RFP R24-007-Grass Mowing Services-FINAL.pdf

REQUEST FOR PROPOSAL # R24-007

GRASS MOWING SERVICES

OCTOBER 7, 2024

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia §2.2-

4343.1 or against an Offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

RFP # R24-007 (Grass Mowing Services)

REQUEST FOR PROPOSAL (RFP)

RFP # R24-007

GENERAL INFORMATION FORM

QUESTIONS/INQUIRIES: All questions/inquiries for information regarding this solicitation should be directed to:

Name: Sheryl S. Sullivan Phone: (540) 831-6106 Email: sssullivan@radford.edu.

Written questions to be submitted via email no later than OCTOBER 21, 2024 at 4:30 PM Eastern Standard Time (hereinafter EST)

PROPOSAL DUE DATE AND TIME: Proposals will be received until NOVEMBER 18, 2024 up to and including 3:00 PM EST.

Email and fax responses will not be accepted.

In Person* Mail or Courier* Electronically through eVA

Deliver proposal to:

Mailing Address:

Electronic Submissions:

Radford University David E. Armstrong Complex 501 Stockton Street Radford, VA 24142

Radford University Procurement and Contracts PO Box 6885 Radford, VA 24142-6885

A PDF of your proposal may be submitted through eVA’s Virginia Business Opportunities (VBO) site.

See Attachment F for more details.

* Identify the envelope package as instructed in Attachment A – Terms and Conditions.

BUSINESS HOURS: Radford University’s Procurement and Contracts Department is open Monday through Friday from 8:00 AM to

4:30 PM EST.

LATE PROPOSAL RECEIPT:

In-Person or Mail/Courier Delivery:

To be considered for selection, proposals must be received by Radford University’s Procurement and Contracts Department by the due date and time identified in this solicitation document. The official time used in documenting the receipt of In-Person and Mail/Couriered proposals is that time identified on the automatic time stamp machine located in the Procurement and Contracts Department in the David E. Armstrong building on the main campus of Radford University. Proposals received after the date and time designated herein are automatically deemed non-responsive and will not be given consideration. The University is not responsible for delays in delivery conducted by the U.S. Postal Service, private couriers, or the intra-university mail system. It is the sole responsibility of the Offeror to ensure their proposal reaches the Procurement and Contracts Department at Radford University by the designated date and time.

For Electronic Submission through eVA:

To be considered for selection, proposals must be submitted through the eVA Electronic Submission process by the date and time identified herein. In order to submit an electronic proposal, the Vendor MUST BE properly registered with eVA. Registration may be accomplished through this site: https://eva.virginia.gov/register-now.html. It is strongly encouraged that registration be completed well in advance of the submission deadline to avoid any delays in the process. Upon successful submission, the Contractor will receive confirmation of submission through eVA. Radford University will not confirm receipt of the proposal. For a tutorial on how to view and respond to a solicitation, visit: https://www.youtube.com/watch?v=KSxcAkOekW0. The University is not responsible for delays, miscommunications, or transmission errors that may occur during the electronic submission process. This includes but is not limited to issues related to internet connectivity, email servers, or other technical malfunctions. It is the sole responsibility of the Offeror to ensure the proposal is submitted on time.

UNIVERSITY CLOSINGS: If the University is closed as a result of an act of God or an emergency situation, the University’s website shall post notices of said closings. It is the responsibility of the vendor to check the website at www.radford.edu for said notifications.

If the University is closed on the day proposals are due, proposals will be accepted at the same time on the next scheduled business day the University is open. If the University is closed on the day of a scheduled pre-proposal conference a written addendum will be issued to officially reschedule the conference.

OPTIONAL PRE-PROPOSAL CONFERENCE and SITE VISIT: An optional site visit will be held on OCTOBER 17, 2024 from 8:15 AM to 11:15 AM (EST). **PRE-REGISTRATION IS REQUIRED** Following the site visit, an optional pre-proposal conference will be held on OCTOBER 17, 2024 at 11:30 AM (EST). See Section (13) for additional information.

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp https://eva.virginia.gov/register-now.html https://www.youtube.com/watch?v=KSxcAkOekW0 http://www.radford.edu/

TYPE OF BUSINESS: (Please check all applicable classifications). In order to qualify for assigned Small, Women and Minority (SWaM) points your business must be certified by the Virginia Department of Small Business and Supplier Diversity (SBSD), provide your assigned SBSD certification number. For assistance with SWaM certification, visit the SBSD website at https://www.sbsd.virginia.gov/.

Large

Small business – A business that is at least 51% independently owned and controlled by one or more individuals who are U.S.

citizens or legal resident aliens, and together with affiliates, has 250 or fewer employees, or average annual gross receipts of $10 million or less averaged over the previous three years. One or more of these individual owners shall control both the management and daily business operations of the small business.

Women-owned business – A business that is at least 51% owned by one or more women who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest in owned by one or more women who are citizens of the United States or legal resident aliens, and both the management and daily business operations are controlled by one or more women.

Minority-owned business – A business that is at least 51% owned by one or more minority individuals who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals who are U.S. citizens or legal resident aliens, and both the management and daily business operations are controlled by one or more minority individuals, or any historically black college or university, regardless of the percentage ownership by minority individuals or, in the case of a corporation, partnership, or limited liability company or other entity, the equity ownership interest in the corporation, partnership, or limited liability company or other entity.

COMPANY INFORMATION/SIGNATURE: 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 or services in accordance with the attached signed proposal inclusive of all addenda, if applicable, and as mutually agreed upon by subsequent negotiation.

Information Requested Vendor Response (Please write or fill in legibly)

FULL LEGAL NAME OF BUSINESS:

(Please print the company name as it appears with your Federal Taxpayer Identification Number)

FEDERAL TAXPAYER IDENTIFICATION

NUMBER (TIN):

BUSINESS NAME / DBA NAME/ TA NAME:

(If different than the Full Legal Name)

BILLING NAME:

(Company name as it appears on your invoice)

PAYMENT ADDRESS:

CONTACT NAME:

CONTACT TITLE:

EMAIL:

TELEPHONE NUMBER:

TOLL FREE TELEPHONE NUMBER:

EVA VENDOR ID NUMBER:

VIRGINIA STATE CORPORATION COMMISSION

REGISTRATION NUMBER:

https://www.sbsd.virginia.gov/

I acknowledge that I have received the following addenda posted for this solicitation.

1 ______ 2 ______ 3 _______ 4 _______ 5 _______ 6 _______ (Please check all that apply.)

SIGNATURE: ____________________________________________ DATE: ______________________________

1. PURPOSE:

The intent and purpose of this Request for Proposal (RFP) is to establish a contract through competitive negotiations for Grass Mowing Services for Radford University located at 801 East Main Street, Radford, Virginia 24142, an agency of the Commonwealth of Virginia.

2. SMALL, WOMEN-OWNED AND MINORITY OWNED - SWaM BUSINESS PARTICIPATION:

The mission of Radford University is to ensure strategic business development practices are in place to promote Small, Women- Owned and Minority-Owned (SWaM) businesses to the maximum extent. Radford University encourages prime suppliers, Contractors, and service providers to facilitate the participation of small businesses, and businesses owned by women and minorities through partnerships, joint ventures, subcontracts, and other inclusive and innovative relationships.

Radford University has established SWaM goals that are posted on the Procurement and Contract website. Links to the University’s SWaM initiative can be located at: Procurement and Contracts | Radford University.

3. CONTRACT PERIOD:

The term of this contract is for one (1) year or as negotiated. There will be an option for four (4) additional one-year (1-year) renewals, or as mutually negotiated.

4. BACKGROUND

Radford University Background:

Radford University is a comprehensive public university of 7,718 students that has received national recognition for many of its undergraduate and graduate academic programs, as well as its sustainability initiatives. Well known for its strong faculty/student bonds, innovative use of technology in the learning environment and vibrant student life on a beautiful 211-acre American classical campus, Radford University offers students many opportunities to get involved and succeed in and out of the classroom. With over 300 clubs and organizations, Radford University offers many opportunities for student engagement, leadership development and community service. In addition to robust academic offerings and engaging student experiences on the main campus located in Radford, Virginia, Radford University also offers a clinical-based educational experience for some 1,000 students living and learning in Roanoke, Virginia as part of Radford University Carilion, a public-private partnership focused on the cutting-edge delivery of health sciences programming, outreach, and service. Radford University joins several other institutions in offering degree programs and continuing education opportunities at the Roanoke Higher Education Center in Roanoke, the Southwest Virginia Higher Education Center in Abingdon and flexible online offerings through its virtual campus.

Specific Background: Radford University contracts Grass Mowing Services and non-selective chemical applications for the control of weeds in parking lots, curb lines, and sidewalks. Radford University’s average spend for the last five (5) year period is estimated to be approximately $100,000.00± per year.

5. EVA BUSINESS-TO-GOVERNMENT ELECTRONIC PROCURMENT SYSTEM: The eVA internet electronic procurement solution, web site portal eva.virginia.gov, streamlines and automates government purchasing activities within the Commonwealth. Radford University, and other state agencies and institutions, have been directed by the Governor to maximize the use of this system in the procurement of goods and services. We are therefore requesting that your firm participate in the eVA Internet e-procurement solution by completing the free eVA Vendor Registration as a self-registered vendor.

There are transaction fees involved with the use of eVA. These fees must be considered within the provision of quotes, bids, and price proposals offered to Radford University. Failure to register within the eVA system may result in the quote, bid or proposal from your firm being rejected and the award made to another vendor who is registered in the eVA system.

Registration in the eVA system is accomplished on-line. Your firm must provide the necessary information. Please visit the eVA website portal at https://eva.virginia.gov/register-now.html and register with eVA. This process needs to be completed before Radford University can issue your firm a Purchase Order or contract. If your firm conducts business from multiple geographic locations, please register these locations in your initial registration.

For registration and technical assistance, reference the eVA website at http://www.eva.virginia.gov, or call eVA Customer Care at eva.virginia.gov/get-help-customer-care.html

6. CONTRACT PARTICIPATION-COOPERATIVE PURCHASING/USE OF AGREEMENT BY THIRD PARTIES http://www.radford.edu/content/procurement/home.html/ https://eva.virginia.gov/register-now.html http://www.eva.virginia.gov/

Under the authority of §6 of the Rules Governing Procurement of Goods, Services, Insurance and Construction by a Public Institution of Higher Education of the Commonwealth of Virginia (see https://vascupp.org/rules.pdf), it is the intent of this solicitation and resulting contracts to allow for cooperative procurement. Accordingly, any public body, public or private health or educational institutions or lead issuing institution’s affiliated corporations may access any resulting contract if authorized by the Contractor.

Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor, the resultant contract may be extended to the entities indicated above to purchase at contract prices in accordance with the contract terms. The Contractor shall notify Radford University in writing of any such entities accessing the contract. No modification of this contract or execution of a separate contract is required to participate; however, the participating entity and the Contractor may modify the terms and conditions of this contract to accommodate specific governing laws, regulations, policies, and business goals required by the participating entity. Any such modification will apply solely between the participating entity and the Contractor. The Contractor will provide semi-annual usage reports for all entities accessing the contract. Participating entities shall place their own orders directly with the Contractor and shall fully and independently administer their use of the contract to include contractual disputes, invoicing and payments without direct administration from Radford University. Radford University shall not be held liable for any costs or damages incurred by any other participating entity as a result of any authorization by the Contractor to extend the contract. It is understood and agreed that Radford University 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.

Refer to Attachment C, Zone Map, if the Offeror wishes to submit a separate pricing structure based on approved zones for cooperative institutions. If no other prices are offered, pricing provided will apply to all zones in the Commonwealth of Virginia. If you wish to provide pricing for a zone other than which this solicitation originated, please indicate you are doing so in the response. If you anticipate pricing differentials for different zones, a separate pricing sheet must be submitted for each zone that includes appropriate pricing for that zone.

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

7. CONTRACT ADMINISTRATION: Radford University assigns Contract Administrators to each contract awarded. The Contract Administrator shall be the initial point of contact for the Contractor. Contract Administrators are charged with ensuring the terms and conditions of the contract are followed, payments are made in accordance to the contractual pricing schedule, and reporting noncompliance issues to the Procurement and Contracts Department at Radford University. Contract Administrators do not have the authority to authorize changes and/or modifications to the contract. Should noncompliance issues exist and cannot be resolved at this level or changes/modifications to the contract are required, the assigned Procurement Officer in the Procurement and Contracts Department must be notified immediately by the Contract Administrator. The assigned Contract Administrator is the Landscape Superintendent.

8. DEFINITIONS INTENTIONALLY LEFT

9. STATEMENT OF NEEDS: The contractor will be expected to furnish all labor, tools, materials, equipment, staff and supervision to provide Grass Mowing Services to Radford University as stated herein.

A. REQUIREMENTS:

1. Frequency:

a.) The frequency of mowing will be once a week during the “growing season,” (approximately April through September) unless directed otherwise by the University representative. This may be more or less depending on weather conditions. The University will determine the dates of the first and last mowing of the season. Within several days advance notice, Radford University may cancel any summer mowing date required at no cost to the university.

b.) The Contractor must have the capability to mow specified areas twice within a 7-day period during the active growing season, if required.

2. Grass Mowing Height. Will maintain a 3” height unless specified otherwise.

3. Edging. Edging of walks and curbs should be completed with “blade type” edger, not ‘string line’ trimmers.

4. Paved Surfaces. Upon the completion of mowing, edging and trimming, all paved surfaces are expected to be blown or swept free of debris/clippings.

https://vascupp.org/rules.pdf

5. Measurements. The Contractor will be responsible for all measurements of the site.

6. Mowing Locations. The Contractor will mow all areas shown in Attachment G, Mowing Map. The Contractor is also responsible for crack and crevice weed removal in parking lots, sidewalks, and gravel areas, included in the shaded areas of Attachment G. Below is a list of expected mowing for Radford:

Line Item Description

Estimated Frequency

Annual Estimated Number of Mowings

A.

All Areas Shaded in Blue as noted on Attachment G Mowing Map Weekly 30

B.

Banks at Lot CC, Lot U, and Riverbank - All areas shaded in Blue per Attachment G Mowing Map (trimmed to 6”-10”)

Apr. 15th – 30th Jun. 1st – 15th Aug. 1st – 15th Oct. 15th – 30th

Quarterly string trimming of the top of the riverbank along Parking Lot Z (Peach shaded area) 4

C. Mowing - 219 East Main Street, Radford, VA 24141 Weekly 30

D.

Mowing - SELU Farm Weekly 30

E.

Mowing - SELU Ropes Course Weekly

F. Mowing - 1101 Grove Avenue, Radford, VA 24141 Weekly 30

G.

Auxiliary Housing (25 Off-Campus Apartments) Properties (shaded in yellow):

606, 608, 610 Downey St.

300 & 601 East Main St.

512 & 521 Davis St, 404, 515, 517, 1020, & 1028 Fairfax St.

512, 525, 527, 600, 602, & 604 Calhoun St.

600 & 612 Howe St.

1023, 1117& 2019 Clement St.

301 & 303 Madison St.

Weekly 30

H.

Mowing & Trash – Retention Ponds beside the Allen Building, Armstrong Complex and the Wetlands.

Twice Annually:

Jun. 1st – 15th

Oct. 15th – 30th 2

I.

1000 E. Main Street A. Mowing and Weeding B. Mow strip in back along railroad tracks

Weekly Bi-Weekly

Price will be per mowing and the University shall have the right to reduce the frequency of mowing/clearing during the contract period.

B. CONTRACTOR QUALIFICATIONS:

1. Spraying and Contractor Supplied Chemicals: Weeds may be removed by mechanical or chemical means. Chemicals supplied by the contractor should be applied according to the labeled or manufacturer’s instructions.

a.) Chemical applications should be made on a bi-weekly basis to ensure proper control of weeds in parking lots, curb lines, and sidewalks.

b.) Any employees of the contractor who will be applying chemicals must have a valid Virginia Department of

Agriculture and Consumer Services (“VDACS”) Pesticide Applicators License. Valid VDACS Pesticide

Applicators Licenses shall be submitted with the proposal and must be submitted prior to contract award. The University may request copies of licensing at any time during the life of the contract and the contractor must provide up on request. Information on obtaining the appropriate VDACS licensing may be found at this website:

https://www.vdacs.virginia.gov/localities-licenses-registration.shtml.

c.) MSDS Sheets of all chemicals used shall be supplied to the university. The contractor shall be responsible for any damage, injury or loss due to the chemicals used, or application thereof. The contractor shall furnish all records pertinent to chemical applications to the university such as chemical name, dilution rate, EPA ID number, etc.

C. Tools and Equipment: The Contractor will be expected to transport equipment to and from the Radford University campus. The Contractor should have acceptable commercial grade equipment to service this contract, which shall meet all OSHA “The Virginia OSHA Standards for General Industry” and ANSI standards. All safety equipment will be functioning and implemented at all times. This will include, but not limited to, deck shields and string line trimmer shields.

1. All offerors are required to submit a list of all equipment currently owned by the company that will be used in the performance of this contract. The University reserves the right to accept or reject any or all equipment prior to or during the term of this contract.

2. All equipment should be maintained by the Contractor. Blades should be maintained with a sharp cutting edge so that the grass is clean cut, nor torn, ragged or uneven. Edging equipment should be properly adjusted and designed to provide a clear, clean cut. The cutting blades should have a sharp edge with sufficient weight.

3. All Contractor vehicles used on campus to service this contract should include the contractor’s company signage.

D. Scheduling of Work: The Contractor is expected to employ a full-time supervisor to coordinate the lawn mowing services to ensure quality control. The Supervisor should be accessible at all times while on University grounds.

E. Normal Working Hours: Work performed under this contract will be performed during normal business hours, 8:00 a.m.

to 5:00 p.m., Monday through Friday, except holidays (except for emergency situations), and unless otherwise required by the Director of Facilities Management, Radford University and/or designee. There may be occasions when the crew(s) must work after 5:00 p.m. and on Saturday and Sunday or Holidays to complete a project by a deadline date. The Contractor is expected to work on these occasions on a one (1) week notice.

F. Contractor’s Response Time:

1. The Contractor should be prepared to return within one business day of notification by Radford University to make any corrections to work that may be required by the University. (An example of this is if an area is missed or not cut correctly.)

2. The Contractor should be able to respond to special requests for additional mowing services within 48 hours

G. Uniforms: All employees of the contractor must wear a uniform, company shirt, or other appropriate approved attire at all times to designate their affiliation with the contractor.

H. Parking Policy: All Contractors’ vehicles parked on the Radford University campus must be registered with the Radford

University Parking Services Department and display a valid Contractor’s parking pass. A pass may be obtained by filling out an application for a Radford University Contractor’s Parking Pass and submitting it to the Radford University Parking Services Department. Contractors should be aware that vehicles parked on the Radford University campus without a parking pass or permit are subject to ticketing and fines. Operating vehicles on sidewalks, plazas, and areas heavily occupied by pedestrians is prohibited. In the unlikely event a driver should find it necessary to drive on Radford University sidewalks, plazas and areas heavily used by pedestrians, the driver must yield to pedestrians. For a complete list of parking regulations, please go to Radford Parking. Radford University Parking Services may also be contacted by calling (540) 831-6361. The safety of our students, faculty and staff is of paramount importance to us. Accordingly, violators may be charged.

10. SPECIFIC REQUIREMENTS: Proposals should be as thorough and detailed as possible so that Radford University may properly evaluate your capabilities to provide the required goods or services. Offerors are required to submit the following information/items as a complete proposal:

https://www.vdacs.virginia.gov/localities-licenses-registration.shtml

A. Plan for Providing Services: Provide your plan for providing Mowing Services for Radford University. Offeror should provide information addressing all requirements as stated in the Statement of Needs above to include:

1. A description of what specific services the Offeror proposes to provide the required staffing, when services shall be performed, by whom, and the anticipated time durations for typical services.

2. A description of any reports, certifications, or deliverables in the performance of the work included in this solicitation.

Please include copies of all standard certifications, business licenses, resumes of key employees, reports, example receipts, and tracking tools.

3. Identify a projected timeline for delivery of services relative to the award date of the contract.

4. List of service equipment to be used by the Contractor in the performance of work included in this solicitation.

B. Experience and Qualifications: Please provide a written narrative outlining the experience of the firm in providing the services described.

1. Experience of firm in providing services described herein.

2. Provide names, qualifications and experience of personnel to be assigned to the project, including an organization chart, individual qualifications and duties.

3. Resumes of key employees to be assigned to the project.

C. Pricing: Please complete Attachment E with pricing as indicated in Section 9 above.

D. References: Provide four (4) references, either educational (preferred) or governmental, for whom you have provided the type of services described herein. Include the date(s) services were furnished, the client name, address, and the name and phone number of the individual Radford University has your permission to contact (See Attachment D).

E. *Participation of Small, Women-owned and Minority-owned business (SWaM) Business: If your business cannot be classified as SWaM, describe your plan for utilizing SWaM subcontractors if awarded a contract. Describe your ability to provide reporting on SWaM subcontracting spend when requested. If your firm or any business that you plan to subcontract with can be classified as SWaM, but has not been certified by the Virginia Department of Small Business and Supplier Diversity (SBSD), it is expected that the certification process will be initiated no later than the time of the award.

If your firm is currently certified, you agree to maintain your certification for the life of the contract. For assistance with SWaM certification, visit the SBSD website at http://www.sbsd.virginia.gov .

11. SELECTION CRITERIA AND AWARD:

A. Selection Criteria:

Proposals will be evaluated by Radford University using the following weighted evaluation criteria.

Evaluation Criteria Percentage of Points

1 Qualifications and experience of Offeror in providing the goods/services. 25%

2 Quality of products/services offered and suitability for the intended purposes. 25%

3 Specific plans or methodology to be used to provide the products/services. 20%

4 Financial (Cost) 20%

5 Participation of Small, Women-Owned and Minority-Owned (SWaM) Businesses. 10%

TOTAL 100%

B. Award to Multiple Offerors: Selection shall be made of two or more Offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposal. Negotiations shall be conducted with the Offerors so selected. Price shall http://www.sbsd.virginia.gov/ be considered, but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected Radford University shall select the Offerors which, in its opinion, has made the best proposal, and shall award the contract to that Offeror. Radford University reserves the right to make multiple awards as a result of this solicitation.

Radford University may cancel this Request for Proposal 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.

Should Radford University determine in writing and in its sole discretion that only one Offeror is fully qualified or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the Contractor’s proposal as negotiated. See Attachment B for sample contract form.

12. PROPOSAL PREPARATION AND SUBMISSION:

A. GENERAL INSTRUCTIONS: Response shall be submitted in one of the following ways:

* Identify the envelope/package as instructed in Attachment A – Terms and Conditions No other distribution of the proposal shall be made by the Offeror.

1. IN PERSON or MAIL/COURIER RFP Responses: In order to be considered for selection, Offerors shall submit a complete response to this RFP to include.

a.) One (1) original paper copy of the entire proposal, INCLUSIVE OF ALL ATTACHMENTS. Any proprietary information should be clearly marked in accordance with section 12.A.1.c below.

b.) One (1) electronic copy in WORD format or searchable PDF (USB/Flash Drive) of the entire proposal as one document, INCLUSIVE OF ALL ATTACHMENTS mailed along with the hard copy above. Any proprietary information should be clearly marked in accordance with 12.A.1.c below.

c.) Should the proposal contain proprietary information, provide one (1) redacted electronic copy in WORD format or searchable PDF (USB/Flash Drive) of the entire document INCLUSIVE OF ALL ATTACHMENTS.

All identified proprietary information should be blacked out. This USB/Flash Drive should be marked “Redacted Copy.”

2. ELECTRONIC SUBMISSION via eVA VBO RFP Responses: In order to be considered for selection, Offerors shall submit a complete response to this RFP to include. A brief tutorial on how to submit a response through eVA VBO can be found here: eVA VBO Electronic Submission.

a.) One (1) electronic copy in WORD format or searchable PDF of the entire proposal as one document, INCLUSIVE OF ALL ATTACHMENTS. Any proprietary information should be clearly marked in accordance with 12.A.2.b. below.

b.) Should the proposal contain proprietary information, provide one (1) redacted electronic copy in WORD format or searchable PDF of the entire document INCLUSIVE OF ALL ATTACHMENTS. All identified proprietary information should be blacked out. This file should be clearly labeled or marked “Redacted Copy.”

B. PROPOSAL PREPARATION:

1. Sign and Complete: Proposals shall be signed by an authorized representative of the Offeror. All information requested should be submitted. Failure to submit all information requested may result in Radford University requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are

In Person* Mail or Courier* Electronically through eVA

Deliver proposal to:

Mailing Address:

Electronic Submissions:

Radford University David E. Armstrong Complex 501 Stockton Street Radford, VA 24142

Radford University Procurement and Contracts PO Box 6885 Radford, VA 24142-6885

A PDF of your proposal may be submitted through eVA’s Virginia Business Opportunities (VBO) site.

See Attachment F for more details.

https://www.youtube.com/watch?v=KSxcAkOekW0 https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp substantially incomplete or lack key information may be rejected by Radford University. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

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

3. Organization: Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the attachment, 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 proposal should contain a table of contents, which cross-references the RFP requirements. Information which the Offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find the RFP requirements are specifically addressed.

4. Word Usage: As used in this RFP, the terms “must”, “shall”, “should” and “may” identify the criticality of requirements. “must” and “shall” identify requirements whose absence will have a major impact on the suitability of the proposed solution. Items labeled as “should” or “may” are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary. Depending on the overall response to the RFP, some individual “must” and “shall” items may not be fully satisfied, but it is the intent to satisfy most, if not all, “must” and “shall” requirements. The inability of an Offeror to satisfy a “must” or “shall” requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offeror's proposal.

5. Binding: The original proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume.

6. Ownership: Ownership of all data, materials and documentation originated and prepared for Radford University pursuant to the RFP shall belong exclusively to Radford University 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 of 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 proprietary information. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in the rejection of the proposal.

7. Legal Agreement: Unless noted in the proposal, a signed and submitted proposal certifies that the firm’s principals or legal counsel has reviewed the Request for Proposal General Terms and Conditions and the Special Terms and Conditions and agrees that these provisions will become a part of any final agreement, and that the principals or legal counsel has reviewed and approved the firm’s entire proposal prior to submission to the University.

C. ORAL PRESENTATIONS: Offerors who submit a proposal in response to this RFP may be invited to give an oral presentation of their proposal to Radford University. This will provide an opportunity for the Offeror to clarify or elaborate on the proposal but in no way will change the original proposal. The University will schedule the time and location of these presentations. Oral presentations may be conducted at the option of Radford University; therefore, proposals should be complete.

13. OPTIONAL PRE-PROPOSAL CONFERENCE and SITE VISIT:

A. An OPTIONAL site visit shall take place on OCTOBER 17, 2024 from 8:15 AM to 11:15 AM (EST). Offerors must register for the site visit with the Procurement Officer (Sheryl Sullivan: sssullivan@radford.edu and indicate the number of attendees by no later than OCTOBER 10, 2024. Once notification is received of attendance, further instructions will be provided by the Procurement Officer regarding attendance, meeting location, and parking arrangements. Transportation will be provided by the University for the site visit. As such, the University is requesting that no more than two employees per company attend the site visit.

B. Following the site visit, an OPTIONAL PRE-PROPOSAL CONFERENCE will be held OCTOBER 17, 2024, at 11:30

AM (EST) in the Procurement and Contracts Conference Room #231 located in the Armstrong Complex. The street address is 501 Stockton Street, Radford, VA 24142.

While attendance at this conference will not be a prerequisite to submitting a proposal, Offerors who intend to submit a proposal are encouraged to attend. It is recommended you have a copy of the solicitation readily available to review during the conference.

IN PERSON ATTENDANCE:

For those who wish to attend in person, you may do so by coming to the Armstrong Complex, Conference Room #231.

The street address is 501 Stockton Street, Radford, VA 24142.

ZOOM ATTENDANCE (Registration is required):

You are invited to a Zoom meeting.

When: October 17, 2024, at 11:30 AM (EST)

Register in advance for this meeting:

https://radford.zoom.us/meeting/register/tJEufu-trj4pGdc6RJ2wFLmZAlN-qEa7ZeY8

After registering, you will receive a confirmation email containing information about joining the meeting. Please allow a few extra minutes prior to the Pre-Proposal Conference to complete registration and to obtain the link to the meeting via email.

C. The purpose of the pre-proposal conference is to allow potential Offerors an opportunity to present questions and requests for clarification, with final responses provided in an RFP Addendum that will be published on eVA - Virginia's eProcurement Portal. The Addendum will include any updates to the RFP, including changes as well as responses to questions presented.

Attendance at the conference can be either in person or via teleconference

14. INVOICES and PAYMENT: Invoices for goods or services provided under any contract resulting from this solicitation should be submitted by email to acctspayable@radford.edu . Invoices shall be identified with the assigned contract number. Invoices shall identify contract pricing for all good/services payment is being requested. If submitting invoices by mail use the following address. Email is the preferred method of invoice receipt.

RADFORD UNIVERSITY

ACCOUNTS PAYABLE

POST OFFICE BOX 6906

RADFORD, VA 24142-6906

Payment will be made thirty days after receipt of proper invoice for the amount of payment due, or thirty days after receipt of goods / services, whichever is later, in accordance with the Commonwealth of Virginia Prompt Pay Act .

15. ADDENDUM: Any ADDENDUM issued for this solicitation may be accessed on Virginia Business Opportunities by going to www.eva.virginia.gov . Since a paper copy of the addendum will not be mailed to you, we encourage you to check the web site regularly.

16. COMMUNICATIONS: Communications regarding this solicitation shall be formal from the date of issue, until either a

Contractor has been selected or the Procurement and Contracts Department at Radford University rejects all proposals. Formal communications will be directed to the Procurement Officer listed on this solicitation. Reference General Information – Questions/Inquiries. Informal communications, including but not limited to request for information, comments or speculations regarding this solicitation to any University employee other than a Procurement and Contracts Department representative may result in the offending Offeror’s proposal being rejected.

17. TERMS AND CONDITIONS: This solicitation and any resulting contract/purchase order shall be governed by the attached terms and conditions. See Attachment A.

18. ATTACHMENTS:

https://radford.zoom.us/meeting/register/tJEufu-trj4pGdc6RJ2wFLmZAlN-qEa7ZeY8 https://eva.virginia.gov/ https://eva.virginia.gov/ mailto:acctspayable@radford.edu https://www.doa.virginia.gov/reference/CAPP/CAPP_Topics_Cardinal/20315.pdf http://www.eva.virginia.gov/

Informational:

Attachment A – Terms and Conditions Attachment B – Sample of Standard Contract Form Attachment C – Zone Map for Cooperative Contracts Attachment F – Virginia Business Opportunities Information Attachment G – Mowing Map

To be returned with proposals:

Attachment D – Vendor Data Sheet (References) Attachment E – Pricing Schedule

Attachment A

TERMS AND CONDITIONS

II. GENERAL TERMS AND CONDITIONS: See GENERAL TERMS AND CONDITIONS

III. ADDITIONAL TERMS AND CONDITIONS:

1. ADDITIONAL GOOD AND SERVICES: The University may acquire other goods or services that the supplier provides other than those specifically solicited. The University 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 newly introduced during the term of the contract.

2. AUDIT: The Contractor hereby agrees to retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. Radford University, its authorized agents, and/or state auditors shall have full access and the right to examine any of said materials during said period.

3. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that Radford University shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this contract.

4. CANCELLATION OF CONTRACT: Radford University reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

5. CONTRACT DOCUMENTS: The contract entered into by the parties shall consist of the Request for Proposal including all addendums thereof, the proposal submitted by the Contractor, the written results of negotiations, the University Standard Contract Form, all of which shall be referred to collectively as the Contract Documents.

6. IDENTIFICATION OF PROPOSAL ENVELOPE: The signed proposal should be returned in a separate envelope or package and identified as follows:

From

Name of Offeror Due Date Time Due

Street or Box Number Solicitation Number

City, State, Zip Code Solicitation Title

Name of Procurement Officer:

The envelope should be addressed to:

RADFORD UNIVERSITY

Procurement and Contracts Department P.O. Box 6885 501 Stockton Street Radford, Virginia 24142 https://www.radford.edu/content/procurement/home/vendor-info.html

The Offeror takes the risk that if the envelope is not marked as described above, it may be inadvertently opened and the information compromised, which may cause the proposal to be disqualified. Proposals may be hand delivered to the designated location in the office issuing the solicitation. No other correspondence or other proposals should be placed in the envelope.

7. NOTICES: Any notices to be given by either party to the other pursuant to any contract resulting from this solicitation shall be in writing, hand delivered, mailed or electronically submitted to the address of the respective party at the following address:

If to the Contractor: Address Shown on the RFP Cover Page Attention: Name of Person Signing RFP

If to Radford University:

RADFORD UNIVERSITY

Procurement and Contracts Department Attn: Sheryl S. Sullivan P.O. Box 6885 501 Stockton Street Radford, Virginia 24142

8. PUBLIC POSTING: Radford University maintains a web-based contract database with a public gateway access. Any resulting cooperative contract(s) to this solicitation will be posted to the publicly accessible website. Contents identified and mutually negotiated, as proprietary information will not be made public.

9. SEVERAL LIABILITY: Radford University will be severally liable to the extent of its purchase made against any contract resulting from this solicitation. Applicable entities described herein will be severally liable to the extent of their purchases made against any contract resulting from this solicitation.

IV. SPECIAL TERMS AND CONDITIONS:

1. ACCEPTANCE PERIOD: Any Proposal received in response to this solicitation shall be valid for SIXTY (60) days. At the end of the SIXTY (60) days the Proposal may be withdrawn at the written request of the Offeror. If the Proposal is not withdrawn at that time it remains in effect until an award is made or the solicitation is cancelled.

2. ADVERTISING: In the event a contract is awarded for supplies, equipment, or services resulting from this solicitation, no indication of such sales or services to Radford University will be used in product literature or advertising. The Contractor shall not state in any of the advertising or product literature that Radford University has purchased or uses its products or services, and the Contractor shall not include Radford University in any client list in advertising and promotion materials without the express written consent of the University.

3. CONTRACTOR/SUBCONTRACTOR LICENSE REQUIREMENT: By my signature on this solicitation, I certify that this firm/individual and/or subcontractor is properly licensed for providing the goods/services specified

Contractor Name: _______________________ Subcontractors Name: _______________________

License #: _____________________________ Type: ____________________________________

VDACS Pesticide Applicators Licenses (Include a copy of all licenses for any employees who may perform work on campus.

Please attach additional sheets if necessary.):

License #: Holder:

License #: Holder:

License #: Holder:

License #: Holder:

4. CONTRACTOR PERSONNEL: All employees of the Contractor shall comply with the rules, regulations, policies and procedures of Radford University and shall maintain proper conduct. In the event the University finds, at its sole discretion, that an employee of the Contractor is objectionable to the University that employee shall be removed by the Contractor from University grounds and shall not again be employed by the Contractor on University grounds until approved by the University.

5. DELIVERY AND STORAGE: It shall be the responsibility of the Contractor to make all arrangements for delivery, unloading, receiving and storing materials in the building during installation. Radford University will not assume any responsibility for receiving these shipments. Contractor shall check with Radford University and make necessary arrangements for security and storage space in the building during installation.

6. FINAL INSPECTION: At the conclusion of the work, the Contractor shall demonstrate to the authorized owner’s representatives that the work is fully operational and in compliance with contract specifications and codes. Any deficiencies shall be promptly and permanently corrected by the Contractor at the Contractor's sole expense prior to final acceptance of the work.

7. INSURANCE:

By signing and submitting a Proposal under this solicitation, the Offeror certifies that if awarded the contract, it will have the following insurance coverages at the time the contract is awarded. The Offer further certifies that the Contractor and any subcontractors will maintain these during the entire term of the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

INSURANCE COVERAGES AND LIMITS REQUIRED:

Worker's Compensation - Statutory requirements and benefits.

Employers Liability - $100,000.00 Commercial General Liability - $1,000,000.00 per occurrence and $2,000,00 in the aggregate to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. Radford University shall be named as an additional insured to the policy by endorsement.

Automobile Liability - $1,000,000 combined single limit.

*The Contractor agrees to be responsible for, indemnify, defend and hold harmless Radford University, its officers, agents and employees from the payment of all sums of money by reason of any claim against them arising out of any and all occurrences resulting in bodily or mental injury or property damage that may happen to occur in connection with and during the performance of the…