassign proposals if a submission is clearly misaligned with the category scope.

E. SCOPE INTENT:

This RFP is intended to establish competitively awarded contracts within the defined category to:

• Reduce reliance on sole-source justifications

• Improve transparency and audit defensibility

• Provide predictable and sustainable contract coverage

• Support diverse and evolving research needs across participating institutions

The resulting contracts are not intended to limit research flexibility, but rather to provide structured, compliant procurement pathways.

F. COORDINATION AND CONSISTENCY: While issued by a designated lead institution, this RFP is part of a broader, coordinated VHEPC initiative. Category definitions, evaluation principles, and vendor response guidance are aligned across all related solicitations.

This structure ensures vendors experience a unified and organized market approach despite multiple issuing institutions.

G. OPEN ENROLLMENT PROCUREMENT MODEL:

This Request for Proposal (RFP) is issued as an Open Enrollment RFP under the Virginia Public Procurement Act and applicable institutional policies.

The intent of this RFP is to establish a competitively awarded pool of qualified Firms within the defined category. Firms that meet the requirements of this RFP and are determined to be responsive, responsible, and best qualified may be awarded a contract.

All awarded Firms will receive a fully executed agreement and contract number for future reference and potential engagement by eligible VHEPC participating institutions.

H. OPEN ENROLLMENT PERIODS: This RFP establishes an initial award group (Generation 1 – 2026).

Following the initial award, the University reserves the right to reopen this RFP at its sole discretion for additional enrollment periods (“Generations”), which may occur annually or as operationally needed.

During any subsequent open enrollment period:

• Firms not previously awarded may submit proposals.

• Proposals will be evaluated using the same published criteria.

• Additional contracts may be awarded to qualified Firms.

I. EXISTING AWARDEES: If a Firm has already been awarded a contract under a previous generation of this RFP and the agreement remains active, the Firm should not resubmit unless specifically instructed to do so.

Existing agreements remain valid for their original term unless otherwise amended.

J. ADDITION OF FIRMS OUTSIDE FORMAL ENROLLMENT PERIODS:

mailto:rbalber@virginia.edu

The University reserves the right, at its sole discretion and in accordance with applicable procurement regulations, to add qualified Firms outside of a formal open enrollment cycle when necessary to:

• Address emerging research needs

• Respond to regulatory requirements

• Support continuity of supply

• Incorporate new technologies not previously available

Any such addition will be documented in accordance with applicable procurement requirements.

K. TERM: The term for any resulting agreement is expected to be two (2) years with the option for up to four (4) two (2)-year renewals, to be exercised upon mutual signed agreement by authorized representatives of both parties.

L. CONFIDENTIALITY: VCU is a public institution of higher education and as such is subject to the Virginia Freedom of Information Act (FOIA) (Code of Virginia §2.2-3700, et seq.). Therefore, all proposals and other documentation submitted by Firm may be subject to disclosure to third parties as required by FOIA and other applicable provisions of law. The final Agreement documents and pricing are not confidential or proprietary pursuant to FOIA.

M. COOPERATIVE PROCUREMENT: It is the intent of this solicitation and resulting agreement(s) to allow for cooperative procurement at the Firm’s discretion. Accordingly, any public body, public or private health, or educational institution, or lead-issuing institution's affiliated foundations may participate in any resulting agreement(s) if authorized by the Firm.

N. OPTIONAL-USE AGREEMENT: The resulting agreement(s) will be an optional use agreement. VCU is in no way required to make purchases from the Firm and may in its sole discretion purchase the identical and/or similar goods/services from other sources. Any estimates/quantities contained herein do not represent a purchase commitment by VCU.

II. COMMITMENT TO INCLUSIVITY IN PUBLIC PROCUREMENT

VCU is dedicated to institutional excellence by fostering a competitive, results-driven procurement process. Our ability to deliver exceptional education, research, healthcare, and public service is strengthened by the expertise and capabilities of our broad range of vendors, suppliers, and contractors. An important part of our procurement program involves a commitment to doing business with Small Business and Supplier Diversity (SBSD) certified businesses.

To further this commitment, VCU has established a goal of 42% SBSD certified businesses, which includes an aspirational goal for a 10% increase in expenditures with local businesses. The most competitive suppliers will have SBSD utilization plans that support VCU’s supplier diversity commitment.

III. PUBLICLY ACCESSIBLE CONTRACT (PAC) REQUIREMENT:

A. MANDATORY EXECUTION OF PAC AGREEMENT:

As a condition of award, all Offerors awarded a contract under this RFP shall execute the VHEPC Publicly Accessible Contract (“PAC”) Agreement.

Execution of the PAC Agreement is mandatory and is not subject to post-award negotiation.

The PAC Agreement shall be incorporated by reference into the resulting contract

B. OPTIONAL THIRD-PARTY ACCESS:

The PAC Agreement provides a mechanism through which eligible public entities that are not VHEPC participating institutions may elect to access the awarded contract.

Participation in third-party access is voluntary for the awarded Contractor.

An awarded Contractor may elect whether to permit third-party access under the PAC structure.

Such election shall be documented at the time of contract execution or amended thereafter by mutual agreement.

No guarantee of third-party usage is made or implied.

C. PAC ANNUAL FEE:

If an awarded Contractor elects to permit third-party access and receives revenue from non- VHEPC entities under the PAC structure, the Contractor shall remit a Publicly Accessible Contract Annual Fee equal to one percent (1%) of revenue received from such non-VHEPC entities, in accordance with the PAC Agreement.

The PAC Annual Fee:

• Applies only to revenue received from non-VHEPC entities utilizing third-party access

• Does not apply to purchases made by VHEPC participating institutions

• Shall not be invoiced or passed through as a separate line item to participating institutions

Offerors shall incorporate any anticipated PAC-related costs into their proposed pricing.

D. Reporting and Reconciliation:

Contractors electing to permit third-party access shall submit quarterly Non-Member (PAC) reports in accordance with the RFP Reporting Requirements section.

Reported data shall serve as the basis for PAC Annual Fee calculation.

VHEPC reserves the right to reconcile reported revenue against PAC fee remittance.

E. FUTURE OPEN ENROLLMENT APPLICABILITY:

All firms awarded under future open enrollment generations of this RFP shall be subject to the same PAC execution requirement.

IV. REPORTING OBLIGATION: The awarded Contractor shall provide quarterly sales reports to VHEPC for the duration of the contract.

Reports are mandatory regardless of sales volume and must be submitted even if there were no purchases during the reporting period (in which case a “zero sales” report shall be submitted).

Reports shall be submitted electronically no later than thirty (30) calendar days following the end of each calendar quarter.

V. REPORTING FORMAT: All reports must be submitted using the VHEPC Unified Quarterly Reporting Template provided as an attachment to this RFP.

Contractors shall not modify the structure, column order, or formatting of the template.

Alternative reporting formats will not be accepted.

The template includes:

• A “Quarterly Reporting” tab for VHEPC member purchases

• A “Non-Member Reporting” tab for purchases made by entities accessing the contract under the Publicly Accessible Contract (PAC) structure

VI. MEMBER REPORTING REQUIREMENTS: The “Quarterly Reporting” tab shall include item-level detail for all purchases made by VHEPC participating institutions during the reporting period.

VII. Each transaction line shall include, at minimum:

• University

• PO Number

• Order Date

• Invoice Number

• Invoice Date

• Department

• Vendor SKU (if applicable)

• Product Category

• Item Description or Service Description

• Manufacturer Name (if applicable)

• Manufacturer Number (if applicable)

• Unit of Measure

• MSRP (if applicable)

• Contract Price

• Net Price

• Quantity (or Hours for services)

• Extended Volume (total invoiced amount)

Summary-only reporting is not acceptable.

VIII. NON-MEMBER (PAC) REPORTING REQUIREMENTS: If the Contractor elects to permit third-party access under the Publicly Accessible Contract (PAC) structure, the Contractor shall also complete the “Non- Member Reporting” tab.

The Non-Member Report shall include all item-level transactions associated with non-VHEPC entities that accessed the contract during the reporting period.

The Non-Member Report shall serve as the basis for PAC Annual Fee calculation in accordance with the PAC Agreement.

If no non-member sales occurred, the Contractor shall indicate “No Sales” on the Non-Member Reporting tab.

IX. SUBMISSION METHOD: Quarterly reports shall be submitted electronically to:

VHEPC Contract Administrator

Anu Mathew amathew@virginia.edu

Reports must be submitted in Excel format and shall clearly identify in the title of the excel file:

• Vendor Name

• Contract Number

• Reporting Period (Quarter Ending)

X. USE OF REPORTED DATA: Reported data may be used by VHEPC for:

• Spend analysis and reporting

• Pricing consistency review

• Identification of cost savings opportunities

• Contract performance monitoring

• PAC Annual Fee verification

Reported data will be treated as confidential to the extent permitted by applicable law.

XI. FAILURE TO COMPLY: Failure to provide accurate and timely quarterly reporting may result in:

• Withholding of contract renewal or extension

• Suspension of third-party access privileges

• Audit review

• Termination for default in cases of repeated non-compliance mailto:amathew@virginia.edu

XII. RFP PROCESS

A. GENERAL INFORMATION

1. Communications with VCU During the RFP Process

Communications regarding this Request for Proposals shall be formal from the date of issue for this RFP until either a Firm has been selected or the University rejects all proposals. Communications shall be directed to the buyer listed on the solicitation cover sheet. Communications, including requests for information or comments or speculations regarding this RFP, to any University employee other than the buyer on the front of the solicitation cover sheet, may result in the rejection of the Firm’s proposal.

2. Qualifications of Firms

VCU may make such reasonable investigations as deemed proper and necessary to determine the ability of the Firm to perform the services/furnish the goods. The Firm shall furnish to VCU all such information and data for this purpose as may be requested. Additionally, VCU reserves the right to inspect the Firm's physical facilities prior to award to satisfy questions regarding the Firm's capabilities. VCU reserves the right to reject any proposal if the evidence submitted by, or investigations of, such Firm fail to satisfy VCU that such Firm is properly qualified to carry out the obligations of the agreement and to provide the services and/or furnish the goods contemplated. VCU further reserves the right to disqualify a Firm from further participation in the evaluation process should VCU find or know that statements submitted are inaccurate or misleading.

3. Addenda

a. If this solicitation is amended by published addenda, unmodified terms and conditions remain effective.

b. Firms shall acknowledge receipt of any addendum to this solicitation by signing and returning the addendum.

4. Proposal Acceptance Period

Any proposal in response to this solicitation shall be valid for ninety (90) days. At the end of the ninety (90) days, the proposal may be withdrawn at the written request of the Firm. If the proposal is not withdrawn at that time, it remains in effect until an award is made or the solicitation is cancelled.

5. Cancellation of Solicitation

The University 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 reason why a particular proposal was not deemed to be the most advantageous.

B. PROCUREMENT SCHEDULE OVERVIEW

A. Event/Milestone Snapshot (subject to change):

Event/Milestone Date/Date Range

Issue Date of RFP 04/17/2026

Questions Due Date 04/30/2026

Proposal Due Date 05/18/2026

Anticipated Agreement Award 08/15/2026

B. The steps above are further described below. It is incumbent upon all Firms to read the entire solicitation to understand the solicitation process.

C. DEADLINE FOR SUBMITTING QUESTIONS

If any prospective Firm has questions about the specifications or other solicitation documents, the prospective Firm should contact the buyer whose name appears on the solicitation cover sheet. Any revisions to the solicitation will be made only by addendum issued by the buyer. Questions concerning this RFP must be received via email no later than the date listed in the procurement schedule above.

D. PROPOSAL DUE DATE

Proposals must be submitted via Smartsheet (link on cover sheet) by the designated due date and time; late submissions, per the Smartsheet timestamp, may be rejected. Firms should submit early to account for technical delays. See "Submission of Proposals" for details.

E. AWARD

It is the intent of the University to establish a pool of qualified Firms through this Open Enrollment process. Awards will be made to all Firms that:

1. Submit a complete response to the Open Enrollment Response Form;

2. Meet all mandatory requirements outlined in this RFP; and

3. Achieve a satisfactory evaluation score based on the criteria set forth in this RFP.

This procurement represents a hybrid evaluation model. While Firms must meet all minimum qualifications and compliance requirements to be considered for award, responses will also be evaluated and scored to assess overall capability, experience, and alignment with University needs.

Only those Firms determined to be both responsive and responsible, and whose proposals meet the minimum scoring threshold established by the University, will be eligible for award.

XIII. STATEMENT OF NEEDS

The selected Firms(s) shall provide scientific, technical, and research-based services in which expertise, professional judgment, and staff effort constitute the primary deliverable.

This solicitation is intended to establish a prequalified supplier pool and/or optional-use term contracts to support a wide range of laboratory-based, analytical, engineering, consulting, and research support services across the Commonwealth’s Higher Education research enterprise. Due to the highly specialized and project-driven nature of these services, VHEPC & VASCUPP anticipates engaging suppliers through task orders, statements of work (SOWs), and project-specific scopes.:

A. Contract Research & Laboratory Services (CROs and Specialized Providers)

1. Preclinical, translational, and clinical research support

2. Study design, protocol development, and execution

3. Bioanalytical, pharmacokinetic (PK), and pharmacodynamic (PD) services

4. Toxicology, pathology, and IND-enabling studies

5. Data collection, analysis, and regulatory reporting support

B. Analytical, Testing & Validation Services

1. Chemical, biological, and materials testing

2. Assay development and validation

3. Environmental and safety testing

4. Quality control (QC) and quality assurance (QA) testing

5. Method development and validation

C. Engineering & Technical Services

1. Biomedical, mechanical, electrical, and chemical engineering support

2. Instrumentation design, modification, and optimization

3. Process development and scale-up support

4. Facility, lab, or equipment-related engineering consulting

D. Calibration, Maintenance & Repair Services

1. Calibration of laboratory and clinical equipment

2. Preventative maintenance and repair services

3. Equipment validation and certification

4. Compliance with applicable standards (e.g., ISO, NIST traceability)

E. Research Support & Scientific Consulting

1. Subject matter expertise and advisory services

2. Data science, biostatistics, and computational modeling

3. Regulatory consulting (FDA, NIH, and other agencies)

4. Grant support, scientific writing, and publication assistance

5. Project management and research coordination services

XIV. CONTENT/FORMAT OF PROPOSAL

Completion and submission of the attached RFP Open Enrollment Response Form. The Master Agreement (see attached Draft Master Agreement) or an Award Letter (see attached draft Award

Letter) and the RFP Open Enrollment Response Form will govern any potential purchases from the Firm.

XV. CONFIDENTIAL / PROPRIETARY DATA AND INFORMATION

IMPORTANT: Pursuant to § 34 (F) of the Rules Governing Procurement of Goods, Services, Insurance and Construction by a Public Institution of Higher Education of the Commonwealth (Governing Rules), VCU may withhold confidential information identified as proprietary or as a trade secret, submitted by a Firm in connection with a procurement transaction only if, prior to or at the time of submission of such information, the Firm invokes the protections of Governing Rules § 34 (F), identifies the information to be protected, and states the reasons why protection is necessary. To this end, when submitting responses containing such information, the Firms must:

• Clearly denote on the cover page of your proposal if your proposal contains proprietary information.

• Include as the first section of the proposal a written notice that identifies by section and page number the information to be protected, as well as specific reasons why protection is necessary.

• Clearly denote by some distinct method, such as highlighting or underlining, the words, figures or paragraphs within the proposal identified in the written notice.

Failure to follow these instructions shall result in Firm’s full proposal being subject to public disclosure.

PLEASE NOTE: Firms may not request that its entire proposal, pricing, fees or total proposal cost be treated as trade secrets, proprietary or confidential information. The classification of an entire Proposal document, or line-item prices, or total Proposal prices as proprietary or trade secrets is not acceptable and, if Firm does not promptly agree to withdraw this classification following submission, shall result in rejection and return of proposal.

This requirement, Confidential/ Proprietary Data and Information, shall apply to all documents submitted by the Firm throughout the duration of any negotiations, agreements, renewals, and extensions resulting from this solicitation.

XVI. SUBMISSION OF PROPOSALS

A. Proposals must be submitted electronically via Smartsheet (link on cover sheet) by the due date and time specified. Late submissions, per the Smartsheet timestamp, may be rejected.

No paper, facsimile, hand-delivered, or eVA submissions will be accepted. Smartsheet is the sole submission method. Firms are responsible for ensuring timely delivery. Consider submitting at least one day early to account for potential technical delays. Note: eVA may indicate "paper responses only" due to system constraints—disregard this and use Smartsheet exclusively.

B. When submitting via Smartsheet, individual file sizes are limited to 30 MB. This form allows for a total of 250MB in attachments per form submission. Acceptable file formats: .pdf, .docx, .pptx, .xlsx, .jpg, .png, gif.

C. By selecting “Send me a copy of my responses” within the Smartsheet form, you will receive a receipt. Please keep this receipt for your records. If you do not believe you received a receipt, please first check your spam folder. If you have questions regarding a receipt or, lack thereof, please direct inquiries to the buyer listed on the page one coversheet of this

RFP.

XVII. EVALUATION CRITERIA

Proposals will be evaluated based on the information provided in the Firm’s Proposal and in accordance with the criteria outlined below. VCU will apply the listed evaluation percentages to assess the relative merit of each proposal.

Methodology/Approach 30%

Qualifications and Experience 30%

Pricing Schedule 25%

SBSD Certified Business 10% Sustainability 5%

XVIII. GENERAL INFORMATION

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 agreement in their entirety.

A copy of the manual is available for review at the purchasing office. In addition, the manual may be accessed electronically at https://vascupp.org/sites/vascupp/files/2020- 09/hem.pdf.

B. ETHICS IN PUBLIC CONTRACTING: By submitting their proposals, Firms certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Firm, supplier, manufacturer or subcontractor in connection with their 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.

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

D. USE OF BRAND NAMES: Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer does not restrict Firms to the specific brand, make or manufacturer named, but conveys the general style, type, character, and quality of the article desired. Any article, which VCU, in its sole discretion, determines to be the equal of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. The Firm is responsible for clearly and specifically identify the product being offered and to provide sufficient descriptive literature, catalog cuts, and technical detail to enable VCU to determine if the product offered meets the requirements of the solicitation. This is required even if offering the exact brand, make or https://vascupp.org/sites/vascupp/files/2020-09/hem.pdf https://vascupp.org/sites/vascupp/files/2020-09/hem.pdf manufacturer specified. Unless the Firm clearly indicates in its proposal that the product offered is an "equal" product, such proposal will be considered to offer the brand name product referenced in the solicitation.

E. AWARD: Upon the award or the announcement of the decision to award an agreement as a result of this solicitation, the University will publicly post such notice electronically at http://www.eva.virginia.gov for a minimum of 10 days. VCU reserves the right to award to multiple Firms as a result of this solicitation.

F. NONDISCRIMINATION OF CONTRACTORS: A Firm, or contractor, shall not be discriminated against in the solicitation or award of this agreement because of race, religion, color, sex, national origin, age, disability, or against faith-based organizations or any other basis prohibited by state law relating to discrimination in employment. If the award of this agreement is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this agreement objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of the objection, access to equivalent goods, services, or disbursements from an alternative provider.

As applicable, federal law requires compliance with the following for all federal government agreements:

1. 41 CFR § 60-1.4 Equal Opportunity Clause prohibiting discrimination on the basis of race, color, religion, sex, or national origin.

2. 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a). These regulations prohibit discrimination against qualified individuals on the basis of disability 60-741.5(a) and protected veteran status 41 CFR 60-300.5(a), and require affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified individuals with disabilities and qualified protected veterans.

XIX. ATTACHMENTS

• A: RFP Open Enrollment Response Form

• B: DRAFT Master Agreement

• C: DRAFT Award Letter

• D: PAC Agreement

• E: VHEPC Unified Quarterly Reporting Template

I. INTRODUCTION
II. COMMITMENT TO INCLUSIVITY IN PUBLIC PROCUREMENT
III. PUBLICLY ACCESSIBLE CONTRACT (PAC) REQUIREMENT:
IV. REPORTING OBLIGATION: The awarded Contractor shall provide quarterly sales reports to VHEPC for the duration of the contract.
Reports are mandatory regardless of sales volume and must be submitted even if there were no purchases during the reporting period (in which case a “zero sales” report shall be submitted).
Reports shall be submitted electronically no later than thirty (30) calendar days following the end of each calendar quarter.
V. REPORTING FORMAT: All reports must be submitted using the VHEPC Unified Quarterly Reporting Template provided as an attachment to this RFP.
Contractors shall not modify the structure, column order, or formatting of the template.
Alternative reporting formats will not be accepted.
The template includes:
A “Quarterly Reporting” tab for VHEPC member purchases
A “Non-Member Reporting” tab for purchases made by entities accessing the contract under the Publicly Accessible Contract (PAC) structure
VI. MEMBER REPORTING REQUIREMENTS: The “Quarterly Reporting” tab shall include item-level detail for all purchases made by VHEPC participating institutions during the reporting period.
VII. Each transaction line shall include, at minimum:
University
PO Number
Order Date
Invoice Number
Invoice Date
Department
Vendor SKU (if applicable)
Product Category
Item Description or Service Description
Manufacturer Name (if applicable)
Manufacturer Number (if applicable)
Unit of Measure
MSRP (if applicable)
Contract Price
Net Price
Quantity (or Hours for services)
Extended Volume (total invoiced amount)
Summary-only reporting is not acceptable.
VIII. NON-MEMBER (PAC) REPORTING REQUIREMENTS: If the Contractor elects to permit third-party access under the Publicly Accessible Contract (PAC) structure, the Contractor shall also complete the “Non-Member Reporting” tab.
The Non-Member Report shall include all item-level transactions associated with non-VHEPC entities that accessed the contract during the reporting period.
The Non-Member Report shall serve as the basis for PAC Annual Fee calculation in accordance with the PAC Agreement.
If no non-member sales occurred, the Contractor shall indicate “No Sales” on the Non-Member Reporting tab.
IX. SUBMISSION METHOD: Quarterly reports shall be submitted electronically to:
VHEPC Contract Administrator
Anu Mathew
amathew@virginia.edu
Reports must be submitted in Excel format and shall clearly identify in the title of the excel file:
• Vendor Name
• Contract Number
• Reporting Period (Quarter Ending)
X. USE OF REPORTED DATA: Reported data may be used by VHEPC for:
Spend analysis and reporting
Pricing consistency review
Identification of cost savings opportunities
Contract performance monitoring
PAC Annual Fee verification
Reported data will be treated as confidential to the extent permitted by applicable law.
XI. FAILURE TO COMPLY: Failure to provide accurate and timely quarterly reporting may result in:
Withholding of contract renewal or extension
Suspension of third-party access privileges
Audit review
Termination for default in cases of repeated non-compliance
XII. RFP PROCESS
A. GENERAL INFORMATION
B. PROCUREMENT SCHEDULE OVERVIEW
C. DEADLINE FOR SUBMITTING QUESTIONS
D. PROPOSAL DUE DATE
E. AWARD
XIII. STATEMENT OF NEEDS
A. Contract Research & Laboratory Services (CROs and Specialized Providers)
1. Preclinical, translational, and clinical research support
2. Study design, protocol development, and execution
3. Bioanalytical, pharmacokinetic (PK), and pharmacodynamic (PD) services
4. Toxicology, pathology, and IND-enabling studies
5. Data collection, analysis, and regulatory reporting support
B. Analytical, Testing & Validation Services
1. Chemical, biological, and materials testing
2. Assay development and validation
3. Environmental and safety testing
4. Quality control (QC) and quality assurance (QA) testing
5. Method development and validation
C. Engineering & Technical Services
1. Biomedical, mechanical, electrical, and chemical engineering support
2. Instrumentation design, modification, and optimization
3. Process development and scale-up support
4. Facility, lab, or equipment-related engineering consulting
D. Calibration, Maintenance & Repair Services
1. Calibration of laboratory and clinical equipment
2. Preventative maintenance and repair services
3. Equipment validation and certification
4. Compliance with applicable standards (e.g., ISO, NIST traceability)
E. Research Support & Scientific Consulting
1. Subject matter expertise and advisory services
2. Data science, biostatistics, and computational modeling
3. Regulatory consulting (FDA, NIH, and other agencies)
4. Grant support, scientific writing, and publication assistance
5. Project management and research coordination services
XIV. CONTENT/FORMAT OF PROPOSAL
XV. CONFIDENTIAL / PROPRIETARY DATA AND INFORMATION
XVI. SUBMISSION OF PROPOSALS
XVII. EVALUATION CRITERIA
Proposals will be evaluated based on the information provided in the Firm’s Proposal and in accordance with the criteria outlined below. VCU will apply the listed evaluation percentages to assess the relative merit of each proposal.
XVIII. GENERAL INFORMATION
XIX. ATTACHMENTS

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