THIRD PARTY TEMPORARY HOUSING SUPPORT

Agency: State Government of Virginia
State: Virginia
Level of Government: State & Local
Category:
  • 62 - Lighting Fixtures and Lamps
  • G - Social Services
  • R - Professional, Administrative and Management Support Services
Opps ID: NBD14089747446886689
Posted Date: Feb 10, 2019
Due Date: Mar 6, 2019
Solicitation No: RFP UCPUMW 19-986-1
Source: Members Only
RFP UCPUMW 19-986-1
  • THIRD PARTY TEMPORARY HOUSING SUPPORT
  • Status: Open
  • Time Left:23 days
  • Closing: 3/6/19 4:00 PM
  • Issued: 2/10/19 8:00 AM
  • Last Amended:
  • Buyer:Patricia Canciglia
  • pcancigl@umw.edu
  • 540-654-1237

  • Issued By:University of Mary Washington
  • Type:Request for Proposals (RFP)
  • Category:Non-Professional Services - Non-Technology
  • Work Location: See VASCUPP Zone Map
  • Web Address:
  • Pre-Bid Conference:
  • Open Responses:
  • Description:Term Contract to acquire third party support on an as-needed basis to coordinate the acquisition and management of temporary off-campus residential housing for VASCUPP Schools.

Attachments
Attachment Size Description Posted On Type
UCPUMW 19-986 Temporary Off-Campus Housing RFP FINAL.pdf (1.01 MB) UCPUMW 19-986 02/08/19 Solicitation

Attachment Preview

SEALED REQUEST FOR PROPOSAL (RFP)
ISSUE DATE:
February 10, 2019
RFP NUMBER & TITLE:
PROPOSAL DUE DATE & TIME:
PROPOSAL DELIVERY ADDRESS:
RFP UCPUMW 19-986, TERM CONTRACT TO ACQUIRE THIRD PARTY SUPPORT TO
COORDINATE THE ACQUISITION AND MANAGEMENT OF TEMPORARY OFF-
CAMPUS RESIDENTIAL HOUSING ON AN AS-NEEDED BASIS
March 6, 2019 NO LATER THAN 4PM
NOTE: Proposals received after the due date and time cannot be accepted.
University of Mary Washington
Procurement Services /Reference RFP UCPUMW 19-986
Eagle Village Executive Offices, Suite 480
1125 Jefferson Davis Hwy., Fredericksburg, VA 22401
WORK LOCATION:
All Campuses Fredericksburg Stafford Dahlgren
COMMODITY CODE(S):
97100, 95800
CONTRACT OFFICER:
PERIOD OF CONTRACT:
Patricia A. Canciglia
EMAIL: pcancigl@umw.edu
Date of Award for one year with five (5) one-year renewal periods
In compliance with this Sealed Request for Proposal (RFP) and to all the conditions imposed therein, and hereby incorporated by reference,
the undersigned firm offers and agrees to furnish the goods/services in accordance with attached signed proposal or as mutually agreed
upon by subsequent negotiation. The undersigned firm hereby certifies that all information provided in response to this RFP is true, correct
and complete.
By signing this proposal, you are certifying that you are an authorized representative of the offering firm and that the firm’s principals or
legal counsel have reviewed the Request for Proposal General Terms and Conditions and any Special Terms and Conditions. Any exceptions
to the General or Special Terms and Conditions must be clearly identified in your proposal. No exceptions can be taken to those General
or Special Terms and Conditions that are mandated by law. If no exceptions are identified in your proposal, it is understood that the
provisions will become a part of any final agreement.
THIS FORM MUST BE COMPLETED AND RETURNED WITH PROPOSAL
Name of Offering Firm:
Address of Offering Firm:
DSBSD Certification No.:
Expiration Date:
eVA ID:
Tax ID:
Email:
Telephone:
Website:
Fax:
Submitted By (Print Name & Title):
Signature (In Ink):
Page 1 of 31
Revised March 2018
Date:
1301 College Avenue
Fredericksburg, VA 22401-5300
adminfinance.umw.edu/procurement
Tel: (540) 654-1127
Fax: (540) 654-1168
procure@umw.edu
SEALED REQUEST FOR PROPOSALS (RFP)
I. QUESTIONS/INQUIRIES: All inquiries for information should be directed via email to the contract officer listed
above, referencing the RFP by title and number. No questions will be accepted after 21 February 2019, 4PM.
II. PROPOSAL RECEIPT REQUIREMENTS: Sealed Proposals for furnishing the goods/services described herein must
reach the Proposal Delivery Address Shown on Page 1 and be appropriately date/time stamped by the Procurement
Services Official Time Clock prior to the proposal due date/time in order to be considered. It is the responsibility
of the offeror to ensure that the proposal is received on time.
A. Proposals must be submitted in a sealed envelope or container that clearly identifies the contents as a
response to this RFP.
B. UMW Procurement Services Office is located in the Eagle Village Executive Offices, Suite 480, and can only
be accessed by a single elevator which accommodates the entire building. There is no stair access without
a keycard. It is imperative that you allow adequate time to make a delivery.
C. UMW requires the inclusion of a clearly marked redacted proposal if any portion of the Offeror’s proposal
contains proprietary information.
III. ADDENDA: Any changes resulting from the University’s requirements will be issued in an addendum and will be
posted on the eVA website: http://www.eva.virginia.gov. It is the sole responsibility of the Offeror to check for all
changes to the RFP prior to submission.
IV. INCLEMENT WEATHER/SUSPENDED SCHEDULE: Proposal receipt deadline scheduled during a period of suspended
state business operations, including school closing due to inclement weather, will be rescheduled for processing at
the same time on the next regular business day. It is your responsibility to check UMW’s website or call for closing
information: www.umw.edu or (540) 654-2424.
V. PUBLIC RELEASE OF INFORMATION: UMW utilizes a Public Contracts Portal (Cobblestone)
https://umw.cobblestonesystems.com/public/ for posting of procurement documents, including winning
proposals. Further, if the resulting contract includes cooperative language, the VASCUPP public portal
https://vascupp.org/contracts.php will be used to house relevant procurement documents, including winning
offeror’s proposal.
Page 2 of 31
TABLE OF CONTENTS
I. PURPOSE
4
II. ORGANIZATIONAL OVERVIEW
4
III. BACKGROUND
4
IV. CONTRACT PARTICIPATION (COOPERATIVE CONTRACT)
5
V. SMALL, WOMAN-OWNED, AND MINORITY-OWNED (SWAM) PARTICIPATION
5
VI. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS
5
VII. STATEMENT OF NEEDS
7
VIII. CONTRACT ADMINISTRATION
9
IX. EVALUATION AND AWARD CRITERIA
10
X. GENERAL TERMS AND CONDITIONS
11
XI. SPECIAL TERMS AND CONDITIONS
11
XII. METHOD OF PAYMENT
20
ATTACHMENTS
A. Zone Map
21
22
B. References (MUST BE SUBMITTED W/ PROPOSAL)
23
C. RFP Checklist (MUST BE SUBMITTED W/ PROPOSAL)
24
D. Price Schedule (MUST BE SUBMITTED W/ PROPOSAL)
25
E. Contractor’s Form Addendum
28
F. Small Business Subcontracting Plan (MUST BE SUBMTTED W/ PROPOSAL)
30-
G. SWAM Initiative Letter and SWAM Reporting
31
Note: This public body does not discriminate against faith-based organizations in accordance with §36 of the
Governing Rules or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or
any other basis prohibited by state law relating to discrimination in employment.
Page 3 of 31
I. PURPOSE:
The intent and purpose of this Request for Proposal (RFP) is to solicit sealed proposals in order to establish a
contract with one or more qualified contractors to provide Third Party Support to coordinate the acquisition and
management of Temporary Residential Off-Campus Housing on an as-needed basis at any of the eleven (11)
institutions of higher education known as the Virginia Association of State and College and University Purchasing
Professionals (VASCUPP). The location of each VASCUPP institution of higher education is identified on the zone
map provided in Attachment A. The University of Mary Washington (UMW) is sponsoring this solicitation on behalf
of the VASCUPP institutions.
II. ORGANIZATION OVERVIEW:
Founded in 1908, the University of Mary Washington, is a premier, selective, coeducational, public liberal arts
institution that offers rigorous academics in small classroom settings, innovative master teachers, a supportive
campus community that values honor and integrity, and a civically, socially, and intellectually engaged community.
Located within the Commonwealth of Virginia in Fredericksburg, UMW resides within an hour’s drive of both the
nation’s Capital of Washington, D.C. and the State Capital of Richmond, offering students unique opportunities for
internships, research excursions, and recreation. The University currently consists of three colleges for Arts and
Sciences, Business, and Education, and two additional campuses: one in Stafford, VA and the other in Dahlgren, VA.
For more information about the University of Mary Washington: http://www.umw.edu/about/.
III. BACKGROUND:
UMW BACKGROUND
UMW’s Fredericksburg campus has capacity to house an estimated 2,600 students. UMW’s six-year plan
provides for a multi-year approach to the renovation of residence halls, and residence halls have
occasionally entered into offline status for renovations, requiring the acquisition of offsite housing for
students. This solicitation is intended to provide for multiple awards to provide for third party support to
coordinate the acquisition and management of future temporary off-campus residential housing
requirements on an as-needed basis. The University will not guarantee any particular usage amount during
any period of the resulting contract, nor will it be held responsible in any way if contract usage exceeds or does
not meet this estimate.
VASCUPP BACKGROUND
The mission of the Virginia Association of State College and University Purchasing Professionals (VASCUPP) is
to:
Recognize and use effectively the common procurement principles, knowledge, experience,
challenges, support and resources of all decentralized higher education member institutions;
To be a united group with common goals of addressing the complexities of the Commonwealth of
Virginia procurement process;
Through ongoing cooperation and cohesion, better the ability of each individual member institution
to effectively provide efficient and responsive customer service in facilitating the purchase of goods
and services for their Institution; and
To support diversified vendor advocacy to enhance the capability of each member institution in
seeking open competition for the highest valued product and services.
Page 4 of 31
More information about each VASCUPP member university can be located at the following website:
https://vascupp.org.
IV. CONTRACT PARTICIPATION COOPERATIVE PURCHASING/USE OF AGREEMENT BY THIRD PARTIES: (This
clause shall be incorporated into the final Contract.)
A. Under the authority of §6 of the Rules Governing Procurement of Goods, Services, Insurance and Construction
by a Public Institution of Higher Education of the Commonwealth of Virginia (copy available at
https://vascupp.org/rules.pdf), it is the intent of this solicitation and resulting contract(s) to allow for
cooperative procurement. Accordingly, any public body (to include government/state agencies, political
subdivisions, etc.), cooperative purchasing organizations, public or private health or educational institutions or
any University related foundation and affiliated corporations may access any resulting contract if authorized
by the contractor.
B. Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor(s), the
resultant contract(s) may be extended to the entities indicated above to purchase goods and services in
accordance with the contract terms. As a separate contractual relationship, the participating entity will place
its own orders directly with the Contractor(s) and shall fully and independently administer its use of the
contract(s) to include contractual disputes, invoicing and payments without direct administration from UMW.
No modification of this contract or execution of a separate agreement is required to participate; however, the
participating entity and the Contractor may modify the terms and conditions of this contract to accommodate
specific governing laws, regulations, policies, and business goals required by the participating entity. Any such
modification will apply solely between the participating entity and the Contractor.
C. UMW shall not be held liable for any costs or damages incurred by any other participating entity as a result of
any authorization by the Contractor to extend the contract. It is understood and agreed that UMW is not
responsible for the acts or omissions of any entity and will not be considered in default of the contract no
matter the circumstances. Use of this contract(s) does not preclude any participating entity from using other
contracts or competitive processes as needed.
V. SMALL, WOMAN-OWNED AND MINORITY-OWNED (SWAM) PARTICIPATION:
It is the policy of the Commonwealth of Virginia to contribute to establishment, preservation, and strengthening of
small businesses and businesses owned by women and minorities and to encourage their participation in State
procurement activities. The Commonwealth encourages contractors to provide for the participation of small
businesses, and businesses owned by women and minorities through partnerships, joint ventures, subcontracts,
and other contractual opportunities.
VI. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS:
A. GENERAL PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS:
1. Proposal Requirements - The University reserves the right to:
accept or reject any and all proposals, in whole or in part, received as a result of this RFP,
waive minor informalities,
issue a lowered evaluation of the proposal for failure to submit all information requested,
negotiate with any or all responsible vendors in any manner necessary to serve the best interests of
the University, or accept the best proposal as submitted, without negotiation.
Any proposal submitted without a signature binding the Offeror to the proposal will be considered non-
responsive and may be rejected. This Request for Proposal creates no obligation on the part of the
University to award a contract or to compensate vendors for proposal preparation expenses.
Page 5 of 31
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