Technical Training Engineering Services for the VA SCR (RFP# UVA-00089-DS022024).pdf

Request for Proposal

Technical Training & Engineering Services for the

Virginia Safety Circuit Rider Program

RFP# UVA-00089-DS022024

Issued by:

The Rector and Visitors of University of Virginia

Procurement and Supplier Diversity Services

Charlottesville, Virginia

A VASCUPP™ Member Institution

I. GENERAL INFORMATION

Request for Proposal Name: Technical Training & Engineering Services for the

Virginia Safety Circuit Rider Program

RFP Number: RFP# UVA-00089-DS022024

Issue Date: February 28, 2024

Brief Description: The Rector and Visitors of University of Virginia on behalf of its

Department of Civil and Environmental Engineering (“University”) seeks proposals from qualified Firms to provide Technical Training & Engineering Services for the Virginia Safety Circuit

Rider Program (“Services”) on an as-needed basis. The requested Services would primarily include outreach and training efforts for the Virginia Local Technical Assistance Safety Circuit Rider

Program (“SCR”), which was designed to provide safety-related information, technical training, technology transfer, and assistance to local government agencies across the Commonwealth of

Virginia that are responsible for maintaining their own roadways.

For ease of reference, each firm or individual receiving this Request for Proposal (“RFP”) is referred to as a “Firm”, and each Firm or individual selected to provide Services for University will be referred to as a “Selected Firm”. This RFP states the instructions for submitting proposals and the procedure and criteria by which a Firm may be selected. University intends to select multiple Firms for an award and establish those Firms as “Contract Vendors” who are pre-qualified to provide Services to University on an as-needed basis. Please note that becoming a

Selected Firm/Contract Vendor does not guarantee that University will request any Services during the agreement period. In addition, Selected Firms may be asked to provide Services to entities outside of University (other colleges, state agencies, etc.) without going through another

RFP process due to cooperative language contained in this RFP (See Agreement Attachment 1, Provision T, ‘Cooperative Procurement / Use of Agreement by Third Parties’).

RFP Schedule and Information:

• Pre-Proposal Questions:

If the Firm has any questions about this RFP before the Proposal Due Date (see below), the questions must be received by Friday, March 8, 2024, by 5:00 p.m. EST, to ensure

University has adequate time to respond. To submit pre-proposal questions, email:

dts6c@virginia.edu.

• Proposal Due Date: Monday, April 1, 2024, by 5:00 p.m. EST.

Firms should submit one original proposal via University’s RFP Sourcing Event in

JAGGAER (also found on University’s Public Postings Page at: https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=UVa). In order to submit a response to this solicitation, a Firm must be registered with University in the

JAGGAER network. If the Firm is already registered in this network, a new registration is not needed. Firms will need to utilize any current username and password associated with their original registrations to begin the response process.

If individuals from a Firm do not have access to the original registration profile, please contact JAGGAER's Customer Service department at: 1-800-233-1121. Firms that are mailto:dts6c@virginia.edu https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=UVa unsure if an original registration profile already exists with JAGGAER, please contact the

Customer Service department as well.

If your Firm has not already registered with the network, it must complete the registration process via JAGGAER’s Supplier Portal at:

https://solutions.sciquest.com/apps/Router/SupplierLogin. There is no fee to register.

University reserves the right to reject proposals received after the Proposal Due Date and time noted in this RFP. However, University may, at its complete and sole discretion, accept late proposals if acceptance of a late proposal is determined to be in the best interest of University.

When submitting proposals, University is requesting the following separate documents (if applicable):

(a) Proposal responses, with the naming convention “Firm Name – Proposal”, and responses organized in the order in which the requirements are presented in the RFP (Section IV). The full proposal should be attached as a ‘Supplier

Attachment’ in the Sourcing Event.

(b) Award Agreement Addendum in Word format (see Section IV.D.i.a.). Use the naming convention “Firm Name – Award Agreement Addendum”. If applicable, this document should be attached as a ‘Supplier Attachment’ in the

Sourcing Event.

(c) Contractual Provision Addendum in Word format (see Section IV.D.ii.a.).

Use the naming convention “Firm Name - Contractual Provisions

Addendum”. If applicable, this document should be attached as a ‘Supplier

Attachment’ in the Sourcing Event.

(d) Sample Statement of Work in Word format (see Section IV.D.v.a.). Use the naming convention “Firm Name – Sample Statement of Work”. This will be a file upload in the Sourcing Event and should be attached as a ‘Supplier

Attachment’ in the Sourcing Event.

(e) Services Proposal and Fees in Word format (see Section IV.E.). Use the naming convention “Firm Name – Services Proposal and Fees”. This will be a file upload in the Sourcing Event. This will be a file upload in the

Sourcing Event and should be attached as a ‘Supplier Attachment’ in the

Sourcing Event.

• Negotiations:

Negotiations are scheduled to begin in May 2024.

• Expected Award Date:

Awards will be made on a rolling basis, but initial awards are expected to be made to Selected Firms by June 2024.

Expected Term: The initial term of any resulting award agreement is expected to be for three

(3) years with the ability to renew for up to three (3) additional years upon mutual agreement.

Proposal Offer Period: The Firm agrees that submitting a proposal constitutes an offer that will remain open and irrevocable for 180 days from the Proposal Due Date.

https://solutions.sciquest.com/apps/Router/SupplierLogin

Rejection of Proposals: University reserves the right to reject any or all proposals received.

Non-acceptance of a Firm's proposal will mean that one or more proposals were deemed more advantageous to University or that all proposals were rejected. Firms whose proposals are not accepted will be notified after a binding contractual agreement between University and Selected

Firm(s) exists or when University rejects all proposals.

Communication with University: During this procurement, all communication regarding this

RFP must be directed to the Procurement & Supplier Diversity Services office and the contact(s) listed below.

• Refer all questions/correspondence about the RFP to:

Devon Stribling

Procurement Category Manager, Services & Athletics

Phone: (434) 924-1742

Email: dts6c@virginia.edu

• Refer all issues directly related to Small, Women-owned, and Minority-owned

(“SWaM”) businesses and SWaM subcontracting opportunities to:

Shannon Wampler

Supply Chain Business Analyst

Email: saw2w@virginia.edu

The RFP has been posted on Procurement and Supplier Diversity Services website and can be downloaded at UVA Public Postings. It is the Firm’s responsibility to ensure that the latest version of the entire RFP and related links are reviewed before submitting a proposal. Addenda and attachments are posted if issued. University encourages Firms to check the website frequently for any changes before the Proposal Due Date. Please contact JAGGAER's Customer Service department at 1-800-233-1121 if the Firm has trouble accessing the RFP from the web and if issues persist thereafter, email pur-rfp@virginia.edu. For questions about the content of the RFP, contact the Buyer listed above. Additional information can be found on the Procurement and Supplier Diversity

Services website.

Contract Administrator: Te University will identify a Contract Administrator for any

Agreement that results from this RFP. This individual will be the point of contact at University for day-to-day operations, but only an authorized representative from University’s Procurement and Supplier Diversity Services team will be able to approve amendments to this Agreement or price changes. Information for these individuals can be found in RFP Attachment A, Section

II.E.

mailto:saw2w@virginia.edu https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=UVa mailto:pur-rfp@virginia.edu mailto:pur-rfp@virginia.edu https://uvafinance.virginia.edu/procure-goods-services https://uvafinance.virginia.edu/procure-goods-services

Virginia Freedom of Information Act: Except as provided, once an award is announced, all proposals submitted in response to this RFP will be open to inspection by any citizen, or interested person, Firm, or corporation, in accordance with the Virginia Freedom of Information

Act. Trade secrets or proprietary information submitted by a Firm before or as part of its proposal will not be subject to public disclosure under the Virginia Freedom of Information Act only under the following circumstances: (1) the appropriate information is clearly identified by some distinct method such as highlighting or underlining; (2) only the specific words, figures, or paragraphs that constitute trade secrets or proprietary information are identified; and (3) a summary page is supplied immediately following the proposal title page that includes (a) the information to be protected, (b) the section(s)/page number(s) where this information is found in the proposal, and (c) a statement why protection is necessary for each section listed. The Firm must also provide a separate electronic copy of the proposal (email, CD, etc.) with the trade secrets and/or proprietary information redacted. Information regarding the accessibility of the

Services under consideration, particularly compliance with Web Content Accessibility

Guidelines (WCAG) accessibility standards, and including the interactive administrative consoles required to utilize these Services, must be exempt from any non-disclosure request. IF

ALL THESE REQUIREMENTS ARE NOT MET, THE FIRM’S ENTIRE PROPOSAL WILL

BE AVAILABLE FOR PUBLIC INSPECTION.

Important: Any trade secrets or proprietary information submitted with a proposal (original or copy) for which the Firm seeks protection from public disclosure must follow the requirements outlined above. A Firm may not request that its entire proposal be treated as a trade secret or proprietary information, nor may it request that its pricing/fees be treated as a trade secret or proprietary information or otherwise be deemed confidential.

II. SCOPE OF SERVICES

University seeks proposals from qualified Firms to provide Technical Training & Engineering

Services for the Virginia Safety Circuit Rider Program (“Services”) on an as-needed basis.

Firms will be selected as pre-qualified, “Contract Vendors” (also known as “Selected Firms”) according to expertise in the respective disciplines. Proposals shall be clearly organized. University may pre-qualify Firms in whole or in part and will select Firms in the manner that best meets the needs of University, based on the evaluation criteria set forth in this

RFP. Preference may be given to Firms demonstrating the ability to provide the full range of

Services.

Work will be given to Selected Firms individually during the term of any resulting agreement. Projects may be distributed in a number of manners – based on its knowledge of a

Selected Firm’s expertise in a given area, competitively bid amongst all pre-qualified, Contract

Vendors, or by other means determined to provide the best overall value to University. Note that no work is authorized to any Selected Firm without a University-issued Purchase Order, and no minimum or maximum amount of work is guaranteed to any Selected Firm under any resulting agreement.

The scope of each project will be determined at the time of the request. Selected Firm(s) will work with University’s Department of Civil and Environmental Engineering and Center for

Transportation Studies (“CTS”) to provide the requested Services.

Virginia Local Technical Assistance Safety Circuit Rider Program (“SCR”):

University’s CTS and the Virginia Transportation Research Council (“VTRC”)/the Virginia

Department of Transportation (“VDOT”) have established a framework agreeable for use in the

Virginia Local Technical Assistance Safety Circuit Rider Program (“SCR”). SCR was designed to provide safety-related information, technical training, technology transfer, and technical assistance to local government agencies across the Commonwealth of Virginia that are responsible for roadway safety. Services of SCR are designed to support local agencies who may lack the resources or the technical expertise to properly identify, diagnose, and treat traffic safety problems.

Requested services can be separated into two (2) main categories as defined and detailed below:

Note: The number of Services will be determined and adjusted on a yearly basis, but the overall target budget will remain the same.

1. Outreach – A crucial element of SCR is for Selected Firm(s) to travel throughout the

Commonwealth of Virginia and conduct outreach directly to local agencies so that they may be aware of the resources available through VDOT and the Federal Highway

Administration (“FHWA”) that could assist with planning for and securing safety funding. Outreach often involves virtual meetings and phone calls as well as in-person visits to local agencies. If a requested Service requires in-person visits, Selected Firm(s) will be responsible for all travel logistics needed to ensure the outreach deliverables.

Costs associated with travel logistics must be incorporated as part of each Deliverable

Fee included in the Firm’s response to Agreement Attachment 3, Services Proposal and

Fees.

a. Road Safety Assessment (“RSA”) Deliverables:

i. RSA – Kick-Off Meeting/Training (3 per year):

− Outreach and Identification of Local RSA Candidate

− Outreach and Identification of Local RSA Stakeholder Team

− Coordinate and Implement Kick-Off Meeting

− Identify and Deliver Relevant Training Modules to RSA

Stakeholder Team

ii. RSA – Fieldwork/Training (3 per year):

− Gather Site Data via Dashboard Videos, Traffic Counts, Onsite

Observations, etc. at locality-maintained intersections, as identified by the RSA locality stakeholder team

− Coordinate and Implement Field Visit with RSA Stakeholder

Team

− Identify and Deliver Relevant Training Modules to RSA

Stakeholder Team, as needed

iii. RSA – Follow-Up Meeting/Training (3 per year):

− Assemble Data from Field Visit

− Prepare Materials for Follow-Up Meeting/Discussion

− Coordinate and Implement Follow-Up Meeting

− Identify and Deliver Relevant Training Modules to RSA

Stakeholder Team, as needed

iv. RSA – Final Report/Recommendations (3 per year):

− Create Draft Report with Safety Recommendations

− Discuss, Edit, Obtain Consensus with RSA Candidate

− Discuss, Edit, Obtain Consensus with VTRC/VDOT Partners

− Provide Final Report/Recommendations to RSA Candidate and

Post on SCR Website

b. Technical Assistance Deliverable (20 per year):

i. Identification/ Initial Meeting / Acceptance Meeting

ii. Kickoff Meeting – Meet with stakeholders in a locality and tell them about all the services that SCR has to offer (Crash Data Analysis, Safety Funding Application Assistance, training programs, RSAs, etc.)

iii. Crash Data Presentation – For those localities that are interested, analyze their crash data and then present that analysis to them in a presentation.

c. Safety Funding Application Assistance (10 per year):

i. Meet with localities specifically to explain to them the process and how to apply for the Virginia Highway Safety Improvements

Program(“VHSIP”) funding.

d. Attendance of VHSIP District Traffic Engineer (“DTE”) Meetings (Monthly, per year):

i. Selected Firm(s) will attend VHSIP District traffic Engineer Meetings monthly. Attendance at meetings helps to ensure that the DTEs in each of the 9 VDOT districts know Selected Firm(s) and the outreach activities that they are performing in their districts. In a calendar year, it is expected that Selected Firm(s) attend(s) at least 2 meetings in every VDOT district.

2. Training – Another crucial element of SCR is to ensure agencies are able to receive the training needed to implement safe measures in their communities. As part of these trainings, Selected Firm(s) will be responsible for supplying instructors for SCR Road

Safety Champion Program, and also for additional classes as expertise allows. If a

Selected Firm is unable to fulfill instructor requirements, it must notify University with enough advance notice for te University to find a suitable instructor. Again, if a requested Service requires in-person visits, Selected Firm(s) will be responsible for all travel logistics needed to ensure the outreach deliverables. Costs associated with travel logistics must be incorporated as part of each Deliverable Fee included in Firm’s response to Agreement Attachment 3, Services Proposal and Fees.

a. Development of Safety Circuit Rider Classes: At times, VDOT or University may request that a new class be developed on a specific topic, or due to substantial changes in regulations, a current class may have to be overhauled. To keep as up-to-date as possible, SCR expects that Selected Firm(s) will need to develop and/or substantially overhaul at least one (1) class per year, with the possibility of additional class developments.

b. Safety Circuit Rider Classes: The following list includes typically taught SCR classes throughout a calendar year. Classes from this list are typically repeated for a total of 33 per year.

i. ADA and Public Right of Way

ii. Bicycles and Pedestrians

iii. Combating Roadway Departures

iv. Crash Data, What Next?

v. Falls Protection

vi. Intro to Highway Safety Fundamentals

vii. Road Safety Assessment

viii. Roundabouts

ix. Safe Drainage and Maintenance

x. Safety Effects of Roadway Design

c. Road Safety Champion Program: The Virginia Road Safety Champion Program is an annual program that consists of forty-two (42) half-day and four-and-a-half

(4.5) full-day modules that are all hosted online via the UVA Transportation

Training Academy within the CTS. In addition, there are six (6) full-day modules that must be administered in various locations across the Commonwealth of

Virginia, in-person. Selected Firm(s) will be responsible for supplying instructors for this program and will work with CTS on logistics to hold modules virtually and/or in-person as needed. It is expected that online classes still be “hybrid”, in that they would be a mixture of pre-recorded content as well as live interaction with participants. The figure below shows an example schedule for the 2023 Road

Safety Champion Program.

d. Roundtables (4 per year): Four (4) Roundtable discussions should be planned and hosted online in conjunction with CTS throughout the year on applicable and timely transportation safety topics.

Target Deliverables: All annual deliverables are expected to be completed by and dispersed throughout the contract year. It is expected that all online or hybrid classes be delivered through

University’s Learning Management System (“LMS”). University will be responsible for the registration of participants, the marketings, and the scheduling of all classes. University will also provide an online facilitator for all classes that will keep track of registration, marketing materials, and scheduling information, as well as ensure Selected Firm(s) have online classes set up correctly in LMS. The minimum number of participants for a class to run as scheduled is five

(5). If two (2) to four (4) participants are registered, the class may be allowed to run in a “self-paced” mode, in which the instructor is not required to give live lectures, and participants will pace through all online materials themselves. The instructor would meet with each participant at the end of the day for a brief discussion of the materials. If only one (1) or no participants are registered for a class, the class will be rescheduled. It is also expected that Selected Firm(s) provide University and CTS with a monthly progress report summarizing the outreach, meetings, and classes delivered each month, as well as a proposed set of plans for the upcoming month.

Target Budget: $200,000.00 - $250,000.00, annually

III. BASIS OF SELECTION

University will evaluate proposals, and the selection of Firms will be on the basis of:

• The Firm's ability to provide University with the Services as described in Section II.

Background / Scope of Services, and the quality of the proposal, specifically, responsiveness to requirements and adequacy of information provided (25%);

• The Firm’s experience and demonstrated efficacy in providing Services similar to those described in this RFP, including the Firm’s references from other Higher Ed clients

(40%);

• The Firm’s financial proposal (15%);

• The Contractual Terms that would govern the relationship between University and

Selected Firm (10%);

• The Firm’s Small, Woman-owned, and Minority-owned (SWAM) businesses status and/or the Firm’s plan for utilization of SWAM businesses (10%).

University is committed to the richness of diversity found not only within our classrooms, labs, and healthcare system, but also in our daily purchasing and business decisions. To this end, University strives to ensure maximum opportunities exist for all interested businesses. The most competitive businesses have a SWaM plan; it speaks directly to their own SWaM status and/or how they intend to utilize SWaM firms regarding this procurement as it relates to University’s SWaM spend goals in general (please refer to

RFP Attachment B, SWaM Letter). University’s annual SWaM plan spend goal for firms certified by the Commonwealth of Virginia’s Department of Small Business &

Supplier Diversity (SBSD) is 37% (Small 20%, Women-owned 4%, Minority-owned 4%, Micro 1%, Service-Disabled Veteran-owned 3%, Employment Service Organization 1%, Economically Disadvantaged Women-owned Small Business 1%, Women-owned Small

Business 1%, and Federal Service-Disabled Veteran 1%).

Overall value will be judged based upon the information provided in the Firm’s proposal in response to the applicable submission requirements of this RFP. All proposals received will be carefully evaluated by University. University then intends to conduct negotiations with two or more Firms. After negotiations have been conducted, if University chooses to make an award, University will select the Firms which, in its opinion, best meet the needs of University.

Alternately, if University determines in writing and in its sole discretion that only one Firm is fully qualified, or that one Firm is clearly more highly qualified than the others under consideration, it may decide to negotiate and award an agreement to that single Firm. In either event, University intends to execute a mutually satisfactory written agreement that will reflect and largely incorporate this RFP as reconciled with any pertinent documents, such as the proposal submitted and relevant negotiation correspondence. Because University may choose to negotiate and award to a single Firm as discussed above, each Firm must include in its written proposal all requirements, terms, or conditions it may have, and should not assume that an opportunity will exist to add such matters after the proposal is submitted.

IV. CONTENTS OF THE PROPOSAL

Proposals should include the information requested in this section. Emphasis will be on completeness and clarity of content, and proposals must be organized in the order in which the requirements are presented in the RFP. Proposals will be prepared simply and economically, providing a straightforward and concise description of capabilities to satisfy the requirements of the RFP. Firms should provide the following information and submit necessary documentation as ‘Supplier Attachments’ in the Sourcing Event:

A. Company Overview:

i. State the Firm’s legal entity name and headquarters address.

ii. Provide the name, title, address, telephone number, and email of the individual who will act as the Firm’s designated representative for purposes of this RFP.

iii. If subcontractor(s) will be used, provide their legal entity name and headquarters address, as well as confirmation of:

a. The general scope of Services to be performed by the subcontractor(s);

b. Acceptance by the subcontractor(s) to adhere to all terms and conditions of this RFP and any subsequent agreement.

B. Qualifications/Experience:

i. State the number of years of service and experience the Firm has. Firm should have at least three (3) years of prior experience in traffic safety engineering or completing deliverables similar to the Services as requested in this RFP.

ii. Describe the approach and specific capabilities that uniquely qualify the Firm for the

Services requested.

iii. Provide the total amount of annual sales, if any, the Firm has with each VASCUPP

Member Institution. A list of Member Institutions can be found on the VASCUPP site: https://vascupp.org/members.

C. Key Personnel:

i. Provide the names and brief résumés/qualifications of the service team who would be assigned to work with University on SCR. When providing this information, please also identify the individual(s) within the Firm who will have overall responsibility for the Service deliverables, the physical location in which each service team member is located, and the years of experience they have performing services similar to those requested in this RFP.

ii. Confirm that at least one member of the service team that will support University and the SCR program throughout the term of any subsequent agreement will be a qualified engineer.

https://vascupp.org/members

D. Contractual Arrangements:

i. Review the document, RFP Attachment A, Award Agreement, and confirm that if selected for an award, the Firm will agree to and abide by all terms and conditions therein. Please note: Agreeing to the terms and conditions of this document does not guarantee a Firm will be selected for an award.

a. If the Firm takes any exceptions to this document, it must indicate this in writing, and it must submit a separate document with its proposal titled “Firm

Name – Award Agreement Addendum”. This document must be a Word document utilizing ‘Track Changes’ in the ‘Review’ tab to maximize efficiency. University reserves the right to accept, reject, or edit the proposed modifications. Please note: Any exceptions a Firm takes to this document could delay and/or impact an award. If a Firm does not submit a separate addendum, then the proposal from the Firm will automatically be deemed to include/accept the terms and conditions of any resulting Award Agreement.

ii. This solicitation and any subsequent agreement are also subject to University’s

Contractual Provisions contained within Agreement Attachment 1. Review and confirm that if selected for an award, the Firm will agree to and abide by all terms and conditions therein.

a. If the Firm takes any exceptions to this document, it must indicate this in writing, and it must submit a separate document with its proposal titled “Firm

Name – Contractual Provisions Addendum”. This document must be a

Word document utilizing ‘Track Changes’ in the ‘Review’ tab to maximize efficiency. University reserves the right to accept, reject, or edit the proposed modifications. Please be advised that any exceptions a Firm takes to this document could delay and/or impact an award. If a Firm does not submit a separate addendum, then the proposal from the Firm will automatically be deemed to include/accept the terms and conditions of any resulting Award

Agreement.

iii. State the Firm’s agreement to receive payments electronically via PaymentWorks, University’s current vendor registration system. For more information about

PaymentWorks or University’s payment terms, reference Agreement Attachment 1, Contractual Provisions or these websites:

- https://suppliers.uvafinance.virginia.edu/registering-uva

- https://uvafinance.virginia.edu/resources/getting-paid-university

iv. State the Firm’s agreement to comply with University’s Information Compliance and

Security Team and complete a Vendor Security Review as needed. For more information about the Vendor Security Review, reference Agreement Attachment 1, Contractual Provisions or this website: https://security.virginia.edu/vendor-security-review-standard#2.1.

https://suppliers.uvafinance.virginia.edu/registering-uva https://uvafinance.virginia.edu/resources/getting-paid-university https://security.virginia.edu/vendor-security-review-standard#2.1 https://security.virginia.edu/vendor-security-review-standard#2.1

v. Confirm that the Firm (a) agrees to use the Sample Statement of Work (SOW) template shown in Agreement Attachment 2 or something very similar when services are requested by University, and (b) agrees that a signature will not be required by

University on the SOW. The purpose of this is to preclude having new terms and conditions introduced in a SOW that go against the terms and conditions contained in a Selected Firm’s Award Agreement.

a. Submit a separate document with the Firm’s proposed template that will be used on any future Services orders requested by University, and name the document “Firm Name – Sample Statement of Work”.

vi. State the Firm’s agreement to register with eVA and accept eVA terms and conditions prior to award (https://eva.virginia.gov/). For more information, reference this website: https://uvafinance.virginia.edu/resources/eva-information-suppliers.

E. Services Proposal and Fees:

Using Agreement Attachment 3, Services Proposal and Fees, provide the Firm’s proposed fees/rates for requested Services. The rates provided will be the maximum rates that a

Selected Firm will be able to charge during the initial term of any resulting Agreement (i.e., three (3) years). Thereafter, a Selected Firm will be able to alter its Service fees/rates, only by signing an official amendment to the Award Agreement into full effect with University.

The fee structure should include all aspects of the Firm’s operation including labor, overhead, travel expense reimbursements, and other expenses. Please detail if invoicing will be on a per-project basis, if it will be calculated at an hourly rate, or if both methods may be utilized depending on the scope of the project. Return as a separate document (name the document “Firm Name – Pricing”).

F. Small, Women-owned and Minority-owned (SWaM) Business:

It is the policy of the Commonwealth of Virginia and University to contribute to the establishment, preservation, and strengthening of Small, Woman-owned, and Minority-owned businesses, and to encourage their participant in State procurement activities. Further, University is committed to the goal of non-discrimination and to giving fair consideration for all Firms in its procurement programs. See RFP Attachment B, SWaM Letter.

Specify whether the Firm is a SWaM Business. Firms can only be considered Small, Women-owned or Minority-owned Business Enterprises if certified by SBSD. All certified

SWaM Firms will be assigned a specific identification number. No SWaM Firm is required to certify under this program and no SWaM Firm will be excluded from doing business with the Commonwealth because of its failure to certify as a SWaM Firm.

If the Firm is not a SWaM Business, University encourages Firms to provide for the participation of SWaM Businesses through partnerships, joint ventures, subcontracts, or other contractual opportunities. Please describe the Firm’s efforts to support the initiatives of

University for SWaM Business.

https://eva.virginia.gov/ https://uvafinance.virginia.edu/resources/eva-information-suppliers

G. Contract Comments:

Specify any assumptions the Firm is making in this proposal and provide any other information which University should consider in evaluating the Firm's proposal.

V. TERMS AND CONDITIONS

This solicitation and any subsequent agreement are subject to:

• Selected Firm’s agreement to register as a vendor and receive payments via

PaymentWorks, University of Virginia’s current supplier registration system

(https://suppliers.uvafinance.virginia.edu/registering-uva);

• Selected Firm’s agreement to register with eVA and accept eVA terms and conditions prior to award (https://eva.virginia.gov/); and

• University’s Contractual Provisions, see Agreement Attachment 1.

VI. ATTACHMENTS

The below attachments follow:

• RFP ATTACHMENT A: Award Agreement o Agreement Attachment 1: Contractual Provisions o Agreement Attachment 2: Sample Statement of Work

(SOW)

o Agreement Attachment 3: Services Proposal and Fees

• RFP ATTACHMENT B: SWaM Letter

NOTE: Attachments herein should be utilized when adding attachments in the Sourcing Event.

See specific instructions in this RFP for how to complete and name the Firm’s proposal files.

https://suppliers.uvafinance.virginia.edu/registering-uva https://eva.virginia.gov/

RFP ATTACHMENT A

AWARD AGREEMENT

This Agreement (# UVA-AGR-____), effective _______________, is by and between The Rector and

Visitors of University of Virginia (“University”) and ___________________________ (“Selected Firm”).

TERM

The term of this Agreement will be until July 1, 2027, with the ability to renew for up to three (3) additional years (if agreed upon in an official Amendment by University and Selected Firm), unless terminated earlier in accordance with Contractual Provision O in Agreement Attachment 1.

WITNESS

By its Request for Proposal (RFP) # UVA-00089-DS022024, issued February 28, 2024, University requested proposals from Firms to provide Technical Training & Engineering Services for the Virginia Safety

Circuit Rider Program (“Services”). In response to the RFP, Selected Firm submitted a written proposal.

University and Selected Firm wish to express in this Agreement the basis on which Selected Firm will provide the

Services to University. Accordingly, and in consideration of the mutual premises and provisions hereof, the parties hereby agree as follows:

I. Contents:

These documents are hereby incorporated into this Agreement either as an attachment or by reference:

A. Agreement Attachment 1, Contractual Provisions;

B. Agreement Attachment 2, Sample Statement of Work (SOW);

C. Agreement Attachment 3, Services Proposal and Fees;

D. The RFP# UVA-00089-DS022024 (by reference);

E. Selected Firm’s proposal in response to the RFP (by reference); and

F. Selected Firm’s negotiation responses between _____ (Selected Firm) and _____ (University) via email on _____ (by reference).

To the extent that the terms of the various Agreement documents are in conflict, the terms of this

Agreement and Agreement Attachments 1, 2, and 3 will prevail over all other Agreement documentation.

II. Specific Provisions:

A. Services:

Selected Firm will provide Technical Training & Engineering Services for the Virginia Safety

Circuit Rider Program for University on an as-needed basis. As such, University makes no guarantee that Services will be requested during the Term. The specific types of Services

Selected Firm can provide are shown in Agreement Attachment 3, Services Proposal and Fees.

B. Fees:

As requested by University, Selected Firm will provide quotes/pricing either on a fixed price or a time and materials basis. This will be reflected in Agreement Attachment 3, Services Proposal and Fees. The rates provided will be the maximum rates that Selected Firm will be able to charge during the initial term of this (i.e., three (3) years). Thereafter, Selected Firm will be able to alter its Service fees/rates, only by signing an official amendment to the Agreement into full effect with University.

C. Ordering Procedures:

Services will be ordered in the manner described in this section. University makes no guarantee as to the volume of business that may be provided under this Agreement.

A proposal for Services must be specifically requested from Selected Firm by a University department. When such Services are specifically requested, Selected Firm will prepare a proposed Statement of Work (SOW). The proposed SOW will be in the form described in

Agreement Attachment 2, Sample Statement of Work, and will reference this Agreement.

Additional Contractual Provisions may not be introduced in the proposed SOW, and the SOW may not be marked as proprietary or confidential. SOWs will be used solely to describe the personnel, services, deliverables, and applicable fees, and will be mutually agreed upon by

University and Selected Firm. University will not be required to sign or otherwise execute the

SOW.

If University desires to have Selected Firm provide the Services described in the proposed SOW, University will issue a Purchase Order. When University Purchase Order is issued, a contract exists between Selected Firm and University for the specific Services described in the applicable

SOW.

D. Invoicing:

Selected Firm is not allowed to request a prepayment/down payment. Selected Firm may, however, request payment be tied to project milestones associated with a SOW. Selected Firm will submit one original invoice referencing the correct Purchase Order number on the invoice to the appropriate University’s Accounts Payable Division. Invoices for non-catalog orders may be submitted as a pdf attachment to vendor-invoices@virginia.edu. If a Selected Firm experiences issues with the aforementioned submission method, please notify the ordering department for further assistance. More information can be found here:

https://uvafinance.virginia.edu/payments-expensing/invoices-receiving.

mailto:vendor-invoices@virginia.edu https://uvafinance.virginia.edu/payments-expensing/invoices-receiving

E. Contract Administrator:

Selected Firm will not make any commitments/comments or take actions on behalf of University without the explicit direction of the Contract Administrator.

1. Primary Administrator:

Lindsay Burden

Assistant Professor – Civil and Environmental Engineering

Director – Center for Transportation Studies

Phone: 434-243-1250

Email: lindsey.ivey.burden@virginia.edu

2. Secondary Administrator:

Selected Firm will channel all contract questions not pertaining to a specific service or department request through University’s Procurement and Supplier Diversity office and the individual named below:

Devon Stribling

Procurement Category Manager, Services & Athletics

Procurement & Supplier Diversity Services

Phone: 434-924-1742

Email: dts6c@virginia.edu

IN WITNESS WHEREOF, the parties hereto have executed this Agreement.

ACCEPTANCE

For the Rector and Visitors For Selected Firm of University of Virginia

Name: Name:

Title: Title:

Date: Date:

Agreement #: UVA-AGR-____ mailto:lindsey.ivey.burden@virginia.edu

AGREEMENT ATTACHMENT 1

Contractual Provisions

A. Nondiscrimination

During the performance of this Agreement, Selected Firm will comply with the contract provisions contained in

Section 2.2-4311 (1) & (2) of the Code of Virginia or any successor provisions which may be applicable to this

Agreement. Also, in accordance with Section 2.2- 4343.1, University does not discriminate against faith-based organizations.

B. Conflict of Interests

Selected Firm represents to University that its entering into this Agreement with University and its performance through its agents, officers and employees does not and will not involve, contribute to nor create a conflict of interest prohibited by the Virginia State and Local Government Conflict of Interests Act (Va. Code 2.2-3100 et seq), the Virginia Ethics In Public Contracting Act (Va. Code 2.2-4367 et seq), the Virginia Governmental

Frauds Act (Va. Code 18.2-498.1 et seq) or any other applicable law or regulation.

C. Independent Contractor

Selected Firm is not an employee of University, but is engaged as an independent Selected Firm. Selected Firm will indemnify and hold harmless the Commonwealth of Virginia, University, and its employees and agents, with respect to all withholding, Social Security, unemployment compensation and all other taxes or amounts of any kind relating to Selected Firm's performance of this Agreement. Nothing in this Agreement will be construed as authority for Selected Firm to make commitments which will bind University, or to otherwise act on behalf of

University, except as University may expressly authorize in writing.

D. Drug-Free Workplace

Selected Firm, its agents and employees are prohibited, under the terms of this Agreement, Code of Virginia

Section 2.2-4312, and the Commonwealth of Virginia, Department of Human Relations Management Policy

Number 1.05, from manufacturing, distributing, dispensing, possessing, or using any unlawful or unauthorized drugs or alcohol while on University property.

During the performance of this Agreement, Selected Firm agrees to 1) provide a drug-free workplace for Selected

Firm's employees; 2) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in Selected Firm's workplace and specifying the actions that will be taken against employees for violations of such prohibition; 3) state in all solicitations or advertisements for employees placed by or on behalf of Selected Firm that it maintains a drug-free workplace; and 4) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

For the purposes of this section, "drug-free workplace" means a site for the performance of work done in connection with a specific agreement awarded to a Selected Firm, the employees of whom are prohibited from engaging in the unlawful manufacturing, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of this Agreement.

E. Information Technology Access

All electronic and information technology procured through this agreement must meet the applicable accessibility standards of Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended and is viewable at http://www.section508.gov. Additionally, in accordance with § 2.2-3504 of the Code of Virginia, the following will apply to all information technology Agreements:

NON-VISUAL ACCESS TO TECHNOLOGY: All information technology (the "Technology") which is purchased or upgraded by University will comply with the following non-visual access standards from the date of purchase or upgrade until the expiration of this Agreement:

• Effective, interactive control and use of the Technology will be readily achievable by non-visual means;

• Technology equipped for non-visual access will be compatible with information technology used by other individuals with whom any blind or visually impaired user of the Technology interacts;

• Non-visual access technology will be integrated into any networks used to share communications among employees, program participants or the public; and

• Technology for non-visual access will have the capability of providing equivalent access by non-visual means to telecommunications or other interconnected network services used by persons who are not blind or visually impaired.

Compliance with the foregoing non-visual access standards will not be required if the Director of Procurement and

Supplier Diversity Services, University of Virginia determines that 1) the Technology is not available with non-visual access because the essential elements of the Technology are visual and 2) non-visual equivalence is not available.

Installation of hardware, software, or peripheral devices used for non-visual access is not required when the

Technology is being used exclusively by individuals who are not blind or visually impaired, but applications programs and underlying operating systems (including the format of the data) used for the manipulation and presentation of information will permit the installation and effective use of non-visual access software and peripheral devices.

If requested, the agreement must provide a detailed explanation of how compliance with the foregoing non-visual access standards is achieved and a validation of concept demonstration.

F. Unauthorized Alien Use

Selected Firm warrants that it does not knowingly employ an “unauthorized alien,” as such term is defined in the federal Immigration Reform and Control Act of 1986. Selected Firm furthermore agrees that, during the term of this Agreement, it will not knowingly employ an unauthorized alien.

G. Additional Federal Grant Provisions

The following provisions apply to a contract made under a federal grant: Appendix II to Part 200 - Contract

Provisions for Non-Federal Entity Contracts Under Federal Awards.

H. Assignment

Neither party to this Agreement will have the right to assign this Agreement in whole or in part without the prior written consent of the other.

I. Amendments

No amendment of this Agreement will be effective unless it is reduced to writing and executed by University's

Director of Procurement and Supplier Diversity Services and by the individual signing Selected Firm's proposal or by other individuals named by either party as specified in the Notices provision below. If Selected Firm deviates from the terms of this Agreement without a written amendment, it does so at its own risk.

http://www.section508.gov/ https://www.law.cornell.edu/cfr/text/2/appendix-II_to_part_200 https://www.law.cornell.edu/cfr/text/2/appendix-II_to_part_200

J. Notices

Any notice required or permitted to be given under this Agreement will be in writing and will be deemed duly given: (1) if delivered personally, when received; (2) if sent by recognized overnight courier service, on the date of the receipt provided by such courier service; (3) if sent by registered mail, postage prepaid, return receipt requested, on the date shown on the signed receipt, or (4) if sent by facsimile, when received (as verified by sender’s machine) if delivered no later than 4:00 p.m. (receiver’s time) on a business day or on the next business day if delivered (as verified by sender’s machine) after 4:00 p.m. (receiver’s time) on a business day or on a non- business day. All such notices will be addressed to a party at such party’s address or facsimile number as shown below.

• If to University:

Procurement and Supplier Diversity Services

University of Virginia

P.O. Box 400202

Charlottesville, Virginia 22904-4202

Phone: 434-924-4019

Fax: 434-982-2690

• If to Selected Firm:

The person signing Selected Firm's proposal in response to University's RFP, at Selected Firm's address indicated in such proposal; or to such other person or address as either may designate for itself in writing and provide to the other.

K. University Registration

Selected Firm agrees to register and remain registered as a supplier with University during the term of this

Agreement, and to comply with all applicable terms and conditions associated with registration.

L. eVA Registration / Transaction Fee

The eVA Internet electronic procurement solution is the Commonwealth of Virginia's comprehensive electronic procurement system. The portal is a gateway for Firms to conduct business with state agencies and public bodies.

All agencies and public bodies are expected to utilize eVA and all Firms desiring to provide goods and/or services in the Commonwealth are encouraged to participate in the eVA Internet e-procurement solution.

Selected Firm is required to register in the eVA Internet e-procurement solution as a condition of award and remain eVA registered during the term of this Agreement. Selected Firm will be subject to an eVA transaction fee, for which Selected Firm will be invoiced by Commonwealth of Virginia, Department of General Services. Selected

Firm may not recoup the eVA fee by invoicing University for the fee. Additional information is available at www.eva.virginia.gov

M. Waiver

No waiver of any right will be deemed a continuing waiver, and no failure on the part of either party to exercise wholly or in part any right will prevent a later exercise of such or any other right.

N. Indemnification

Selected Firm will indemnify and hold harmless The Commonwealth of Virginia, The Rector and Visitors of

University of Virginia, and its agents, employees and officials from any and all costs, damage or loss, claims, liability, damages, expenses (including, without limitation, attorneys’ fees and expenses) caused by or arising out of the performance or non-performance of this Agreement by Selected Firm or its agents or subcontractors, including the provision of any services or products. Selected Firm warrants that the products, services provided

University may be used by University without being in violation of any copyright, patent or similar property right or claim by others and will defend, indemnify and save University (its employees and agents) from and against any such claim.

http://www.eva.virginia.gov/

O. Termination

If Selected Firm fails to provide quality goods or services in a professional manner, solely as determined by

University, and, upon receipt of notice from University, does not correct the deficiency to University's satisfaction within 15 calendar days or a time agreed to by both parties in writing, University reserves the right to terminate this Agreement upon written notice to Selected Firm.

In addition, this Agreement may be terminated by University for convenience by providing 30 days’ notice.

University remains responsible for payment of all products and services it has implemented, used or purchased through the time of termination.

P. Non-Appropriation

Funding for any Agreement between University and Selected Firm is dependent at all times upon the appropriation of funds by the Virginia General Assembly and/or any other organization of the Commonwealth authorized to appropriate such funds. In the event that funding to support this Agreement is not appropriated, whether in whole or in part, then this Agreement may be terminated by University effective the last day for which appropriated funding is available.

Q.