RFP#121664 Surplus Property Disposal Services rev041326

DGS OFFICE OF PROCUREMENT SERVICES (OPS)

1100 BANK STREET • SUITE 724 • RICHMOND, VIRGINIA 23219-3638

REQUEST FOR PROPOSALS (SEALED) RFP - 121664

SURPLUS PROPERTY DISPOSAL SERVICES

DEPARTMENT OF GENERAL SERVICES

NIGP COMMODITY CODE: 96209, 99809

Issue Date: June 18, 2026 • Due Date/Time: July 20, 2026/ 2:00PM

Contracting Officer: Emma Rich • E-mail Address: procurement@dgs.virginia.gov

USING AGENCY AND/OR LOCATION WHERE WORK WILL BE PERFORMED:

Commonwealth of Virginia

CLARIFICATION OF TERMS: If any prospective Offeror has questions about the specifications or other solicitation documents, the prospective Offeror should contact the Contracting Officer whose name appears on the face of this solicitation, in writing, no later than

12pm EDT, July 2, 2026 18 business days before the due date. All inquiries must be submitted in writing to Emma Rich via e- mail at procurement@dgs.virginia.gov. Please include “RFP-121664” in the title of the message. Any revisions to the solicitation will be made only by an addendum issued by the Contracting Officer named above.

Offerors must be registered in eVA in order to submit and upload an electronic proposal within eVA. The following are instructions for submitting an electronic proposal within eVA:

1. Go to eVA.virginia.gov;

2. Click on I SELL TO VIRGINIA;

3. Click on eVA Supplier Training, and

4. Click on Viewing and Responding to Solicitations. If an Offeror needs assistance submitting an electronic response, the Offeror must contact eVA Customer Care at 866-289-7367 or email eVACustomerCare@dgs.virginia.gov in ample time prior to the closing date and time to ensure the proposal is received by the required date and time.

*It is the Offeror’s responsibility to assure that the proposal is received by the time and date indicated. *

PERIOD OF CONTRACT: Initial two (2) year term Contract shall begin on the date of execution with four (4) successive one (1) year renewal options.

The undersigned hereby offers and agrees to furnish all services in accordance with the attached signed proposal and the mandatory requirements outlined herein, or as mutually agreed upon through subsequent negotiation.

Company Name:

Address:

City/State/ZIP:

Signature:

Printed Name:____ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ _

Title:

Date:__________________________________

DSBSD -Certified No. ________________________________

Contractor’sTIN: _____________________________

Virginia Contractor License No. _________________

Class:______ Specialty Codes: ___________________ eVA Vendor ID or DUNS Number: _______________

Telephone:_______________

Emergency After Hours Number: _____________

Cell:____________________

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. Faith-based organizations may request that the issuing agency not include subparagraph

1.e in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

mailto:procurement@dgs.virginia.gov mailto:procurement@dgs.virginia.gov file://///hqatmore1/Procurement/Boilerplates/eva.virginia.gob https://eva.virginia.gov/i-sell-to-virginia.html https://eva.virginia.gov/supplier-training-materials.html https://eva.virginia.gov/supplier-training-materials.html

TABLE OF CONTENTS

I. PURPOSE PAGE 3

II. BACKGROUND PAGE 3

III. STATEMENT OF NEEDS PAGE 4

IV. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS PAGE 8

V. EVALUATION AND AWARD CRITERIA PAGE 10

VI. REPORTING AND DELIVERY INSTRUCTIONS PAGE 12

VII. PROPOSAL CONFERENCE PAGE 13

VIII. GENERAL TERMS AND CONDITIONS PAGE 13

IX. SPECIAL TERMS AND CONDITIONS PAGE 22

X. METHOD OF PAYMENT PAGE 25

XI. ATTACHMENTS PAGE 26

1. Attachment A Vendor Data Form

2. Attachment B Small Business Subcontracting Plan

3. Attachment C State Corporation Commission

4. Attachment D Verified Acronyms

5. Attachment E DGS Payment Spreadsheet Template

I. PURPOSE:

DGS seeks proposals from qualified firms to provide a “turnkey” solution for the disposal of surplus vehicles, materials, and equipment. The Commonwealth reserves the right to make multiple awards, for any service or services, depending upon the capabilities and benefits described in any Offeror’s proposal and as the Commonwealth deems to be in its best interest. Such a decision shall be based upon the Commonwealth’s sole and exclusive judgment.

DGS anticipates listing property from, but not limited to, state agencies and institutions located throughout the

Commonwealth of Virginia. Designated state employees will post items to the website(s), and the company will collect and process auction proceeds for its sellers with no cost to the seller. The property consists of many different product classes; examples are furniture, jewelry, various types of equipment, and other personal property, as defined in the Code of Virginia, Section 2.2-1124, and any other property owned by Agencies. Please note that this does not include real property.

II. BACKGROUND:

The Virginia Department of General Services, Office of Surplus Property Management (OSPM), manages the

Commonwealth’s state and federal surplus property program to extend the life and value of taxpayer-funded assets.

OSPM helps agencies, localities, eligible nonprofits, and the public reuse, purchase, recycle, or properly dispose of unneeded personal property, including furniture, vehicles, heavy equipment, electronics, public safety items, classroom supplies, and maintenance equipment. Its work supports equitable access, waste reduction, transparency, and the effective use of public assets.

OSPM’s disposal work is governed by the Code of Virginia and the Agency Procurement and Surplus Property

Manual (APSPM), especially Chapter 12, State Surplus Property. The APSPM establishes the policies and procedures agencies must follow and is updated through Procurement Information Memoranda; the current DGS-posted manual includes PIM #98-045, effective July 7, 2025. Under Chapter 12, DGS/OSPM has overall authority to determine the appropriate disposal method, while agencies remain responsible for designating a Surplus Property Officer, safeguarding property, maintaining records, evaluating reuse and disposal options, and requesting DGS/OSPM authorization when required.

Current practice emphasizes reuse before public sale. Property may be transferred within or between state agencies, offered to eligible public bodies or nonprofits, sold through live auctions, online auctions, fixed-price sales, contracts, or negotiated sales when justified, recycled, donated, landfilled with approval, or disposed of through another written method when standard methods do not fit. For public sales and auctions, APSPM provides that DGS conducts the sale unless specific delegation is granted, and DGS/OSPM determines the sale type needed to achieve the best return in cooperation with the owning agency.

OSPM currently uses auction houses and online auctions through GovDeals and other online platforms offered through auction houses. In the current operating model, many items remain at the owning agency’s location; agencies photograph items, complete a Surplus Property Report, identify the item location and contact, send the documentation to statesurplus@dgs.virginia.gov, and OSPM lists and oversees the auction. OSPM determines the method of disposal. If sold online through GovDeals, buyers follow payment and pickup instructions for each lot. Items are sold

“as is, where is,” and agencies are expected to provide current photos and disclose known defects.

OSPM seeks qualified auction house partner(s) that can expand bidder reach, maximize net return, and protect the

Commonwealth’s compliance posture. The contractor should support live, online, and hybrid auctions; transparent fees and buyer premiums; secure payment handling; timely settlement; agency-level reporting; bill-of-sale and release controls; onsite load-out coordination; unsold and abandoned-property procedures; customer-service escalation;

accessibility; anti-collusion monitoring; conflict-of-interest and employee-purchase safeguards; and special handling for IT assets, data-bearing equipment, vehicles, including freight handling procedures for moving vehicles and heavy equipment, titled property, recyclable materials, and regulated items.

mailto:statesurplus@dgs.virginia.gov

III. STATEMENT OF NEEDS:

A. General Requirements:

The Commonwealth seeks offers to provide comprehensive surplus disposal services to all Virginia public bodies in a manner that addresses the following requirements:

1. Geographic: Services must be provided at all public entity locations throughout the Commonwealth, with the capability for being centrally-managed by the Commonwealth.

2. Services: Provision of services should have the advantages provided through all currently available and utilized material disposal service methods, as well as any additional reutilization or disposal solutions that may benefit the Commonwealth. Services shall include, but not be limited to:

a. Live auctions

b. Internet Auctions

c. Vehicle and heavy equipment handling

i. Remove vehicles/heavy equipment from any location

ii. Transport, clean, decommission, maintain, secure, and stage material for sale

iii. Reassign titles with appropriate approvals

iv. Close sales and render all payments/submit payments

d. Provide the ability for public bodies seeking to acquire and utilize surplus material to establish a “profile,” and identify items or categories that might incorporate some form of “push” email notification functionality

e. Develop optimal payment collection and invoice processing procedures

f. Maintain all buyer listings

g. Handle all customer service and management issues

h. Block sales when a buyer defaults

i. Block sales to a buyer when any overseas export restrictions apply

j. Provide for the disposal of all categories or types of materials and equipment

k. Sales tax collection when applicable.

B. Vendor Responsibilities:

:The offeror must provide proposed fees based on three service models, Online Only, Vendor Yard, and Full

Service (Commonwealth Site). Reference below the Service Model Table:

Model Sale Site Typical Assets Fee Table

A. Online‑Only Vendor web platform Cars, pickups, trailers, small tools

Table A

B. Vendor Yard Vendor auction yard Mixed lots, heavy seasonal gear

Table B

C. Full‑Service

(Commonwealth

Site)

Asset location (live + simulcast)

Remote fleets, oversized units

Table C

Event setup costs (Model C) are reimbursed at actual cost plus ≤ 5% admin. Any single line item over $5,000 needs written approval. The Commonwealth may shorten the marketing window to 15 business days for urgent safety, seasonal, or funding needs.

Vendor to provide pricing for the full term in the Fee Table located in Attachment A, Section 3. Price Schedule.

1. Intake

a) Condition report with VIN/serial, hour-meter/odometer, and key defects.

b) Photos: minimum 12 at ≥ 2 MP; four corners, front/rear, interior, VIN/serial, hour-meter, damage areas.

c) Video:15-60 seconds of start-and-run for any drivable unit.

d) Data purge (telematics and sensitive media) and decal removal before public viewing.

2. Marketing

a) List within 3 business days of pickup or notice.

i. Pickup: Vendor must remove assigned assets within 7 business days of award

ii. Buyer removal: Buyer removes within 10 business days of close; storage fee schedule must be posted in listing; abandoned after 30 days with forfeit of deposit.

iii. Default: If the buyer defaults, the vendor re-lists within 10 business days, the vendor pursues damages, and retains the deposit to offset resale costs.

b) Keep listing live for the Commonwealth-set Marketing Window (30-60 business days)

c) Syndicate to at least three platforms: Equipment Trader, TruckPaper, Proxibid, GovDeals, or similar.

d) Send an email blast to the registered bidder list; provide quarterly list size deliverability metrics.

3. Sale Execution

a) Online: times close with anti-sniping; masked public bid history.

b) Vendor Yard: licensed auctioneer, PA system, bidder registration, and on-site cashiering.

c) Full Service: Live + simulcast, vendor provides power, tents, crowd control, and data connectivity.

d) Acceptable buyer payments: wire/ACH/certified funds. Asset release only after funds clear. Vendor bears charge-back risk.

4. Close Out

a) Collect buyer payment within 5 business days of auction close.

b) Wire Net Proceeds to the Commonwealth within 10 business days of cleared funds.

c) Complete title/DMV processing and temporary tags if allowed.

i. Title packet mailed within 5 business days of cleared funds.

ii. Vendor is liable for title errors and odometer disclosure violations; indemnify the

Commonwealth for third-party claims.

d) Submit Lot Settlement Report using the Attachment CSV schema.

C. Objectives:

1. Maximize material reuse among Public Bodies.

2. Maximize revenue from surplus sales.

3. Achieve operational efficiencies, effectiveness, and transparency for all Public Bodies utilizing the services.

4. Maximize cost savings to process surplus through the operational efficiencies and effectiveness achieved.

5. Contractor to market contracted services for use by all Public Bodies in order to maximize usage of services and achieve aggregated savings and benefits.

D. Activities Sought to assist/achieve objectives:

1. Initial availability of surplus material to public bodies before sale.

2. Electronic public internet sales

3. Auction service vendors appropriate to the material category.

4. Material marketing/disposal selection.

5. Material storage/transportation.

6. Automated tracking from system entry through sale/disposal.

7. Services to handle administration processing material from entry into the surplus stream to final disposition.

8. Training component of any proposed solution that facilitates start-up and ease-of-use for all features and functions for any public body user.

9. Implementation and ongoing marketing and communication components to facilitate start-up for any proposed solution.

E. Performance Standards & Remedies:

KPI Minimum Verification Remedy / Credit

Listing time ≤ 3 business days System log 1% fee rebate per late day

Marketing window Matches the

Commonwealth order

Listing dates The lot may be reassigned at vendor cost

Funds to the

Commonwealth

≤ 10 business days Bank advice 2% fee rebate per late day

Sale price vs. guide ≥ 90% (or ≥ 95% of

12‑mo comps if no guide)

Random audit Corrective Action

Plan

Buyer satisfaction ≥ 4.0 / 5 Survey Corrective Action

Plan

Dashboard uptime ≥ 99% / month Monitoring Liquidated damages

$250/hr beyond a

2‑hour outage

1. Uptime ≥ 99% monthly; measure at the edge (public endpoints).

2. TLS 1.2+ in transit; AES-256 at rest; MFA for admins; daily backups; 30 day retention.

3. Annual SOC 2 Type II (or ISO 27001) report provided to the Commonwealth under NDA.

4. Patch critical vulnerabilities within 7 days; high within 30 days.

5. Incident notification within 72 hours.

F. Reporting & Data:

1. Real-time dashboard with HTTPS/TLS 1.2+, encryption at rest, monthly uptime ≥ 99%, and SOC 2

Type II or ISO 27001 certification.

2. APIs of SFTP delivery Attachment CSV. Monthly KPI & fee summary by lot and funding string.

3. Annual buyer tax file (e.g., 1099-K). Data export on exit in CSV + PDFs, delivered within 15 calendar days; no extra charge.

Attachment E- Lot Settlement CVS Schema (EXCEL ATTACHMENT)

G. Photo & Video Quality Guide:

1. Minimum resolution; 2 megapixels; clear focus; no filters.

2. Angles: four corners; front, rear, interior, VIN/serial; hour-meter; major damage.

3. Lighting: daylight or adequate indoor lighting; no heavy shadows.

4. Video: 15-60 seconds, show startup, idle, basic operation if safe.

H. Export-Control Screening Checklist (ITAR/EAR):

1. Confirm buyer identity and citizenship/residency (U.S. person vs. foreign person)

2. Screen against denied party lists; retain evidence of screening.

3. Check end-use and end-user for red flags (defense-related issues)

4. If the item may be on the United States Munitions List (22 CFR Part 121) or EAR99 with red flags, hold and consult the Commonwealth.

I. Environmental Handling & Manifests:

1. Used oil managed per 40 CFR Part 279 and applicable Commonwealth rules

(https://www.deq.virginia.gov/land-waste/solid-hazardous-waste/hazardous-waste/universal-waste-requirements).

2. Capture and document coolant, fuel, hydraulic fluid, and refrigerant recovery.

3. Battery handling per Commonwealth/federal hazardous waste rules; no landfilling of lead-acid batteries.

4. Keep disposal manifests, invoices, and weights for 5 years; provide copies upon request within 5 business days.

J. Transition:

1. Start-up: 30-day implementation plan; load 10 test assets; staff training and sign-off.

2. Wind-down: deliver data export and unsold asset transfer within 30 days; at no extra cost.

K. Mini-Quote Template for Proposal

1. Contractor to provide mini-quotes in the following format.

Field

Description

Asset Description

Make/Model/Year/VIN or Serial

Estimated Value

Location / Access

Address, contact, loading info

Requested Service Model

A/B/C

Marketing Window

Days

Guaranteed Net to

Commonwealth

$ or % (after commission and pass‑through)

Event Setup / Transport

Any additional costs (itemize)

Timeline

Pickup, list, close milestones

Vendor Signature

Name/Title/Date

L. Marketing Plan Checklist:

1. List dare and close date (y/n).

2. Syndication targets (at least three) (y/n).

3. Email blast scheduled and sent (dates, opens, clicks).

4. Social media posts (if used) (links).

5. Reserve confirmation (if any).

6. Inspection dates and contact info posted.

7. Photo/video QA completed.

8. Final week reminder sent.

M. Commonwealth of Virginia Responsibilities:

1. Provide access within 3 business days of assignment; identify forklift limits.

2. Approve any reserve > $25,000 within 2 business days.

3. Name a single point of contact per site.

IV. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:

A. GENERAL INSTRUCTIONS:

1. RFP Response: In order to be considered for selection, offerors must submit a complete response to this

RFP. One (1) original electronic proposal, one (1) electronic proposal redacting any proprietary information, and one (1) electronic proposal that redacts all identifying information of the Offeror. No other distribution of the proposal shall be made by the offeror.

2. Proposal Preparation:

a. 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 the purchasing agency requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the purchasing agency. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

b. 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.

c. 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 paragraph number, subletter, 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 subletter 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 where the RFP requirements are specifically addressed.

d. 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 negative 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 Offerors’ proposal.

e. Each copy of the 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.

f. Ownership of all data, materials, and documentation originated and prepared for the State pursuant to the RFP shall belong exclusively to the State and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an offeror shall not be subject to public disclosure under the Virginia

Freedom of Information Act; however, the offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted.

The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal. If, after being given reasonable time the offeror refuses to withdraw an entire classification designation, the proposal will be rejected.

3. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the agency. This provides 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. The issuing agency will schedule the time and location of these presentations. Oral presentations are an option of the purchasing agency and may or may not be conducted.

B. SPECIFIC PROPOSAL INSTRUCTIONS: Proposals should be as thorough and detailed as possible so that the

Department of General Services may properly evaluate your capabilities to provide the required goods/services.

Offerors are required to submit the following items as a complete proposal:

1. Return the RFP Vendor Data Form (Attachment A) and all addenda acknowledgments and attachments, if any, signed and filled out as required, along with any other specific items or data requested in the RFP.

2. A written narrative statement to include:

a. Background information about the Offeror including: its size, number of employees, and annual volume of business.

b. Experience in providing the services described herein.

c. Approach to providing the service.

d. Names, qualifications and experience of personnel to be assigned to the project.

3. Specific plans for providing the proposed services including:

a. Provide a plan of operation to achieve the objectives as defined in Section II: Statement of Needs.

b. Provide a plan including a narrative and timeline for transition of services.

c. Describe the specific features that distinguish the Offeror from other Offerors in the field and state how the Offeror evaluates the effectiveness of its services.

d. Provide a list of all clients lost within the last three (3) years and include a contact name, title and telephone number. In addition, state the length of service at the account and reason for loss.

e. Describe the Offeror’s method for dealing with problems and complaints presented by the

Department of General Services assigned Contract Administrator detailing at what point the problem would escalate to the next level of supervision/management.

f. Time frame for completion (if not otherwise specified by the Agency in the Statement of Needs).

4. Provide a copy of the Offeror’s most recent independently audited financial statements.

5. Verify the Offeror’s acceptance of the General Terms and Conditions and Special Terms and Conditions that are detailed in this RFP.

6. Small Business Subcontracting Plan – Summarize the planned utilization of DSBSD-certified small businesses under the contract to be awarded as a result of this solicitation. This is a requirement for all prime contracts in excess of $100,000 unless no subcontracting opportunities exist (see Attachment B).

7. State Corporation Commission Form: Required of all offerors pursuant to Title 13.1 or Title 50 (see

Attachment D).

V. EVALUATION AND AWARD CRITERIA

A. Proposals will be evaluated by the Department of General Services, Office of Procurement Services, using the following criteria:

The Proposal Evaluation Committee will review all proposals received by the proposal submission deadline. Proposals should be complete and responsive to all sections of the RFP.

Proposals that do not fulfill all solicitation requirements or omit any of the requested contents may receive a reduced evaluation score. Factors upon which proposals will be evaluated include:

EVALUATION CRITERIA POINT VALUE

1. Qualifications and Experience as per the Statement of Needs 20

2.

Methodology and Approach to provide the services described in the

Statement of Needs

3. Price 10

SWaM: Participation Of Small, Women-Owned And

Minority-Owned (SWaM) DSBSD certified Businesses

TOTAL 100

B. Calculation

The lowest price shall be scored the maximum number of evaluation points for price.

The lowest price is then divided by each of the higher offeror’s proposed price in turn.

The quotient is then multiplied by the points assigned for price to determine the evaluation points to be assigned to each higher price proposal.

Lowest Price Offered = % Factor x Maximum Points Available = Points Assigned

Price of offer being Evaluated

Offeror/Price Lowest offeror’s price

Offeror’s Price

= % Factor x Max. Eval

PTS

(25)*

= Points Assigned

A

$32,500

$24,250

$32,500

= 75 x 25 = 18.75

B

$24,250

$24,250

$24,250

= 100 x 25 = 25

C

$26,350

$24,250

$26,350

= 93 x 25 = 23.25

D

$27,600

$24,250

$27,600

= 88 x 25 = 22

* Point value shown is only an example and will vary with the RFP based on points assigned to price criteria.

Points for the Small Business Subcontracting Plan criteria, a DSBSD-certified small business, which shall not exclude women-owned and minority-owned businesses when they have received DSBSD small business certification, who serves as the prime contractor, will receive the maximum number of evaluation points for this criterion. The weight for the small business subcontracting plan shall not be less than 20% of the total point value.

Example: 20 points available for Small Business Subcontracting and the Offeror is DSBSD-certified small business then that offeror would receive 20 points. No further subcontracting would be required.

Other businesses that are not DSBSD-certified small businesses will receive credit based on their Small Business

Subcontracting Plan not to exceed 75% of the points assigned to this evaluation criterion i.e. 20 points x 75% =

15 maximum points when meeting the 42% agency goal. Small Business Subcontracting Plan submitted with less than the 42% shall be scored using the same formula.

Offeror’s proposed use of DSBSD-certified Small businesses as subcontractors = % Factor x Available = Points

C. AWARD OF CONTRACT:

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 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 which, in its opinion, has made the best proposal, and shall award the contract to that offeror. The Commonwealth reserves the right to make multiple awards as a result of this solicitation. The Commonwealth may cancel this

Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Code of

Virginia, § 2.2-4359D). Should the Commonwealth 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.

VI. REPORTING AND DELIVERY INSTRUCTIONS:

A. “The contractor shall provide the following documentation to statesurplus@dgs.virginial.gov for approval by the agency”

B. “The contractor shall provide a progress report at the end of each sale to statesurplus@dgs.virginia.gov outlining the following:”

1. Marketing and Sales report that includes:

A. The number of buyers registered.

B. The number of states reached by sales

C. The number of views by asset

D. Marketing efforts across platforms

E. Final sales report

C. “Within thirty (30) calendar days after the award date of the contract, the contractor shall furnish a preliminary outline of the organizational structure of the final report to statesurplus@dgs.virginia.gov .”

1. The preliminary outline shall delineate the main topics and subtopics that will later be described in detail in the final report.

2. Beneath each topic and subtopic, the contractor shall furnish a brief narrative description of the subject matter encompassed by the topic or subtopic.

3. The agency shall have the right to edit, modify and/or rearrange the organizational structure, topics, and subtopics as it deems necessary to insure the inclusion of all work required by the contract.

D. “At least two (2) weeks prior to the submission of the final report, the contractor shall present a preliminary draft of the final report to statesurplus@dgs.virginia.gov. The agency shall have the right to modify and/or to require additional elaboration as it deems necessary to insure a comprehensive and thorough written study of all work required by the contract.”

E. “On or before the date specified in the contract, a final report shall be delivered to statesurplus@dgs.virginia.gov for its approval. The contractor shall furnish 1 copies of the final report.”

F. “The contractor shall make at least one (1) oral presentation of the final report to persons or organizations as deemed necessary by the agency.”

VII. PREPROPOSAL CONFERENCE:

mailto:statesurplus@dgs.virginial.gov mailto:statesurplus@dgs.virginia.gov

A. MANDATORY VIRTUAL PRE-PROPOSAL CONFERENCE: A mandatory virtual pre-proposal conference will be held via Microsoft Teams on 06/19/2026 at 11 a.m., EST. The Microsoft Teams information is listed below.

The purpose of this conference is to allow potential Offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

Due to the importance of all Offerors having a clear understanding of the specifications/scope of work and requirements of this solicitation, attendance at this conference will be a prerequisite for submitting an offer. Offers) will only be accepted from those Offerors who are represented at this preproposal conference. Verification of attendance will be documented by the Procurement Officer from the information submitted by the vendor (name of representative and company) via the Google chat box immediately after joining the meeting. Those unable to participate via webcam will be able to join by phoning in to the meeting. A final verbal attendance roll call will be conducted at (enter time that is 10 minutes after meeting start time), EST. No one will be allowed to join the meeting after (enter time that is 10 minutes after meeting start time), EST. There will be no exceptions for technical errors.

Please have a copy of the solicitation available prior to the start of the conference. All questions submitted via email, as well as any changes resulting from this conference, which will be issued in a written addendum to the solicitation, will be publicly posted on eVA.

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/276844678279762?p=cghsf4Y6uVPGuCxAzn

Meeting ID: 276 844 678 279 762

Passcode: XM38tm6W

Need help? | System reference

Dial in by phone

+1 434-230-0065,,988018793# United States, South Hill

Find a local number

Phone conference ID: 988 018 793#

Join on a video conferencing device

Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 119 653 868 7

More info

For organizers: Meeting options | Reset dial-in PIN

VIII. GENERAL TERMS AND CONDITIONS:

A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors

Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The process for filing a complaint about this solicitation is in section 7.13 of the Vendors Manual. (Note section 7.13 does not apply to protests of awards or formal contractual claims.) The procedure for filing contractual claims is in section 7.19 of the Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the Internet at eva.virginia.gov file://hqatmore1/Procurement/Boilerplates/RFP - Nonprofessional/eva.virginia.gov under “I Sell To Virginia”.

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law provisions, and any https://teams.microsoft.com/meet/276844678279762?p=cghsf4Y6uVPGuCxAzn https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2M2NTQ3NWUtNWRhMS00OTBjLTg0MmUtZTA2YmIzNDBlNmUw%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%226333b17e-e9a1-4595-8d5e-e115d767b785%22%7d tel:+14342300065,,988018793 https://dialin.teams.microsoft.com/69fbdf03-a314-4206-b210-d4d007632545?id=988018793 https://www.webex.com/msteams?confid=1196538687&tenantkey=commonwealthofvirginia&domain=m.webex.com https://teams.microsoft.com/meetingOptions/?organizerId=6333b17e-e9a1-4595-8d5e-e115d767b785&tenantId=620ae5a9-4ec1-4fa0-8641-5d9f386c7309&threadId=19_meeting_M2M2NTQ3NWUtNWRhMS00OTBjLTg0MmUtZTA2YmIzNDBlNmUw@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing https://eva.virginia.gov/index.html file://///hqatmore1/Procurement/Boilerplates/RFP%20-%20Nonprofessional/eva.virginia.gov file://///hqatmore1/Procurement/Boilerplates/RFP%20-%20Nonprofessional/eva.virginia.gov litigation with respect thereto shall be brought in the circuit courts of the Commonwealth. The agency and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

C. ANTI-DISCRIMINATION: By submitting their (bids/proposals), (bidders/offerors) certify to the

Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With

Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act

(VPPA). If the award is made to a faith- based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).

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

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

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

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

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

d. If the contractor employs more than five employees, the contractor shall (i) provide annual training on the contractor's sexual harassment policy to all supervisors and employees providing services in the Commonwealth, except such supervisors or employees that are required to complete sexual harassment training provided by the

Department of Human Resource Management, and (ii) post the contractor's sexual harassment policy in (a) a conspicuous public place in each building located in the

Commonwealth that the contractor owns or leases for business purposes and (b) the contractor's employee handbook.

e. The requirements of these provisions 1. and 2. are a material part of the contract. If the

Contractor violates one of these provisions, the Commonwealth may terminate the affected part of this contract for breach, or at its option, the whole contract. Violation of one of these provisions may also result in debarment from State contracting regardless of whether the specific contract is terminated.

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

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

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

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

By entering into a written contract with the Commonwealth of Virginia, the Contractor certifies that the

Contractor does not, and shall not during the performance of the contract for goods and services in the

Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

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

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

G. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the

Commonwealth of Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS: Failure to submit a proposal on the official state form provided for that purpose may be a cause for rejection of the proposal. Modification of or additions to the General Terms and Conditions of the solicitation may be cause for rejection of the proposal;

however, the Commonwealth reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a proposal.

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

J. PAYMENT:

1. To Prime Contractor:

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

b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment

30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

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

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

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

Virginia, § 2.2-4351.,. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, §

2.2-4363).

2. To Subcontractors:

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

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

(2) To notify the agency and the subcontractor(s), in writing, of the contractor’s intention to withhold payment and the reason.

b. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month

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

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

4. The Commonwealth of Virginia encourages contractors and subcontractors to accept electronic and credit card payments.

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

L. QUALIFICATIONS OF OFFERORS: The Commonwealth may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to perform the services/furnish the goods and the offeror shall furnish to the Commonwealth all such information and data for this purpose as may be requested.

The Commonwealth reserves the right to inspect offeror’s physical facilities prior to award to satisfy questions regarding the offeror’s capabilities. The Commonwealth further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy the Commonwealth that such offeror is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

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

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

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

1. The parties may agree in writing to modify the terms, conditions, or scope of the contract. Any additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service categories as were included in the contract award. Any increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

2. The Purchasing Agency may order changes within the general scope…