RFP202690000721 LC HRAM-MS.pdf

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West Virginia University

Request for Proposal (“RFP”)

RFP No. 202690000721

For more information about WVU, please visit www.wvu.edu.

TITLE: Liquid Chromatograph / High-Resolution Accurate-Mass Spectrometer System

“LC/HRAM-MS”

PROPOSAL DUE DATE: August 18, 2026 at 4:00 PM EST

PRE-PROPOSAL MEETING: N/A

PROCUREMENT OFFICIAL: Rebecca Zajdel rebecca.zajdel@mail.wvu.edu

Any and all communications shall be held with the Procurement Official. Proposers shall not communicate with any other WVU personnel or representative during the RFP process. If Proposers are found to have communicated with any other representative of WVU during the RFP process, the

Proposer may be disqualified, and the Proposal will not be accepted by WVU.

I. INTRODUCTION AND OVERVIEW OF SOLICITATION

A. OVERVIEW OF SOLICITATION

West Virginia University (“WVU” or “University”) is initiating this Request for Proposals

(“RFP”) to solicit Proposals from qualified firms or individuals (“Proposers”) for the following: purchase and service of a complete Liquid Chromatograph (“LC”)/High-

Resolution Accurate-Mass Spectrometer (“HRAM-MS”) (collectively “LC/HRAM-MS”)

System. This equipment will be located at the University’s main campus, in Morgantown, WV.

B. SOLICITATION SCHEDULE

The following is an anticipated Solicitation Schedule. The University may, in its sole discretion change this schedule at any time. If the University changes dates in the schedule before the deadline for receipt of Proposals, it will do so by an addendum to this RFP. It is each prospective Proposer’s responsibility to check the University’s e-bidding system

(“WVU Public Bid Site”) for current information regarding this RFP and its timelines.

RFP Publication July 7, 2026

Question Deadline (posted to Q&A Board) July 28, 2026 at 12:00 PM EST

Proposal Due Date (“Due Date”) August 18, 2026 at 4:00 PM EST

Anticipated Contract Start Date September/October 2026 http://www.wvu.edu/ mailto:rebecca.zajdel@mail.wvu.edu https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=WVUMarketplace

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C. PRE-PROPOSAL MEETING:

☒ No Pre-Proposal Meeting To Be Held.

II. SCOPE OF SERVICES

A. SCOPE OVERVIEW

The University is soliciting Proposals to enter into an Agreement for the purchase and service of a complete Liquid Chromatography/High-Resolution Accurate Mass

Spectrometry (LC/HRAM-MS) System, to include delivery, installation, and training, in accordance with the requirements and provisions stated herein. This equipment will be located on the University’s main campus in Morgantown, WV, within the WVU Shared

Research Facility, BioNano Research Facility core laboratory, the Chemistry Research

Laboratory building at 100 Prospect St. Morgantown, WV 26506.

Proposers must be an authorized dealer, distributor, and/or representative of the proposed

LC/HRAM-MS System with accompanying technical and logistical expertise. All services must be provided in accordance with all requirements stated herein. The

LC/HRAM-MS System shall be new and the manufacturer’s standard model in current production and shall comply with all performance specifications; including all standard functions and accessories as advertised or otherwise represented by the Proposer and/or the manufacturer. Unless specifically provided otherwise in each case, all materials and supplies shall be furnished by the Proposer for permanent installation of the LC/HRAM-

MS System.

B. SCOPE DETAILS

The proposed LC/HRAM-MS System must meet all required specifications detailed in this document. WVU reserves the right to disqualify a Proposer not meeting all required specifications. Proposers are encouraged to submit bundled options that pair the primary

LC/HRAM-MS System with an additional MS System (for example, a Triple Quadrupole

System) to enhance targeted quantitation capabilities and overall laboratory throughput.

Any bundled configuration must demonstrate seamless integration or compatibility between systems, and Proposals must clearly delineate separate and combined pricing, installation requirements, and service/support details.

1. LIQUID CHROMATOGRAPH SYSTEM(S) (LC) REQUIRED FEATURES:

a. Binary pump with built-in solvent degassing capable of high-pressure gradient proportioning consisting of a minimum of 2 x 3 channels with a minimum flow-rate range of 0.001 – 2.000 mL/min.

b. Integrated and programmable injection needle wash to minimize carryover.

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c. Suitable for use with modern ultra-high-performance liquid chromatography

(UHPLC) columns with a maximum operating pressure of at least 15,000 psi.

d. Capable of temperature control of the sample compartment with a temperature range of 4 – 40°C.

e. Capable of temperature control of the column compartment with a maximum temperature of at least 90.0 °C.

f. Capable of precise linear-velocity or volumetric-flow control across the full flow rate range.

g. Available conversion to PFAS-free tubing, fittings, and other wetted components for quantitative PFAS analysis.

h. Leak detection with leak handling capability, excess pressure monitoring, and temperature monitoring.

i. Configured for use with standard LC/HRAM-MS mobile phases (water, acetonitrile, methanol, isopropanol, buffers, etc.) without hardware reconfiguration.

j. Sample injection system with precision of < 0.5% area RSD that is capable of configuration with various sample loop volumes with a maximum injection volume of at least 250.0 μL.

k. Injection system capable of vial bottom detection, or similar technology, for accurate injection of low volume samples.

l. Sample management system installed with sample trays suitable for use with standard 9 mm outside diameter glass and polypropylene screw cap vials with options available for alternative sample vials and well plates.

m. Easy access column compartment with capacity for a minimum of two columns with a maximum diameter of 4.6 mm and length of 300 mm.

n. Control module interface to display instrument status and operational parameters/conditions.

o. Software programming features capable of decreasing flow rate and column compartment temperature at completion of analysis.

p. Capable of seamless integration with the associated LC/HRAM-MS System without major hardware configuration, including integrated multi-port/position switching valve with all required fluidic connections/junctions included.

q. System components must be easily accessible for routine maintenance and replacement of consumable components without the need for on-site technician from awarded Proposer.

2. LIQUID CHROMATOGRAPH SYSTEM(S) (LC) OPTIONAL FEATURES:

a. Option to add active/passive column pre-heater and/or post-column cooler units without modifying the main LC System.

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b. Optional integration of a photodiode array/multiple wavelength UV/Vis detector.

c. Nano-LC Pump System capable of operating at nano to micro-flow rates of

0.001 – 100 μL/min. If additional LC System is proposed to meet this optional requirement, seamless integration with the MS System without hardware reconfiguration is required. The inclusion of a dedicated adjustable mobile bench/cart for the LC System(s) is preferred.

3. MASS SPECTROMETER SYSTEM(S) (MS) REQUIRED FEATURES:

a. The primary ion source must be a heated electrospray ionization (HESI) probe supporting flow rates from 1 µL/min to 1,000 µL/min.

b. Secondary electrospray ion source, optimized for LC System operating nano to micro-flow rates of 0.001 – 100 μL/min should be included, if applicable. It is required that the provided ion sources are easily interchangeable without tools and/or significant instrument downtime.

c. The MS detector must incorporate an Orbitrap-type, time-of-flight (TOF), or equivalent technology mass analyzer, capable of achieving high-resolution accurate-mass (HRAM) measurements.

i. Mass resolving power of >40,000 FWHM.

ii. Mass accuracy of <5 ppm (external calibration) and <1 ppm (internal calibration).

d. The proposed system must demonstrate high sensitivity, capable of single-ion detection or low-attomole to femtomole on-column sensitivity with a dynamic range exceeding 1,000–5,000, enabling reliable detection and quantitation of low-abundance analytes in complex matrices.

e. Polarity switching between positive and negative ion modes during continuous

MS or MS/MS acquisition is required.

f. The system must support high acquisition speeds suitable for fast UHPLC separations and comprehensive data acquisition across diverse workflows. The instrument should deliver a minimum of 100 Hz MS/MS scan rates at high resolution, while maintaining sufficient MS1 scan rates (≥10–40 Hz) to ensure adequate data points across chromatographic peaks.

g. The instrument must incorporate a quadrupole mass filter upstream of the

HRAM analyzer to enable precursor ion selection. The quadrupole must support variable precursor isolation widths and MS/MS precursor ion selection from at least m/z 40 to m/z 2,500.

h. Analyzer components (quadrupole, HRAM cell, or equivalent) must remain in a fixed, sealed position and must not be moved, removed, or opened during routine user maintenance tasks (column changes, source cleaning, or similar operations), protecting the analyzer from contamination and misalignment.

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i. MS system must include the capability to conduct ion dissociation/fragmentation utilizing collision-induced dissociation (CID), high-energy collisional dissociation (HCD) electron capture/transfer dissociation

(ECD/ETD) or similar technology for tandem MS acquisition.

j. The proposed system must support data acquisition experiments including but not limited to Full-Scan MS, Targeted Acquisitions (Parallel Reaction

Monitoring (PRM)), Data-Dependent Acquisition (DDA), and Data-

Independent Acquisition (DIA) modes, or comparable acquisition processes.

k. The MS system must utilize advanced ion optics capable of high-capacity ion transfer with pre-analyzer axial filtering or alternate design to minimize chemical noise is preferred.

l. The instrument must employ differential pumping with at least two independent high-vacuum stages to maintain analyzer performance and minimize chemical noise.

m. An Uninterruptible Power Supply (UPS) and associated Power Distribution

Unit (PDU) must be supplied with the proposed system.

n. A laboratory nitrogen generator capable of producing sufficient supply of high purity nitrogen gas for MS operation is required.

o. The MS system must come with an oil-free rotary pump with appropriate pumping capacity in accordance with the instrument specifications.

p. Routine maintenance of the atmospheric pressure interface can be performed without instrument venting.

4. MASS SPECTROMETER SYSTEM(S) (MS) OPTIONAL FEATURES:

a. The Proposer may offer optional or modular features, including but not limited to the following: to enhance versatility for advanced and emerging applications in a core research facility. The Proposer should indicate if any included optional features are included in the original purchase or could potentially be integrated into the system at a later date.

b. Alternative optional ionization sources for surface analysis and spatial omics, such as MALDI (Matrix-Assisted Laser Desorption/Ionization) or DESI

(Desorption Electrospray Ionization), enabling high-resolution mass spectrometry imaging of tissues, cells, or environmental surfaces for spatial proteomics, metabolomics, lipidomics, and compound distribution studies.

c. Integration of ion mobility spectrometry (IMS) separation (e.g., TIMS, Traveling Wave, Cyclic IMS or similar technology) is highly desirable as an optional feature. This orthogonal separation dimension should provide high ion mobility resolution to resolve isobaric and isomeric species, improve structural elucidation, reduce spectral complexity in complex matrices, and enhance

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d. As noted above, bundled options that pair the primary LC/HRAM-MS System with an additional mass spectrometer are encouraged. Any bundled options including an additional mass spectrometry system should clearly delineate pricing, performance specifications, installation requirements, and service/support details.

5. PARTS AND COMPONENTS REQUIRED FEATURES:

a. The proposed system must include a personal computer workstation with included monitor, (dual monitor configuration is preferred), utilizing Microsoft

Windows 10 or higher operating system control.

b. The proposed system and associated subsystems must operate with unified instrument control with the included acquisition software utilizing the dedicated computer workstation.

c. Acquisition software for control of the LC/HRAM-MS System must include any required licenses for full instrument control with all acquisition features included.

d. The proposed system must include comprehensive and fully licensed data processing software that supports end-to-end analysis for LC/HRAM-MS applications. The software shall enable seamless handling of raw data from all applicable data acquisition modes, capable of the following key features:

i. Identification and Annotation: Accurate mass-based elemental formula generation, spectral library searching (including Proposer and user-curated libraries), database matching, and support for unknown/suspect screening with retention time, isotope pattern, and MS/MS fragment matching.

ii. Proteomics Workflows: Integration with search engines for peptide/protein identification, label-free and labeled quantitation, PTM localization and analysis, and support for DIA-based proteomics.

iii. Metabolomics and Lipidomics Workflows: Automated compound annotation, lipid class/subclass identification, stable isotope labeling, pathway mapping (e.g., KEGG, BioCyc), Metabolic Flux Analysis

(MFA), and statistical tools for differential analysis.

iv. PFAS and Environmental Analysis: Dedicated suspect/non-targeted screening tools, fluorinated compound-specific libraries or filters, isomer differentiation support, and robust quantitation workflows.

v. Quantitation and Statistics: High-accuracy targeted and untargeted quantitation across wide dynamic ranges, multivariate statistics (e.g., Page 7 of 19 Last Updated 7/2024

PCA, PLS-DA, ANOVA, volcano plots), trend analysis, and quality control metrics.

vi. Visualization, Reporting, and Integration: Interactive data visualization, customizable reporting, export to common formats (e.g., mzML, CSV), and compatibility with open-source tools or third-party software for advanced bioinformatics.

e. The software must be regularly updated by the Proposer, support multi-user/core facility environments, and include training and technical support.

Proposers should specify any additional modules required for full functionality across the listed applications.

f. All the cables and control boards required for full operational control capabilities.

g. Proposer must guarantee parts and service availability for at least ten (10) years from date of purchase.

h. All parts and components must be the most current version on the market; all items and equipment shall be new. No used or reconditioned equipment will be accepted.

i. Operating manuals, parts lists, schematics, and all necessary accessories for complete installation and operation shall be included.

j. Electronic copies of the operation, maintenance, and service manuals are to be labeled by component.

6. INSTALLATION/SERVICE PLAN/WARRANTY REQUIREMENTS:

a. Installation shall be performed by a qualified engineer or technician and must be included in the Proposal pricing.

b. Proposals shall include installation details requested.

c. Details regarding service plan options are to be provided in the Proposal.

d. Proposal must include details of the warranty and any extended warranty options.

III. RESPONSE REQUIREMENTS & EVALUATION CRITERIA

All responses must be formatted with the items and in the sequence as presented in this Section of the RFP. Except as otherwise set forth herein, Section III outlines the minimum requirements for the preparation and presentation of a response. Failure to comply may result in rejection of the response. The Proposal should be specific and complete in every detail, prepared in a simple and straightforward manner.

Proposers are expected to examine the entire RFP, including all specifications, standard provisions and instructions. Failure to do so will be at the Proposers’ risk. Each Proposer shall furnish the information required by the RFP.

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Evaluation Criteria: The following evaluation factors will be used in determining the best-qualified Proposal:

Criteria Allocated Points

Qualifications and Experience 15

Technical/Functional Criteria 55

Implementation and Lead Time 10

Price Proposal 20

Total 100 Points

For each item and qualification in the Scope of Services and Response Requirements Section, submit detailed information regarding your firm’s qualifications and experience as it pertains to the higher education environment. Describe in detail the services your company can provide to WVU, your ability to meet the requirements, your experience in providing the services, and specifically how you will provide the service to the WVU community. This information includes, but it not limited to, the questions and criteria listed within this section.

A. Qualifications and Experience (15 Points)

a. Provide the name of your organization or company, and include the date and location of incorporation, principal officers, board of directors, number of employees, size and locations of field offices, company history and organizational structure. Provide the name, email address, and phone number of the main point of contact for this RFP.

b. Provide the names, functions, and vita of the individuals within your organization who will be managing WVU’s account.

c. Declare if your company or firm is engaged, or planning to engage in any merger, acquisition, or business reorganization. Disclose any current or pending litigation in which your company or firm is currently involved.

d. Submit References:

• Describe in detail projects of a similar scope and breadth of service provided that your organization has been associated with over the last two (2) years.

Include projects conducted for institutions of higher education.

• Provide at least three (3) current references that WVU may contact to evaluate performance and customer satisfaction. References from institutions of higher education are preferred. At least one of the references provided shall be an institution of higher education. Include an outline of the product provided.

Proposers should refrain from using WVU or any WVU personnel as references for this RFP.

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B. Technical/Functional Criteria (55 Points)

Provide a detailed explanation of the LC/HRAM-MS System you are proposing. The explanation must include the required features detailed herein, along with any optional features non-exclusively listed below. In addition, include descriptions for parts and components which are required for operation, unless otherwise noted, along with service plan and warranty clarification information indicated in this RFP as well as any additional services your firm intends to provide.

a. Proposal must include documentation for any Required Features to be included;

optional offerings encouraged.

b. Include details of the capabilities and features of the proposed systems as outlined in the Scope Details (Section II.B.).

c. Provide any warranty details regarding the system.

d. Submit a detailed Proposal using the attached Q&A Excel spreadsheet, Attachment

A, detailing your technical criteria. The completed Q&A Worksheet, Attachment A, must be uploaded to the Supplier Attachments section within Mountaineer

Marketplace in Excel format.

C. Implementation and Lead Time (10 Points)

a. Provide a detailed project plan and timeline for procurement, estimated delivery, installation, and training of the LC/HRAM-MS System. The Proposer will submit a schedule based on providing the requested services to faculty or staff sufficient for competent internal handoff. This includes post-installation training.

b. Training shall be done on campus and should cover all aspects of the LC/HRAM-

MS: hardware, instrument maintenance, troubleshooting, and software operations including method set-up, fine tuning, sample analysis, data quantitation, report generation, method development.

c. LC/HRAM-MS System performance in all modes shall meet all manufacturers’ installation specifications, and documentation must be provided.

D. Price Proposal (20 Points)

a. Each Proposal must provide a complete description of all the equipment and services offered, and the price of each component, as a completed Pricing Proposal Excel

Worksheet, Attachment B. Supporting documentation shall include: a catalog description, model numbers, version number of all equipment including software and firmware to be furnished, and written specifications. The completed Attachment B must be uploaded to the Supplier Attachments section within Mountaineer

Marketplace in Excel format.

b. Additionally, Proposers may provide a spare/replacement parts list with pricing.

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c. All pricing must be valid through December 31, 2026.

IV. RFP RULES AND GUIDELINES

A. COMMUNICATIONS

Throughout the procurement process, all communication, outside of those submitted under “Explanations and Clarifications” as described herein, between the Proposer and the University shall be with the Procurement Official identified above. “Proposers” includes subcontractors at all levels and joint venture members, where applicable.

Discussions or communications regarding this solicitation with any other individuals associated in any capacity with the University, its consultants, contractors or members of its Board of Governors, or members of any Evaluation Committee are prohibited, unless otherwise approved in writing by the Procurement Official. Discussions or communications with any other person, regardless of the format, could result in disclosure of proprietary or other competitive sensitive information or otherwise create the appearance of impropriety or unfair competition and, thereby, compromise the integrity of University’s procurement process.

Proposers shall provide immediate written notice to the Procurement Official any time contact has not been limited to the Procurement Official concerning this solicitation, whether initiated by the Proposer or by other University employees, consultants, contractors or members of its Board of Governors. Any violation of this prohibition may result in the disqualification of the Proposer from further participation in this solicitation, and from award of any contract or subcontract under this solicitation.

By submitting, the Proposer certifies that it is in compliance with the above.

B. REVISIONS, EXPLANATION, AND CLARIFICATIONS TO THE RFP

Any explanation or clarification desired by a Proposer regarding the meaning or interpretation of any part of this solicitation must be submitted in writing by an authorized representative of the Proposer through the Q&A Board on the WVU Public Bid Site with a clear cross-reference to the relevant RFP section. Requests for explanations or clarifications must be submitted on or before the deadline for questions. Requests for clarification received after this deadline may not be considered and the University is under no obligation to address them.

Written explanations or clarifications provided to a Proposer concerning an interpretation of the solicitation shall be furnished to all Proposers if such information is necessary in submitting Proposals or if the lack of such information would be prejudicial to uninformed Proposers. The Proposer must check the Q&A Board throughout the procurement process to view all applicable information. The University is under no further obligation to ensure that Proposers receive explanations or clarifications.

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Oral explanations or clarifications given before the award of any contract, at any pre-proposal conferences or otherwise, do not serve to modify the solicitation and will not be binding on the University.

Suggestions for RFP revision may be submitted to the Procurement Official by posting on the WVU Public Bid Site. This is an opportunity for prospective Proposers, prospective partnership members, and others to provide feedback to inform RFP revisions if needed.

The University also reserves the right to cancel or to reissue the RFP, in whole or in part, prior to execution of a contract.

C. MODIFICATION/ACKNOWLEDGMENT OF SOLICITATION ADDENDA

The University reserves the right to modify or amend the solicitation. If it is amended, then all terms and conditions which are not modified remain unchanged.

When the solicitation is modified or amended, the Procurement Official shall post a solicitation addendum on the WVU Public Bid Site. The University is under no further obligation to ensure that Proposers receive addenda.

An Addendum may be issued for many reasons including, but not limited to, (a) making changes or corrections to the RFP; (b) clarifications, revisions, additions or deletions to the goods or services specifications; (c) providing information necessary to ensure fair and competitive solicitation (i.e. used in cases where one Proposer has received information that other Proposers have not); (d) extension or postponement of the Due

Date, or other RFP date, due to University need or Proposer request; or (e) any other reason determined by the Procurement Official to be necessary or advantageous to the

University.

The CPO or designee may extend the Proposal Due Date, if doing so is in the best interest of the University. Additionally, Proposers who contact the Procurement Official prior to the Due Date, may request to extend the Due Date, such issuance of an extension is at the University’s sole discretion. Such postponement shall be accomplished through an Addendum to the RFP, which shall be published and distributed through the WVU Public Bid Site.

D. PREPARATION OF PROPOSALS – GENERAL

1. Examine the Entire Solicitation. Prior to submission of Proposals, Proposers are expected to thoroughly examine all provisions of and Attachments, Appendices, and/or Addendums to the solicitation, whether incorporated by reference or otherwise.

Failure to do so will be at the Proposer’s risk and will not be a basis for the Proposer to request relief of any kind prior to or after contract award.

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2. Exceptions to Solicitation. If the Proposer cannot accept WVU’s terms, conditions or requirements, the Proposer shall raise their exceptions in their Proposals. It is the

University’s sole discretion as to whether or not it will accept or deny any exceptions raised by Proposers.

3. Furnish Information. Proposers shall furnish all information required by the

Solicitation. Unnecessarily elaborate Proposals or lengthy presentations are not desired or required; however, Proposals should be clear, concise, and include sufficient detail for effective evaluation. The Proposer is cautioned that it is the Proposer’s sole responsibility to submit information related to the evaluation categories, and that

WVU is under no obligation to solicit such information if it is not included in its

Proposal. Failure by the Proposer to submit such information may cause an adverse impact on the evaluation of its Proposal.

4. General Format. To provide uniformity and to facilitate comparison of Proposals, all information submitted should clearly refer to the page number, section, or other identifying reference in this RFP. All information submitted must be noted in the same sequence as its appearance in this RFP.

If a pricing document is provided to Proposers, all pricing must be completed within that document. Failure to utilize supplied pricing documents may result in disqualification from the RFP process.

5. Required Signatures. All Proposals must be submitted by an individual authorized to extend a formal Proposal. The University accepts electronic signatures. By submitting the Proposal, the Proposer certifies compliance with the signature authority required.

6. Alternate Proposals. Proposers may submit more than one Proposal. All Proposals must comply with the requirements of the RFP except that additional Proposals may incorporate, by reference, repetitive information which is provided in the original

Proposal. Such alternative proposals should be clearly marked as an alternate to clearly delineate from proposer’s official proposal.

7. Proprietary Information or Other Confidential Information. Proposals submitted in response to this solicitation shall become the property of the University. All Proposals received shall remain confidential until the contract(s), if any, resulting from this RFP are signed by an authorized representative of the University and the Apparent

Successful Proposer; thereafter, the Proposals shall be deemed public records as defined in W. Va. Code § 29B-1-1, et seq. commonly referred to as the West Virginia

Freedom of Information Act.

Proposer must clearly designate any information in the Proposal that the Proposer desires to claim as proprietary and exempt from disclosure under the provisions of W.

Va. Code § 29B-1-1 et seq. or other state or federal law that provides for the nondisclosure of your document. The page must be identified, as well as the particular exception from disclosure upon which the Proposer is making the claim. Each page

Page 13 of 19 Last Updated 7/2024 claimed to be exempt from disclosure must be clearly identified by the word

“Confidential” printed on the lower right-hand corner of the page.

The University will consider a Proposer’s request for exemption from disclosure;

however, the University will make a decision predicated upon W. Va. Code § 29B-1-

1 et seq. Designating the entire Proposal exempt from disclosure will not be honored.

The Proposer must be reasonable in designating information as confidential. If any information is designated as proprietary in the Proposal, such information will not be made available until the affected Proposer has been given an opportunity to seek a court injunction against the requested disclosure if such time can be provided without violation of complying with W. Va. Code § 29B-1-1 et seq.

8. Use of Subcontractors. If the Proposer intends to use subcontractors to perform any portion of the work or to provide any of the parts or equipment described in this RFP, this must be clearly stated in the Proposal. The Proposer’s response must include a description of which portion(s) of the work that will be sub-contracted and the names and addresses of potential subcontractors under the contract. The University reserves the right to reject any proposed Subcontractor of the Proposer. Proposer may not change or revise any subcontractor after the Proposal is submitted without the written approval of WVU.

9. Proposal Preparation Costs. The University shall not be liable for any costs incurred by a Proposer in responding to this RFP, regardless of whether the University awards a contract through this process, cancels this RFP for any reason, or contracts through another RFP or another process.

10. Errors and Omissions. The Proposer is expected to comply with the true intent of this

RFP taken as a whole and shall not avail itself of any errors or omissions to the detriment of the University. Should the Proposer suspect any error, omission, or discrepancy in the scope of work or other portions of the RFP, the Proposer shall immediately notify the University, in the Q&A Board, and the University shall issue written instructions to be followed. The Proposer is responsible for the contents of its

Proposal and for satisfying the requirements set forth in the RFP.

11. Firm Offer Period. Offers must be kept firm for acceptance by the University for at least one hundred twenty (120) days after the date that Proposals are due. Proposals with acceptance periods of less than one hundred twenty (120) days may be considered non-responsive. The Proposer may specify a longer period than indicated here. If the

Proposer indicates no time period for acceptance, the Proposal will be considered firm for one hundred twenty (120) days and thereafter until written notice to the contrary is received.

E. PROPOSAL SUBMISSION & FORMAT

1. Proposal Submission.

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The Proposal must be submitted through the WVU Public Bid Site no later than the

Due Date and Time listed on the first page of this RFP. The University does not assume responsibility for problems with Proposer’s computer/servers or other electronic issues.

Proposers should allow sufficient time to ensure timely receipt of the Proposal by the

University. Late Proposals will not be accepted and will be automatically disqualified from further consideration unless the University’s electronic submission method is found to be at fault. If you are having technical difficulty, you may contact the

Procurement Official prior to the submission Due Date and Time to possibly arrange submission thru email, Dropbox or a comparable file sharing method.

Proposals may not be transmitted by fax, email, or mail unless prior permission is received from the Procurement Official.

2. Proposal Format for Submission. The Proposal response shall be set out in the format outlined in Section III (“Response Requirements and Evaluation Criteria”) of this RFP.

These sections represent the minimum amount of information required by the

University. Proposers are encouraged to add content if needed; however, unnecessarily elaborate Proposals are discouraged. When possible, the Proposal shall be submitted in a single file PDF, unless otherwise allowed or requested within this RFP, with an accompanying Excel file, when needed. Zipped files should not be used for submission of Proposals.

F. PROPOSAL MATERIALS

The Proposal material and accompanying documentation submitted in response to the

RFP becomes the property of the University upon submission to the University and may be appended, if necessary, to any formal document which would further define or expand the contractual relationship between the University and the Proposer. All of the material will be considered as part of this RFP.

G. WITHDRAWAL AND MODIFICATION OF PROPOSALS

Proposal withdrawals shall be submitted through the WVU Public Bid Site prior to the

Due Date and Time set forth in the RFP. Withdrawals must be made on company letterhead and signed by an authorized representative of the Proposer. Once withdrawn, the Proposer may modify and resubmit their Proposal before the Due Date and Time.

Any modification of a Proposal should be prepared on company letterhead, signed by an authorized representative, and state that the new document supersedes or modifies the prior Proposals, and submitted to the University as required pursuant to this RFP.

H. REJECTION OF PROPOSALS

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The University reserves the right at its sole discretion to reject any and all Proposals received without penalty and not to issue a contract as a result of this RFP. If any Proposal is rejected, a written explanation prepared by the CPO, or designee, shall be noted in the

Procurement File.

I. LATE SUBMISSIONS

Any Proposal, withdrawal, or modification received after the Due Date and Time will not be considered, unless the University’s electronic submission method is found to be at fault. If Proposer encounters technical difficulty, Proposer may contact the Procurement

Official prior to the submission Due Date and Time to potentially arrange other submission methods. The electronic clock on the WVU Public Bid Site shall be considered the official timepiece used to determine whether the Proposal, withdrawal, or modification was late.

J. PROPOSAL EVALUATION

1. Proposal Opening. Proposals, modifications, and withdrawals shall be opened via the

WVU Public Bid Site. Upon receipt of Proposals, the Procurement Official will initiate the evaluation and selection process, to include a general review to determine if Proposals comply with the solicitation provisions and contain the required information and submittals. If they do not, the Procurement Official may reject them.

2. Evaluation Committee. An Evaluation Committee will be appointed to evaluate

Proposals. Appointments are at the sole discretion of the University.

3. Substantiation of Proposals. The University reserves the right to require each

Proposer to substantiate any aspect of the Proposal, its own qualifications for providing the services required, and any other area of interest relative to the Proposal response.

4. Evaluation Criteria. The evaluation factors identified in Section III of this RFP will be used in determining the best qualified Proposal that is most advantageous to the

University. The Evaluation Committee shall utilize the consensus scoring method as outlined in Appendix C of the Procurement Manual, unless otherwise approved by the Chief Procurement Officer or designee.

5. Oral Presentations. The University may, after evaluating the written Proposals, elect to schedule oral presentations with requested Proposers. Should oral presentations become necessary, the University will contact the selected Proposers from the written evaluation to schedule a date, time, and location. Commitments made by the

Proposer at the oral interview, if any, will be considered binding. The University may update initial scoring based on Proposer interviews at its discretion.

6. Discussions/Negotiations. If discussions or negotiations occur, they may include both the technical and financial aspects of the Proposals.

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7. Best and Final Offers. The University may initiate a best and final offer as part of the solicitation process between Proposers who the University believes are in a competitive range. In addition, when Proposals are evaluated and two or more

Proposers receive the same Consensus Score, the tie shall be broken, and an award made by allowing the tied Proposers to make a best and final offer. If a tie is not broken by a “best and final offer,” then the tie may be broken by a flip of a coin, or any other impartial method deemed prudent by the CPO.

8. Final Negotiations of Terms/Conditions with Best Proposer. Following the selection of the best Proposal, the University and selected Proposer may enter into negotiations to arrive at mutually agreeable terms and conditions. The contents of the selected

Proposal may become contractual obligations of the contract. Failure of the Proposer to accept or negotiate, in good faith, the Proposal obligations into a contract may result in rejection of the Proposal. If the University is unable to negotiate a mutually satisfactory contract with the best Proposer, negotiations shall be formally ended with the Proposer and begun with the next best Proposer. Negotiations shall be undertaken in this manner until a mutually satisfactory contract has been negotiated or the solicitation is canceled. The University will demonstrate “good faith” in reaching a mutually acceptable contractual agreement. Notwithstanding this, there are certain conditions that are unacceptable to the University. See Section V of this RFP for a non-exhaustive list of provisions that are unacceptable to the University.

K. AWARD OF CONTRACT

1. Basis of Award. The University will award a contract based upon the evaluation of

Proposals. The University may award a contract, based solely on initial Proposals.

Accordingly, initial Proposals should be submitted on the most favorable terms from both a technical and price standpoint.

2. Determination of Responsibility. A responsible Proposer is one who affirmatively demonstrates to the University that it has adequate financial resources and the requisite capacity, capability, and facilities to perform the contract, has a satisfactory record of performance on other comparable projects, has a satisfactory record of integrity and business ethics, and is otherwise qualified and eligible to receive award under the solicitation and laws or regulations applicable to the procurement. The

University reserves the right to investigate the capabilities of Proposers, confirm any part of the information furnished by a Proposer, and require other evidence to determine that the Proposer is responsible.

3. Rejection of Proposals & Waiver of Minor Information/Irregularities. The University reserves the right to reject any or all Proposals in part or in total for any reason, to accept any Proposal if considered best for its interest, and to waive informalities and minor irregularities in Proposals received, commensurate with best public procurement practices.

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4. Notice of Award. Any award of a contract resulting from this RFP will be made only by an authorized WVU Employee.

L. CANCELLATION OF SOLICITATION

The University may cancel this solicitation at any time before or after receipt of

Proposals.

M. COMPLAINTS OR PROTESTS

Complaints or protests associated with this solicitation must be submitted in accordance with the University’s Procurement Manual.

V. REQUIREMENTS FOR FINAL CONTRACT

The University may provide a sample contract and its terms and conditions as an Attachment to this RFP. If the University provides a sample contract, the Apparent Successful Proposer will be expected to enter into a contract that is substantially the same as the sample contract and its terms and conditions. If no sample contract is provided, the University and the

Apparent Successful Proposer shall enter negotiations, in good faith, to mutually agree on a bi-lateral contract for such services related to this RFP. In no event is a Proposer to submit its own standard contract terms and conditions in response to this solicitation, unless specifically requested by the University. The Proposer may submit questions or exceptions to any terms and conditions of a provided sample contract or pertaining to the “Prohibited State Terms” listed below to this solicitation. All exceptions to the contract terms and conditions or

“Prohibited State Terms” must be submitted through the WVU Public Bid Site. The University will review requested exceptions and accept or reject the same at its sole discretion.

A. PROHIBITED TERMS

WVU’s status as a state agency imposes certain restrictions on its contracting activities that a private university or company does not face. Many standard clauses typically found in commercial contracts cannot be accepted by WVU. The restrictions are based on constitutional and statutory prohibitions. The following provisions, without limitation, are some of the most common provisions that we must strike when negotiating an agreement or contract.

1. Indemnification and/or Hold Harmless. State agencies are constitutionally prohibited from agreeing to indemnify third parties.

2. Limitation of Liability. WVU does not have the authority to prejudice the rights of the State of West Virginia to sue or otherwise enforce a contract by agreeing to a limit on or a waiver of liability.

3. Governing Law of or Venue in a State Other than West Virginia. West Virginia

University does not have statutory authority to accept the governing laws of or venue

Page 18 of 19 Last Updated 7/2024 in another state. As an alternative, the University may agree to be silent on such issues.

4. Confidentiality. WVU is subject to the West Virginia Freedom of Information Act (W.

Va. Code §29B-1-1 et. seq.). Thus, WVU cannot agree to keep the terms and conditions of a contract or agreement confidential.

5. Attorney Fees. As a public institution, the University cannot agree to pay attorney’s fees, court costs, or other litigation expenses in the event of a dispute as that would be a violation of the constitutional gratuities clause.

6. Damage Clauses. Damage clauses that include indirect or incidental damages as additional types of damages payable by WVU is not acceptable.

7. Late Payment/Cancellation Charges/Interest Charges. State agencies are prohibited from agreeing to pay late payments or cancellation charges.

8. Taxes. The State is exempt from most taxes and generally will not agree to contract language which requires the payment of taxes. The University will not agree to reimburse the vendor for the payment of taxes.

9. Binding Arbitration. The University has no statutory authority to agree to binding arbitration and the State Attorney General has exclusive authority and control over all matters of litigation or potential litigation involving State agencies. Thus, University has no authority to limit the type or scope of judicial action.

10. Interest. The University lacks statutory authority to agree to the payment of interest.

11. Funding Clause. The University cannot commit funds on multi-year contracts across

Fiscal Years. All contracts across Fiscal Years are subject to fund availability and legislative appropriation. The University has a right to terminate due to non-funding outside the current Fiscal Year. Such termination shall not be an event of default.

B. ELECTRONIC PAYMENT

The University strongly prefers to utilize electronic payments in its transactions. The successful Proposer will be provided a form to complete with the contract to authorize such payment method.

C. INSURANCE COVERAGE

☒ Proposer shall be subject to the standard insurance provisions in this Section.

OR

☐ Proposer shall be subject to the insurance provisions in Attachment A

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The successful Proposer shall, at its own expense, obtain and keep in force insurance coverage which shall be maintained in full force and effect during the term of the contract. The Proposer shall furnish evidence in the form of a Certificate of Insurance that insurance shall be provided, and a copy shall be forwarded to the University prior to the contract effective date. Additionally, the Proposer is responsible for ensuring that any subcontractors provide adequate insurance coverage for the activities arising out of subcontracts.

The successful Proposer shall procure, at its own expense, and maintain for the duration of the PO/contract, the following insurance coverage from insurers licensed or registered to do business in the State of West Virginia: (a) Commercial general liability insurance of not less than $1,000,000 per occurrence and $2,000,000 general aggregate; (b)

Worker’s Compensation insurance in accordance with applicable statutory limits (c)

Commercial Automobile insurance in the amount of $1,000,000 per occurrence for all owned, non-owned, hired. leased, rented, and employee non-owned vehicles, (d) where applicable, professional liability insurance of $1,000,000 per claim/loss and $2,000,000 annual aggregate, with proof that coverage shall remain in effect for a minimum of three years from the date of completion of the project, Supplier shall provide such other insurance as may be required by law. All insurance carried by Supplier in connection with the Services shall list University as an additional insured and such insurance shall be primary and not contributory as to any other insurance the University may have in effect.

The Supplier shall provide a certificate of insurance to the University evidencing required coverage prior to commencement of the Services All policies shall provide a minimum of thirty (30) calendar days’ written notice prior to cancellation or material change. The insurance company(ies) providing the above-described coverage shall have an AM Best

Rating of no less than (A-) excellent.