SEALED REQUEST FOR PROPOSAL (RFP)
March 3, 2020
RFP NUMBER & TITLE:
PROPOSAL DUE DATE & TIME:
PROPOSAL DELIVERY ADDRESS:
RFP# UCPUMW 20‐1124, Vending Services
April 1, 2020; 2:00 p.m.
NOTE: Proposals received after the due date and time cannot be accepted.
University of Mary Washington
Procurement Services /Reference RFP UCPUMW 20‐1124
Eagle Village Executive Offices, Suite 480
1125 Jefferson Davis Hwy., Fredericksburg, VA 22401
☒ All Campuses ☐ Fredericksburg ☐ Stafford ☐ Dahlgren
96115, 16592, 74085
PRE‐PROPOSAL CONFERENCE: ☒ Optional ☐ Mandatory ☐ N/A DATE & TIME: March 20, 2020; 2:00 p.m.
PERIOD OF CONTRACT:
Eagle Village Executive Bldg., 1125 Jefferson Davis Highway, Fredericksburg, VA, Suite #480
Two (2) years from date of award with the option of up to eight (8) one year renewals.
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.:
Submitted By (Print Name & Title):
Signature (In Ink):
Page 1 RFP 20‐1124
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 2:00 p.m., March 25, 2020.
II. PRE‐PROPOSAL CONFERENCE: An optional pre‐proposal conference will be held on March 20, 2020 at 2:00 p.m. at the
Eagle Village Executive building, Suite 480, located at 1125 Jefferson Davis Highway, Fredericksburg, VA. Refer to the
Pre‐Proposal Conference clause in the Special Terms and Conditions. While attendance at this conference will not be a
prerequisite to submitting a proposal, Offerors who intend to submit a proposal are encouraged to attend. Any
changes resulting from this conference will be issued in a written addendum to the RFP.
a. No attendee will be permitted access to the conference after 2:00 p.m.
b. Notification of your intent to attend the Conference shall be submitted, via email, to Ken Manahan, Contract
Officer, at email@example.com, by 2:00 p.m., March 18, 2020.
c. Bring a copy of the RFP with you to the conference.
d. Parking is available in the Eagle Village parking lot, which is accessed via the Eagle Village entrance off Jefferson
Davis Highway. A map of the University of Mary Washington (“UMW”) campus can be found here:
http://www.umw.edu/visitors/ The Eagle Village building is adjacent to building #18 (Eagle Landing) on the
I. 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.
II. 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.
III. 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.
IV. 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
Page 2 RFP 20‐1124
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. HOSTED TECHNOLOGY SERVICES ADDENDUM (SIGNED COPY SUBMITTED WITH
B. Vending Machine Locations
C. SMALL BUSINESS SUBCONTRACTING PLAN (MUST BE SUBMITTED W/ PROPOSAL)
D. SWAM SPEND REPORTNG
E. CONTRACTOR BADGE & KEY AUTHORIZATION FORM
F. PROPOSAL SUBMISSION CHECKLIST
G. MAP OF FREDERICKSBURG, VA. CAMPUS
Page 3 RFP 20‐1124
Note: This public body does not discriminate against faith‐based organizations in accordance with §36 of the Governing
Rules or against a Offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited
by state law relating to discrimination in employment.
The intent and purpose of this Request for Proposal (RFP) is to solicit proposals from qualified sources to establish a
contract through competitive negotiations with one qualified contractor to provide Snack Machine Vending 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 contract 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/.
This RFP is issued for the continuation of vending services provided the University. UMW’s vending services are currently
provided by CRH Catering Company, Inc. (”CRH”) under contract number 12‐100, and covers the University’s Virginia
campuses located in Fredericksburg (Main Campus), Dahlgren, and Stafford. UMW currently has the following number
of vending machines at each campus location:
Fredericksburg: Thirty (30) snack machines and one (1) supply machine.
A list that provides the location of each machine is provided as Attachment B. A map of the Fredericksburg campus is
provided as Attachment G.
Additionally, at the Stafford and Dahlgren locations, a coffee maker for pods is provided by the vendor, directly
connected to the water supply, supplemented with sugar, creamer, and stirrers. The pods are purchased from a
vending machine. It is the University’s preference is that the pods are biodegradable, and not plastic.
UMW has an exclusive contract with Pepsi, for Pepsi products, through June 2024.
The approximate number of employees and students at each location are as follows.
Note: The University’s Dahlgren campus is shared by other Virginia institutions of higher education and the Naval War
College, Naval Postgraduate School, and the Defense Acquisition University. The campus also provides event
Page 4 RFP 20‐1124
management services and rental of the facility for appropriate public and private events. Therefore, the total number
of students at the campus is not known.
The actual historical annual vending machine receipts are provided within the table below:
Cash Receipts EagleOne
Credit Card** Total Receipts
*The University’s fiscal year is July 1st through June 30th.
**The machines located at the Fredericksburg campus did not accept credit cards until October 2019.
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 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 (includes Micro) and
otherwise Diverse Businesses 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,
Page 5 RFP 20‐1124