SEALED REQUEST FOR PROPOSAL (RFP)
9 June 2019
RFP NUMBER & TITLE:
UCPUMW 19-1018, Landscape Services (Mowing and Trimming)
PROPOSAL DUE DATE & TIME:
PROPOSAL DELIVERY ADDRESS:
9 July 2019 No Later than 2PM
NOTE: Proposals received after the due date and time cannot be accepted.
University of Mary Washington
Procurement Services /Reference RFP UCPUMW 19-1018
Eagle Village Executive Offices, Suite 480
1125 Jefferson Davis Hwy., Fredericksburg, VA 22401
☒ All Campuses ☐ Fredericksburg ☐ Stafford ☐ Dahlgren
PERIOD OF CONTRACT:
Patricia A. Canciglia
Date of Award through 30 June 2020 with five (5) one-year renewal periods that if
exercised will extend the term to 30 June 2025
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
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.:
Submitted By (Print Name & Title):
Signature (In Ink):
SEALED REQUEST FOR PROPOSALS (RFP)
Page 1 of 36
Revised March 2018
1301 College Avenue
Fredericksburg, VA 22401-5300
Tel: (540) 654-1127
Fax: (540) 654-1168
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 2 July 2019 close of business.
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
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 2 of 36
TABLE OF CONTENTS
II. ORGANIZATIONAL OVERVIEW
IV. CONTRACT PARTICIPATION (COOPERATIVE CONTRACT)
V. SMALL, WOMAN-OWNED, AND MINORITY-OWNED (SWAM) PARTICIPATION
VI. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS
VII. STATEMENT OF NEEDS
VIII. CONTRACT ADMINISTRATION
IX. EVALUATION AND AWARD CRITERIA
X. GENERAL TERMS AND CONDITIONS
XI. SPECIAL TERMS AND CONDITIONS
XII. METHOD OF PAYMENT
A. Campus IPM Policy…………………………………………………………………………………………………….25
B. Proposal Submission Checklist (Must be submitted with Proposal)……………………………29
C. Vendor Data Sheet (Must be submitted with Proposal)……………………………………………..30
D. Pricing Schedule (Must be submitted with Proposal)…………………………………………………32
E. Small Business Subcontracting Plan (Must be submitted with Proposal)…………………….35
F. SWAM Spend Reporting……………………………………………………………………………………………..37
G. SWAM Initiative Letter……………………………………………………………………………………………….38
Page 3 of 36
The intent and purpose of this Request for Proposal (RFP) is to solicit proposals from qualified sources to establish
contracts through competitive negotiations with qualified contractor(s) to provide Mowing, Trimming and Related
Services as outlined herein to the University of Mary Washington (‘UMW’ or ‘the University’), an agency of the
Commonwealth of Virginia. It is intended for the resulting contracts to include cooperative language for the benefit
of all public bodies and other entities referenced herein.
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/.
These services are currently provided under UMW Contract 14-253 which expires 12 August 2019.
Estimated annual spend is $40,000. Services will be 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.
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
Page 4 of 36
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.
2. Protection of Trade Secrets/Proprietary Information: The Virginia Freedom of Information Act “FOIA”
requires release of any procurement documents that are not appropriately marked and protected through
the Trade Secrets or Proprietary Information provisions outlined in the paragraphs below.
If the Offeror intends to protect any Trade Secrets or Proprietary Information, they must:
invoke the protection of the Code of Virginia, § 2.2-4342F, in writing, stating the reasons why
protection is necessary, and
submit, at the same time as the original proposal submission, a separate redacted version of the
proposal which contains identical content, but blacks out any protected information not appropriate
for public release. If a redacted proposal is not received at the same time as the original proposal,
no part of the document may later be protected by the Offeror and restricted from public review.
The designating of an entire proposal document, line item prices and/or total proposal prices as
proprietary or as a trade secret is not acceptable. If, after being given reasonable time, the Offeror refuses
to withdraw the entire proposal designation as redacted, the proposal will be rejected.
3. Oral Presentations: Offerors who submit a proposal in response to this RFP may be required to give an
oral presentation of their proposal to the University. This will provide an opportunity for the Offeror to
clarify or elaborate on the proposal. This is a fact-finding and explanation session only and does not include
negotiation. Oral presentations are an option of the university and may not be conducted. Therefore,
proposals submitted in response to this RFP should not be submitted with the presumption that there will
be opportunities to revise that proposal after submission.
Page 5 of 36