RFP UCPUMW 27-2194 Paving, Concrete, Excavating and Ancillary Services Final.pdf

SEALED REQUEST FOR PROPOSAL (RFP)

ISSUE DATE: 21 September 2026

RFP NUMBER & TITLE:

UCPUMW 27-2194 Paving, Resurfacing, Asphalt, Concrete, Parking

Lots, Curb and Gutter, Pavement Striping and Sealing, Excavating and

Ancillary Services (On-Demand)

PROPOSAL DUE DATE

& TIME:

26 October 2026, No Later Than 11AM

NOTE: Proposals received after the due date and time cannot be accepted.

PROPOSAL DELIVERY

ADDRESS:

University of Mary Washington

Procurement Services /Reference RFP UCPUMW 27-2194

Eagle Village Executive Offices, Suite 480

1125 Emancipation Hwy., Fredericksburg, VA 22401

WORK LOCATION: ☒ All Campuses ☐ Fredericksburg ☐ Stafford ☐ Dahlgren

COMMODITY CODE(S):

91394 (Paving and Resurfacing-Parking Lot), 91396 (Paving and

Resurfacing—Street), 91319 (Construction Curb and Gutter), 91244

(Excavating).

CONTRACT OFFICER: Patricia A. Canciglia pcancigl@umw.edu

PERIOD OF

CONTRACT:

Date of Award with a base period of two years and four (4) one-year renewal options that if exercised will result in a term of 6 years.

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

By signing this proposal, you are certifying that you are an authorized representative of the offering firm and that the firm’s principals or legal counsel have reviewed the Request for Proposal General

Terms and Conditions and any Special Terms and Conditions. Any exceptions to the General or

Special Terms and Conditions must be clearly identified in your proposal. No exceptions can be taken to those General or Special Terms and Conditions that are mandated by law. If no exceptions are identified in your proposal, it is understood that the provisions will become a part of any final agreement.

THIS FORM MUST BE COMPLETED AND RETURNED WITH PROPOSAL

Name of Offering

Firm:

Address of Offering

Firm:

DSBSD Certification

No.:

Expiration

Date:

eVA ID:

Tax

ID:

Email: Telephone:

Website:

Fax

Submitted By (Print Name &

Title):

Signature (In

Ink):

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

SEALED REQUEST FOR PROPOSALS (RFP)

I. QUESTIONS/INQUIRIES: All inquiries for information should be directed via email to the contract officer listed above, referencing the RFP by title and number. No questions will be accepted after 16 October 2026, Close of Business.

II. PROPOSAL RECEIPT REQUIREMENTS: Sealed Proposals for furnishing the goods/services described herein must reach the Proposal Delivery Address Shown on Page 1 and be appropriately date/time stamped by the Procurement Services Official Time Clock prior to the proposal due date/time in order to be considered. It is the responsibility of the offeror to ensure that the proposal is received on time.

A. Proposals must be submitted in a sealed envelope or container that clearly identifies the contents as a response to this RFP.

B. UMW Procurement Services Office is located in the Eagle Village Executive Offices, Suite 480, and can only be accessed by a single elevator which accommodates the entire building. There is no stair access without a keycard. It is imperative that you allow adequate time to make a delivery.

C. UMW requires the inclusion of a clearly marked redacted proposal if any portion of the

Offeror’s proposal contains proprietary information.

III. ADDENDA: Any changes resulting from the University’s requirements will be issued in an addendum and will be posted on the eVA website: http://www.eva.virginia.gov. It is the sole responsibility of the Offeror to check for all changes to the RFP prior to submission.

IV. INCLEMENT WEATHER/SUSPENDED SCHEDULE: Proposal receipt deadline scheduled during a period of suspended state business operations, including school closing due to inclement weather, will be rescheduled for processing at the same time on the next regular business day. It is your responsibility to check UMW’s website or call for closing information:

www.umw.edu or (540) 654-2424.

V. PUBLIC RELEASE OF INFORMATION: UMW utilizes a Public Contracts Portal

(Cobblestone) https://umw.cobblestonesystems.com/public/ for posting of procurement documents, including winning proposals. Further, if the resulting contract includes cooperative language, the VASCUPP public portal https://vascupp.org/contracts.php will be used to house relevant procurement documents, including winning offeror’s proposal.

http://www.eva.virginia.gov/ http://www.umw.edu/ https://umw.cobblestonesystems.com/public/ https://vascupp.org/contracts.php

TABLE OF CONTENTS

I. PURPOSE 6

II.

ORGANIZATIONAL

OVERVIEW

III.

BACKGROUND

IV.

CONTRACT PARTICIPATION

(COOPERATIVE CONTRACT)

V.

SMALL, WOMAN-OWNED, AND MINORITY-OWNED (SWAM)

PARTICIPATION

VI.

PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS

VII.

STATEMENT OF

NEEDS

10-

VIII.

CONTRACT

ADMINISTRATION

IX.

EVALUATION AND AWARD

CRITERIA

X.

GENERAL TERMS AND

CONDITIONS

XI.

SPECIAL TERMS AND

CONDITIONS

21-

XII.

METHOD OF

PAYMENT

ATTACHMENTS:

A. UMW Campus Structural Paving Specifications……………………..

B. Proposal Submission Checklist……………………………………….

Pages 42 - 51

Note: This public body does not discriminate against faith-based organizations in accordance with §36 of the Governing Rules 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.

I. PURPOSE:

The intent and purpose of this Request for Proposal (RFP) is to establish a term contract with one or more qualified contractors to provide paving, resurfacing, asphalt, concrete, parking lots, curb and gutter, excavating, pavement sealing and striping and ancillary services on any current or future properties owned or leased by the University of Mary Washington (UMW), an agency of the Commonwealth of Virginia. It is intended for the resulting contract to include cooperative language for the benefit of all public bodies and other entities.

II. ORGANIZATION OVERVIEW:

Founded in 1908, the University of Mary Washington, is a premier, selective, coeducational, public liberal arts institution that offers rigorous academics in small classroom settings, innovative master teachers, a supportive campus community that values honor and integrity, and a civically, socially, and intellectually engaged community. Located within the

Commonwealth of Virginia in Fredericksburg, UMW resides within an hour’s drive of both the nation’s Capital of Washington, D.C. and the State Capital of Richmond, offering students unique opportunities for internships, research excursions, and recreation. The University currently consists of three colleges for Arts and Sciences, Business, and Education, and two additional campuses: one in Stafford, VA and the other in Dahlgren, VA. For more information about the University of Mary Washington: http://www.umw.edu/about/.

III. BACKGROUND:

The purpose of this solicitation is to establish a term contract with one or more qualified contractors to provide paving, resurfacing, asphalt, concrete, parking lots, curb and gutter, excavating, pavement striping and sealing and ancillary services for the University of Mary

Washington. UMW’s aging infrastructure necessitates ongoing maintenance and repair projects across campus. The volume, scope and timing of work cannot be accurately predicted and are expected to occur intermittently throughout the year, requiring a contractor capable of responding to varying project schedules while minimizing disruption to campus operations. The University will not guarantee any particular usage amount during any period of the resulting contract, nor will it be held responsible in any way if contract usage exceeds or does not meet this estimate.

http://www.umw.edu/about/

IV. CONTRACT PARTICIPATION – COOPERATIVE PURCHASING/USE OF

AGREEMENT BY THIRD PARTIES: (This clause shall be incorporated into the final

Contract.)

A. 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 (copy available at https://vascupp.org/rules.pdf), it is the intent of this solicitation and resulting contract(s) to allow for cooperative procurement.

Accordingly, any public body (to include government/state agencies, political subdivisions, etc.), cooperative purchasing organizations, public or private health or educational institutions or any University related foundation and affiliated corporations may access any resulting contract if authorized by the contractor.

B. Participation in this cooperative procurement is strictly voluntary. If authorized by the

Contractor(s), the resultant contract(s) may be extended to the entities indicated above to purchase goods and services in accordance with the contract terms. As a separate contractual relationship, the participating entity will place its own orders directly with the

Contractor(s) and shall fully and independently administer its use of the contract(s) to include contractual disputes, invoicing and payments without direct administration from

UMW. No modification of this contract or execution of a separate agreement 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.

C. UMW 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 UMW 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 needed.

https://vascupp.org/rules.pdf

V. SMALL, WOMAN-OWNED AND MINORITY-OWNED (SWAM) PARTICIPATION:

It is the policy of the Commonwealth of Virginia to contribute to establishment, preservation, and strengthening of small businesses and businesses owned by women and minorities and to encourage their participation in State procurement activities. The Commonwealth encourages contractors to provide for the participation of Small (includes Micro) and otherwise Diverse

Businesses through partnerships, joint ventures, subcontracts, and other contractual opportunities.

VI. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS:

A. GENERAL PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS:

1. Proposal Requirements - The University reserves the right to:

• accept or reject any and all proposals, in whole or in part, received as a result of this RFP,

• waive minor informalities,

• issue a lowered evaluation of the proposal for failure to submit all information requested,

• negotiate with any or all responsible vendors in any manner necessary to serve the best interests of the University, or accept the best proposal as submitted, without negotiation.

Any proposal submitted without a signature binding the Offeror to the proposal will be considered non-responsive and may be rejected. This Request for Proposal creates no obligation on the part of the University to award a contract or to compensate vendors for proposal preparation expenses.

2. Protection of Trade Secrets/Proprietary Information: The Virginia Freedom of

Information Act “FOIA” requires release of any procurement documents that are not appropriately marked and protected through the Trade Secrets or Proprietary

Information provisions outlined in the paragraphs below.

If the Offeror intends to protect any Trade Secrets or Proprietary Information, they must:

• invoke the protection of the Code of Virginia, § 2.2-4342F, in writing, stating the reasons why protection is necessary, and

• submit, at the same time as the original proposal submission, a separate redacted version of the proposal which contains identical content, but blacks out any protected information not appropriate for public release. If a redacted proposal is not received at the same time as the original proposal, no part of the document may later be protected by the Offeror and restricted from public review.

The designating of an entire proposal document, line item prices and/or total proposal prices as proprietary or as a trade secret is not acceptable. If, after being given reasonable time, the Offeror refuses to withdraw the entire proposal designation as redacted, the proposal will be rejected.

3. Oral Presentations: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the University. This will provide an opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact-finding and explanation session only and does not include negotiation. Oral presentations are an option of the university and may not be conducted. Therefore, proposals submitted in response to this RFP should not be submitted with the presumption that there will be opportunities to revise that proposal after submission.

4. Number of Proposals Required: One (1) printed original, two (2) copies and one (1) electronic media version (Flash Drive) of each proposal is required. Please make sure the electronic version is not password protected without submitting the password or corrupted prior to submitting. One (1) separate printed original and one (1) separate electronic media version (Flash Drive) clearly marked redacted copy must be submitted if required by the vendor.

5. Proposal Formatting and Content: Proposals should be as detailed as possible so that the University of Mary Washington may properly evaluate the Offeror’s capabilities to provide the required services. Proposals should be:

• Prepared simply and economically, with the ability to be recycled

• Held together by a simple staple, a binder clip, or a three-ring binder if necessary (semi-permanent or non-recyclable materials, such as plastic combs or spiral wire, are not preferred binding methods per the University’s sustainability initiatives)

• Bound in a single volume where practical

• Straightforward and concise

6. Limited Contact: To ensure timely and adequate consideration of your proposal, Offerors are to limit all contact, whether verbal or written, pertaining to this RFP to the

UMW Procurement Office Contract Officer indicated on the face of this document for the duration of this Procurement process. Failure to do so may jeopardize further consideration of an Offeror’s Proposal.

B. SPECIFIC PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS:

Proposals should be as thorough and detailed as possible. Offerors are required to submit a completed copy of Attachment B, Proposal Checklist, with supporting documentation which includes, but is not limited to, the following:

1. Complete and return SIGNED RFP (Page 2);

2. Pricing Detail requested in Schedule B.

3. Response to three (3) UMW Technical Response Scenarios identified in Attachment B addressing at a minimum the details requested to describe your approach to successful completion of each of the scenarios presented.

4. Key Personnel Resumes for Individuals Proposed to Work on this Contract. This does not have to be a formal resume, but must include the named individual, number of years of specific experience related to the services requested herein, identification of licensure and specific skills, companies the individual has worked for, including present employment; and percentage of time this person will be assigned to the resulting contract.

4. Past Performance References to document work on similar Projects. Provide contact information so that past performance can be verified by UMW or provide letters of reference.

5. Identify any exceptions the Offering firm takes to the Terms and Conditions as stated in this RFP. If no exceptions, clearly state that you take no exceptions to the Terms and Conditions as stated in this RFP.

6. Any other information the Offeror believes will help the University evaluate its proposal.

VII. STATEMENT OF NEEDS: The University of Mary Washington expects this solicitation to result in a comprehensive contract for Paving, Concrete, Striping, Excavating and Ancillary

On-Demand Services. Attachment A provides UMW campus specifications.

Consistent with CPSM 7.1.2, repair or replacement in kind, or remodeling or renovation and Maintenance Reserve projects which cost more than $300,000 shall be posted and advertised for competitively sealed bids.

Tier II Agencies (Higher Education Capital Outlay): Old Dominion University (221), Virginia Military Institute (211), Radford University (217), Longwood University (214), University of Mary Washington (215), and Norfolk State University (212). Tier II agencies have control over capital outlay procedures for projects that do not involve any funding from the General Fund. These agencies comply with their Institution of Higher Education Memorandum of Understanding as it relates to the Virginia Public Procurement Act and Rules Governing Procurement. DGS/DEB remains the Building Official for all Tier II agencies.

A. SPECIFIC REQUIREMENTS AND ORDERING PROCESS:

1. Following is representative of current projections. Needs may change and therefore, services may be added or removed from the contract as required:

• Asphalt Installation

• Asphalt Cleaning, Cut and Patch

• Asphalt Curb Installation

• Crack Filling

• Removal of existing Asphalt and Soft Base Materials

• Erosion and Sediment Control

• Bio-Retention Filtration

• Traffic Control and Barricade

• Asphalt Stamping

• Line Striping

• Concrete Curb and Guttering

• Surface Treatment

• Site Preparation

• Excavation Services

• Demolition Type Service (clearing infrastructure in designed project areas)

• Signage associated with designated project

2. All subcontractors must be approved by the University Contract Administrator.

3. Contractor shall comply with all applicable federal, state, local and University regulations when performing the work.

4. UMW does not guarantee any minimum or specific volume of orders under this contract.

5. The University reserves the right to make or obtain other cost estimates prior to authorizing work and to solicit any project separate and apart from the resulting contract(s) as may be deemed in the best interest of the University.

6. Upon approval of the Contractor’s quotation received by the University, a Purchase

Order will be issued in eVA as authority to proceed with the work. The Purchase Order will incorporate the contractor’s estimate as a “not to exceed” cost and the agreed upon starting and completion dates. No work is to be undertaken by the Contractor until a written Purchase Order has been received. All work shall be completed within the timeframe set forth in the purchase order.

7. Contractor shall perform no work which would result in exceeding the dollar limitation of the purchase order without first having obtained written approval from the

University.

8. The Contractor shall not require the University to sign any separate service/repair agreements for work performed under the contract.

2. Environmental Protection and Storm Sewer System Safeguarding

1. Stormwater and Environmental Protection

The Contractor shall take all necessary precautions to protect the University’s stormwater systems, including but not limited to storm drains, catch basins, inlets, culverts and associated infrastructure, from contamination, obstruction or damage as a result of their operations.

2. Prohibited Discharges

The Contractor shall not discharge, dispose, or rinse any materials, including but not limited to striping paint, solvents, oils, fuels, concrete washout, chemical agents, rinse-water, or other hazardous or construction-related substances, into:

• Storm sewer grates, inlets, or drains

• Landscaped or grass areas

• Streets or gutters

• Any area where runoff may enter the stormwater system

Rinsing or cleaning of paint striping or paving equipment shall not occur on

University property, unless performed in a designated and approved washout area with appropriate containment measures.

3. Containment and Spill Prevention

The Contractor shall implement and maintain proper containment and spill prevention practices in accordance with applicable federal, state, and local environmental regulations. This includes utilizing covers, berms, absorbent materials and other best management practices (BMPs) to prevent discharges.

4. Remediation and Cleanup Costs

The Contractor shall be fully responsible for all costs associated with any required remediation, cleanup, environmental testing or damage repair resulting from non-compliance with this clause, including costs incurred by the University to correct such violations.

5. Reporting and Notification

The Contractor shall immediately notify the University Project Manager or

Environmental Health & Safety (EHS) representative in the event of any spill, discharge or suspected contamination incident. Failure to report may result in penalties, work stoppage or termination of contract.

B. PROCEDURES:

1. Within two (2) calendar days of receipt of a verbal or written request from the

Contract Administrator, or designee, the Contractor shall visit the designated work site and carefully examine the site of the proposed work to acquire a full understanding of the nature and scope of the project to be accomplished.

2. Within three (3) calendar days of the work site visit, the Contractor shall deliver to the University’s Contract Administrator, or designee, a written or verbal estimate of the cost to complete the project. If the estimate is acceptable, UMW will issue a purchase order. The estimate shall be based upon bid rates listed in Pricing Schedule, as appropriate. In addition, the estimates shall include a target date for starting work and an estimated completion date. Estimates shall include the types and quantities of labor, description of proposed work, listing and description of major items of material needed with costs (to be billed at Contractor’s actual paid invoice costs) and total cost.

3. The starting and completion dates shall be agreed upon between the University and the Contractor and shall be reflected in the purchase order. The University reserves the right to furnish any or all materials to the Contractor for the project and adjust the Contractor’s estimate accordingly. If the University furnishes materials which, in the Contractor’s opinion, do not comply with such requirements, the Contractor shall immediately notify the University so that conforming materials can be obtained.

4. Upon approval of the estimate by the University, a purchase order will be issued as authority to proceed with the work. The purchase order shall incorporate the Contractor’s estimate as a “not-to-exceed” cost and the agreed upon starting and completion dates. No work is to be undertaken by the contractor until the issued purchase order has been received. All work should be completed within the time set forth, unless otherwise stated and approved by the Contract

Administrator or designee.

5. Failure to meet the response time requirements established above without the

University’s prior written concurrence may result in the Contractor being considered in default of the Terms and Conditions of the contract.

6. If drawings and specifications are developed for specific projects, the Contractor will be given two (2) sets of drawings and specifications at no charge. All sets of drawings and specifications required by the Contractor for use or for use by any subcontractors and suppliers or for other use, in excess of the number of sets stated above, will be furnished to the Contractor at cost. Drawings and specifications shall be issued in full sets only, consisting of a complete set of drawings and a complete set of specifications.

B. WORK SCHEDULE

1. Starting times and schedules shall be approved by the Contract Administrator prior to work commencing.

2. The Contractor will not be compensated for work breaks or lunch breaks.

C. CONTRACTOR EXPERIENCE AND PERSONNEL REQUIREMENTS: The

Contractor shall be responsible for providing sufficient qualified personnel to successfully perform all work required under this contract. At a minimum, the Contractor shall designate a Project

Manager and Superintendent/Foreman for the duration of the contract. Key personnel shall not be substituted without prior written approval by the University. The Contractor shall maintain personnel experienced in asphalt, paving, milling, pavement repair, striping, sealing and traffic control operations. All personnel performing work shall be properly trained and qualified for their assigned duties. The University reserves the right to request removal of an employee whose performance, conduct, or safety practices are deemed unacceptable. Note requirement for background checks found at “Contractor Employee Requirements – Background Screens found in

Special Terms and Conditions.”

The contractor shall have a minimum of five (5) years of experience performing asphalt paving, milling, patching, curb repair, and pavement maintenance services. Contractor shall demonstrate successful completion of at least five (5) projects of similar scope and complexity within the past five (5) years, including at least three (3) projects performed for public institutions, municipalities, colleges, universities, or government agencies.

1. Project Manager should have five (5) years of experience working on projects similar to those identified in the Statement of Needs (managing asphalt paving projects).

Experience managing at least three (3) projects exceeding $250,000 each. Ability to respond to University requests within 24 hours. OSHA 30 certified preferred.

Responsibilities: Overall contract management, scheduling and coordination with

University personnel, quality and budget oversight, change order management, and primary point of contact.

2. Superintendent/Foreman should have five (5) years of paving construction experience, three (3) years of supervisory experience. Experience overseeing asphalt milling, paving, and repair operations. OSHA 10 certification minimum.

Responsibilities: Daily oversight of field operations, crew supervision, worksite coordination, and traffic and pedestrian safety management.

3. Quality Control Manager should have three (3) years of asphalt quality control experience. Familiarity with VDOT Road and Bridge Specifications. Experience with asphalt density and material testing.

Responsibilities: Monitor asphalt mix compliance. Verify compaction requirements.

Inspect workmanship. Coordinate testing

4. Safety Representative should be OSHA 30 certified with three (3) years of construction safety experience. Knowledge of traffic control requirements.

Responsibilities: Site Safety Inspections. Accident Reporting. Safety Training.

OSHA Compliance.

5. Paving Crew Operators:

• Equipment Operators should have three (3) years of operating experience with asphalt paver, milling machine, roller/compactor, and loader/skid steer.

• Laborers should have familiarity with asphalt placement and patching operations, traffic control and site clean-up.

The Contractor shall assign an individual as the Supervisor who is capable of communicating (both verbally and in writing) and comprehending the English language.

The Supervisor shall be equipped with a mobile telephone capable of operating throughout the area covered under the contract for communication purposes and who can be called upon at any time for emergencies or callbacks etc., should such needs arise.

The Supervisor’s name and mobile phone number shall be required prior to commencement of work activities associated with this contract.

The Supervisor shall be responsible for assigning and coordinating work reporting performance issues to the Contract Administrator and have the ability to meet with the Contractor Administrator on-site within the required timeframe.

In the performance of services, Contractor employees should be attired in a uniform bearing

Contractor’s firm name and/or logo, and have a personal identification badge with the employee’s name and photograph.

Contractor shall assure that the work is accomplished in compliance with all applicable Federal, State and Local Laws, Ordinances, Rules, Regulations, and Codes, including OSHA requirements and that dated version of the Virginia Uniform Statewide Building Code issued by the Department of Housing and Community Development, in effect on the date of the purchase order. Where applicable all work shall conform to the appropriate standards set forth in the current edition of the

ACI Manual of Concrete Practices.

Contractor shall be responsible for all damages to persons or property that occurs as a result of fault or negligence. All work performed under this contract shall be done in a manner that will not adversely affect the integrity of the building’s structural, mechanical, electrical, fire protection and life safety systems or any other building features that will overload or render useless any portion of the facility, landscaping, walks, or other University property.

The Contractor shall be responsible to assure that all materials used comply with all applicable laws, ordinances, rules, regulations, and codes and are compatible with existing materials and equipment of the building involved. The Contractor shall also be responsible for all materials delivered and work performed until completion and acceptance of the entire project.

The Contractor is advised that, because this project is on State property, codes or ordinances of local political subdivisions do not legally apply as stipulated by the Virginia Uniform Statewide

Building Code Law.

The Contractor shall provide on-site supervision of all trades at all times work is in progress. This on-site supervision shall be empowered to act on behalf of the Contractor.

All employees of the Contractor or Subcontractor(s) shall wear, as needed, personal protective equipment in compliance with all applicable United States Department of Labor Occupational and

Safety Health Administration (OSHA), Virginia Department of Labor Virginia Occupational

Safety and Health Program (VOSH) and all other applicable safety regulations while working on

University property. This may include, but is not limited to equipment such as safety steel toe shoes, safety vests, safety glasses, etc. Failure to comply with safety requirements constitutes reason to restrict work from being performed under the contract.

Contractor personnel shall work in their designated or assigned areas only. Individuals found in unauthorized areas are subject to immediate removal from delivering any services under the contract.

D. ORDERS, BILLING AND REPORTING

1. Upon approval of the estimate by the Contract Administrator, an eVA Purchase

Order shall be issued as authority to proceed with the project.

2. The Contractor shall perform no work which would result in exceeding the dollar limitation of the Purchase Order without first having obtained approval from the Contract

Administrator in writing.

3. The University will reimburse the Contractor for equipment and materials at cost, with no mark-ups. The Contractor shall submit a copy of the original parts/materials invoice to the

University upon request.

4. The University will not reimburse the Contractor for time or mileage to and from the job site. This includes going to and from the supply houses.

Billable hours ae payable only for time actually spent at the job site under the authority of UMW.

Fractional parts of an hour shall be payable on a prorated basis to the nearest quarter.

INVOICING:

1. Invoices must be submitted within thirty (30) calendar days of the work being completed.

2. Invoice Documentation Requirements: Contractor invoices shall contain sufficient detail to permit verification of services performed, deliverables provided, quantities delivered, and contract pricing. At a minimum, invoices shall identify the dates services were performed, quantities and unit prices billed, travel, material and supply costs for time and materials orders, and any information necessary to distinguish capital assets from consumable items. The University reserves the right to reject or return any invoice that lacks sufficient supporting documentation to validate charges, ensure compliance with contract requirements, support payment authorization, or satisfy audit, accounting, inventory, and fixed asset reporting requirements. Payment processing timelines shall commence upon receipt of a complete and accurate invoice.

Contractor Invoice Documentation Checklist

To ensure timely payment processing, all invoices must include sufficient documentation to support review, audit, asset management, and payment approval requirements. Incomplete invoices may be returned for correction.

General Invoice Information

☐ Contractor name and remit-to address

☐ Invoice number and invoice date

☐ Contract number, PO number, or authorization number

☐ Billing period covered by the invoice

☐ Name of project, department, or facility receiving services

Services Performed

☐ Detailed description of services provided

☐ Dates services were performed or completed

☐ Hours worked and applicable labor category/rate (if time-based billing)

Unit Pricing and Quantities

☐ Quantities billed for each item or service

☐ Contract unit prices identified and extended correctly

☐ Clear reconciliation between quantities delivered and quantities invoiced

Final Validation

☐ Total invoice amount mathematically correct

☐ Required supporting documentation attached

☐ Invoice complies with contract terms and conditions

☐ Invoice certification signed, if required

E. USE OF PREMISES

1. The Contractor shall be responsible for repairing or replacing any work damaged by their operations within ten (10) calendar days after notification by the University.

2. It shall be the responsibility of the Contractor to report to the University, in the original estimate, any damage found prior to any work at the site.

3. All work shall be coordinated and scheduled with the University to minimize disruption of operations.

4. Access for work in restricted areas requires a 48-hour minimum notice to the

University. Work in these areas may require an escort.

5. Existing sanitary facilities, electricity and water may be used by the Contractor as directed by the University to the extent of available services.

6. Any material thought to contain asbestos is not to be disturbed and the University is to be notified at once.

F. INSPECTION: All work and materials in each project shall be subject to a final inspection by an authorized representative of the University. Any omission or failure on the part of such representatives to disapprove or reject inferior or defective work or materials shall not be construed to be an acceptance of any such work or material. If any defective work or materials are found during inspection, the Contractor shall remove or repair, at his own expense, such defective work or rejected material and shall correct and/or replace same without extra charge.

G. RESIDENCE HALL ACCESS: If required, Contractor personnel may be granted access to secured buildings deemed necessary or appropriate for the Contractor to perform all obligations under the contract, subject to any University security requirements.

1. The Contractor shall advise the Contract Administrator of their arrival prior to the beginning of work, and provide the supervisor’s name.

2. The Contractor shall report to the University Police Department to obtain a Contractor

Key Ring for access and a Contractor Identification Badge for each employee. The Contractor shall return the badge(s) and keys upon completion of each day’s work.

H. VEHICLE RESTRICTIONS: All vehicles must remain on paved surfaces except as authorized by the Contract Administrator, along with notifying the Office of Parking

Management. All vehicles must properly display current license plates and city/county decals as required by Virginia law. No vehicles shall be parked under any trees unless on a paved surface.

I. WARRANTY: The Contractor agrees that by acceptance of work and in consideration thereof, and for each of the Subcontractors, binds them to the guarantees and warranties called for. Work to be free from defective workmanship for two (2) years after the date of final acceptance. If within the warranty period, it is found that the warranted work needs to be repaired or changed because of the use of defective materials, equipment, or inferior workmanship, or work not in accordance with the terms of the Agreement, the Contractor, upon notification, shall promptly and without additional expense to the Owner: (i) Place such warranted work in a satisfactory condition; (ii) Repair or replace damage to the Project, or contents thereof, which is a result of such unsatisfactory warranted work; (iii) Repair or replace work, materials and equipment that are disturbed in fulfilling the warranty, including disturbed work, materials, and equipment that may have been warranted under another contract. Should the Contractor fail to proceed promptly in accordance with the warranty, the University may have such work performed at the expense of the Contractor and sureties. The Contractor shall execute and deliver to the Owner, before final payment, a written warranty subject to the stipulations and provisions above.

VIII. CONTRACT ADMINISTRATION:

A. The Director of Landscape and Grounds or designee, shall be identified by the University as the Contract Administrator and shall use all powers under the contract to enforce its faithfulness and performance in conjunction with the University’s Procurement Services department.

B. The Contract Administrator shall determine the amount, quantity, acceptability, fitness of all aspects of the goods/services and shall decide all other questions in connection with the goods/services. The Contract Administrator shall not have authority to approve changes in the goods/services which alter the concept or which call for an extension of the contract term. Any modifications made to the contract must be authorized by the University’s

Procurement Services Department through a written two-party modification to the contract.

IX. EVALUATION AND AWARD CRITERIA

A. Evaluation Criteria - Proposals shall be evaluated by the University of Mary Washington

Evaluation Committee using the following criteria:

Criteria Point Value

Corporate and Key Personnel Experience. 25

Pricing: Note Micro Vendors will be given a 5% price preference in accordance with Executive Order 35.

Past Performance providing similar services. 25

SWAM (highest scores will be given to SWAM Vendors). For non-

SWAM vendors, scores will be assigned based on documented commitment to SWAM subcontracting (reference Small Business

Subcontracting Plan).

Total 100

X. GENERAL TERMS AND CONDITIONS:

Please refer to the link to follow regarding Required General Terms and Conditions of this

Solicitation which are a mandatory part of the resulting contract:

https://adminfinance.umw.edu/procurement/umw-terms-conditions/

XI. SPECIAL TERMS AND CONDITIONS:

ACCEPTANCE PERIOD: Any offer in response to this solicitation shall be valid for (ninety

(90) days). At the end of the ninety (90) days the offer may be withdrawn at the written request of the offeror. If the offer is not withdrawn within 10 calendar days at the end of the stated Acceptance

Period, the offer shall remain in effect, as-is, until an award is made, or the solicitation is canceled.

If the offer specifies an alternative acceptance period than the one written here, the acceptance period shall be the longer of the two dates.

ADDITIONAL (FUTURE) GOODS & SERVICES: The University reserves the right to request from the contractor to provide additional Goods and/or Services under similar and market-based pricing, terms, and conditions, and to make modifications or enhancements to existing services. Additional Goods and Services may include other products, components, accessories, subsystems or related services that are newly introduced during the term of the Agreement. Newly introduced additional Services will be provided to the University at favored nations pricing, terms, and conditions.

ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract resulting from a competitive solicitation process for any dollar value, or sole source procurement valued at over $50,000, the University will publicly post such notice on the

DGS/DPS eVA VBO (www.eva.virginia.gov) for a minimum of 10 days.

https://adminfinance.umw.edu/procurement/umw-terms-conditions/ http://www.eva.virginia.gov/

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.

ASBESTOS: Whenever and wherever during the course of performing any work under this contract, if the contractor discovers the presence of asbestos or suspects that asbestos is present, he shall stop the work immediately, secure the area, notify the University Contract Administrator, and await positive identification of the suspect material. During the downtime in such a case, the contractor shall not disturb any surrounding surfaces but shall protect the area with suitable dust covers. In the event the contractor is delayed due to the discovery of asbestos or suspected asbestos, then a mutually agreed extension of time to perform the work shall be allowed the contractor but without additional compensation due to the time extension.

AWARD – RFP: 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 Proposals.

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 so selected, the agency shall select the offeror(s) which, in its opinion, has offered the best overall combination of quality, price and various elements of required goods/services, as stated in the solicitation, which in total are optimal relative to the agency’s need, and shall award the contract to that offeror(s). The University may cancel this Request for Proposal, 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 (Governing Rule §16). Should the

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, or if in the sole opinion of the University it is in the University’s best interest to award to only one offeror, 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. The University, in its sole opinion, reserves the right, if determined to be in the best interest of the University, to make:

• a separate award of each item,

• an award of a group of items,

• an award either in whole or in part,

• a single award, or

• a multiple award

BULK DELIVERIES: To avoid single item deliveries, the University and Contactor shall work together to ensure bulk shipments are utilized to the maximum extent possible.

CANCELLATION OF CONTRACT: The University reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon sixty (60) days’ written notice to the Contractor. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform all outstanding orders issued prior to the effective date of cancellation.

The Contractor shall be entitled to receive full compensation for all University-accepted services performed and/or goods received prior to the effective date of contract termination. Contractor shall not be entitled to, and hereby waives claims for lost profits and all other damages and expenses.

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 scope of the contract. An 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. The University 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. The contractor shall be compensated for any additional costs incurred as the result of such order and shall give the University 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 the University’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 the University with all vouchers and records of expenses incurred and savings realized. The University 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 the University within thirty (30) days from the date of receipt of the written order from the University. 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 Manual for

Institutions of Higher Education and Their Vendors. 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 the

University or with the performance of the contract generally.

CONTRACTOR EMPLOYEE REQUIREMENTS – BACKGROUND SCREENS: The

Contractor shall ensure that its employees have undergone background screening and possess all necessary qualifications to comply with the terms of this contract, including, but not limited to all terms related to data and intellectual property protection and physical protection and safety of students, faculty and staff. To this end, all contractor staff considered for full-time or part-time employment on any property owned, leased or otherwise acquired by UMW, shall undergo a background screening, the cost of which shall be incurred by the Contractor, after an offer has been extended, and prior to commencement of work on any UMW property. If Contractor employs the use of a staffing company to provide seasonal or temporary labor at any point during any term of the contract, including optional renewals, background screening shall be performed by

Subcontractors to the same extent as for any full-time or part-time Contractor staff.

a. The results of background checks shall be directed solely to the Contractor, including any criminal convictions. Consideration shall be given to the relationship to the job, how long ago the conviction occurred, the potential risk posed to employees, customers, campus and

Contractor, and any other circumstances deemed relevant to the final determination of whether to employ or retain the employee. Conviction information shall be maintained as confidential to the Contractor. If a conviction is found to be relevant to the role and the decision is made not to proceed, the Adverse Action Process shall be commenced, in accordance with the Fair Credit Reporting Act.

b. Notwithstanding any other provision herein, and to ensure the safety of students, faculty, staff and facilities, UMW reserves the right to approve or disapprove any contract employee that will work on UMW property. Such request shall be in writing and state the reason. Such reason must be for good cause and may not be for an illegal reason.

Disapproval by the University will solely apply to UMW property and should have no bearing on the Contractor’s employment of an individual outside of UMW.

c. UMW reserves the right to audit a Contractor’s background check process at any time.

d. All Contractor employees shall have a duty to self-disclose any criminal conviction(s) occurring while assigned to the UMW campus. Such disclosure shall be made to the

Contractor.

e. Screens shall include:

i. Enhanced Nationwide Criminal Search; which…