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REQUEST FOR PROPOSALS
RFP# V211-16-017
MAINTENANCE / HOUSEKEEPING UNIFORMS
RENTAL PROGRAM
5 November 2015
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Virginia Military Institute Lexington, Virginia 24450-0304
REQUEST OFR PROPOSAL (RFP)
RFP # V211-16-017
Issue Date: 5 November 2015
Title: Maintenance/Housekeeping Uniforms – Rental Program
Due Date: 1 December 2015 at 2:00 PM EST (mailed or hand delivered to the Issuing Agency)
Commodity Code: 20000 / 20085 / 20086 / 20087 /20088 / 98300 / 98386
Issuing Agency: Virginia Military Institute
Procurement Services
314 Smith Hall
Lexington, VA 24450
If Bids are mailed: send directly to the Issuing Agency shown above. If bids are hand delivered, deliver to the Virginia Military
Institute, Purchasing Office, 314 Smith Hall, Lexington, VA 24450. NO LATE SUBMISSIONS WILL BE ACCEPTED.
IDENTIFCATION OF BID ENVELOPE: The signed bid should be returned in a separate envelope or package, sealed and identified
as instructed in Section IX, paragraph H. The envelope should be addressed as directed in the heading of this Page of the solicitation.
No other correspondence or other bids should be placed in the envelope.
All Inquiries For Information Should Be Directed IN WRITING To: Mr. Brandon Brown, VMI Procurement Services -
In Compliance With This Invitation for Bid And To All The Conditions Imposed Therein And Hereby Incorporated By Reference,
The Undersigned Offers And Agrees To Furnish The Goods/Services In Accordance With The Attached Signed Proposal Or As
Mutually Agreed Upon By Subsequent Negotiation.
Name And Address Of Firm:
___________________________________________ Date: ______________________________________________
___________________________________________ By: ______________________________________________
(Signature In Ink)
___________________________________________ Name: _____________________________________________
(Please Print)
_________________________Zip Code: __________ Title: _____________________________________________
EVA Vendor ID or DUNS number ________________ Phone: (_____)_______________________________________
E-mail: _____________________________________ Fax: (_____)_________________________________________
Minority Vendor: _____ Woman owned: _____ Small Business _____ CERTIFICATION #.: ___________________________
Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, §
2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other
basis prohibited by state law relating to discrimination in employment.
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REQUEST OFR PROPOSAL (RFP)
RFP # V211-16-017
TABLE OF CONTENTS
I. Purpose ..............................................................................................Page 4
II. Small, Woman-Owned and Minority (SWaM) Participation ................Page 4
III. Background…. ....................................................................................Page 4
IV. Requirements………………………………………………………..…….Page 5
V. Evaluation and Award..……………………………………………..…….Page 8
VI. Proposal Preparation and Submission………………………….………Page 8
VII. General Terms and Conditions ..........................................................Pages 12 - 18
VIII. Special Terms and Conditions........................................ ..................Pages 18 - 19
Attachments
Attachment A: PRICING SCHEDULE Attachment B: DEPRICIATION SCHEDULE
Attachment C: OFFEROR DATA SHEET Attachment D: CONFLICT OF INTEREST STATEMENT Attachment E: SMALL BUSINESS SUB-CONTRACTING PLAN Attachment F: ADDITIONAL INFORMATION Attachment G: SAMPLE CONTRACT
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I. PURPOSE:
The purpose of this Request for Proposal (RFP) is to establish a term contract with one qualified firm
to provide rental uniform service to Virginia Military Institute, hereinafter referred to as VMI, an
agency of the Commonwealth of Virginia. Contractor will be responsible for, but not limited to,
fitting, furnishing uniforms, alterations, repairs, laundering, and weekly pick up and delivery.
Initial contract shall be for two (2) years with an option to renew annually for three (3) additional
one-year periods.
II. SMALL, WOMAN-OWNED AND MINORITY (SWaM) PARTICIPATION
It is the policy of the Commonwealth of Virginia and Virginia Military Institute to contribute
to the establishment, preservation, and strengthening of small businesses and businesses
owned by women and minorities and to encourage their participation in State procurement
activities. For this solicitation, the successful offeror must be a Small, Woman-owned, and/or
Minority-owned business as certified by the Virginia Department of Small Business and
Supplier Diversity (SBSD). Information regarding certification can be obtained at
www.SMBE.virginia.gov.
III. BACKGROUND:
The Institute
The mission of VMI is to develop educated, honorable men and women, prepared for the
varied work of civil life, imbued with love of learning, confident in the functions and
attitudes of leadership, possessing a high sense of public service, advocates of the American
democracy and free enterprise system, and ready as citizen-soldiers to defend their country in
time of national peril.
To accomplish this result, Virginia Military Institute shall provide to qualified young men
and women undergraduate education of highest quality – embracing engineering, science,
and the arts – conducted in and facilitated by the unique VMI system of military discipline.
Founded in 1839, the Virginia Military Institute is a four-year undergraduate college
awarding B.A. and B.S. degrees. VMI is the nation’s first state-supported military college
and from the beginning, the VMI experience has instilled the character traits of service to
community and to others in its cadets. Current enrollment is 1717 from 42 states and 9
countries and sits on 134 acres, 12 of which are designated as National Historic District.
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IV. REQUIREMENTS:
RENTAL OPTION:
A. Contractor shall furnish, deliver, measure, alter, repair and launder all uniforms.
B. All uniforms shall be new and shall be of a durable top industrial grade and
tailored to the highest standards. As a minimum, all garments shall be 100
percent cotton or a cotton/polyester blend of 65/35. The uniforms shall be
available in multiple colors as different areas or shops may want a specific color
to distinguish themselves. VMI and the particular department, along with any
logo’s, shall be embroidered on an emblem and attached to the individual’s
uniform over left pocket. VMI reserves the right to select the option of also
including the individual’s name and/or working title on another embroidered
emblem to be attached to the right side of the uniform. VMI may elect to
purchase some or all name tags and/or emblems separately as a result of this
solicitation. All uniforms shall be labeled with an employee identification
number or name in the collar and waist area.
C. The Contractor shall provide on-site measurement of all employees to insure
proper fit and comfort. Measurement of employees shall begin no later than
seven (7) calendar days after notice of contract award. The Contractor shall
provide measurement of new employees within two (2) weeks of a new uniform
request from VMI.
D. The Contractor shall pick up uniforms requiring mending/replacement and return
uniforms within two (2) weeks from the date of the uniform mending/replacement
request from VMI. All uniform replacements shall be new.
E. The Contractor shall have available a representative to address VMI’s service
needs. The Contractor’s representative shall contact VMI on a regularly
scheduled weekly basis to address all uniform mending, replacement and new
uniform requests.
F. All uniforms for the initial order of the contract shall be delivered within 30
calendar days after measurement of employees. Thereafter, uniforms for new
employees shall be delivered within two (2) weeks after measurement of
employee.
G. Offerors shall submit with their proposal response, product information and/or
samples of each item quoted upon. The product information must include
information about the name brand, style, and colors available for each item. It
would be helpful in the evaluation process if samples of each product could be
provided.
H. Service shall be provided, but not limited to the following locations. Note: There
could be as many as five (5) locations. VMI reserves the right to change delivery
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locations during the term of the contract. Specific locations will be determined at
time of award.
Items shall be kept separate according to location, and delivered and invoiced
accordingly. The invoice shall contain the name Dan Hostetter and Charlie
Moore as the contact person supplied by the contractor, the delivery location.
Separate line item charges for each component of the uniform package, separate
line item charges for lost items referencing the employee’s name
I. Vendor shall only charge for each unit of uniforms when delivered and shall not
charge an inventory charge.
J. Uniforms shall be delivered on hangers and protected by plastic.
K. The expectation is that a uniform will be replaced after two years of wear,
however, VMI and the contractor will review the condition of each uniform at the
beginning of each contract year to determine if the uniform may be used for an
additional period of time. The appearance of a uniform is subjective in nature and
may need to be replaced prior to that two-year period as mutually agreed upon by
VMI and the contractor.
L. Uniform requirements shall include both male and female personnel and will
number approximately 120 employees, with an estimated 25% turnover rate. A
quarterly report for each service location indicating additions, deletions,
additional services, etc. is desired in order to maintain accurate records. VMI
reserves the right to increase or decrease quantities as needed and there shall be
no additional costs assessed for such changes.
M. The contractor shall maintain each uniform in presentable and satisfactory
condition throughout the term of the contract. VMI will pay for lost items
according to the depreciation schedule listed on page 14.
N. Contractor shall be responsible for securing shirts, pants, jackets and coveralls to
fit all employees, regardless of size.
O. The Contractor shall be responsible for all alterations and repair of all uniforms.
The Contractor may repair torn seams or pockets in a neat manner where said tear
does not exceed one inch in length. Tears at the knees, elbows, or in the bodies of
the uniform in excess of one inch will require replacement of a new uniform part
or one with comparable wear. Additional, new or replacement uniforms will be
delivered two (2) weeks from the time the employee is measured or the request
made. Failure to provide the uniforms within this period, without sufficient
explanation to the Buyer responsible for this contract is considered sufficient
grounds for contract cancellation. The Contractor shall inspect and repair any
uniforms in need of such before returning to the employee for use. Any uniform
felt to be improperly repaired or too worn for service may be requested to be
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withdrawn from use and replaced with a new uniform. The Contractor shall
provide repair tags that may be affixed to a button or loop on the various garments
to advise the contractor of the required repairs.
P. Annual demand quantities are estimates, based on historical records, for use in
estimating total volume. VMI assumes no obligation that these estimates are
exact and shall not be held liable should these volumes not be met during the term
of the contract.
Q. The Contractor shall keep historical inventory records for each item on contract
and make records available for VMI review upon request.
R. The Contractor shall include all start-up costs associated with this service in their
pricing. No additional costs for initial measuring, name tag and emblem
attaching, uniform issue or additions and/or deletions of employees throughout
the term of the resulting contract will be allowed. Offers shall include the
depreciated replacement price for lost or damaged uniforms on proposals
submitted.
S. The Contractor shall be responsible for laundering of uniforms however, some
employees will not avail themselves of the weekly uniform laundry service and
may not turn in uniforms for service each week. Some employees may elect to
clean the uniforms themselves at their own personal expense therefore VMI
cannot guarantee a quantity.
T. All uniforms shall be delivered to VMI once per week at a pre-arranged day
agreeable with both parties.
U. Uniforms shall be delivered on hangers and in plastic. The contractor shall
provide sufficient pipe racks or some other means to handle these deliveries. The
rack shall have casters for easy movement.
V. If Contractor delivers soiled/unsatisfactory products, he shall return those cleaned,
on the next pick-up/delivery day and shall adjust the invoice accordingly.
W. Contractor shall provide bags and carts for each pick-up/delivery site to VMI for
purposes of storage and handling of both clean and soiled uniforms during periods
between pick-up and delivery. Contractor shall also furnish tags for indicating
repairs or alterations as needed.
X. The Contractor shall be responsible for inventorying soiled items at time of pick-
up, subject to verification by VMI personnel.
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V. EVALUATION AND AWARD:
Proposals will be evaluated for full compliance with the RFP requirements and the mandatory terms
and conditions set forth within this RFP document. The objective of the Evaluation Committee will
be to select the contractor that is most responsive to the herein described needs of Virginia Military
Institute.
EVALUATION CRITERIA AND SCORING:
POSSIBLE POINTS
Quality of offeror’s product 20
Pricing 20
Ability to meet mandatory requirements 15
Relevant Experience 15
SWaM Certified or SWaM Sub-contracting Plan 20 Specific plan/methodology to be used to perform the service. 10
TOTAL 100
VI. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS
A. GENERAL INSTRUCTIONS:
To ensure timely and adequate consideration of your proposal, offerors are to limit all
contact, whether verbal or written, pertaining to this RFP to the Virginia Military Institute
Procurement Services and the Buyer of Record for the duration of this Proposal process.
Failure to do so may jeopardize further consideration of Offeror’s proposal.
1. RFP Response
In order to be considered, Offerors must submit a complete response to this RFP. One
(1) original and six (6) copies of the proposal must be submitted to the Issuing
Agency. No other distribution of the proposal shall be made by the Offeror.
2. Proposal Preparation
a. Proposals shall be signed by an authorized representative of the Offeror.
All information requested must be submitted. Failure to submit all
information requested may result in your proposal being considered non-
responsive, and therefore, rejected.
b. Proposals should be prepared simply and economically, providing a
straight forward, concise description of capabilities to satisfy the
requirements of the RFP. Emphasis shall be placed on completeness and
clarity of content. Failure to submit all information requested may result in
the Institute requiring prompt submission of missing information and/or
giving a lowered evaluation of the proposal. Proposals that are substantially
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incomplete or lack key information may be rejected by the Institute.
Mandatory requirements are those required by law or regulation or are such
that they cannot be waived and are not subject to negotiation.
c. Each copy of the proposal should be bound in a single volume where
practical. All documentation submitted with the proposal should be bound in
that single volume.
d. As used in this RFP, the terms “must”, “shall”, “should” and “may” identify the
criticality of requirements. “Must” and “shall” identify requirements whose absence
will have a major negative impact on the suitability of the proposed solution. Items
labeled as “should” or “may” are highly desirable, although their absence will not
have a large impact and would be useful, but are not necessary. Depending on the
overall response to the RFP, some individual “must” and “shall” items may not be
fully satisfied, but it is the intent to satisfy most, if not all, “must” and “shall”
requirements. The inability of an offeror to satisfy a “must” or “shall” requirement
does not automatically remove that offeror from consideration; however, it may
seriously affect the overall rating of the offeror’ proposal.
e. All proposals shall be received and time stamped in the Issuing Office no
later than the Closing Date and Time shown on the cover page of this Request
for Proposal. Any proposal received after the specified date and time shall
not be considered and shall be returned unopened to the Offeror.
f. Ownership of all data, materials and documentation originated and prepared for
the State pursuant to the RFP shall belong exclusively to the State and be subject to
public inspection in accordance with the Virginia Freedom of Information Act.
Trade secrets or proprietary information submitted by the offeror shall not be
subject to public disclosure under the Virginia Freedom of Information Act;
however, the offeror must invoke the protection of Section 2.2-4342F of the Code of
Virginia, in writing, either before or at the time the data is submitted. 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 materials
submitted must be identified by some distinct method such as highlighting or
underlining and must indicate only the specific words, figures, or paragraphs that
constitute trade secret or proprietary information. The classification of an entire
proposal document, line item prices and/or total proposal prices as proprietary or
trade secrets is not acceptable and will result in rejection and return of the proposal.
3. Oral Presentation
Offerors who submit a proposal in response to this RFP may be required to
give an oral presentation of their proposal to the Institute. This provides an
opportunity for the Offeror to clarify or elaborate on the proposal. The Issuing
State agency will schedule to time and location of these presentations. Oral
presentations are an option of the Institute and may or may not be conducted.
Offerors should ensure that written proposals are complete.
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B. SPECIFIC PROPOSAL INSTRUCTIONS:
Proposals should be as through and detailed as possible so that the Institute may properly
evaluate your capabilities to provide the required goods/services. Offerors are required to
submit the following items as complete proposal:
1. Return RFP cover sheet and all addenda acknowledgments, if any, signed and filled out as
required.
2. Plan and methodology for providing the goods/services as described in this Request for
Proposal.
3. A written narrative statement to include, but not limited to the expertise, qualifications, and
experience of the firm and resumes of specific personnel to be assigned to perform the work.
4. Offeror Data Sheet, included as Attachment B to this RFP.
5. Small Business Subcontracting Plan, included as Attachment D to this RFP. Offeror shall
provide a Small Business Subcontracting plan which summarizes the planned utilization of
SBSD-certified small businesses which include businesses owned by women and
minorities, when they have received SBSD small business certification, under the
contract to be awarded as a result of this solicitation. This is a requirement for all prime
contracts in excess of $100,000.
6. Identify the amount of sales your company had during the last twelve months with each
VASCUPP Member Institution. A list of VASCUPP Members can be found at:
www.VASCUPP.org.
7. Proposed Cost, included as Attachment A to this RFP of this Request for Proposal.
8. Conflict of Interest Statement, included as Attachment C to this RFP of this Request for
Proposal.
9. Describe the experience and variety of services provided by the Offeror.
10. Describe the expertise of staff and a description of any training and development program.
11. Provide information regarding the company history and experience.
12. How often are garments replaced?
13. How and who makes the decision when the garments will be replaced?
14. Describe how repairs are requested and performed. How long is this process?
15. What determines and who decides whether a garment is to be repaired or replaced?
16. Describe the process for requesting exchanges for sizes.
17. What is the lead-time for installation of new uniforms for each employee after the contract is
awarded?
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18. What is the lead-time for new orders?
19. Are emblems embroidered or screen printed? Stitched or heat sealed to the uniform?
20. Is there a maximum number of locations for delivery and pick-up?
21. Describe how the sizing of VMI employees will be executed.
22. Do you manufacture your own garments? If not, provide a list of garment manufacturers
used by your firm that would be involved with the VMI contract.
FAILURE TO PROVIDE ACCURATE AND COMPLETE INFORMATION MAY
BE CAUSE FOR PROPOSAL REJECTION
AWARD OF CONTRACT. Selection shall be made of one offeror deemed to be fully
qualified and best suited among those submitting proposals on the basis of the evaluation
criteria included in this Request for Proposals, including price, if so stated in the Request for
Proposals. Negotiations shall be conducted with the offer so selected. Price shall be
considered, but need not be the sole determining factor. After negotiations have been
conducted with an offeror so selected, the agency shall select the offeror which, in its
opinion, has made the best proposal, and shall award the contract to that offeror. Virginia
Military Institute may cancel this Request for Proposals or reject proposals at any time prior
to award, and is not required to furnish a statement of the reason why a particular proposal
was not deemed to be the most advantageous (Code of Virginia, § 2.2-4359D). Should the
Virginia Military Institute determine in writing and in its sole discretion that only one offeror
is fully qualified, or that one offeror is clearly more highly qualified than the others under
consideration, a contract may be negotiated and awarded to that offeror. The award document
will be a contract incorporating by reference all the requirements, terms and conditions of the
solicitation and the contractor’s proposal as negotiated.
The award document will be a contract incorporating by reference all of the requirements,
terms and conditions of this solicitation and the successful offeror’s proposal as negotiated.
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REQUIRED GENERAL TERMS AND CONDITIONS FOR GOODS AND NON-
PROFESSIONAL SERVICES
A. PURCHASING MANUAL: This procurement is subject to the provisions of the Commonwealth
of Virginia’s Purchasing Manual for Institutions of Higher Education and Their Vendors and any
revisions thereto, which are hereby incorporated into this contract in their entirety. A copy of the
manual is available for review at the purchasing office. In addition, the manual may be accessed
electronically at https://vascupp.cs.odu.edu/hem.pdf or a copy can be obtained by calling
Procurement Services at (540) 464-7323.
B. APPLICABLE LAWS AND COURTS: This procurement and any resulting contract shall be
governed in all respects by the laws of the Commonwealth of Virginia and any litigation with
respect thereto shall be brought in the courts of the Commonwealth. The Contractor shall
comply with applicable federal, state and local laws and regulations.
C. ANTI-DISCRIMINATION: By submitting their (bids/proposals), (bidders/offerors) certify to
the Commonwealth that 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, the Americans With
Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is
made to a faith-based organization, the organization shall not discriminate against any recipient
of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's
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. (Code of
Virginia, § 2.2-4343.1E).
In every contract over $10,000 the provisions in 1 and 2 below apply:
1. During the performance of this contract, the contractor agrees as follows:
a. The contractor will not discriminate against any employee or applicant for employment
because of race, religion, color, sex, national origin, age, disability, or any other basis
prohibited by state law relating to discrimination in employment, except where there is
a bona fide occupational qualification reasonably necessary to the normal operation of
the contractor. The contractor agrees to post in conspicuous places, available to
employees and applicants for employment, notices setting forth the provisions of this
nondiscrimination clause.
b. The contractor, in all solicitations or advertisements for employees placed by or on behalf
of the contractor, will state that such contractor is an equal opportunity employer.
c. Notices, advertisements and solicitations placed in accordance with federal law, rule or
regulation shall be deemed sufficient for the purpose of meeting these requirements.
2. The contractor will include the provisions of 1. above in every subcontract or purchase order
over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
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D. ETHICS IN PUBLIC CONTRACTING: By submitting their (bids/proposals),
(bidders/offerors) certify that their (bids/proposals) are made without collusion or fraud and that
they have not offered or received any kickbacks or inducements from any other (bidder/offeror),
supplier, manufacturer or subcontractor in connection with their (bid/proposal), 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.
E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By entering into a written
contract with the Commonwealth of Virginia, the Contractor certifies that the Contractor does
not, and shall not during the performance B-2 of the contract for goods and services in the
Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration
Reform and Control Act of 1986.
F. DEBARMENT STATUS: By submitting their (bids/proposals), (bidders/offerors) certify that
they are not currently debarred by the Commonwealth of Virginia from submitting bids or
proposals on contracts for the type of goods and/or services covered by this procurement, nor are
they an agent of any person or entity that is currently so debarred.
G. ANTITRUST: By entering into a contract, the contractor 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.
H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS FOR IFBs
AND RFPs
Failure to submit a proposal on the official state form provided for that purpose may be a cause
for rejection of the proposal. Modification of or additions to the General Terms and
Conditions of the solicitation may be cause for rejection of the proposal; however, the
Commonwealth reserves the right to decide, on a case by case basis, in its sole discretion,
whether to reject such a proposal.
I. CLARIFICATION OF TERMS: If any prospective (bidder/offeror) has questions about the
specifications or other solicitation documents, the prospective (bidder/offeror) should contact the
buyer whose name appears on the face of the solicitation no later than 10 (ten) calendar days
before the due date. Any revisions to the solicitation will be made only by addendum issued by
the buyer.
J. PAYMENT:
1. To Prime Contractor:
a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor
directly to the payment address shown on the purchase order/contract. All invoices
shall show the state contract number and/or purchase order number; social security
number (for individual contractors) or the federal employer identification number (for
proprietorships, partnerships, and corporations).
14
b. Any payment terms requiring payment in less than 30 days will be regarded as requiring
payment 30 days after invoice or delivery, whichever occurs last. This shall not affect
offers of discounts for payment in less than 30 days, however.
c. All goods or services provided under this contract or purchase order, that are to be paid
for with public funds, shall be billed by the contractor at the contract price, regardless
of which public agency is being billed.
d. The following shall be deemed to be the date of payment: the date of postmark in all
cases where payment is made by mail, or the date of offset when offset proceedings
have been instituted as authorized under the Virginia Debt Collection Act.
e. Unreasonable Charges. Under certain emergency procurements and for most time and
material purchases, final job costs cannot be accurately determined at the time orders
are placed. In such cases, contractors should be put on notice that final payment in full
is contingent on a determination of reasonableness with respect to all invoiced charges.
Charges which appear to be unreasonable will be researched and challenged, and that
portion of the invoice held in abeyance until a settlement can be reached. Upon
determining that invoiced charges are not reasonable, the Commonwealth shall
promptly notify the contractor, in writing, as to those charges which it considers
unreasonable and the basis for the determination. A contractor may not institute legal
action unless a settlement cannot be reached within thirty (30) days of notification. The
B-3 provisions of this section do not relieve an agency of its prompt payment
obligations with respect to those charges which are not in dispute (Code of Virginia, §
2.2-4363).
2. To Subcontractors:
a. A contractor awarded a contract under this solicitation is hereby obligated:
(1) To pay the subcontractor(s) within seven (7) days of the contractor’s receipt of
payment from the Commonwealth for the proportionate share of the payment
received for work performed by the subcontractor(s) under the contract; or
(2) To notify the agency and the subcontractor(s), in writing, of the contractor’s
intention to withhold payment and the reason.
b. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent
per month (unless otherwise provided under the terms of the contract) on all amounts
owed by the contractor that remain unpaid seven (7) days following receipt of payment
from the Commonwealth, except for amounts withheld as stated in (2) above. The date
of mailing of any payment by U. S. Mail is deemed to be payment to the addressee.
These provisions apply to each sub-tier contractor performing under the primary
contract. A contractor’s obligation to pay an interest charge to a subcontractor may not
be construed to be an obligation of the Commonwealth.
3. Each prime contractor who wins an award in which provision of a SWAM procurement plan
is a condition to the award, shall deliver to the contracting agency or institution, on or
before request for final payment, evidence and certification of compliance (subject only to
insubstantial shortfalls and to shortfalls arising from subcontractor default) with the
SWAM procurement plan. Final payment under the contract in question may be withheld
until such certification is delivered and, if necessary, confirmed by the agency or
institution, or other appropriate penalties may be assessed in lieu of withholding such
payment.
4. The Commonwealth of Virginia encourages contractors and subcontractors to accept
electronic and credit card payments.
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K. PRECEDENCE OF TERMS: The following General Terms and Conditions VENDORS
MANUAL, APPLICABLE LAWS AND COURTS, ANTI-DISCRIMINATION, ETHICS IN
PUBLIC CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF 1986,
DEBARMENT STATUS, ANTITRUST, MANDATORY USE OF STATE FORM AND
TERMS AND CONDITIONS, CLARIFICATION OF TERMS, PAYMENT shall apply in all
instances. In the event there is a conflict between any of the other General Terms and Conditions
and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions
shall apply.
L. QUALIFICATIONS OF (BIDDERS/OFFERORS): The Commonwealth may make such
reasonable investigations as deemed proper and necessary to determine the ability of the
(bidder/offeror) to perform the services/furnish the goods and the (bidder/offeror) shall furnish
to the Commonwealth all such information and data for this purpose as may be requested. The
Commonwealth reserves the right to inspect (bidder’s/offeror’s) physical facilities prior to award
to satisfy questions regarding the (bidder’s/offeror’s) capabilities. The Commonwealth further
reserves the right to reject any (bid/proposal) if the evidence submitted by, or investigations of,
such (bidder/offeror) fails to satisfy the Commonwealth that such (bidder/offeror) is properly
qualified to carry out the obligations of the contract and to provide the services and/or furnish
the goods contemplated therein.
M. TESTING AND INSPECTION: The Commonwealth reserves the right to conduct any
test/inspection it may deem advisable to assure goods and services conform to the specifications.
N. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole
or in part without the written consent of the Commonwealth.
O. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the
following ways:
1. The parties may agree in writing to modify the scope of the contract. An increase or decrease
in the price of the contract resulting from such modification shall be agreed to by the parties
as a part of their written agreement to modify the scope of the contract. B-4
2. The Purchasing Agency may order changes within the general scope of the contract at any
time by written notice to the contractor. Changes within the scope of the contract include,
but are not limited to, things such as services to be performed, the method of packing or
shipment, and the place of delivery or installation. The contractor shall comply with the
notice upon receipt. The contractor shall be compensated for any additional costs incurred
as the result of such order and shall give the Purchasing Agency a credit for any savings.
Said compensation shall be determined by one of the following methods:
a. By mutual agreement between the parties in writing; or
b. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to
be done can be expressed in units, and the contractor accounts for the number of units
of work performed, subject to the Purchasing Agency’s right to audit the contractor’s
records and/or to determine the correct number of units independently; or
c. By ordering the contractor to proceed with the work and keep a record of all costs
incurred and savings realized. A markup for overhead and profit may be allowed if
provided by the contract. The same markup shall be used for determining a decrease in
price as the result of savings realized. The contractor shall present the Purchasing
16
Agency with all vouchers and records of expenses incurred and savings realized. The
Purchasing Agency shall have the right to audit the records of the contractor as it
deems necessary to determine costs or savings. Any claim for an adjustment in price
under this provision must be asserted by written notice to the Purchasing Agency
within thirty (30) days from the date of receipt of the written order from the Purchasing
Agency. If the parties fail to agree on an amount of adjustment, the question of an
increase or decrease in the contract price or time for performance shall be resolved in
accordance with the procedures for resolving disputes provided by the Disputes Clause
of this contract or, if there is none, in accordance with the disputes provisions of the
Commonwealth of Virginia Vendors Manual. Neither the existence of a claim nor a
dispute resolution process, litigation or any other provision of this contract shall excuse
the contractor from promptly complying with the changes ordered by the Purchasing
Agency or with the performance of the contract generally.
P. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms
and conditions, the Commonwealth, after due oral or written notice, may procure them from
other sources and hold the contractor responsible for any resulting additional purchase and
administrative costs. This remedy shall be in addition to any other remedies which the
Commonwealth may have.
Q. TAXES: Sales to the Commonwealth of Virginia are normally 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.
R. USE OF BRAND NAMES: USE OF BRAND NAMES: Unless otherwise provided in this
solicitation, the name of a certain brand, make or manufacturer does not restrict
(bidders/offerors) to the specific brand, make or manufacturer named, but conveys the general
style, type, character, and quality of the article desired. Any article which the public body, in its
sole discretion, determines to be the equivalent of that specified, considering quality,
workmanship, economy of operation, and suitability for the purpose intended, shall be accepted.
The (bidder/offeror) is responsible to clearly and specifically identify the product being offered
and to provide sufficient descriptive literature, catalog cuts and technical detail to enable the
Commonwealth to determine if the product offered meets the requirements of the solicitation.
This is required even if offering the exact brand, make or manufacturer specified. Normally in
competitive sealed bidding only the information furnished with the bid will be considered in the
evaluation. Failure to furnish adequate data for evaluation purposes may result in declaring a bid
nonresponsive. Unless the (bidder/offeror) clearly indicates in its (bid/proposal) that the product
offered is an equivalent product, such (bid/proposal) will be considered to offer the brand name
product referenced in the solicitation.
S. TRANSPORTATION AND PACKAGING: By submitting their (bids/proposals), all
(bidders/offerors) certify and warrant that the price offered for FOB destination includes only the
actual freight rate costs at the lowest and best rate and is based upon the actual weight of the
goods to be shipped. Except as otherwise specified herein, standard commercial packaging,
packing and shipping containers shall be used. All shipping containers shall be legibly marked or
labeled on the outside with purchase order number, commodity description, and quantity.
17
T. INSURANCE: By signing and submitting a bid or proposal under this solicitation, the bidder or
offeror certifies that if awarded the contract, it will have the following insurance coverage at the
time the contract is awarded. For construction contracts, if any subcontractors are involved, the
subcontractor will have workers’ compensation insurance in accordance with §§ 2.2-4332 and
65.2-800 et seq. of the Code of Virginia. The bidder or offeror further certifies that the
contractor and any subcontractors will maintain these insurance coverage during the entire term
of the contract and that all insurance coverage will be provided by insurance companies
authorized to sell insurance in Virginia by the Virginia State Corporation Commission.
MINIMUM INSURANCE COVERAGES AND LIMITS REQUIRED FOR MOST
CONTRACTS:
1. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for
employers of three or more employees, to include the employer. Contractors who fail to
notify the Commonwealth of increases in the number of employees that change their
workers’ compensation requirements under the Code of Virginia during the course of the
contract shall be in noncompliance with the contract.
2. Employer’s Liability - $100,000.
3. Commercial General Liability - $1,000,000 per occurrence. Commercial General Liability
is to include bodily injury and property damage, personal injury and advertising injury,
products and completed operations coverage. The Commonwealth of Virginia must be
named as an additional insured and so endorsed on the policy.
4. Automobile Liability - $1,000,000 per occurrence. (Only used if motor vehicle is to be used
in the contract.)
NOTE: In addition, various Professional Liability/Errors and Omissions coverage is
required for the following:
Profession/Service Limits Architecture $2,000,000 per occurrence, $6,000,000 aggregate
Asbestos Design, Inspection or
Abatement Contractors $1,000,000 per occurrence, $3,000,000 aggregate
Landscape/Architecture $1,000,000 per occurrence, $1,000,000 aggregate
Professional Engineer $2,000,000 per occurrence, $6,000,000 aggregate
Surveying $1,000,000 per occurrence, $1,000,000 aggregate
U. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to
award a contract over $50,000, as a result of this procurement, the purchasing agency will
publicly post such notice on the DGS/DPS eVA web site (www.eva.virginia.gov) for a
minimum of 10 days.
V. DRUG-FREE WORKPLACE: During the performance of this contract, the contractor agrees
to (i) provide a drug-free workplace for the contractor's employees; (ii) 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 the contractor's workplace and specifying the actions that
will be taken against employees for violations of such prohibition; (iii) state in all solicitations
or advertisements for employees placed by or on behalf of the contractor that the contractor
maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in
18
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 contract awarded to a contractor, the employees of
whom are prohibited from engaging in the unlawful manufacture, sale, distribution,
dispensation, possession or use of any controlled substance or marijuana during the performance
of the contract.
W. NONDISCRIMINATION OF CONTRACTORS: A bidder, offeror, or contractor shall not be
discriminated against in the solicitation or award of this contract because of race, religion, color,
sex, national origin, age, disability, faith-based organizational status, any other basis prohibited
by state law relating to discrimination in employment or because the bidder or offeror employs
ex-offenders unless the state agency, department or institution has made a written determination
that employing ex-offenders on the specific contract is not in its best interest. If the award of
this contract is made to a faith-based organization and an individual, who applies for or receives
goods, services, or disbursements provided pursuant to this contract objects to the religious
character of the faith-based organization from which the individual receives or would receive the
goods, services, or disbursements, the public body shall offer the individual, within a reasonable
period of time after the date of his objection, access to equivalent goods, services, or
disbursements from an alternative provider.
X. eVA Business-To-Government Vendor Registration: 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
vendors to conduct business with state agencies and public bodies. All vendors desiring to
provide goods and/or services to the Commonwealth shall participate in the eVA Internet e-
procurement solution either through the eVA Basic Vendor Registration Service or eVA
Premium Vendor Registration Service. All bidders or offerors must register in eVA; failure to
register will result in the bid/proposal being rejected.
a. eVA Basic Vendor Registration Service: $25 Annual Registration Fee plus the appropriate
order Transaction Fee specified below. eVA Basic Vendor Registration Service includes
electronic order receipt, vendor catalog posting, on-line registration, electronic bidding, and
the ability to research historical procurement data available in the eVA purchase transaction
data warehouse.
b. eVA Premium Vendor Registration Service: $25 Annual Registration Fee plus the
appropriate order Transaction Fee specified below. eVA Premium Vendor Registration
Service includes all benefits of the eVA Basic Vendor Registration Service plus automatic
email or fax notification of solicitations and amendments.
c. For orders issued prior to August 16, 2006, the Vendor Transaction Fee is 1%, capped at a
maximum of $500 per order.
d. For orders issued August 16, 2006 and after, the Vendor Transaction Fee is:
(i) SBSD-certified Small Businesses: 1%, capped at $500 per order.
(ii) Businesses that are not SBSD-certified Small Businesses: 1%, capped at $1,500 per order.
In addition, these General Term and Conditions must be incorporated or incorporated by
reference in all purchase orders issued by Virginia Military Institute except for the
procurement types which are excluded in section 14.9 or as otherwise provided in 14.10a.
19
Y. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the
agency shall be bound hereunder only to the extent of the funds available or which may
hereafter become available for the purpose of this agreement.
Z. SET-ASIDES. This solicitation is set-aside for SBSD-certified small business participation
only when designated “SET-ASIDE FOR SMALL BUSINESSES” in the solicitation. SBSD-
certified small businesses are those businesses that hold current small business certification from the
Virginia Department of Minority Business Enterprise. SBSD-certified women- and minority-owned
businesses are also considered small businesses when they have received SBSD small business
certification. Small businesses must be be certified by SBSD not later than the solicitation due
date.
SPECIAL TERMS AND CONDITIONS FOR GOODS AND NON-PROFESSIONAL
SERVICES
A. ADVERTISING In the event a contract is awarded for supplies, equipment, or services
resulting from this bid/proposal, no indication of such sales or services to the (name of
institution) will be used in product literature or advertising. The contractor shall not state
in any of its advertising or product literature that (name of agency/institution) has
purchased or uses any of its products or services, and the contractor shall not include
(name of agency/institution) in any client list in advertising and promotional materials.
B. AUDIT: The contractor shall retain all books, records, and other documents relative to
this contract for five (5) years after final payment, or until audited by the Commonwealth
of Virginia, whichever is sooner. The agency, its authorized agents, and/or state auditors
shall have full access to and the right to examine any of said materials during said period.
C. CANCELLATION OF CONTRACT: The purchasing agency reserves the right to
cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60
days written notice to the contractor. In the event the initial contract period is for more
than 12 months, the resulting contract may be terminated by either party, without penalty,
after the initial 12 months of the contract period upon 60 days written notice to the other
party. Any contract cancellation notice shall not relieve the contractor of the obligation
to deliver and/or perform on all outstanding orders issued prior to the effective date of
cancellation.
D. IDENTIFICATION OF BID/PROPOSAL ENVELOPE: If a special envelope is not
furnished, or if return in the special envelope is not possible, the signed bid/proposal
should be returned in a separate envelope or package, sealed and identified as follows:
From: ___________
Name of Bidder/Offeror Due Date Time
________________
Street or Box Number IFB No./RFP No.
20
________________
City, State, Zip Code IFB/RFP Title
Name of Contract/Purchase Officer or Buyer
The envelope should be addressed as directed on Page 1 of the solicitation.
If a bid/proposal not contained in the special envelope is mailed, the bidder or offeror
takes the risk that the envelope, even if marked as described above, may be
inadvertently opened and the information compromised which may cause the bid or
proposal to be disqualified. Bids/proposals may be hand delivered to the designated
location in the office issuing the solicitation. No other correspondence or other
bids/proposals should be placed in the envelope.
REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK
21
Attachment A
Pricing Schedule
For comparison purposes, please provide pricing for each item where indicated below.
Men’s Heavy Duty Work Pants ITEM COST PER WEEK $ Tailored Pants - 7 ¾ oz. Twill fabric with a 65/35 Poly/Combed Cotton blend with soil release
and easy care finish or approved equal or better. Post-cure durable press finish. Heavy duty
brass ratcheting zipper. Deep front pockets. Tailored with a graduated rise and full cut for better
fit. All pocket seams are stitched, turned and re-stitched for strength. Reinforced seat seam with
double threaded stitching. Special 42-stitch bar tacks on two hip pockets to add strength. Lined
front fly, brass zipper, hook and eye at waist. Waistband has “griptite” lining to keep shirts
tucked in and is double lined to prevent rollover. Plain front pant. Size range: 28” to 54”.
Indicate if it is possible to have the knees reinforced.
Men’s Heavy Duty Jean Cut Work Pants ITEM COST PER WEEK $ Boot Flare Pants - 14 oz. 100% Cotton blend with soil release and easy care finish or approved
equal or better. Post-cure durable press finish. Heavy duty brass ratcheting zipper. Deep front
pockets. Tailored with a graduated rise and full cut for better fit. All pocket seams are stitched,
turned and re-stitched for strength. Reinforced seat seam with double threaded stitching. Special
42-stitch bar tacks on two hip pockets to add strength. Lined front fly, brass zipper, hook and
eye at waist. Waistband has “griptite” lining to keep shirts tucked in and is double lined to
prevent rollover. Plain front pant. Size range: 28” to 54”. Indicate if it is possible to have the
knees reinforced.
Men’s Heavy Duty Cotton Work Pants ITEM COST PER WEEK $ Tapered Pants - 8 ¼ oz pre-shrunk twill fabric with a 100% Cotton blend with soil release and
easy care finish or approved equal or better. Finish should have optimum color fastness.
Heavy duty brass ratcheting zipper. Deep front pockets. Tailored with a graduated rise and full
cut for better fit. All pocket seams are stitched, turned and re-stitched for strength. Reinforced
seat seam with double threaded stitching. Special 42-stitch bar tacks on two hip pockets to add
strength. Lined front fly, brass zipper, hook and eye at waist. Waistband has “griptite” lining to
keep shirts tucked in and is double lined to prevent rollover. Plain front pant. Size range: 28” to
54”. Indicate if it is possible to have the knees reinforced.
Work Jacket ITEM COST PER WEEK $
Made of 7-1/2 oz 65% poly-35% cotton twill. Two piece topstitched collar and adjustable cuffs.
Sweatshirt ITEM COST PER WEEK $
Made of 100% Cotton Material
Men’s Heavy Duty Work Shorts ITEM COST PER WEEK $ Strong, durable work shorts cut for freedom of movement and comfort. 65/35 poly/cotton twill
fabric. Pleated and plain front.
22
Men’s Heavy Duty Work Shirt - Short Sleeve Striped Or Solid
ITEM COST PER WEEK (STRIPED) $
ITEM COST PER WEEK (SOLID) $
4 ¼ oz. Permanent Press Poplin with 65/35 poly/cotton blend with soil release. Seams are to be
double stitched and pockets are to have bar tacked corners. Pockets are to have a pencil/pen slot.
Extra long shirt tail with lined collar and permanent collar stays and one-piece fully lined cuffs.
Full cut pattern. Size range: Small to 3X-Large.
Men’s Heavy Duty Cotton Work Shirt - Short Sleeve-Striped Or Solid
ITEM COST PER WEEK (STRIPED) $
ITEM COST PER WEEK (SOLID) $
5 oz. Twill Fabric with 100% Cotton Blend with soil release. Should have a pre-shrunk finish.
Seams are to be double stitched and pockets are to have bar tacked corners. Pockets are to have
a pencil/pen slot. Extra long shirt tail with lined collar and permanent collar stays and one-piece
fully lined cuffs. Full cut pattern. Size range: Small to 3X-Large.
Men’s Heavy Duty Work Shirt - Long Sleeve-Striped Or Solid
ITEM COST PER WEEK (STRIPED) $
ITEM COST PER WEEK (SOLID) $
4 ¼ oz. Permanent Press Poplin with 65/35 poly/cotton blend with soil release. Seams are to be
double stitched and pockets are to have bar tacked corners. Pockets are to have a pencil/pen slot.
Extra long shirt tail with lined collar and permanent collar stays and one-piece fully lined cuffs.
Full cut pattern. Size range: Small to 3X-Large.
Men’s Heavy Duty Cotton Work Shirt - Long Sleeve-Striped Or Solid
ITEM COST PER WEEK (STRIPED) $
ITEM COST PER WEEK (SOLID) $
5 oz. Twill Fabric with 100% Cotton Blend with soil release. Should have a pre-shrunk finish.
Seams are to be double stitched and pockets are to have bar tacked corners. Pockets are to have
a pencil/pen slot. Extra long shirt tail with lined collar and permanent collar stays and one-piece
fully lined cuffs. Full cut pattern. Size range: Small to 3X-Large.
Men’s/Women’s Knit Short Sleeve ITEM COST PER WEEK $
Moisture management polo with UV protection and anti microbial properties. Pique Knit Shirts,
100% polyester pique. Low shrinkage, maintains shape. Self collar and with breast pocket.
Seams to be reinforced at all stress points. Extra long tails. Size range: Small to 3X-Large.
Unisex Pocket T-Shirts ITEM COST PER WEEK $
Heavyweight 100% cotton pocket t-shirt. Preshrunk. Reinforced pocket. Size range: Small to
3X-Large
Men’s Insulated Coveralls ITEM COST PER WEEK $ Durable 65/35 poly/cotton twill shell with a quilted lining. Zippered front closure, angled chest
pockets, front hip pockets, side entry slits, two needle stitching on crotch seam for maximum
strength, elastic side waist band, back hip and tool pocket and leg side seam zipper. Size range:
Small to 3X-Large.
23
Men’s Flame Resistant Coveralls ITEM COST PER WEEK $ Flexible waistband and pleated “action back” for unrestricted movement. Side pass-through with
protected snap fastenings and brass zippers with quick breakaway capability. Size range:
Small to 3X-Large.
Women’s Twill Uniform Pants ITEM COST PER WEEK $ Made from durable 65/35 poly/cotton twill. Two to three pockets. Full elastic waistband, elastic
side waist band and button closure or fitted waistband. Virginia Military Institute employees
will decide which of the three types they prefer. Also would like a choice of plain front or
pleated front. Size range: 2 to 28. Indicate if it is possible to have the knees reinforced.
Women’s Pleated Work Shorts ITEM COST PER WEEK $ Made of durable 65/35 poly/cotton twill. Pleated with 1 ½” cuffs and 8” inseam. Prefer with
elastic waistband and two pockets. Size range: 2 to 28.
Women’s Button-Up Smock ITEM COST PER WEEK $
Made of soil resistant material. Two front lower pockets. Square or rounded tail hem. Short
Sleeve.
Terry Cloth Towels ITEM COST PER WEEK $ 1’ x 1’ square to be used by the Housekeeping Department for washing and scrubbing. Weekly
pick-up and drop off desired.
100 % Cotton Drying Towels ITEM COST PER WEEK $ These towels are to be used by the Housekeeping Dept. for cleaning windows and they shall be
lint-free. Weekly pick-up and drop-off desired.
100% Cotton Shop Towels ITEM COST PER WEEK $ These towels are to be used by the Maintenance area for maintenance and mechanical
applications. Size should be approximately 18” x 18”.
Arc Flash Rated Uniform: ITEM COST PER WEEK $ All uniforms shall be new and shall be of a durable industrial grade, flame resistant fabric as
specified, compliant with NFPA 70E Hazard Risk Category 2 (minimum 8 calorie rating). Work
shirts shall be available in gray and black with embroidered and heat sealed VMI logos with
employee identification number or name shall be located in the collar and waist area. Labels
shall be applied in a manner to hide this identification number if a belt is worn. Uniforms shall
be available in the sets as listed below. Each employee shall be provided a minimum total of
eleven (11) sets.
Men’s pants shall be similar to Bulwark PEW2 flame resistant, 9oz work pants with Inner-lined
waistband with button closure, two slack-style front pockets, two set-in hip pockets, left hip with
button closure, 100% cotton twill. Men’s work Shirt shall be similar to Bulwark SLU8 Flame
Resistant 6 oz, 88% Cotton/ 12% Nylon, long sleeve with gusset side seam for ease of
movement, banded top stitched collar. Two chest pockets with flap closures and sewn-in pencil
stall. Placket front with button closure, sizes S-5XL and Tall. Tee Shirts shall be similar to
Bulwark flame resistant T-shirt SET8 with rib kit crewneck-style collar and hemmed sleeves.
24
Tagless brand label and warning label. 6.25 oz, 100% cotton, available in long and short sleeves,
sizes M-5XL.
100% Polyester Unisex Fleece Vest ITEM COST PER WEEK $ Classic work vest with zipped front, fold down collar and side slash pockets. Sizes S – 3XL.
Shall be available in gray and black with embroidered and heat sealed VMI logos with employee
identification number or name shall be located in the collar.
100% Polyester Unisex Fleece Jacket ITEM COST PER WEEK $ Full-zip fleece jacket with reinforced seams, elastic waistband, double-layer stand-up collar,
elastic cuffs and a generous cut and two zippered fronts slash pockets. Sizes S – 3XL. Shall be
available in black with embroidered and heat sealed VMI logos with employee identification
number or name shall be located in the collar.
100% Polyester Pique Mens Polo Shirt ITEM COST PER WEEK $ Moisture management polo shirt with UV protection and antimicrobial properties, 100%
polyester pique. Sizes S – 5XL. Shall be available in black with embroidered and heat sealed
VMI logos with employee identification number or name shall be located in the collar.
100% Polyester Pique Women’s Polo Shirt TEM COST PER WEEK $ Moisture management polo shirt with UV protection and antimicrobial properties, 100%
polyester pique. Sizes S – 3XL. Shall be available in black with embroidered and heat sealed
VMI logos with employee identification number or name shall be located in the collar.
Men’s Dress Oxford TEM COST PER WEEK $ Tailored, detailed and refined, long sleeve with 1 button cuff and sleeve placket. Back yoke with
box pleat for mobility. 57% cotton/43% Polyester, Neck Sizes 14 – 18 with varying sleeve
lengths. Shall be available in light blue with embroidered and heat sealed VMI logos with
employee identification number or name shall be located in the collar.
Women’s Dress Oxford TEM COST PER WEEK $ Tailored, detailed and refined, long sleeve with 1 button cuff and sleeve placket. Back yoke with
box pleat for mobility. 57% cotton/43% Polyester, Neck Sizes 4 – 24 with varying sleeve
lengths. Shall be available in light blue with embroidered and heat sealed VMI logos with
employee identification number or name shall be located in the collar.
Fleece Knit Cap TEM COST PER WEEK $ Rolled Cuff, 100% Polyester fleece. Shall be available in light blue with embroidered and heat
sealed VMI logos.
Two-Tone Brushed Twill Baseball Cap TEM COST PER WEEK $ Structured/Medium Profile with self-fabric back strap and buckle adjustment. 65/35
polyester/cotton twill, Shall be available in khaki/black with embroidered and heat sealed VMI
logos.
Soft Twill Unstructured Cap TEM COST PER WEEK $ Unstructured/Low Profile with self-fabric back strap and buckle adjustment. 100% garment-
25
washed chino twill. Shall be available in Red, Black and Stone with embroidered and heat sealed
VMI logos.
Hooded Sweat Shirt TEM COST PER WEEK $ Heavyweight 10.2 oz. fabric. Rib knit cuffs, waistband and V-Patch. Contrasting hood lining
with logo on sleeve. Font pouch pocket. Double needle stitching. 90/10 cotton/polyester. Pre-
shrunk. Machine washable. Sizes M-3XL shall be available with embroidered and heat sealed
VMI logos. Available in Gray, Red and Black.
Hooded Full Zip Sweat Shirt TEM COST PER WEEK $ Blended fleece resists shrinking and fading. Two ply hood for extra warmth. 50/50 cotton/poly
fabric with spandex in the cuffs and waist. Machine washable. Sizes M-3XL shall be available in
Black and Gray with embroidered and heat sealed VMI logos.
Crewneck Sweat Shirt TEM COST PER WEEK $ Roomy cut, easy care sweatshirt. 50/50 cotton/poly 9.5 oz. fabric with set-in sleeves and ribbed
collar, cuffs and waist. Machine washable. Sizes M-3XL shall be available in Black, Red and
Gray with embroidered and heat sealed VMI logos.
Black Belt TEM COST PER WEEK $ Brushed nickel harness buckle, top grain leather. Sizes 24-50 in 2” increments.
26
ATTACHMENT B
OFFEROR IS TO INCORPORATE PRICING INFORMATION AND MARK SUCH
SUBMISSION AS ATTACHMENT A
In addition to the weekly, itemized pricing schedule the Offeror is expected to provide the
following:
DEPRECIATION SCHEDULE
(For Replacement of Lost Items)
1-6
Months
6-12
Months
12-18
Months
18-24
Months
24 Months -
Up
Mens Work Pants $ $ $ $ $
Mens Jean Cut Pants $ $ $ $ $
Mens Cotton Wk Pants $ $ $ $ $
Mens Work Shorts $ $ $ $ $
Mens Short S. Shirt $ $ $ $ $
Mens Cotton S S Shirt $ $ $ $ $
Mens Long S. Shirt $ $ $ $ $
Mens Cotton L S Shirt $ $ $ $ $
Knit SS Shirt $ $ $ $ $
Pocket T-Shirt $ $ $ $ $
Reg. T-Shirt $ $ $ $ $
Insulated Coveralls $ $ $ $ $
Flame Resistant
Coveralls
$ $ $ $ $
Women’s Pants $ $ $ $ $
Women’s Shorts $ $ $ $ $
ITEM 1-6
Months
6-12
Months
12-18
Months
18-24
Months
24 Months -
Up
Sweatshirt $ $ $ $ $
Work Jacket $ $ $ $ $
Terry Cloth “Rags”
1’x1’
$ $ $ $ $
Cotton Drying Rags $ $ $ $ $
27
ATTACHMENT C
The following information is required as part of your response to this solicitation. Failure to complete
and submit this form may result in disqualification of your bid as non-responsive.
REFERENCES: Indicate below a listing of at least three (3) current or recent accounts, either commercial,
industrial or governmental, that your company is servicing, has serviced, or has provided similar goods/services.
Include the length of service and the name, address and telephone number of the point of contact.
QUALIFICATIONS: The vendor must have the capability and capacity in all respects to satisfy
fully all of the contractual requirements.
VENDOR’S PRIMARY CONTACT:
Name:____________________________________________Phone:__________________________
Email:____________________________________________
Length of Time in this Business: YEARS: ___________ MONTHS:____________
COMPANY:____________________________________ CONTACT NAME:_________________
PHONE: _____________________ EMAIL:__________________________________________
FAX: _______________________
PROJECT:______________________________________________________________________
DATE(S) OF SERVICE:______________________ VALUE: $_______________________
COMPANY:____________________________________ CONTACT NAME:_________________
PHONE: _____________________ EMAIL:__________________________________________
FAX: _______________________
PROJECT:______________________________________________________________________
DATE(S) OF SERVICE:______________________ VALUE: $_______________________
COMPANY:____________________________________ CONTACT NAME:_________________
PHONE: _____________________ EMAIL:__________________________________________
FAX: _______________________
PROJECT:______________________________________________________________________
DATE(S) OF SERVICE:______________________ VALUE: $_______________________
28
ATTACHMENT D
CONFLICT OF INTEREST STATEMENT
The following information is required as part of your response to this solicitation. Failure to complete
and submit this form may result in disqualification of your bid as non-responsive.
NAME: _______________________________________________________________________________
ADDRESS: ____________________________________________________________________________
CITY/STATE: __________________________________________________________________________
TELEPHONE NUMBER: _________________________________________________________________
FEDERAL ID NUMBER (FIN): ____________________________________________________________
THE ABOVE FIRM IS A: (CHECK, AS APPLICABLE)
( ) SMALL BUSINESS ( ) INDIVIDUAL BUSINESS
( ) WOMAN-OWNED BUSINESS ( ) SOLE PROPRIETORSHIP
( ) MINORITY-OWNED BUSINESS ( ) PARTNERSHIP
( ) SHELTERED WORKSHOP ( ) CORPORATION
RELATIONSHIP WITH VIRGINIA MILITARY INSTITUTE:
IS ANY MEMBER OF THE FIRM AN EMPLOYEE OF THE COMMONWEALTH OF VIRGINIA WHO HAS A
PERSONAL INTEREST IN THIS CONTRACT PURSUANT TO THE CODE OF VIRGINIA, SECTION 2.1-
639.1-639.24? ( ) YES ( ) NO
IF YES, EXPLAIN:
______________________________________ _______________________________
SIGNATURE OF OFFEROR DATE
Please tell us how you received this solicitation:
( ) It was mailed to you directly.
( ) You requested a copy through the Virginia Business Opportunities.
( ) You obtained a copy from the Virginia Department of Minority Business Enterprise.
( ) Other (please specify) ___________________________________.
29
ATTACHMENT E
Small Business Subcontracting Plan
Definitions
Small Business: "Small business " means an independently owned and operated business which, together with
affiliates, has 250 or fewer employees, or average annual gross receipts of $10 million or less averaged over the
previous three years. Note: This shall not exclude SBSD-certified women- and minority-owned businesses when
they have received SBSD small business certification.
Women-Owned Business: Women-owned business means a business concern that is at least 51% owned by one or
more women who are citizens of the United States or non-citizens who are in full compliance with United States
immigration law, or in the case of a corporation, partnership or limited liability company or other entity, at least
51% of the equity ownership interest is owned by one or more women who are citizens of the United States or non-
citizens who are in full compliance with United States immigration law, and both the management and daily
business operations are controlled by one or more women who are citizens of the United States or non-citizens who
are in full compliance with the United States immigration law.
Minority-Owned Business: Minority-owned business means a business concern that is at least 51% owned by one
or more minority individuals or in the case of a corporation, partnership or limited liability company or other entity,
at least 51% of the equity ownership interest in the corporation, partnership, or limited liability company or other
entity is owned by one or more minority individuals and both the management and daily business operations are
controlled by one or more minority individuals.
All small businesses must be certified by the Commonwealth of Virginia, Department of Small Business and
Supplier Diversity (SBSD) by the due date of the solicitation to participate in the SWAM program.
Certification applications are available through SBSD online at www.SMBE.virginia.gov (Customer Service).
Offeror Name: _____________________________________________
Preparer Name: ________________________________________ Date: ____________________
Instructions
A. If you are certified by the SBSD as a small business, complete only Section A of this form. This shall not
exclude SBSD-certified women-owned and minority-owned businesses when they have received SBSD small
business certification.
B. If you are not a SBSD-certified small business, complete Section B of this form. For the offeror to receive
credit for the small business subcontracting plan evaluation criteria, the offeror shall identify the portions of the
contract that will be subcontracted to SBSD-certified small business in this section. Points will be assigned
based on each offeror’s proposed subcontracting expenditures with SBSD certified small businesses for the
initial contract period as indicated in Section B in relation to the offeror’s total price.
Section A If your firm is certified by the Department of Minority Business Enterprise (SBSD), are you certified as a
(check only one below):
______ Small Business
______ Small and Women-owned Business
______ Small and Minority-owned Business
Certification number: __________________________Certification Date: ___________________________
30
Section B Populate the table below to show your firm's plans for utilization of SBSD-certified small businesses in the
performance of this contract. This shall not exclude SBSD-certified women-owned and minority-owned
businesses when they have received the SBSD small business certification. Include plans to utilize small
businesses as part of joint ventures, partnerships, subcontractors, suppliers, etc.
B. Plans for Utilization of SBSD-Certified Small Businesses for this Procurement
Small Business
Name &
Address
SBSD
Certificate #
Status if Small
Business is
also: Women
(W), Minority
(M)
Contact
Person,
Telephone
Type of
Goods
and/or
Services
Planned
Involvement
During Initial
Period of the
Contract
Planned
Contract Dollars
During Initial
Period of the
Contract
Totals $
31
ATTACHMENT F
ADDITIONAL INFORMATION
Items shall be priced individually per 1 unit item.
Arch Flash Rated Uniforms shall be priced individually for shirts and pants
and need to meet the NFPA 70 specifications.
Some items shall be priced but may or not be utilized by the Institute.
Indicate if item(s) are not available, or not carried by the vendor, for rental
or direct purchase.
If item(s) are not available to be rented vendor shall specify the direct
purchase price.
All items available to be rented should be on the depreciation schedule.
Items only available for direct purchase shall not be included on the
depreciation schedule.
32
ATTACHMENT G
SAMPLE CONTRACT
VIRGINIA MILITARY INSTITUTE
Lexington, Virginia 24450
PROCUREMENT SERVICES
Phone 540-464-7323
Fax 540-464-7669
314 Smith Hall
COMMONWEALTH OF VIRGINIA
STANDARD CONTRACT
Contract Number: _________________
This contract entered into this ______ day of ___________ 2014 between _______________________________
SSN/FIN: _____________, hereinafter known as the
"Contractor" and the Commonwealth of Virginia, Virginia Military Institute, hereinafter known as “VMI.”
WITNESSETH that the Contractor and the Purchasing Agency, in consideration of the mutual covenants, promises
and agreements herein contained, agree as follows:
SCOPE OF CONTRACT: The Contractor shall .
PERIOD OF PERFORMANCE:________________________________.
COMPENSATION AND METHOD OF PAYMENT: The Contractor shall be paid $ ______________
(________________________________________________________00/100 Dollars). In accordance with the
Commonwealth of Virginia’s Prompt Payment Act terms are Net 30 days from receipt of invoice.
CONTRACT DOCUMENTS: The contract documents shall consist of:
(1) This signed form
(2) The Contractor’s Proposal/Bid and any modifications, if applicable.
(3) The General Terms and Conditions
(4) Special Terms and Conditions as required
IN WITNESS WHEREOF, the parties have caused this Contract to be duly executed intending to be bound
thereby.
CONTRACTOR: PURCHASING AGENCY:
By: ________________________________ By: ________________________________
LTC Kathleen H. Tomlin, VCO, VCCO, CUPO
For: ________________________________ For: Virginia Military Institute
Title: ______________________________ Title: Director of Procurement Services
Addendum 1 V211-16-017
Maintenance/Housekeeping Uniforms A MANDATORY pre-proposal conference is scheduled for Thursday, November 19th at 10:00 AM at VMI Physical Plant located at 110 Hines Lane Lexington, VA 24450.
Addendum 2 V211-16-017
Maintenance/Housekeeping Uniforms Meeting Start 10:00AM LTC Tomlin Addressed that this is a Mandatory Pre Proposal meeting and only those present would be permitted to participate. The following questions and issues were addressed:
The proposal due date has been rescheduled to December 8th 2:00PM EST mailed or hand delivered to Smith Hall. VMI is not in a guaranteed delivery zone so please allow ample time for submittals.
o Question are to be emailed to Brandon Brown at [email protected] by December 1st.
The SWaM requirement does not disqualify non SWaM vendors. If the vendor is not SWaM the vendor is to provide a sub-contracting report demonstrating anticipated SWaM utilization.
If an item is not available for rent or direct sale it is to be designated with an ”N/A”
Arc Flash uniforms are to be priced by individual pieces and NOT the entire outfit together.
Two pricing charts will be provided by each vendor. o One chart stating rental prices and one chart stating direct sale pricing.
Sizes each item are to be included (i.e. SM-XL, 2XL-3XL, 4XL and up)
Minor deviations from the specified clothing descriptions are acceptable.
Pricing is to be placed in a separate envelope and submitted along with the proposal.
Shirts are to be restricted to only one color choice.
Embroidery and/or heat transferred logos are included in the purchase/rental price and are not to be priced separately.
o All direct purchase items are to have emblems embroidered but names of personnel is not included.
Section IV. Requirements, Rental Options: Category I, has been modified to read: Vendor shall only charge for each unit of uniforms in service and shall not charge an inventory charge for units not in service.
Section IV. Requirements, Rental Options: In Category O, the following line is deleted: Failure to provide the uniforms within this period, without sufficient explanation to the Buyer responsible for this contract is considered sufficient grounds for contract cancellation.
Section IV. Requirements, Rental Options: Category J, has been modified to read: Uniforms shall be delivered on hangers and protected by plastic per person for each individual serviced.
The two week delivery time for fitting new employees may be extended due to unforeseen circumstances. (i.e. non-standard sizing)
Vendor is to provide Z Rails for clothes storage.
Terry cloth towels are for direct purchase. Shop rags are for rental.
If selected for an interview the vendor will be required to bring samples.
Vendors were shown uniform rentals currently being provided.
At this time, there is only one drop off location.
Meeting adjourned 11:10AM Attachment(s): Attendance Roster
Addendum 3 V211-16-017
Maintenance/Housekeeping Uniforms
The following questions were received following the pre-proposal meeting:
1) The women’s top you are currently using is manufactured by Cintas for Cintas, as discussed in the meeting, it is very unique. I have not been able to find a product in neither style nor color to match. Here is a link to a smock from an industrial manufacturer, is this an acceptable item to quote?
2) For the FR garments you have stated charcoal and black, which are very limited. Your current garments are Khaki shirt and Navy pant, both of which are readily available from a number of suppliers. Is it acceptable to quote khaki /navy?
ANSWER to both questions: As long as the clothing is offered in a wide array of sizes, reasonable differences in colors and/or substitutions will be acceptable. You will have an opportunity to submit samples of your choice during the interview process if selected to participate. END OF ADDENDUM 3. Submitted by: Brandon Brown, Procurement Officer 1 December 2015
