Solicitation_STC_OE2_with Attachment.pdf

OLD DOMINION UNIVERSITY

REQUEST FOR QUALIFICATIONS

SEALED - RFQ #23-ODU-04-CCC-OE2

Title:

Issue Date:

Due Date and Time:

Commodity Code:

Issuing Agency:

Period of Contract:

Skilled Trades Term Contract (Open Enrollment)

July 16, 2024

Thursday, August 15, 2024 NLT 2:00 PM Local Time (mailed or hand delivered to the Issuing Agency below)

910-00, 910-09, 910-36, 910-45, 910-52, 910-54, 910-60, 910-63, 910-65, 910-66, 910-73, 910-75, 910-78, 910-82, 912-73.

Old Dominion University Procurement Services, Suite 111 440 Pow1 hatan Avenu e Norfolk, Virginia 235 29-0308

Twelve (12) Month Period from September 1, 2024 – August 31, 2025 with Two (2), Twelve

(12) Month Renewal Options, unless other modified by the University.

THIS DOCUMENT CONSTITUTES A REQUEST FOR SEALED QUALIFICATIONS (“RFQ”) FROM QUALIFIED SKILLED CONTRACTORS TO PROVIDE AND FURNISH ALL LABOR, MATERIALS, EQUIPMENT, AND SUPPLIES FOR NEW CONSTRUCTION, RENOVATIONS, ALTERATIONS, MAINTENANCE, AND EMERGENCY REPAIR PROJECTS ON AN AS NEEDED BASIS FOR THE FACILITIES MANAGEMENT DEPARTMENT AND/OR OTHER UNIVERSITY DEPARTMENTS

(“DEPARTMENTS”) AT OLD DOMINION UNIVERSITY (THE “UNIVERSITY”).

ACKNOWLEDGE RECEIPT OF ADDENDUM: #1____ #2____ #3____ #4____ #5____ (Please Initial)

In compliance with this Request for Qualifications (“RFQ”) and to all the conditions imposed herein, the signatory agrees to faithfully execute any resulting contract, and offers to furnish the goods/services in accordance with the attached signed RFQ or as mutually agreed upon by subsequent negotiation. An ‘Agent’ authorized to bind the company to same shall sign the following section.

Name and Address of Firm:

Date:

_________________________________________ By:

Signature

Name:

Typed or Printed (Name and Title)

Phone #:

FEI/FIN #: _________________________________ Fax #:

E-mail address:

Are you or your company registered with eVA? Yes No eVA ID#:_________________________

Is your firm registered with the Commonwealth’s State Corporation Commission (SEC)? If yes, please indicate identification number:

Are you or your firm certified through the Commonwealth’s Department of Small Business and Supplier Diversity? Yes No

If yes, please indicate the following:

SWaM Designation:

Certification #:

Expiration Date:

TABLE OF CONTENTS

RFQ #23-ODU-04-CCC-OE2

SKILLED TRADES TERM CONTRACT – Open Enrollment

I. INSTRUCTIONS TO CONTRACTORS PAGE 3

II. PURPOSE PAGE 6

III. BACKGROUND PAGE 6

IV. SCOPE OF WORK PAGE 7

V. REPORTING & DELIVERY REQUIREMENTS PAGE 14

VI. GENERAL TERMS AND CONDITIONS PAGE 14

VII. SPECIAL TERMS AND CONDITIONS PAGE 14

VIII. RFQ PREPARATION AND SUBMISSION

REQUIREMENTS PAGE 17

IX. METHODS OF PAYMENT PROCESSING PAGE 18

X. ATTACHMENTS

ATTACHMENT A – Conflict of Interest Statement PAGE 19

SUBSTITUTE W-9 FORM PAGE 20

ATTACHMENT B – Contractor’s Statement of Qualifications Attachment – Pages 1 - 11

I. INSTRUCTIONS TO CONTRACTORS:

A. General:

1. The University reserves the right to accept or reject any and all RFQs in whole or in part, and waive any informality that may occur during this RFQ process. Further, the University reserves the right to enter into any contract deemed to be in the best interest of the University.

a) Sealed RFQs will be received by and in the office of issuing agency specified on page 1 of this

RFQ until August 15, 2024 NLT 2:00 PM local time. RFQs time-stamped 2:01 P.M. or later will not be considered, and will be returned to the Contractor unopened. The University is not responsible for late delivery by U. S. Postal mail or other couriers.

b) Should the University experience an ‘unoffcial’ closing on and/or during the date and time specified herein for the receipt of sealed RFQs, the due date shall automatically extend to the next day the University is officially opened for business, with the receiving time remaining the same.

c) It shall be the Contractor’s responsibility to confirm any ‘unofficial’ closings.

2. All inquiries and questions regarding this solicitation must be directed to Neil Cutler, CPPO, CPPB, VCCO, VCO, Procurement Services Manager, Department of Procurement Services via email at ccutler@odu.edu, and are due NLT 5:00 P.M. (EST) August 1, 2024. A response via an addendum shall be issued for any such requests deemed to have any bearing on service delivery or cost.

3. IDENTIFICATION OF RFQ ENVELOPE: The signed RFQ should be returned in a separate envelope or package, sealed and identified as follows:

From: ___________

Name of Contractor Due Date Time

_______________________________ _23-ODU-04-CCC-OE2__

Street or Box Number RFQ No.

_______________________________ ____Skilled Trades Term Contract____

City, State, Zip Code RFQ Title

Name of Contract/Purchase Officer or Buyer NEIL CUTLER

The envelope should be addressed as directed on Page 1 of the solicitation.

RFQs may be hand delivered to the designated location in the office issuing the solicitation. No other correspondence or other RFQs should be placed in the envelope.

4. The University may make such reasonable investigations as deemed proper and necessary to determine the ability of the Contractor to perform the services/furnish the goods and the Contractor shall furnish to the University all such information and data for this purpose as may be requested. The University reserves the right to inspect Contractor’s physical facilities prior to award to satisfy questions regarding the Contractor’s capabilities. The University further reserves the right to reject any RFQ if the evidence submitted by, or investigations of, such Contractor fails to satisfy the University that such Contractor is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

5. Announcement of Award: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the University will publicly post such notice on the eVA VBO website for a minimum of 10 days.

6. RFQ Binding Period: Any response to this solicitation shall be valid for (90) days. At the end of the (90) days the RFQ may be withdrawn at the written request of the Contractor. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

7. Contractor Certification: By submitting their RFQ’s, Contractor’s certify to the University that:

a) Their bids are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Contractor, supplier, manufacturer or subcontractor in connection with their RFQ, 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. (the VPPA §2.2-4367 through §2.2-4377.)

b) 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, and the Americans with Disabilities Act.

c) If awarded the contract as a ‘faith-based’ organization, they shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipients religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender 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. (the Rules §36.E.)

d) They do not and will not during the performance of any resulting contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986.

e) They are not currently debarred by the Commonwealth of Virginia from submitting bids on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

f) They agree to faithfully enter into any resulting contract and further 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.

8. Contractor Obligation: Contractor shall carefully examine the terms and conditions set forth in this Invitation to Bid and any subsequent addenda. Failure to do so shall not relieve a Contractor of an obligation to furnish the goods and/or services specified in this Invitation to Bid and its addenda.

9. Discrimination by University Prohibited:

a) The University shall not discriminate against any Contractor during this solicitation or award of any resulting contract because of race, religion, color, sex, national origin, age, disability, any other basis prohibited by state law relating to discrimination in employment. (the Rules §9.A.)

b) The University shall not discriminate against any Contractor during this solicitation or award of any resulting contract because the Contractor employs ex-offenders unless the University has made a written determination that employing ex-offenders on the specific contract is not in its best interest.

(the Rules §9.D.)

c) The University shall not (i) discriminate against a faith-based organization on the basis of the organization's religious character or (ii) impose conditions that (a) restrict the religious character of the faith-based organization, except as provided in subsection F of the Rules §36 , or (b) impair, diminish, or discourage the exercise of religious freedom by the recipients of such goods, services, or disbursements. (the Rules §36.C.)

10. eVA Website Portal: The eVA Internet electronic procurement solution, website portal www.eVA.virginia.gov, streamlines and automates government purchasing activities in the Commonwealth.

The eVA portal is the gateway for Contractors to conduct business with state agencies and public bodies.

All Contractors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet eprocurement solution either through the eVA Basic Contractor Registration Service or eVA Premium Contractor Registration Service. If selected for award by the University, selected Contractor must register in eVA and agree to pay the Contractor Transaction Fees specified on the eVA website. Failure to register will result in cancellation of contract.

11. Ownership Of All Data and Trade Secrets or Proprietary Information:

a) Materials and documentation originated and prepared for the University pursuant to this RFQ shall belong exclusively to the university and be subject to public inspection in accordance with the Virginia Freedom of Information Act, Chapter 37 (§ 2.2-3700 et seq.) of Title 2.2 of the Code of Virginia.

b) Trade secrets or proprietary information submitted by an Contractor shall not be subject to public disclosure under the Freedom of Information Act; however, the Contractor must invoke the protections of §2.2-4342 of the Code of Virginia, specifically the VPPA, subsection F., in writing either before or at the time the data or other material is submitted.

c) 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.

d) The classification of an entire RFQ document as proprietary or trade secrets is not acceptable and will result in rejection of the RFQ.

12. Specifications:

a) Specifications used herein are to be considered a quality indicator and acceptance will be based on Contractor’s compliance with the intent of the specifications. Deviations and/or exceptions taken to the specifications herein may be considered if they are deemed to meet the intent of the solicitation.

b) Unless otherwise provided in the RFQ, the name of a certain brand, make, or manufacturer shall not restrict Contractors to the specific brand, make, or manufacturer named and shall be deemed to convey the general style, type, character, and quality of the article desired. Any article that the Institution in its sole discretion determines to be the equal of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted (the Rules §12.)

13. Tax Exempt: Sales to the Commonwealth of Virginia are exempt from State sales tax. State sales and use tax certificates of exemption, Form ST-12, will be issued upon request. Deliveries against this contract shall usually be free of Federal excise and transportation taxes. The Commonwealth’s excise tax exemption registration number is 54-73-0076K.

B. Specific:

1. Award: (the Rules §4.)

a) Award of Contract To Multiple Contractors: The University reserves the right to make multiple awards as a result of this solicitation. The award(s) will be made on a LOT basis to two (2) or more qualified Contractor(s) meeting the requirements of the solicitation for said trade. The University reserves the right to conduct any tests it may deem advisable and to make all evaluations. The University also reserves the right to reject any or all RFQs, in whole or in part, to waive informalities and to delete items prior to making the award, whenever it is deemed in the sole opinion of the University to be in its best interest.

b) For purposes of this RFQ solicitation process, “award” shall mean future contracting opportunities for those contractors so selected through this pre-qualification process.

c) Actual ‘contract awards’ shall be made on an as needed basis for those projects specifically identified by the Departments, and in accordance with the informal solicitation processes and dollar thresholds specified herein.

2. References:

Contractors shall complete and submit with response the requested account and reference information specified herein in Attachment B. Contractor shall provide a minimum of five (5) references, however, additional references may be included as a separate attachment incorporated into the response.

If at any time during the past ten (10) years the Contractor and/or any of the Contractors’ currently named principals has conducted business and/or held a contract agreement of any type with Old Dominion University, either under the Contractor’s current legal name or a previous legal name including any sole proprietorship, corporation, partnership, limited liability corporation, or joint venture, etc., then Contractor shall include as a named reference, Old Dominion University.

If Old Dominion University is named as a reference in a Contractor’s response, then Contractor’s past performance for any and all Old Dominion University contracts held and/or completed during the specified ten (10) year period may be used to determine a Contractor’s responsibility and subsequent award of this contract.

II. PURPOSE

The purpose of this RFQ is to solicit sealed qualifications for additional qualified Contractors and/or individuals to establish a Pre-Qualified Contractor’s term contract for the various ‘trades’ specified herein. Those selected pre-qualified contractors may be afforded ‘contracting opportunities’ to furnish labor, materials, equipment, and supplies for new construction, renovations, alterations, maintenance and emergency repair projects (“projects”) on an as needed basis as directed by the University, an agency of the Commonwealth of Virginia.

Those pre-qualified Contractors already pre-approved by the University under the original RFQ #23-ODU-04-CCC, do not have to resubmit an RFQ for review.

III. BACKGROUND

A. Old Dominion University is a state-assisted, doctoral research institution located in Norfolk, Va. The University serves approximately 24,500 students and offers an array of traditional, professional, and technical academic programs at the undergraduate and graduate level.

The University’s current term contract for pre-qualified contractors and skilled trades will expire on August 31, 2023.

However there are (3), one year renewal options in which the University intents to renew for another one year period.

This open enrollment period will allow other Contractors to submit their qualifications in an afford to be added to the University’s pre-qualification Contractor list for Skilled Trades contracting opportunities.

This term contract pre-approves multiple pre-qualified contractors for various trades and skill sets, and on an as needed basis, the University contacts these pre-qualified contractors for a job specific project that the University’s internal personnel may not be able to handle based on time and available resources.

To manage the term contract, the University uses policies and procedures developed and implemented by the University’s Department of Procurement Services, including its small purchasing procedures, as well as associated provisions of the Governor’s “Executive Order 35 (2019)”, Virginia Public Procurement Act (“VPPA”), and guidance from the Commonwealth’s Division of Engineering & Buildings (“DEB”), including related and relevant terms and conditions, forms and other associated documentation.

Any and all projects and associated contracts awarded during the term contract are capped at $500,000 per project.

The average 5-year annual spend for this contract is approximately $3.9 million dollars from these combined services.

B. Good Faith Small, Women, and Minority (SWaM) Owned Business Participation Efforts:

1. The University is committed to (a) achieving the Commonwealth of Virginia’s aspirational goal of forty two percent (42%) SWAM participation for combined prime Contractor and sub-Contractor spend, and (b) increasing participation of Department of Small Business and Supplier Diversity (DSBSD) Certified (i) small businesses, (ii) small woman-owned businesses, (iii) small minority-owned businesses, and (iv) businesses owned by service disabled veterans. The University also encourages Contractors to provide for participation of small businesses, businesses owned by women and minorities, and businesses owned by disabled veterans through partnerships, joint ventures, subcontracts, or other contractual opportunities. Submission of a report of past efforts to utilize the goods and services of such businesses, and plans for involvement on this contract are required. By submitting a response, Contractor certifies that all information provided in response to this solicitation is true and accurate. Failure to provide the information required by this solicitation may ultimately result in response being deemed non-responsive, and ultimately rejected.

2. While it is the University’s intent to enter into an exclusive contract with one Contractor, whenever possible, all potential Contractors are encouraged to subcontract any applicable services by partnering with qualified Contractors that have also been certified as small, small woman-owned, small minority-owned, or service disabled veteran owned businesses through the University of Virginia’s Department of Small Business and Supplier Diversity (DSBSD).

3. In order for Contractors to be given consideration for award of a contract, each Contractor shall provide with their response (and/or no later than ten (10) business days after solicitation closing date and time), such statement(s) setting forth:

a. The good faith SWAM owned business participation efforts which the Contractor has undertaken in the past:

and

b. The good faith SWAM owned businesses participation efforts which the Contractor intends to undertake in connection with the performance of this contract; including name of firm, contact name and phone number, total dollar amount to be subcontracted, category type (small, women, or minority owned), type of product/services.

4. If, in the statement submitted in the response to subsection (a) and (b), the Contractor indicates that it has not undertaken any good faith SWAM business participation efforts in the past and/or does not intend to undertake any such efforts in connection with the performance of this contract, the Contractor must also submit a statement setting forth the reason why it has not undertaken such efforts in the past and/or does not intend to undertake them in connection with the performance of this contract. Contractor’s failure to provide the information as specified in this Section III.B., may result in Contractor’s response being deemed non-response.

5. Any Contractor that can qualify for certification through DSBSD must do so prior to the award of any contract.

The qualification information shall be evidenced by that information specified in the Contractors completed and submitted W-9 form.

6. If selected Contractor does not qualify for DSBSD certification, same shall be required to provide quarterly reports to the University’s Contract Administrator. The reports shall identify if and when applicable, the sub- Contractors used during the performance of any subsequent contract, as follows:

a. For DSBSD Certified sub-Contractors, quarterly reports verifying (i) those DSBSD certified sub-

Contractors being used, (ii) scope of goods and/or services being provided, (iii) payments to subcontract Contractor(s) for current quarter and year-to-date totals, and (iv) percentage of same payments related to “overall” contract totals for current quarter and year-to-date totals; and

b. For non DSBSD Certified sub-Contractors providing services for contracts that exceed $200,000, quarterly reports verifying (i) non-certified sub-Contractors being used, (ii) scope of goods and/or services being provided, (iii) payments to subcontract Contractor(s) for current quarter and year-to-date totals, and

(iv) percentage of same payments related to “overall” contract totals for current quarter and year-to-date totals.

Note: Failure to provide the quarterly reports as requested will result in non-payment to Contractor for any services provided and invoiced during that period, shall remain unpaid until such reports are provided, and unless provided will be considered a breach of contract.

IV. SCOPE OF SERVICES:

A. GENERAL:

1. It is expected that the implementation of any resulting contract(s) will result in the production of high quality service delivery to the University, with appropriate resources devoted to the oversight of said service.

2. Each project request will vary in size and quantity, but no single project will be greater than $500,000.00.

3. Resulting contracts will be limited in use to new construction, renovations, alterations, maintenance and emergency repair projects. The selected pre-qualified contractors must continue to meet any/all license, insurance and bonding requirements throughout the term contract, unless otherwise modified or waived by the University.

4. As deemed necessary by the University, on a project-by-project basis and based on the project complexity and/or potential risk and exposure to the University, the project request notification(s) may require that the selected Contractor for award of the project be required to furnish a performance bond in the amount of the contract price as security for faithful performance of the work in strict conformity with the contract. Such bond must submitted prior to the commencement of any work, but in each case no later than ten (10) calendar days from request. The surety on such bonds shall be duly authorized to do business in the Commonwealth of Virginia and satisfactory to the owner, and shall remain in force throughout the completion of the specific project. The cost of each bond requested shall be submitted as a separate line item cost in the associated project response(s), and upon approval by General Counsel shall be reimbursed as a separate line item under the purchase order.

B. PERSONNEL QUALIFICATIONS:

Contractors shall be general contractors or contractors on at least one of the required trades and have a known reputation for completing work in a timely and professional manner as evidenced by valid licensure(s), permits, etc.

Contractors shall have as part of their organization, workman of trades for which they are submitting qualifications, or have arranged for them via sub-contracts that meets the approval of the University, to be accessible as required on different projects. The required trades, and minimum qualification standards, which must be available under this contract for the required trades, as outlined below:

Contractor personnel must observe all regulations in effect at the University. While on University property employees will be subject to control by University direction. Under no circumstances will such persons be deemed to be employees of the University. The contractor and his personnel will not represent themselves as employees of the University.

Personnel used for the performance of this Contract shall be properly trained and qualified for work of this type. The University reserves the right to refuse or accept services from personnel deemed by the University to be unqualified, disorderly, or otherwise unable to perform assigned work. The University reserves the right to require that contract personnel be properly attired and wear identification (badges or patches) of themselves and the company for whom they work. In addition, all personnel working under this contract shall abide by the Commonwealth of Virginia’s Standard of Conduct and Performance.

C. QUALITY OF WORKMANSHIP:

All work shall be quality work performed according to the standards of the industry and to the complete satisfaction of the University.

Any services provided under this agreement shall be warranted for a minimum period of one (1) year.

Contractors who are awarded contracts shall be performed by reputable, competent professionals who operate an establishment in which the materials, equipment, tools, and services described herein are provided to the public in a usual course of business. In addition, the successful contractor shall be properly licensed in the trade or trades that will be provided to the University. Evidence of license requirements will be required.

D. SPECIFIC:

1. Upon receipt of an e-mail notification, or written request from the University for any given project, the selected pre-qualified contractors for that trade will be invited to participate in a ‘site visit’ where the proposed project and associated services will occur to acquire a full understanding of the nature and scope of the project to be accomplished.

2. To remain compliant with current Commonwealth and University legislation, policies and procedures, including aforementioned Executive Order 35 (2019), the VPPA and DEB, the University will issue project notifications to the selected pre-qualified contractors for the associated trade(s) required for the project, as specified below:

a) <$10,000:

i. Informally solicit Request for Quotations via email notification to ONLY those Pre-Qualified Contractors for the associated trade(s) that are certified as a MICRO business through the Commonwealth’s Department of Small Business and Supplier Diversity (“DSBSD”);

ii. The selected Contractors may respond to the Request for Quotations via email, USPS or other delivery services, or hand deliver, in accordance with the response requirements specified in the notification request.

iii. If the low cost is deemed by the University to be unfair and unreasonable, or upon due diligence by the University it is determined that no “Micro” contractors in the required trade(s) exist, or were not willing to submit a quotation, the University may seek Request for Quotations from DSBSD certified SMALL business within the required trade(s).

iv. Award shall be made by either issuing an eVA purchase order, or using the University’s PCARD when the transaction is less than $5,000.00..

v. The Contractor shall begin the work as stated in the University’s notification, unless otherwise modified on its proposal. If no starting time is stated, the work shall begin within five (5) working days of receipt of the purchase order or as scheduled by the University's representative. The typical work hours shall be between 8 AM to 5 PM, Monday through Friday, unless otherwise approved by the University.

c) $10,000 - $100,000:

i. Informally solicit Request for Quotations via email notification to ALL Pre-Qualified

Contractors for the associated trade(s), including those that are not certified as either a MICRO or SMALL business through the DSBSD.

ii. The selected Contractors may respond to the Request for Quotations via email, USPS or other delivery services, or hand deliver, in accordance with the response requirements specified in the notification request.

iii. Award shall be made in accordance with Executive Order 35 to the lowest responsive and responsible Quoter, including “Micro” or “Small” contractors when the price quoted is fair and reasonable and does not exceed five-percent (5%) of the lowest responsive and responsible non-certified Quoter.

iv. Award shall be made by using DEB’s CO-9 Form, Construction Contract, and issuing an eVA Purchase order.

v. The Contractor shall begin the work as stated in the University’s notification, unless otherwise modified on its proposal. If no starting time is stated, the work shall begin within five (5) working days of receipt of the purchase order or as scheduled by the University's representative. The typical work hours shall be between 8 AM to 5 PM, Monday through Friday, unless otherwise approved by the University.

d) >$100,000:

i. The Department of Procurement Services shall informally solicit via email to ALL

Contractors listed for a required trade(s), a request for written sealed bids.

ii. The selected Contractors may ONLY respond to the request by providing a written sealed response, delivered to the Department of Procurement Services in accordance with the instructions specified in the notification(s).

iii. Procurement Services shall receive the informal sealed bids on the due date and time specified, documenting same.

iv. Procurement Services shall open the informal sealed bids twenty-four (24) hours after the specified due date and time.

v. If the low cost is deemed by the University to be unfair and unreasonable, or upon due diligence by the University it is determined that no pre-qualified contractors in the required trade(s) exist, or were not willing to submit a quotation, the University may seek project pricing via use of the competitive formal sealed Invitation for Bids (“IFB”) process.

vi. Award shall be made by using DEB forms CO-9.1 (Notice of Intent to Award), CO-9 Form (Construction Contract), and CO-9.2 (Notice to Proceed), and by issuing an eVA Purchase order.

vii. The Contractor shall begin the work as stated in CO-9.2. The typical work hours shall be between 8 AM to 5 PM, Monday through Friday, unless otherwise approved by the University.

3. Regardless of project dollar threshold, the University shall develop a notification request for each project, which shall include:

a) the Scope of Work and associated A/E design/drawings as may be deemed necessary or required;

b) Instructions for project site visit, as deemed necessary;

c) Allowable work hours and target date(s) for project completion;

d) Informal bid pricing form;

e) Instructions for submittal procedure, document requirements, and due date and time; and

f) Incorporation by reference DEB’s CO-7 Form (General Terms and Conditions)

4. If during the performance of the work, through no fault of their own, the Contractor finds that the project will exceed the cost proposal, the Contractor shall notify the University, in writing, of the new proposed cost and the reasons why a change order is needed to complete the project. The University shall respond in writing, either by approving the change order or by modifying the project to keep costs within the original cost proposal. Additionally, the University reserves the right to furnish any or all materials, parts, supplies and equipment required to complete a project.

5. Rapid response to emergency calls is of the utmost importance in this service contract. The contractor shall have qualified service personnel on the job site within four (4) hours from the time the emergency call for service is placed. This service shall be available 24 hours a day, 7 days a week, whenever necessary. Any instance where the contract Contractor cannot provide the required services within the acceptable time frame, the University shall reserve the right to purchase these items on the open market.

6. Recycling: On projects where materials are being removed from the University that are going to be recycled, Contractor shall report the types and weights of the recycled materials. This may include construction materials (concrete, asphalt, metals) or packing/shipping materials (corrugate and pallets) or any other materials being recycled. In coordination with the University the University may accept these materials for disposal by the University. In addition, the University encourages sustainable practices.

7. The Contractor shall be responsible for providing the appropriate installers workers, trades, mechanics, helpers, etc. required to accomplish the work.

8. The Contractor shall be responsible for the work activities of their employees.

9. The University reserves the right to require the Contractor's employees to arrive on the site properly attired in clean clothes (or uniforms) and have identification (badges or patches) of themselves and the company for whom they work.

10. Unless specifically requested and/or approved by the University, no apprentices or helpers shall be sent to the job site by themselves.

11. The Contractor shall, when necessary, coordinate their work with the work of the in-house maintenance personnel and/or any other contractors.

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

13. The contractor shall be responsible to assure that all materials used are compatible with existing materials and equipment of the work site involved. All materials shall be new. In addition, the University reserves the right to provide materials, supplies, and accessories from any surplus the University may have inventory.

14. All services performed by craftsmen shall be skilled and licensed (if applicable) in their trades and shall be done in accordance with the Virginia Uniform State-Wide Building Code and the current editions of, but not limited to, the following codes and standards:

Building Officials and Code Administrators (BOCA) American National Standards Institute (ANSI)

American Society of Testing Materials (ASTM) American Society of Mechanical Engineers (ASME) National Electrical Code (NEC) Occupational Safety & Health Administration (OSHA) Virginia Occupational Safety & Health (VOSH)

15. Upon completion of the project, but prior to payment, the Contractor will be required to submit an invoice, as outlined in section IX. Method of Payment Processing. Invoices will be reviewed and approved by the University prior to submission for payment. Those invoices not provided in the University’s format will be returned for correction.

E. TRADES:

1. Roofing:

The Contractor shall provide all general roofing services including, but not limited to the following:

a. Perform roofing installations/renovations and maintenance/repair to include but not limited to shingle, single ply, and multiple ply built up roofs, valleys, drain bowls, parapet walls, flashing, guttering, down spouts, seems, pitch pockets, etc.

b. Locate source of roofing system leaks and recommend materials to repair leaks. Remove and install composite shingle roofing. Apply roofing repair materials in accordance with manufacturer's recommendation.

c. Contractor shall be certified to install, at a minimum two of the listed manufacturer as shown below for those type of roofs included here on the campus of the University

1) Firestone;

2) Goodyear;

3) Carlisle;

4) John Manville;

5) CertainTeed;

6) General Aniline and Film (GAF);

7) DuroLast.

Examples of duties in this Class:

-Troubleshoot and locate source of a roof leak;

-Select proper new roofing material to be compatible with existing roofing system material;

-Prepare roof surfaces for patching by following the manufactures recommendations;

-Install new roof, tie into old roof properly;

-Check roof patch for water tightness. Report and document results.

Qualification Standards:

Demonstrated/detailed knowledge of the practices and procedures of the roofing trade; general knowledge of the qualities, adaptability and uses of various roofing materials, practices and techniques; general knowledge of the roofing section of pertinent building codes; ability to skillfully use roofing tools; ability to work from blueprints, sketches, written and/or oral instructions.

Contractor shall hold at the time of RFQ submission, the Commercial Improvement (CIC) or the Roofing Contracting (ROC) specialty trough the Department of Professional and Occupational Regulation (DPOR), or be recognized by the “National Roofing Contractors Association”. Contractor shall submit their “NRCA” certificate along with their submittal package.

2. Plumbing:

The Contractor shall provide all general plumbing services including, but not limited to the following:

a. Plumbing and pipe fitting installations/renovations and maintenance/repair of domestic water lines, valves and fixtures including hot water heaters and tanks.

b. Installation, maintenance and repair/replacement of bathroom fixtures such as basins, commodes, and urinals including valves, valve stems and washers.

c. Installation, maintenance and repair/replacement of kitchen/laboratory systems, i.e., but not limited to, basins, water, gas, air, and vacuum lines including replacement of valves, valve stems, washers, etc.

d. Maintain/repair valves and assorted hardware on steam lines and hot water lines, and chilled water lines.

e. Locate and clear all blockages in commodes, urinals, sinks and drain lines.

f. Maintain and repair water pipe leaks throughout and under the building.

g. Perform maintenance, repair and / or replacement of campus sewerage lines.

h. Cleaning of sewer and / or storm sewer lines.

i. Visual and/ or video camera inspection of sewer and storm water lines.

Examples of Duties in this Class:

-Perform troubleshooting operations on plumbing and heating/cooling system;

-Perform corrective maintenance on equipment related to plumbing and heating/cooling systems;

-Clear/Open clogged drains and flush grease traps;

-Adjust and/or repair leaking faucets and other outlets;

-Assemble piping systems.

The plumber mechanic shall hold a current Master’s or Journeyman's plumbing license and have a demonstrated/detailed knowledge of the practices and procedures of the plumbing, heating/cooling, and steam fitting trade; general knowledge of the qualities, adaptability and use of various pipes, fittings and fixtures;

practical knowledge of plumbing codes; ability to skillfully use plumbing tools; ability to work from blueprints, sketches, written and oral instructions. In addition, Contractor shall hold at the time of RFQ submission, the Plumbing Contractors (PLB) classification through the Department of Professional and Occupational Regulation (DPOR).

3. Electrical:

The Contractor shall provide all general electrical services including, but not limited to the following:

a. Perform electrical work with responsibility for determining work methods to be used in accomplishing assignments. The Contractor shall assign and review the requested work and shall be consulted for the interpretation of unusual or complicated problems.

-Installation of electrical systems in conduit, i.e., E.M.T., I.M.T., rigid, and P.V.C., in various sizes;

-Installation and connection of electrical equipment to include light fixtures, switches, receptacles, controllers, electric motors, and other electrical devices;

-Test circuits for continuity and proper connections, using various testing devices;

-Installation and corrective maintenance of various electrical systems, panel boxes, control boxes, etc.;

-Connects completed electrical circuits to power source and tests operation of all installed equipment;

-Diagnose and locate problems occurring in malfunctioning electrical systems such as thermostats, fire alarms, lighting systems and electrical shop equipment;

-Test equipment using voltmeter, ammeter, Simpson meter, etc.;

-Install different types of cables such as fiber optic, coax, and Ethernet for telephone and data lines;

-Check electric motors, repair and replace if necessary;

-Maintain, install and repair such equipment as fans, heating appliances, all types of lighting systems, connections for office machines, distribution panels, etc.;

Electrician shall have a current Master’s or Journeyman's electrical license. Must have a demonstrated/detailed knowledge of the standard practices, materials and procedures of the electrical trade;

demonstrated/detailed knowledge of the design, installation, maintenance and repair of electrical systems and equipment. Ability to interpret and work from sketches, blueprints, wiring diagrams and oral instructions. In addition, Contractor shall hold at the time of RFQ submission, the Electrical Contractors (ELE) classification through (DPOR).

4. Heating, Ventilation, Air-Conditioning (HVAC):

The Contractor shall provide all general HVAC services including, but not limited to the following:

a. Perform journeyman level HVAC service and installation work with responsibility for determining work methods to be used to accomplish tasks; same comments as above

b. Plan work details and follow sketches, blueprints, operating and service manuals. Department supervisors assign and review the work and are consulted for the interpretation of unusual or complicated problems.

-Trouble-shoot problems, determine causes and recommend various solutions;

-Provide written report of diagnosis and recommendations;

-Procure necessary spare parts, install and test for proper operation;

-Perform required oil tests; test tubes, perform eddy current tests;

-Make repairs to reciprocating compressors;

-Diagnose control problems.

-Make written reports including calculations, conclusions and recommendations;

-Repair and replace pneumatic control systems, i.e., Johnson, Robert Shaw, or other manufacturers as required.

The HVAC mechanic shall hold a current Journeyman's mechanical license and have a demonstrated/detailed knowledge of the standard practices, materials and processes of the HVAC trade; demonstrated/detailed knowledge of the design, installation, maintenance and repair of HVAC systems, apparatus and equipment;

ability to lay-out work details; ability to interpret and work from sketches, blueprints, manuals and oral instructions. As required, a demonstrated/detailed knowledge of the design, construction and maintenance and repair of HVAC equipment. Also, the Contractor shall be licensed and certified for handling HCFC's and CFC's. Contractor shall hold at the time of RFQ submission, the HVAC Contractors (HVA) classification through (DPOR).

5. Painting:

The Contractor shall provide all general painting services including, but not limited to the following:

a. Clean and prepare various surfaces to include power washing as designated by the University's representative;

b. Surfaces to be painted may be exterior as well as interior and consisting of various materials, i.e., plaster, dry wall, masonry, wood, etc.;

c. Ability to plan working details and follow sketches, blueprints and oral instructions;

d. Provide all necessary tools, equipment and labor to perform the required work. Facilities

Management, Student Housing and Webb Center may, at their option, provide paint for jobs contracted under its authority.

-Prepare surfaces by using sandpaper, brushes, steel wool, and power washers;

-Remove old paint using chemicals, scrapers, wire brushes, power washers, etc.;

-Fill nail holes, cracks and joints with putty, plaster and other approved fillers;

-Use approved pre-mixed paints or may use tint machine according to pre-determined paint color formulas;

-Apply coats of premier, paint, varnish, stain, enamel or lacquer to interior and exterior surfaces, trimmings and fixtures of buildings and other structures;

-Uses brushes, spray gun and paint rollers as requested by the University's representative;

-Furnish and uses scaffolding and/or ladders, as needed.

Journeyman painter with excellent knowledge of the standard practices, materials and procedures of the painting trade; ability to use the tools and materials of the trade; ability to work from rough sketches and blueprints. Ability to provide all necessary material, equipment and labor to complete projects in a timely fashion.

6. General Contractor:

The Contractor shall provide all general construction services to complete a project including standard structural trades (carpentry, concrete, drywall, acoustical ceilings, flooring, cabinetry, etc.), locksmith, mechanical trades and electrical services. The contractor will be responsible for the coordination of all trades to complete the project within the agreed timeframe.

Examples of duties in this class:

-Minor renovation work including structural, mechanical and electrical work to perform small renovation projects in classrooms, administrative offices, research and lab facilities;

-Concrete work for sidewalks, retaining walls, foundations, etc.

The General Contractor shall demonstrate appropriate expertise and required licenses to perform work that includes construction, remodeling, repair, improvement, or demolition of governmental buildings and structures. Thorough knowledge of the various construction trades and demonstrated ability to coordinate efforts of staff either provided by general contractor and/or subcontractors. Shall have the ability to keep a project on schedule and ensure timely completion of work involving multiple trades. In addition, Contractor shall hold at the time of RFQ submission, the ‘Commercial Building Contractors’ (CBC) classification through

(DPOR).

7. Caulking Repair:

The Contractor shall provide caulking and sealing services for all general building structures including, but not limited to the following:

a. Identify and repair caulking and sealant failures on University buildings;

b. Provide all supervision, equipment and material to perform required work;

c. Work to be performed on all applicable aspects of building construction.

-Building windows;

-Atriums;

-Expansion joints;

-Coping / flashing joints

Excellent knowledge of the standard practices, materials and procedures of caulking and sealants. Ability to use the tools and materials of the trade, interpret and work from sketches, blueprints, specifications and oral instructions. Ability to work on all building surfaces from various access points, including over atriums and exterior walls of multi-story buildings.

8. Paver Installer:

The Contractor shall provide, but not limited to, the following services:

a. Prepare, install, lay, set, bed, point, patch cut and fit, align and level pavers;

b. Provide all supervision, equipment and material to perform required work.

-Prepare an area for layout;

-Have specialty tools needed to do job from start to finish;

-Compact soil, layer bedding sand and place edge restraints;

-Inspect sub-base for, and eliminate voids when repairing existing pavers or establish new pavers section;

-Establish / repair both vertical interlock and flexible brick pavers.

Excellent knowledge of the standard practices, materials and procedures for establishing or repairing pavers.

Ability to use the tools and materials of the trade, interpret and work from sketches, blueprints, specifications and oral instructions. Contractor shall be responsible for locating all utilities. Contacting Miss Utility within the limits of the work area and coordinating with University staff on University owned utilities.

9. Casework / Carpentry:

The Contractor shall provide all general carpentry / casework services including, but not limited to the following:

a. Construct, erect, install, renovate, and repair casework, cabinets, counter tops, and other furnishings as directed by University representative(s);

b. Ability to perform multi-trade functions that may include finish carpentry, cabinetry, woodworking, drywall repairs, flooring, door repairs, countertops repairs, etc.;

c. Ability to plan working details and follow sketches, blueprints and oral instructions;

d. Provide all necessary tools, equipment and labor to perform the required work.

-Installation, repair, and finishing including baseboards, trim, doors and window casing, stair railings, cabinetry, countertops, and other millwork;

-Prepare surfaces by using sandpaper, brushes, steel wool, for primer, paint, varnish, stain, enamel, lacquer to interior surfaces, trim, and other wood fixtures in buildings;

-Prepare drawings for cabinetry, framing, and other construction projects as needed;

-Provide mock-ups for University’s Contract Administrator for approval prior to commencing work;

-Build cabinets, vanities, trim out bathrooms, tubs, shower, and surrounding areas within a University setting;

-Finish trim work in room additions, buildings, offices, etc. as needed by the University;

-Select and recommend materials for up-coming projects;

-Install cabinets, counters (to include laminate, granite, solid surfaces, etc.), molding, etc.

Journeyman in…