Request for Proposal #385992604

For

Travel Management Services

May 11, 2026

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

RFP #385992604, Travel Management Services

INCLUDE THIS PAGE WITH YOUR PROPOSAL, SIGNATURE AT SUBMISSION IS REQUIRED

DUE DATE: Proposals will be received until Wednesday, June 10, 2026 at 3:00 PM. Failure to submit proposals to the correct location by the designated date and hour will result in disqualification.

INQUIRIES: All inquiries for information regarding this solicitation should be directed to Derek Spraker, Phone: (540) 231-4524 e-mail: dsprake@vt.edu. All inquiries will be answered in the form of an addendum.

Inquiries must be submitted by 12:00 PM on Friday, May 22, 2026. Inquiries must be submitted to the procurement officer identified in this solicitation.

PROPOSAL SUBMISSION:

*Please note, proposal submission procedures have changed effective March 2023.

Proposals may NOT be hand delivered to the Procurement Office.

Proposals should be submitted electronically through Virginia Tech’s procurement portal. This portal allows you access to view business opportunities and submit bids and proposals to Virginia Tech digitally and securely.

Proposals must be submitted electronically at:

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=VATech

Vendors will need to register through this procurement portal, hosted by Jaggaer. It is encouraged for all vendors to register prior to the proposal submission deadline to avoid late submissions.

Registration is easy and free. If you have any challenges with the registration process, please contact Jaggaer Support at 1-800-233-1121 or procurement@vt.edu.

Click on the opportunity and log in to your vendor account to begin preparing your submission. Upon completion, you will receive a submission receipt email confirmation. Virginia Tech will not confirm receipt of proposals. It is the responsibility of the offeror to make sure their proposal is delivered on time.

Hard copy or email proposals will not be accepted. Late proposals will not be accepted, nor will additional time be granted to any individual Vendor.

Attachments must be smaller than 50MB in order to be received by the University.

In compliance with this Request For Proposal and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the goods or services in accordance with the attached signed proposal and as mutually agreed upon by subsequent negotiation.

AUTHORIZED SIGNATURE: ____________________________ Date: _________________________

[INCLUDE THIS PAGE]

I. PURPOSE:

This Request for Proposal (RFP) seeks to solicit proposals to establish a contract through competitive negotiations for travel management services by Virginia Polytechnic Institute and State University (Virginia Tech), an agency of the Commonwealth of Virginia.

Virginia Tech seeks to engage a qualified Travel Management provider to support efficient, compliant, and cost-effective travel services for faculty, staff, and other authorized travelers. The selected vendor will partner with the University to deliver comprehensive travel management solutions, including reservations (full service and online booking through DEEM), traveler support, policy compliance, reporting, and duty of care.

The University supports a diverse range of travel activities, including domestic and international travel, conference attendance, research activities, study abroad programs, and other mission-related travel. As travel volume and complexity continue to evolve, the University requires a Travel Management partner that offers reliable service, robust technology, strong customer support, and the ability to integrate with existing financial and expense reporting systems.

This Request for Proposal (RFP) is intended to identify a vendor that demonstrates expertise in travel management, understands the unique needs of an academic/business environment, and can provide scalable, innovative solutions that enhance the traveler experience while maintaining fiscal responsibility and compliance with University policies.

II. SWaM BUSINESS PARTICIPATION:

The mission of the Virginia Tech supplier opportunity program is to foster opportunity in the university supply chain and accelerate economic growth in our local communities through the engagement and empowerment of high quality and cost competitive SWaM, and local suppliers.

Virginia Tech encourages prime suppliers, contractors, and service providers to facilitate participation through partnerships, joint ventures, subcontracts, and other inclusive and innovative relationships.

For more information, please visit: https://www.sbsd.virginia.gov/

III. CONTRACT PERIOD:

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

IV. EVA BUSINESS-TO-GOVERNMENT ELECTRONIC PROCUREMENT SYSTEM:

The eVA Internet electronic procurement solution streamlines and automates government purchasing activities within the Commonwealth of Virginia. Virginia Tech, and other state agencies and institutions, have been directed by the Governor to maximize the use of this system in the procurement of goods and services. We are, therefore, requesting that your firm register as a vendor within the eVA system.

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

Registration in the eVA system is accomplished on-line. Your firm must provide the necessary information. Please visit the eVA website portal at http://www.eva.virginia.gov/pages/eva-registration-buyer-vendor.htm and register both with eVA and Ariba. This process needs to be completed before Virginia Tech can issue your firm a Purchase Order or contract. If your firm conducts business from multiple geographic locations, please register these locations in your initial registration.

For registration and technical assistance, reference the eVA website at: https://eva.virginia.gov/, or call 866-289-7367 or 804-371-2525.

V. CONTRACT PARTICIPATION:

It is the intent of this solicitation and resulting contract to allow for cooperative procurement.

Accordingly, any public body, public or private health or educational institutions, or Virginia Tech’s affiliated corporations and/or partnerships may access any resulting contract if authorized by the contractor.

Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor, the resultant contract may be extended to the entities indicated above to purchase at contract prices in accordance with contract terms. The Contractor shall notify Virginia Tech in writing of any such entities accessing the contract, if requested. No modification of this contract or execution of a separate contract is required to participate. The Contractor will provide semi-annual usage reports for all entities accessing the Contract, as requested. Participating entities shall place their own orders directly with the Contractor and shall fully and independently administer their use of the contract to include contractual disputes, invoicing and payments without direct administration from Virginia Tech. Virginia Tech shall not be held liable for any costs or damages incurred by any other participating entity as a result of any authorization by the Contractor to extend the contract. It is understood and agreed that Virginia Tech is not responsible for the acts or omissions of any entity, and will not be considered in default of the contract no matter the circumstances.

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

VI. STATEMENT OF NEEDS/SCOPE OF WORK:

A. General Requirements

Virginia Tech requires a qualified Contractor to provide comprehensive travel management services for the University.

The Contractor, or its authorized representatives, shall meet with Virginia Tech personnel upon request to review performance, address issues, and discuss service improvements.

The Contractor and Virginia Tech may mutually establish standard operating procedures for the services described herein. All procedures are subject to review and approval by Virginia Tech.

The Contractor shall provide tickets and/or confirmed reservations for air, rail, lodging, and vehicle rentals within twenty-four (24) hours of request, or by a future date specified by Virginia Tech.

The Contractor shall provide travel cost estimates for budget planning purposes, including estimates for individual trips, conferences, and group travel.

The University will rely on the Contractor to obtain the most advantageous pricing and terms for group travel services requested by departments.

The Contractor shall be capable of receiving service requests via multiple channels, including email and other mutually agreed-upon electronic methods. (Fax capability, if available, may be included but is not required.)

The Contractor shall provide and support an online booking tool, specifically DEEM, or a functionally equivalent platform approved by Virginia Tech. The tool shall enable travelers to independently search, compare, and book travel arrangements in compliance with University travel policies, while integrating with the University’s expense management system. The Contractor shall ensure system implementation, user training, ongoing technical support, and reporting capabilities associated with the online booking tool.

B. Service Requirements Transportation Services

The Contractor shall provide domestic and international airline and rail ticketing services at the lowest available fare consistent with the traveler’s requested schedule, origin, and destination.

When charter services (air or bus) are requested, the Contractor shall solicit proposals from a minimum of three (3) qualified vendors, when available, and negotiate the most favorable pricing and service terms on behalf of Virginia Tech.

All transportation shall comply with applicable state travel regulations. Economy (tourist) class shall be used for domestic travel; business class may be used for international travel in accordance with University policy.

Any travel credits, discounts, or complimentary services received as a result of University-funded travel shall accrue to Virginia Tech.

The Contractor shall provide advance seat assignments and boarding passes when available.

Virginia Tech reserves the right to procure transportation services through non-contracted sources at its discretion.

Lodging Services

The Contractor shall arrange hotel or comparable lodging accommodations for individual and group travelers, utilizing the lowest available rates, including government, educational, or corporate discounts. When a specific property is not requested, lodging should be conveniently located relative to the traveler’s destination. Virginia Tech reserves the right to make direct lodging arrangements when deemed appropriate.

Vehicle Rental Services The Contractor shall arrange rental vehicles as requested, securing the lowest available rate.

Confirmed rates and rental details must be included in the traveler’s itinerary at the time of booking.

International Travel Services

The Contractor shall coordinate all aspects of international travel, including reservations and ticketing for air, rail, bus, or sea transportation, as well as lodging and ground transportation.

The Contractor shall provide guidance and assistance related to passports, visas, entry requirements, and health-related travel documentation.

Virginia Tech reserves the right to arrange international travel through alternative sources when necessary.

Traveler Itineraries The Contractor shall provide itinerary documentation (electronic or otherwise) to the traveler that includes, at a minimum:

⦁ Carrier(s) ⦁ Flight, train, or other transportation numbers ⦁ Departure and arrival times for all segments ⦁ Ground transportation options at the destination ⦁ Meal information, if applicable ⦁ Lodging details, including name, address, phone number, and rates ⦁ Vehicle rental details, including provider, location, contact information, and rates

Training and Support The Contractor shall provide training, onboarding, and ongoing support to Virginia Tech personnel as requested by the Office of the Controller. This includes system training, policy guidance, and customer service support.

Refund Management The Contractor shall process all applicable refunds for unused or partially used tickets submitted by the Office of the University Controller.

Each refund request must reference the original ticket number and/or invoice number to ensure proper tracking and reconciliation.

The Contractor shall process all refunds within thirty (30) days of receipt of unused or partially used ticket.

Refunds shall be issued directly to Virginia Tech unless the original purchase was made using the traveler’s personal funds in which case the refund shall be issued to the original form of payment.

Hours of Operation

The Contractor shall provide a minimum of eight (8) hours of service per business day, between 8:00 a.m. and 5:00 p.m., Monday through Friday. Extended hours and after-hours support should be described, if available.

Schedule Changes, Cancellations, and Disruptions The Contractor shall make reasonable efforts to proactively notify travelers of delays, cancellations, or service disruptions.

The Contractor shall assist in securing alternate travel arrangements in the event of carrier disruptions.

Insurance

The Contractor should provide automatic common carrier and flight insurance coverage for air and rail travelers, with a minimum coverage amount of $200,000, if available at no additional cost.

C. Reporting, Invoicing, and Delivery Requirements

The Contractor shall submit a monthly statement to the Office of the Controller summarizing traveler name, itinerary details, and associated Purchase Order (PO) and/or requisition numbers. Timely submission is required to ensure accurate reconciliation, financial reporting and prompt payment processing.

The Contractor shall provide itemized invoices that clearly identify all charges, including fares, fees, taxes, and any applicable service charges. Each invoice shall reference the corresponding traveler, trip details, and PO and/or requisition number.

The Contractor shall provide standard and ad hoc reporting capabilities, including but not limited to spend analysis, unused ticket tracking, savings reports, policy compliance, and usage of the online booking tool.

The Contractor shall ensure all reports are available in an electronic format compatible with University systems and delivered through secure, mutually agreed-upon methods.

The Contractor shall maintain accurate records of all transactions and make such records available to Virginia Tech upon request for audit and compliance purposes.

The Contractor shall provide delivery of tickets, itineraries, and confirmations electronically unless otherwise requested by Virginia Tech.

VII. PROPOSAL PREPARATION AND SUBMISSION:

A. Specific Requirements

Proposals should be comprehensive and sufficiently detailed to enable Virginia Tech to evaluate the Offeror’s capability to provide the required goods and/or services. Offerors must submit the following information as a complete proposal:

1. A Detailed Approach and Methodology for Providing Services

a. Identify the physical location(s) of the office(s) that will provide services and describe proximity and accessibility to Virginia Tech

b. Describe your strategy for securing the lowest available rates while meeting traveler needs, including use of negotiated fares, discounts, and fare monitoring tools.

c. Identify any value-added or additional services your agency can provide to enhance Virginia Tech’s travel program.

d. Clearly identify all applicable fees, including but not limited to transaction fees, service charges, or processing fees.

e. Provide sample documentation, including itineraries, invoices, reservation confirmations, management reports, and any internal forms, procedures, or policies followed by your staff.

2. Qualifications and Experience

a. Describe your organization’s experience, including the scope and variety of travel services provided.

b. Detail the qualifications and expertise of staff who will support Virginia Tech.

Include information on training and professional development programs that ensure personnel are fully qualified. Provide resumes for key personnel assigned to this contract.

c. Provide documentation demonstrating financial stability.

d. Describe any unique service enhancements offered by your agency, including franchise relationships or partnerships.

e. Indicate whether your agency is a member of a consortium. If so, identify the consortium, explain the rationale for participation, and describe the services and benefits provided through that affiliation.

f. Provide four (4) recent references from higher education institutions or governmental entities for which similar services have been performed. Include service dates, client name, address, and the name and phone number of the individual. By submitting a proposal, you grant Virginia Tech permission to contact these references.

3. Equipment, Systems, and Automation

a. Technology Platform and Booking Tools Describe your agency’s overall technology ecosystem, including the online booking tool(s) utilized to support client travel. Specifically address your experience with Deem (or comparable platforms), including system functionality, user interface, mobile capabilities, and policy compliance features. Indicate whether your solution supports single sign-on (SSO), profile synchronization, and integration with expense management systems (e.g., Emburse Enterprise).

b. Global Distribution Systems (GDS) and Content Access Identify the Global Distribution System(s) utilized (e.g., Sabre, Amadeus, Travelport) and describe how these systems provide comprehensive access to airline, hotel, and car rental inventory. Include details on content breadth, real-time availability, fare comparison capabilities, and how your agency ensures access to both published and negotiated rates.

c. Direct Connect and API Integrations Describe your use of supplier Direct Connect technologies and application programming interfaces (APIs) to access airline and travel supplier content outside of traditional GDS channels. Include examples such as integrations with airline NDC (New Distribution Capability) platforms and other supplier-direct connections. Explain how these integrations enhance pricing visibility, ancillary services (e.g., seat selection, baggage), and overall traveler experience.

d. Artificial Intelligence (AI) and Automation Describe the use of artificial intelligence and automation within your service model. This may include AI-driven fare optimization, predictive pricing, traveler behavior analysis, chatbots or virtual assistants for customer service, automated ticketing and rebooking, and fraud detection. Provide examples of how AI is used to improve efficiency, reduce costs, and enhance the traveler experience.

e. Data Integration and Electronic Processing Detail your processes for electronic data exchange, including integration with university systems for expense reporting, financial reconciliation, and reporting. Describe capabilities for automated invoice generation, data feeds, and secure transmission of travel data.

Include supported formats (e.g., XML, API-based feeds) and frequency of data transfers.

f. Reporting and Analytics Describe reporting tools and dashboards available to Virginia Tech, including standard and customizable reports. Include capabilities related to spend analysis, policy compliance, unused ticket tracking, carbon emissions reporting, and traveler behavior insights.

g. System Security and Compliance Provide an overview of system security protocols, including data encryption, user authentication, and compliance with industry standards (e.g., PCI-DSS, GDPR where applicable). Describe how sensitive traveler and payment data is protected.

h. Future Enhancements and Innovation Outline your technology roadmap, including planned system enhancements, emerging technologies, and innovations that may improve service delivery, efficiency, or cost savings for Virginia Tech over the term of the contract.

4. Participation of SWaM Business:

If your business cannot be classified as SWaM, describe your plan for utilizing SWaM subcontractors if awarded a contract. Describe your ability to provide reporting on SWaM subcontracting spend when requested. If your firm or any business that you plan to subcontract with can be classified as SWaM, but has not been certified by the Virginia Department of Small Business and Supplier Diversity (SBSD), it is expected that the certification process will be initiated no later than the time of the award. If your firm is currently certified, you agree to maintain your certification for the life of the contract. For assistance with SWaM certification, visit the SBSD website at http://www.sbsd.virginia.gov/

5. The return of the Submission Instruction page and addenda, if any, signed and filled out as required.

D. General Requirements

1. RFP Response: In order to be considered for selection, Offerors shall submit a complete response to this RFP to include;

a. One (1) electronic document in WORD format or searchable PDF of the entire proposal as one document, INCLUDING ALL ATTACHMENTS must be uploaded through the Virginia Tech online submission portal. Refer to page 2 for instructions.

Any proprietary information should be clearly marked in accordance with 2.d. below.

b. Should the proposal contain proprietary information, provide one (1) redacted electronic copy of the proposal and attachments with proprietary portions removed or blacked out. This redacted copy should follow the same upload procedures as described on Page 1 of this RFP. This redacted copy should be clearly marked “Redacted Copy” within the name of the document. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable. Virginia Tech shall not be responsible for the Contractor’s failure to exclude proprietary information from this redacted copy.

No other distribution of the proposals 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 Virginia Tech 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 Virginia Tech at its discretion. 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 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. Ownership of all data, material and documentation originated and prepared for Virginia

Tech pursuant to the RFP shall belong exclusively to Virginia Tech 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, to prevent disclosure the Offeror must invoke the protections of Section 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other materials is submitted.

The written request must specifically identify the data or other materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret 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 may result in rejection of the proposal.

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 Virginia Tech. This will provide an opportunity for the Offeror to clarify or elaborate on the proposal but will in no way change the original proposal. Virginia Tech will schedule the time and location of these presentations. Oral presentations are an option of Virginia Tech and may not be conducted.

Therefore, proposals should be complete.

VIII. SELECTION CRITERIA AND AWARD:

A. Selection Criteria

Proposals will be evaluated by Virginia Tech using the following:

Maximum Point Criteria Value

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

2. Qualifications and experiences of Offeror in providing 25 the goods/services

3. Specific plans or methodology to be used to provide the 30 Services

4. Cost (or Price) 10

5. Participation of SWaM Business 10

Total 100

B. Award

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 Proposal, including price, if so stated in the Request for Proposal. Negotiations shall then 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, Virginia Tech shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. Virginia Tech may cancel this Request for Proposal or reject proposals at any time prior to an award. Should Virginia Tech determine in writing and in its sole discretion that only one offeror has made the best proposal, 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 this solicitation and the Contractor's proposal as negotiated.

Virginia Tech reserves the right to award multiple contracts as a result of this solicitation.

IX. INVOICES:

Invoices for goods or services provided under any contract resulting from this solicitation shall be submitted by email to vtinvoices@vt.edu or by mail to:

Virginia Polytechnic Institute and State University (Virginia Tech) Accounts Payable North End Center, Suite 3300 300 Turner Street NW Blacksburg, Virginia 24061

X. METHOD OF PAYMENT:

Virginia Tech will authorize payment to the contractor as negotiated in any resulting contract from the aforementioned Request for Proposal.

Payment can be expedited through the use of the Wells One AP Control Payment System. Virginia Tech strongly encourages participation in this program. For more information on this program please refer to Virginia Tech’s Procurement website:

http://www.procurement.vt.edu/vendor/wellsone.html or contact the procurement officer identified in the RFP.

XI. ADDENDUM:

Any ADDENDUM issued for this solicitation may be accessed at https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=VATech. Since a paper copy of the addendum will not be mailed to you, we encourage you to check the web site regularly.

XII. COMMUNICATIONS:

Communications regarding this solicitation shall be formal from the date of issue, until either a Contractor has been selected or the Procurement Department rejects all proposals. Formal communications will be directed to the procurement officer listed on this solicitation. Informal communications, including but not limited to request for information, comments or speculations regarding this solicitation to any University employee other than a Procurement Department representative may result in the offending Offeror’s proposal being rejected.

XII. CONTROLLING VERSION OF SOLICITATION:

The posted version of the solicitation and any addenda issued by Virginia Tech Procurement Services is the mandatory controlling version of the document. Any modification of/or additions to the solicitation by the Offeror shall not modify the official version of the solicitation issued by Virginia Tech Procurement Services. Such modifications or additions to the solicitation by the Offeror may be cause for rejection of the proposal; however, Virginia Tech reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a proposal.

XIV. TERMS AND CONDITIONS:

This solicitation and any resulting contract/purchase order shall be governed by the attached terms and conditions, see Attachment A.

XV. CONTRACT ADMINISTRATION:

A. Derek Scheidt, Interim Associate Controller for Accounting Services, University Controller, at Virginia Tech or their designee, shall be identified as the Contract Administrator and shall use all powers under the contract to enforce its faithful performance.

B. The Contract Administrator, or their designee, shall determine the amount, quantity, acceptability, fitness of all aspects of the services and shall decide all other questions in connection with the services. The Contract Administrator, or their designee, shall not have authority to approve changes in the services which alter the concept or which call for an extension of time for this contract. Any modifications made must be authorized by the Virginia Tech Procurement Department through a written amendment to the contract.

XVI. ATTACHMENTS:

Attachment A - Terms and Conditions

ATTACHMENT A

TERMS AND CONDITIONS

RFP GENERAL TERMS AND CONDITIONS

See:

https://www.procurement.vt.edu/content/dam/procurement_vt_edu/docs/terms/GTC_RFP_02182022.pdf

ADDITIONAL TERMS AND CONDITIONS

1. ADDITIONAL GOODS AND SERVICES: The University may acquire other goods or services that the supplier provides other than those specifically solicited. The University reserves the right, subject to mutual agreement, for the Contractor to provide additional goods and/or services under the same pricing, terms and conditions and to make modifications or enhancements to the existing goods and services. Such additional goods and services may include other products, components, accessories, subsystems, or related services newly introduced during the term of the Agreement.

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

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

4. CANCELLATION OF CONTRACT: Virginia Tech reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor.

In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

5. CONTRACT DOCUMENTS: The contract entered into by the parties shall consist of the Request for

Proposal including all modifications thereof, the proposal submitted by the Contractor, the written results of negotiations, the Commonwealth Standard Contract Form, all of which shall be referred to collectively as the Contract Documents.

6. IDENTIFICATION OF PROPOSAL: Virginia Tech will only be accepting electronic submission of proposals. All submissions must be submitted to the Virginia Tech online submission portal. Upon completion you will be directed to your Submission Receipt. Virginia Tech will not confirm receipt of proposals. It is the responsibility of the offeror to make sure their proposal is delivered on time.

Attachments must be smaller than 50MB in order to be received by the University. Proposals may NOT be hand delivered to the Procurement Office.

7. NOTICES: Any notices to be given by either party to the other pursuant to any contract resulting from this solicitation shall be in writing via email.

8. SEVERAL LIABILITY: Virginia Tech will be severally liable to the extent of its purchases made against any contract resulting from this solicitation. Applicable entities described herein will be severally liable to the extent of their purchases made against any contract resulting from this solicitation.

9. CLOUD OR WEB HOSTED SOFTWARE SOLUTIONS: For agreements involving Cloud-based Web-hosted software/applications refer to link for additional terms and conditions:

https://www.procurement.vt.edu/content/dam/procurement_vt_edu/itprocurement/Data_Security_FER PA_Addendum_2024.docx.

10. ADVERTISING: In the event a contract is awarded for supplies, equipment, or services resulting from this solicitation, no indication of such sales or services to Virginia Tech will be used in product literature or advertising. The contractor shall not state in any of the advertising or product literature that the Commonwealth of Virginia or any agency or institution of the Commonwealth has purchased or uses its products or services

11. CONTRACT PERIOD: The contract shall be for a period of one year.

12. INSURANCE:

By signing and submitting a Proposal/Bid under this solicitation, the offeror/bidder certifies that if awarded the contract, it will have the following insurance coverages at the time the work commences. Additionally, it will maintain these during the entire term of the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

During the period of the contract, Virginia Tech reserves the right to require the contractor to furnish certificates of insurance for the coverage required.

INSURANCE COVERAGES AND LIMITS REQUIRED:

A. Worker's Compensation - Statutory requirements and benefits.

B. Employers Liability - $100,000.00 C. General Liability - $2,000,000.00 combined single limit. Virginia Tech and the Commonwealth of Virginia shall be named as an additional insured with respect to goods/services being procured. This coverage is to include Premises/Operations Liability, Products and Completed Operations Coverage, Independent Contractor's Liability, Owner's and Contractor's Protective Liability and Personal Injury Liability.

D. Automobile Liability - $500,000.

E. Builders Risk – For all renovation and new construction projects under $100,000 Virginia Tech will provide All Risk – Builders Risk Insurance. For all renovation contracts, and new construction from $100,000 up to $500,000 the contractor will be required to provide All Risk – Builders Risk Insurance in the amount of the contract and name Virginia Tech as additional insured. All insurance verifications of insurance will be through a valid insurance certificate.

F. *The contractor agrees to be responsible for, indemnify, defend and hold harmless Virginia Tech, its officers, agents and employees from the payment of all sums of money by reason of any claim against them arising out of any and all occurrences resulting in bodily or mental injury or property damage that may happen to occur in connection with and during the performance of the contract, including but not limited to claims under the Worker's Compensation Act. The contractor agrees that it will, at all times, after the completion of the work, be responsible for, indemnify, defend and hold harmless Virginia Tech, its officers, agents and employees from all liabilities resulting from bodily or mental injury or property damage directly or indirectly arising out of the performance or nonperformance of the contract.

13. PRICE ESCALATION/DEESCALATION: Price adjustments for changes in the contractor’s price of materials, labor and transportation may be permitted. Request for price adjustments for any other reasons will not be granted. No price increases will be authorized for 365 calendar days after the effective date of the contract. Contractor shall give not less than 30 days advance notice prior to the annual renewal of the contract of any desired price increase.

The Contractor shall document the amount and proposed effective date of any general change in the price of materials, labor and transportation. Documentation shall be supplied with the contractor’s request for increase which will (1) verify that the requested price increase is general in scope and not applicable just to Virginia Tech, and (2) verify the amount or percentage of increase which is being passed on to the contractor by the contractor’s suppliers. Failure by the contractor to supply the aforementioned verification with the request for price increase will result in a delay of the effective date of such increase. The Virginia Tech Procurement Department may verify such change in price independently. The Virginia Tech Procurement Department may make such verification as it deems adequate. However, any increase which the Virginia Tech Procurement Department determines is excessive, regardless of any documentation supplied by the contractor, may be cause for cancellation of the contract by the Virginia Tech Procurement Department. The Virginia Tech Procurement Department will notify the contractor in writing of the effective date of any increase which is approved. However, the contractor shall fill all purchase orders received prior to the effective date of the price adjustments of the old contract prices.

“Across the Board” price decreases are subject to implementation at any time and shall be immediately conveyed to Virginia Tech. The contractor is further advised that price decreases which affect the price of materials, labor, and transportation are required to be passed on to Virginia Tech immediately. Failure to do so will result in action to recoup such amounts.

14. RENEWAL OF CONTRACT: This contract may be renewed by Virginia Tech upon written agreement of both parties for four (4) successive one (1) year periods, under the terms of the current contract, and at a reasonable time (approximately 90 days) prior to the expiration.

15. SPECIAL OR PROMOTIONAL DISCOUNTS: The Contractor shall extend any special promotional sale prices or discounts immediately to Virginia Tech during the term of the contract. Such notice shall also advise the duration of the specific sale or discount price.