Roanoke Higher Education Authority: Important: This Form Must Be Completed and Returned With Your Response

ROANOKE HIGHER EDUCATION AUTHORITY
REQUEST FOR PROPOSALS
Issue Date: October 4, 2021 RFP Number: 935-21003
Title: MOBILE APPLICATION DEVELOPMENT Commodity Code: 20811; 91829
Issuing Agency: Roanoke Higher Education Center

Director of Facility Services
108 North Jefferson St. Suite 208
Roanoke, Virginia 24016
Closing Date: For consideration, SEALED proposals must be received no later than 3:00 p.m. (local time),
November 1, 2021. (No proposal will be accepted after the stated closing date/time.)
Period of Contract: Date of Award-Project completeness - Maintenance: four (4) two (2) year renewal periods.
PROPOSALS ARE TO BE MAILED DIRECTLY TO ISSUING AGENCY AT THE ADDRESS SHOWN ABOVE TO THE
ATTENTION OF CARLA JAMES-JACKSON. IT IS THE OFFEROR’S RESPONSIBILITY TO ENSURE THAT
PROPSOSALS ARE RECEIVED AT THE LOCATION INDICATED BY THE DATE AND TIME ABOVE. THIS COVER
SHEET MUST ACCOMPANY YOUR BID, WITH ALL INFORMATION AND SIGNATURES APPLIED BELOW.
Submit Comments Interested parties may submit written questions on any aspect of this RFP on or before 3:00 p.m., October
Questions 13, 2021. Please submit your questions to Carla James-Jackson, by email: carla.jackson@education.edu.
No other questions will be responded to after the October 13, 2021 deadline. Questions and answers will be
posted no later than October 18, 2021 as an Addendum to eVA.virginia.gov/VBO and on the RHEC
website, announcements page: http://www.education.edu/announcements.html
In compliance with this Request For Proposals and to all the conditions imposed herein, 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/modifications.
Name and Address of Firm: Date:
Signature:
Printed Name:
Title:
Phone:
FEI/FIN Number 1 : Fax:
Are You A Registered eVA Procurement Vendor? □Yes □No Date Completed:_______________________ (www.eva.virginia.gov)
Check all that apply: □Corporation □Partnership □ Proprietorship □ Individual
Department of Small Business and Supplier Diversity (DSBSD) Certification No. __________________________and Expiration Date:__________________________
Certification Category: □Woman‐Owned □Minority‐Owned □Micro □Small Business (www.dsbsd.virginia.gov) for additional information.
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Contractor is REQUIRED to provide a Federal Employer Identification Number, a Federal Identification Number or, in the absence of these numbers, his Social Security Number. This information
is being collected for IRS reporting. This authority does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a offeror or
because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.
IMPORTANT: THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR RESPONSE
TABLE OF CONTENTS
I. PURPOSE………………………………………………………………………………………………….3
RFP 935-21003 MOBILE APPLICATION DEVELOPMENT
II. BACKGROUND…………………………………………………………………………………………..3
III. STATEMENT OF WORK…………………………………………………………………………….….. 4
IV. PROPOSAL PREPARATION & SUBMISSION INSTRUCTIONS………………….………………….6
V. PRICING…………………………..……………………………………………………………………...10
VI. EVALUATION AND AWARD CRITERIA………………………….………………………………….11
VII. INVOICING AND PAYMENT…………………………………………………………..………….…...12
VIII. ATTACHMENTS………………………..…………………………………………………………….....12
IX. GENERAL TERMS AND CONDITION………………………………………………………………...14
X. SPECIAL TERMS AND CONDITIONS…………………………………………………………….......22
ATTACHMENTS
A. OFFEROR DATA AND REFERENCE SHEET*………………………………………………………. 26

B. PRICING*………………………………………………………………………………………………...29
C. SMALL BUSINESS SUBCONTRACTING PLAN*……………………………………………………30
D. STATE CORPORATION COMMISSION FORM*……………………………………………………..32
E. EXCEPTIONS TO THE RFP*………………………………………………………………………….. 33
F. PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION*………..………………… 34
G. SAMPLE STANDARD CONTRACT…………………………………………………………………...35
*Note: This form must be completed and returned with your response.
I. PURPOSE
The Roanoke Higher Education Center (RHEC) is seeking a partner that has the expertise to provide assistance
in all aspects of application development, including services related to the development, maintenance and
support of applications designed for mobile devices such as smart phones, tablet, and other mobile devices
including wearable devices. Services may include information processing architecture, analysis, programming,
data management, quality assurance, web services development, training, documentation, project management
and consulting related to the delivery of mobile application. The mobile app shall incorporate functionality that
will enable RHEC to communicate to the public the following:
 Extend the experience offered by the Central Walkway (Plaza) and various interpretive panels in the area;
 Honor the Gainsboro community by tell its stories well;
 Inspire people through imagining Gainsboro’s rich history; and
 Encourage people to reflect on the impact of the urban renewal on Gainsboro.
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The app shall provide an improved user experience; streamline interfaces, with engaging creative and intuitive
access to frequently visited features.
II. BACKGROUND
The Roanoke Higher Education Center (RHEC) is currently under construction with the Central Walkway
project. The Central Walkway will connect the main building with the Claude Moore Education Complex
(CMEC) and ultimately it will expand the campus footprint. The Central Walkway will provide a beautiful
green space, a brick walkway and an outdoor learning laboratory for culinary arts students. The RHEC campus,
including the new Central Walkway, are located in the Gainsboro neighborhood very near the Dr. Martin Luther
King Bridge and Henry Street, formerly an important African American business and entertainment district.
A significant aspect of the Roanoke Higher Education Center Central Walkway project is highlighting the rich
history of the Gainsboro neighborhood and as community partners, have worked with the members in the
community to identify relevant themes and important events to permanently feature in the walkway with granite
markers. Those themes include:
A. 1835 Gainesborough
Town of Gainesborough was chartered in 1835 on 68 acres east of the present day Gainsboro
neighborhood. It was the first community in the area known as the Big Lick, named for the natural salt
licks that attracted animals.
B. 1852-1884 Big Lick to Roanoke
In 1852, the Virginia & Tennessee Railroad built a depot north of the tracks, west of Henry Street.
Development shifted southwest of Gainesborough to the new Town of Big Lick. In 1881, citizens
persuaded the Shenandoah Valley Railroad to establish a junction and headquarters for the newly merged
Norfolk & Western Railway in Big Lick. The Town was renamed Roanoke in 1882 and chartered as a
city in 1884.
C. 1882-1945 N&W Railway
In 1182, the Roanoke Land and Improvement Company purchased property to build houses for railroad
employees. Many of these houses still stand on Gilmer Avenue. The N&W Railway employed many
African Americans as porters, brakemen, firemen, laborers, clerks, cooks, custodians, and more. Blacks
could not belong to labor unions until 1945.
D. 1900-1970 Center for African Americans
By 1911-1917, Roanoke enacted laws that restricted where Blacks could live and do business. Gainsboro
became the social and commercial center for African Americans with a hospital, library, businesses,
churches, and civic institutions. Businesses located on Gainsboro Road, Henry Street and Gilmer
Avenue. From 1915-1970, over 300 businesses operated at different times on Henry Street.
E. 1955-1980 Urban Renewal
In Gainsboro and Northeast Roanoke, City Urban Renewal efforts destroyed over 1600 homes, several
schools, 24 churches, and over 200 businesses for redevelopment. Black residents and businesses were
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displaced and many properties acquired by eminent domain. Most families and businesses did not
recover.
F. 1870-1929 Education for African Americans
The first school for Blacks was the Old Lick Colored School (1872), a one room, log structure. From
1872-1900, four elementary schools were built in Northeast and Gainsboro. African Americans seeking a
high school education had to attend school elsewhere. Harrison School became the first accredited high
school for Blacks in 1924. In 1929, Lucy Addison High School was built on Douglas Avenue.
G. 1954-1970 Social and Educational Integration
In 1954, the landmark court case, Brown v. Board of Education, ended segregation of public schools. In
Virginia, there was massive resistance. In the 1960s in Roanoke, Black and White leaders formed the
Biracial Committee to pursue change peacefully in schools and businesses. The committee accomplished
the desegregation of schools, theatres, restaurants, and closure of a city dump.
The larger stories around those seven (7) themes and events will be told through the development and
implementation of a mobile experience.
III. STATEMENT OF WORK
A. INTENT
It is the intent of these specifications, terms and conditions to describe the required qualifications of
vendors that have the capability of delivering application development and support services related to
mobile applications. RHEC wants to be able to quickly work with a vendor to deliver a mobile
application in both a timely and cost effective manner.
B. SCOPE
The RHEC plans to enter into an agreement with a firm that have the expertise to provide assistance in all
aspects of application development, including services related to the development, maintenance and
support of application design for mobile devices such as smart phones, tablet, and other mobile devices
including wearable devices. Services may include information processing architecture, analysis,
programming, data management, quality assurance, web services development, training, documentation,
project management and consulting related to the delivery of mobile applications. The technology
expertise includes but is not limited to HTML5, REST API, JSON, CSS3, JavaScript, JQuery, Objective-
C, Java, PHP, MSSQL, PostgreSQL, .NET, PhoneGap, ICENIUM and Eclipse, including the integration
with local proprietary software and systems. Subject matter expertise may extend to security, testing
tools, current trends etc.
C. OFFEROR QUALIFICATIONS
Offeror minimum qualifications:
1. Offeror must be engaged in the business of providing mobile development and support services using
experienced Information Technology (IT) professionals during the past three (3) years. This must be
verifiable through references and past projects completed. If an Offeror does not have mobile
development and support service history, demonstration of how this can be achieved will be required.
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2. Offeror must have extensive experience with all aspects of application development and maintenance
services.
3. Offeror must have a comprehensive understanding of all aspects of developing HTML, native and
hybrid mobile applications, as well as current and future trends in the industry.
4. Offeror must have an understanding of an organization’s technology needs and providing the
appropriate resources to develop, maintain, and consult in the development of mobile applications as
well as provide other associated services.
5. Offeror must have an understanding of the RHEC technology and communication needs, being able
to effectively develop a resource to provide student, visitor and resident “modes” of the application,
providing resources and overall source for Gainsboro’s rich history.
6. Offeror must have a customer relationship model that proactively collaborates with the RHEC to
place the right resources at the right time and quickly resolve issues. Offeror business shall be in
close proximity to RHEC to achieve this endeavor.
7. Offeror must have qualified individuals that may have to pass a hiring background check to work on
some applications (i.e., work history and references).
D. SPECIFIC REQUIREMENTS:
Offerors shall have the ability to create a new mobile app for the RHEC. Offeror shall have the capability
of delivering application development and support services related to mobile applications. Offeror shall
have the ability to lead testing efforts, manage player messaging, and manage new app version releases as
directed by the RHEC. Specific requirements are listed below:
1. Requirements:
a. A consistent experience across smartphone devices.
b. Accessibility for people with visual or hearing impartments. Following WCAG 2.1 level AA
standards. https://www.w3.org/TR/WCAG21/
c. A sustainable platform that can be maintained using widely supported open standard
technologies.
d. The mobile experience will be built as a progressive web application (PWA). The PWA should
look and behave like a mobile app, but run entirely in a web browser to avoid submission and
approval with app stores to not being susceptible to obsolescence as new versions of mobile
operating systems come out.
e. Provide ease of management through a content management system (CMS)

 RHEC anticipates quarterly updates to content
 CMS should not require programming skills
f. A way to present HTML formatted content with common body text styles and embedded images,
video and audio for historical narratives, personal profiles and other types of content.
g. The ability for users to submit information through forms set up by RHEC staff (form builder
functionality).
h. Provide an interactive map that allows users to see various points of interest (POIs) noted by
icons to get basic information like location, and in-depth information such as history.
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 Users with a smartphone should be able to get directions to a location by tapping a link
opening their device’s built-in map solution
 The CMS should enable staff to set up different views of the map, so that the map can be
displayed with a particular default center, zoom level and set of POIs. Shall also have the
capability for the map to be used to tell different parts of the Gainsboro story or to provide a
specific set of POIs for a walking tour.
IV. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS
A. RFP Response
In order to be considered for selection, the Offerors must submit a complete response to this RFP. One
(1) original and three (3) copies of the proposal must be submitted to the issuing Purchasing Agency.
Additionally, one (1) electronic copy of the proposal in either Microsoft Word (DOCX) or Portable
Document Format (PDF) shall accompany the proposal submittal on CD or flash drive, or be made
available to the Contracting Officer by email or web-based download within 24 hours of the due date. No
other distribution of the proposal shall be made by the Offeror.
B. Proposal Preparation
1. Proposals shall be signed by an authorized representative of the Offeror. The original proposal must
be clearly marked on the outside of the proposal. All information requested should be submitted.
Failure to submit all information requested may result in the Purchasing Agency requiring prompt
submission of mission information and/or giving a lower evaluation of the proposal. Proposals,
which are substantially incomplete or lack key information, may be rejected by the Purchasing
Agency. Mandatory requirements are those required by law or regulation or are such that they cannot
be waived and are not subject to negotiation.
2. Proposals should be prepared simply and economically, providing a straightforward, concise

description of capabilities to satisfy the requirements of the RFP. Emphasis should be on
completeness and clarity of content.
3. Proposals should be organized in the order in which the requirements are presented in the RFP. All
pages of the proposal should be numbered. Each paragraph in the proposal should reference the
paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph
number, sub letter, and repeat the text of the requirement as it appears in the RFP. If a response
covers more than one page, the paragraph number and sub letter should be repeated at the top of the
next page. The proposal should contain a table of contents, which cross-references the RFP
requirements. Information which the offeror desires to present that does not fall within any of the
requirements of the RFP should be inserted at an appropriate place or be attached at the end of the
proposal and designated as additional material. Proposals that are not organized in this manner risk
elimination from consideration if the evaluators are unable to find where the RFP requirements are
specifically addressed.
4. 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"
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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 Offerors’ proposal.
5. Each copy of the proposal should be bound or contained in a single volume where practical. All
documentation submitted with the proposal should be contained in that single volume.
6. 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 an
offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act;
however, the offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing,
either before or at the time the data or other material 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 material 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 or prequalification application, line item prices, and/or total proposal prices as
proprietary or trade secrets is not acceptable and will result in rejection of the proposal. If, after being
given reasonable time the offeror refuses to withdraw an entire classification designation, the
proposal will be rejected.
C. 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 agency. This provides 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. The
issuing agency will schedule the time and location of these presentations. Oral presentations are an
option of the purchasing agency and may or may not be conducted.
RHEC expects offerors who are invited to give an oral presentation will utilize the person or persons who
will be working on the project to make the presentation so quality and experience of the contractor’s staff
can be evaluated prior to making the selection.
D. Technical Proposal Format:
To facilitate the analysis of proposals, Offerors are encouraged to prepare the proposal according to the
instructions and in the order presented in this section. Proposals should be prepared as simply as possible
with straightforward, concise descriptions to demonstrate an understanding of the project and services
required by the City. Proposals that provide innovative alternatives and creative approaches are
encouraged. Any other information thought to be relevant, but not applicable to the categories below, may
be provided as an appendix to the proposal. The proposal should be organized with tabs in the following
order and minimally contain the following information:
1. Attachment A – Proposal Form. The Proposal Form should act as the cover pages of the proposal.
2. Table of contents to clearly identify the materials by section and page number.
3. An executive summary that provides a narrative, prepared in non-technical terms, summarizing the
proposal.
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4. Corporate Background and Experience – Offeror should provide the following information about the
company. Offeror should outline the company’s background including:
 How long the company has been in business;

 Whether the company is a public or privately owned firm. Provide information regarding
pending buyouts, mergers or acquisition offers which should ethically be disclosed at this time;
 A brief description of the company size and organization;
 The number of clients of a similar industry and footprint, as well as experience in the field of
mobile application software;
 Most recent audited financial statements or other information to demonstrate financial security of
the firm;
5. Technical Approach and Project Management Plan – Describe, as concisely as possible the technical
approach and management plan that will be used to complete the project. Offerors should consider
the desired functionality as identified in the Statement of Work and provide a response that
demonstrates the capability of the proposed solution.
1. The approach to the overall project as well as each deliverable should be described. For each
deliverable, the Offeror should include an estimate of work effort for the RHEC and the Offeror,
and a timeline for each to the degree possible. These estimates should reflect the size and scope
of work effort based on the Statement of Work. Please outline the following:
 Maturity of the offering – the depth and breadth of your software solution and service
offering;
 Detailed implementation approach (methodology, phases, leading practices) to include
expected number of trips, number of individuals, frequency and duration of on-site visits
during initial implementation;
 Available software installation, data import, data cleansing, and migration services;
 Change management methodology for the software solution;
 Training methodology for the software solution;
 Test management (integration, test plans, phases, scripts, and sign-offs);
 Knowledge Management Types – creation and version control of all solution documentation;
 Information of Service Level Agreements with respect to availability, response times, quality
documentation, and status reporting;
 Details of data backup/restore/recovery procedures and redundancy standards for preventing
data loss. Also provide High Availability details during system down situations;
 Provide security requirements for the proposed solution;
 Provide minimum requirements for the specifications for computers, servers, desktop or
network printers, or other equipment requirements necessary to operate the system in
response to this RFP;
 Performance KPI metric with respect to crash rate, average response time in the mobile
device, average response time in the office for the application;
 Provide any Application Program Interfaces to integrate with other systems;
 Provide and Assumptions to the RFP your firm has taken into consideration;
 Experience and history of integration with other software products included in the Statement
of Work;
 Information on alert or notification systems and information on applications available with a
mobile dashboard and/or schedulers;
 Information on how the proposed solutions will identity of drivers;
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 Enhanced camera systems – specify what additional camera solutions your firm has available
to provide for increased functionality with a view toward the Gainsboro community. Include
specifications on resolution, field of view, accuracy, image capture rate, software
requirements and compatibility with existing RHEC systems.
2. Project Resource: The proposed project team that will be assigned to this engagement, including
sub-contractors proposed, should be listed by staff title. The individual staff names, if available,
should also be listed. A brief description of the individuals that will be assigned to the project
should be included in the section, along with a description of the project team’s past record of
performance on similar projects. For each person proposed, indicate the amount and nature of
experience performing projects of similar size and scope for other institutions of education of
similar size. Include how the firm manages loss of key personnel should it occur.
3. Project Implementation Plan/Deliverable Schedule – Define all deliverables and the proposed
date for completion. The project plan shall include, but not be limited to, the tasks necessary for
the successful installation and setup of the hardware units, installation and setup of the system
wide software and database if applicable, end user training. The project plan will indicate the
resources required from RHEC for the successful implementation of the project.
4. Related Project Experience - Provide information on experience performing projects of similar

size and scope for other municipal utilities of similar size. Offerors should include the following:
 How long the company has been performing services similar to those requested in this RFP;
 Indicate what projects were successful (completed on time and within budget), Challenged
(completed but was either over budget or took longer than expected), Failed (cancelled before
completed). For the clients mentioned in the paragraph above, provide contact details (name,
title and number/e-mail) for a sample in each category (Successful, Challenged and Failed).
5. Statement of Work – Provide a complete statement of work including plan to transfer knowledge
to RHEC.
6. References (using reference form) – Offeror should provide a minimum of three references,
which should be in local or state government and be of similar size and scope. Provide contacts
names, titles, addresses and phone numbers for each reference. Offerors may include materials
(including letters of support or endorsement) indicative of the firm’s capabilities.
7. Sample Contracts and Annual Maintenance Agreements – Provide proposed sample agreements
that you require to be executed by RHEC if awarded a contract. Provide proposed annual
maintenance agreements for both technical and maintenance support.
E. Questions
All questions related to the RFP or requests for clarification must be submitted in writing to Carla James-
Jackson, Senior Director of Academic & Student Services by email at carla.jackson@education.edu no
later than 3:00 p.m. on Wednesday, October 13, 2021. Oral questions will not be permitted. All
responses will be in writing and will be posted as an addendum on the RHEC website at
www.education.edu/annuncements.html and also on eVA at www.eva.virginia.gov/VBO by close of
business on Monday, October 18, 2021. It is the responsibility of all Offerors to ensure that they have
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received all addendums and to include signed copies of any and all addendums with their proposal
submission.
F. Exception to the RFP
All requested information in this RFP must be supplied. Offerors may take exception to certain
requirements in this RFP. Any exceptions from the RFP guidelines, requirements and specifications shall
be clearly identified in this section and must be submitted in writing. Written explanation shall include
the scope of the exceptions, the ramifications of the exceptions for RHEC, and the description of the
advantages and disadvantages to RHEC as a result of exceptions. All exceptions must be submitted by
the due date of the proposal. RHEC, at its sole discretion, may reject any exceptions or specifications
within the proposal. Vendor should not incorporate by reference its entire proposal.
All exceptions must be identified in Exceptions to the RFP (Attachment E) and be approved before the
contract is signed or they are considered non-binding. Any exceptions from the RFP requirements that
are being included within the proposal submission will require a written notice to be included in the
proposal. This written notice in no way authorizes the proposed exception or exceptions without a written
acknowledgment form RHEC. These exceptions notices must be brought to the attention of RHEC by the
requestor of the exceptions. RHEC reserves the right to approve or deny any and all exceptions from the
RFP requirement. Once the contract has been signed by both parties, no exceptions will be considered
without RHEC approval.
G. Modification and Withdrawal of Proposal
An Offeror may modify or withdraw his proposal, either personally or by written request, at any time
prior to the scheduled time for opening of proposals. After proposal opening, Code of Virginia 2.2-4330
B.1. shall apply: “The Offeror shall give notice in writing of his claim of right to withdraw his bid within
two (2) business days after the conclusion of the bid opening procedure and shall submit original work
papers of such notice”.
V. PRICE PROPOSAL:
Provide a Price Proposal with an all-inclusive price to include all labor, materials & supplies, software,
licensing, infrastructure, travel and associated expenses, overhead costs, and any other associated costs
necessary to complete the services as specified herein. Please itemize the project costs by category and show a
subtotal for each category. Prices submitted should be clearly stated so that RHEC fully understands what will
be supplied for a given figure.
Any optional add-ons or additional hours should be given in the proposal with prices Mobile Application
Development RFP 935-21003 and should be clearly marked. RHEC will consider and encourages Offerors to
place a percentage of your fees at risk to demonstrate their commitment to the successful outcome of the
project.
VI. EVALUATION AND AWARD CRITERIA:
A. Proposal Evaluation Criteria

Selection of the successful proposal will be based upon submission of proposals meeting the selection
criteria. Proposal evaluations will be based on a points scale, using the following minimum selection
criteria:
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1. Demonstrated Understanding, Technical Approach and Methodology: Overall quality of the

recommended approach and implementation methodology that demonstrates an acceptable level of
clarity in the understanding of the purpose, service, scope, and objectives of this RFP, as well as the
ability to effectively meet the requirements of the RFP. (20 Points)
2. Successful Experience and Capability: Overall quality and relevance of proposed team members and
their ability to capably perform the identified tasks in this RFP; Qualifications and experiences of the
firm, project team members and overall team organization; Overall depth of knowledge within the
firm and how the firm deals with the loss of key personnel, as well as how the firm is willing to
transfer knowledge and utilization to RHEC staff. (20 Points)
3. Suitability/Responsibility: The degree to which Offeror conveys their understanding of the Statement
of Work and the degree that the offered solution/services meet the identified needs and schedule of
RHEC. The capability in all respects to fully perform the contract requirements and the moral and
business integrity and reliability that will assure good faith performance as required by these
specifications. (25 Points)
4. Price: Price will not be the sole deciding factor in the selection process, but price, including any
discounts, educational or preferred customer status, will be considered in the case of this RFP. (10
Points)
5. Responsiveness: Completeness of the proposal. The degree to which the Offeror has responded to
the purpose and scope of specifications. Conformance in all materials respects to this RFP. (10
Points)
6. Small Business Subcontracting Plan: A DSBSD-certified small business who serves as prime
contractor will receive full credit for subcontracting for work performed by such prime. Receipt of a
small business-subcontracting plan may be a condition of the award and if so, a requirement for a
report from the prime contractor must be stated in the solicitation indicating the frequency of the
report required in the contract. (15 Points)
As part of the evaluation process, RHEC may ask questions of a clarifying nature from Offerors as
required. RHEC may also request an oral presentation to explain the proposal and answer questions.
RHEC reserves the right to cancel this RFP at any time or reject any or all proposals received as a result
of this RFP if it is in the best interest of the Authority.
POINT
FOR SERVICES VALUE
1. Demonstrated Understanding, Technical Approach and Methodology: 20
2. Successful Experience and Capability: 20
3. Suitability/Responsibility: 25
4. Price 10
5. Responsiveness: 10
6. Small Business Subcontracting Plan 15
TOTAL 100
B. Award of Contract
RHEC reserves the right to make selection of two or more Offerors that are deemed fully qualified and
best suited among those submitting proposals, based on the factors involved in the request for proposals,
including price if so stated in the request for proposal. Negotiations shall then be conducted with each of
the Offerors so selected. Price shall be considered, but need not be the sole determining factor. After
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negotiations have been conducted with each Offeror so selected, RHEC shall select the Offeror that, in its
opinion, has made the best proposal, and shall award the contract to that Offeror. Should RHEC
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 the Offeror. Once the selection has been made as to which Offeror will be awarded the
contract, the Contract Administrator will post a Notice of Award on the RHEC website at
www.education.edu/announcements.html and also on eVA at www.eva.virginia.gov/VBO.
The award documentation will subsequently be followed by a contract incorporating by reference all the
requirements, terms and conditions of the solicitation and the Offeror’s proposal as negotiated.
RHEC desires to award to one (1) qualified vendor for all services.
C. Contract Term
The resulting contract will begin Date of Award and continue until project is complete; thereafter four (4)
two (2) year options to renew maintenance service agreement. For the term of the contract, pricing for all
services will be no greater than the prices provided in the Contractor’s Proposal submission. However,
during any request for renewal, the Contractor may request a price increase based on the of the Domestic
Services category of the CPI-U section (Table 7) of the Consumer Price Index of the United States
Bureau of Labor Statistics for the latest twelve months for which statistics are available. If however,
during any term of the Contract lower prices and rates become effective for like quantities of service
under similar terms and conditions, through reduction in Contractor’s list prices, promotional discounts,
or other circumstances, the Contract Administrator must be given immediate benefit of such lower prices
and rates.
VII. INVOICING AND PAYMENT:
The Contractor shall submit an invoice that references the RHEC contract number, description of services, total
price, and purchase order number. Payment will be made thirty days after receipt of proper invoice for the
amount of payment due, or thirty days after receipt of goods/services, whichever is later, in accordance with the
Commonwealth of Virginia Prompt Payment Act. Mail or Email Invoice(s) to:
Roanoke Higher Education Center

Financial Services
108 N. Jefferson St.
Roanoke, VA 24016
Email: lori.vancuren@education.edu
VIII. ATTACHMENTS:
Offeror Data and Reference Sheet (Attachment A)

Cost Proposal (Attachment B)
Small Business Subcontracting Plan (Attachment C)\
State Corporation Commission Form (Attachment D)
Exceptions to the RFP (Attachment E)
Proprietary/Confidential Information Identification (Attachment F)
Sample Contract (Attachment G)
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IX. GENERAL TERMS AND CONDITIONS:
Vendor: These general rules and conditions shall apply to all purchases and be part of each solicitation and
every contract awarded by RHEC, unless otherwise specified. The RHEC Executive Director is responsible for
the purchasing activity of RHEC. The term “RHEC” as used herein refers to the contracting entity, which is the
signatory on the contract. Offers or their authorized representatives are expected to inform themselves fully as
to the conditions, requirements, and specifications before submitting an offer. Failure to do so will be at the
offeror’s own risk and except as provided by law, relief cannot be secured on the plea of error.
Subject to all Federal, State and local laws, policies, resolutions, regulations, rules, limitations and legislation,
offerors on all solicitations issued by the RHEC Executive Director will bind offerors to applicable conditions
and requirements herein set forth unless otherwise specified in the solicitation.
A. PURCHASING MANUAL: This solicitation 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 by accessing it electronically at https://vascupp.org/hem.pdf.
B. APPLICABLE LAWS AND COURTS: This solicitation 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 Virginia. The agency and the contractor are encouraged to resolve any issues in
controversy arising from the award of the contract or any contractual dispute using Alternative Dispute
Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). The contractor shall comply with all
applicable federal, state and local laws, rules and regulations.
C. ANTI-DISCRIMINATION: By submitting their offers, offerors certify to the RHEC 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 3.1 and 3.2 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.
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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.
d. If the contractor employs more than five employees, the contractor shall (i) provide annual
training on the contractor's sexual harassment policy to all supervisors and employees providing
services in the Commonwealth, except such supervisors or employees that are required to
complete sexual harassment training provided by the Department of Human Resource
Management, and (ii) post the contractor's sexual harassment policy in (a) a conspicuous public
place in each building located in the Commonwealth that the contractor owns or leases for
business purposes and (b) the contractor's employee handbook.
e. The requirements of these provisions 1. and 2. are a material part of the contract. If the
Contractor violates one of these provisions, the Commonwealth may terminate the affected part
of this contract for breach, or at its option, the whole contract. Violation of one of these
provisions may also result in debarment from State contracting regardless of whether the specific
contract is terminated.
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.
D. ETHICS IN PUBLIC CONTRACTING: By submitting their offer, offerors certify that their offer is
made without collusion or fraud and that they have not offered or received any kickbacks or inducements
from any other offeror, supplier, manufacturer or subcontractor in connection with their offer, 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
RHEC, the contractor certifies that the contractor does not and shall not during the performance of this
contract for goods and services in the Commonwealth of Virginia, knowingly employ an unauthorized
alien as defined in the Federal Immigration Reform and Control Act of 1986.
F. DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not
currently debarred by the Commonwealth of Virginia from submitting a response for the type of goods
and/or services covered by this solicitation. Vendor further certifies that they are not debarred from filling
any order or accepting any resulting order, or that they are an agent of any person or entity that is
currently debarred by the Commonwealth of Virginia.
If a vendor is created or used for the purpose of circumventing a debarment decision against another
vendor, the non-debarred vendor will be debarred for the same time period as the debarred vendor.
G. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the
RHEC 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 RHEC under said contract.
H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS FOR 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
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solicitation may be cause for rejection of the proposal; however, the RHEC 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 offeror has questions about the specifications or
other solicitation documents, the prospective offeror should contact the Buyer whose name appears on the
face of the solicitation no later than five working days before the due date. Any revisions to the
solicitation will be made only by addendum issued by the RHEC.
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).
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
RHEC funds, shall be billed by the contractor at the contract price, regardless of which partnering
affiliate 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 resolved in accordance with Code of Virginia, § 2.2-4363 and -4364. Upon
determining that invoiced charges are not reasonable, the Commonwealth shall notify the
contractor of defects or improprieties in invoices within fifteen (15) days as required in Code of
Virginia, § 2.2-4351.,. The 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. Within seven (7) days of the contractor’s receipt of payment from the Commonwealth, 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 RHEC for the proportionate share of the payment received for work performed by the
subcontractor(s) under the contract; or
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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 RHEC, except
for amounts withheld as stated in (10.2) 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 RHEC.
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.
K. PRECEDENCE OF TERMS: The following General Terms and Conditions 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 OFFERORS: The RHEC may make such reasonable investigations as deemed
proper and necessary to determine the ability of the offeror to perform the services/furnish the goods and
the offeror shall furnish to the RHEC all such information and data for this purpose as may be requested.
The RHEC reserves the right to inspect offeror’s physical facilities prior to award to satisfy questions
regarding the offeror’s capabilities. The RHEC further reserves the right to reject any offer if the evidence
submitted by, or investigations of, such offeror fails to satisfy the RHEC that such 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 RHEC 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 RHEC.
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 terms, conditions, or scope of the contract. Any
additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or
services, or with the same broad product or service categories as were included in the contract award.
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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.
2. The RHEC 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, unless the contractor intends to
claim an adjustment to compensation, schedule, or other contractual impact that would be caused by
complying with such notice, shall await RHEC’s written decision affirming, modifying, or revoking
the prior written notices. If RHEC decides to issue a notice that requires an adjustment to
compensation, the contractor shall be compensated for any additional costs incurred as the result of
such order and shall give RHEC 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 RHEC’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 RHEC with all vouchers and records of expenses
incurred and savings realized. The RHEC 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 RHEC within thirty (30) days
from the date of receipt of the written order from the RHEC. 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 Virginia Public Procurement Act. 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 RHEC 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 RHEC, 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 that the RHEC may have.
Q. INSURANCE: By signing and submitting an offer under this solicitation, the 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
offeror further certifies that the contractor and any subcontractors will maintain this 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:
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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 RHEC must be named as an additional insured and so
endorsed on the policy.
4. Automobile Liability - $1,000,000 combined single limit. (Required only if a motor vehicle not
owned by RHEC is to be used in the contract). Contractor must assure that the required coverage
is maintained by the contractor (or third party owner of such motor vehicle.)
R. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a
contract as a result of this solicitation, RHEC will publicly post such notice on the RHEC web site
(https://www.education.edu) for a minimum of 10 days.
S. 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 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.
T. 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.
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U. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the RHCA
shall be bound hereunder only to the extent of the funds available or which may hereafter become
available for the purpose of this agreement.
V. PER PRICE CURRENCY: Unless stated otherwise in the solicitation, offerors shall state offer prices in
US dollars.
W. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: A contractor

organized as a stock or nonstick corporation, limited liability company, business trust, or limited
partnership or registered as a registered limited liability partnership shall be authorized to transact
business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or
Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described above
that enters into a contract with a public body pursuant to the Virginia Public Procurement Act shall not
allow its existence to lapse or its certificate of authority or registration to transact business in the
Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during
the term of the contract. A public body may void any contract with a business entity if the business entity
fails to remain in compliance with the provisions of this section.
X. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION, CONTRACTS, AND

ORDERS: The eVA Internet electronic procurement solution, web site 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 must register in eVA and pay the Vendor Transaction Fees specified below; failure to
register will result in the bid being rejected.
Vendor transaction fees are determined by the date the original purchase order is issued and the current
fees are as follows:
1. For orders issued July 1, 2014, and after, the Vendor Transaction Fee is:
a. DSBSD-certified Small Businesses: 1%, capped at $500 per order.

b. Businesses that are not DSBSD-certified Small Businesses: 1%, capped at $1,500 per order
2. Refer to Special Term and Condition “eVA Orders and Contracts” to identify the number of purchase
orders that will be issued as a result of this solicitation/contract with the eVA transaction fee specified
above assessed for each order.
For orders issued prior to July 1, 2014, the vendor transaction fees can be found at
www.eVA.virginia.gov.
The specified vendor transaction fee will be invoiced, by the Commonwealth of Virginia Department of
General Services, typically within 60 days of the order issue date. Any adjustments (increases/decreases)
will be handled through purchase order changes.
Y. SET-ASIDES IN ACCORDANCE WITH THE SMALL BUSINESS ENHANCEMENT AWARD

PRIORITY: This solicitation is set-aside for award priority to DSBSD-certified micro businesses or
small businesses when designated as “Micro Business Set-Aside Award Priority” or “Small Business Set-
Aside Award Priority” accordingly in the solicitation. DSBSD-certified micro businesses or small
businesses also includes DSBSD-certified women-owned and minority-owned businesses when they have
20
received the DSBSD small business certification. For purposes of award, bidders/offerors shall be
deemed micro businesses or small businesses if and only if they are certified as such by DSBSD on the
due date for receipt of bids/proposals.
Z. CIVILITY IN STATE WORKPLACES: The contractor shall take all reasonable steps to ensure that
no individual, while performing work on behalf of the contractor or any subcontractor in connection with
this agreement (each, a “Contract Worker”), shall engage in 1) harassment (including sexual harassment),
bullying, cyber-bullying, or threatening or violent conduct, or 2) discriminatory behavior on the basis of
race, sex, color, national origin, religious belief, sexual orientation, gender identity or expression, age,
political affiliation, veteran status, or disability.
The contractor shall provide each Contract Worker with a copy of this Section and will require Contract
Workers to participate in agency training on civility in the State workplace if contractor’s (and any
subcontractor’s) regular mandatory training programs do not already encompass equivalent or greater
expectations. Upon request, the contractor shall provide documentation that each Contract Worker has
received such training.
For purposes of this Section, “State workplace” includes any location, permanent or temporary, where a
Commonwealth employee performs any work-related duty or is representing his or her agency, as well as
surrounding perimeters, parking lots, outside meeting locations, and means of travel to and from these
locations. Communications are deemed to occur in a State workplace if the Contract Worker reasonably
should know that the phone number, email, or other method of communication is associated with a State
workplace or is associated with a person who is a State employee.
The Commonwealth of Virginia may require, at its sole discretion, the removal and replacement of any
Contract Worker who the Commonwealth reasonably believes to have violated this Section.
This Section creates obligations solely on the part of the contractor. Employees or other third parties may
benefit incidentally from this Section and from training materials or other communications distributed on
this topic , but the Parties to this agreement intend this Section to be enforceable solely by the
Commonwealth and not by employees or other third parties.
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X. SPECIAL TERMS AND CONDITIONS:
A. 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 RHEC, its authorized agents, and/or state auditors shall have full access to and the right to
examine any of said materials during said period.
B. AWARD: Selection shall be made of two or more offerors deemed to be fully qualified and best suited
among those submitting proposals on the basis of the evaluation factors included in the Request for
Proposals, including price, if so stated in the Request for Proposals. Negotiations shall be conducted with
the offerors so selected. Price shall be considered, but need not be the sole determining factor. After
negotiations have been conducted with each 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. The
Commonwealth may cancel this Request for Proposals or reject proposals at any time prior to an award,
and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be
the most advantageous (Code of Virginia, § 2.2-4359D). Should the Commonwealth 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.
C. OFFER ACCEPTANCE PERIOD: Any offer in response to this solicitation shall be valid for (60)
days. At the end of the (60) days the offer may be withdrawn at the written request of the offeror. If the
offer is not withdrawn at that time, it remains in effect until an award is made or the solicitation is
canceled.
D. CANCELLATION OF CONTRACT: The RHEC 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.
E. eVA ORDERS AND CONTRACTS: The solicitation/contract will result in 1 (one) purchase order(s)
per contract term with the applicable eVA transaction fee assessed for each order.
Vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA
Internet e-procurement solution and agree to comply with the following: if this solicitation is for a term
contract, failure to provide an electronic catalog (price list) or index page catalog for items awarded will
be just cause for the Commonwealth to reject your bid or terminate this contract for default. The format of
this electronic catalog shall conform to the eVA Catalog Interchange Format (CIF) Specification that can
be accessed and downloaded from www.eVA.virginia.gov. Contractors should email Catalog or Index
Page information to eVA-catalog-manager@dgs.virginia.gov.
F. IDENTIFICATION OF OFFER ENVELOPE: If a special envelope is not furnished, or if return in

the special envelope is not possible, the signed offer should be returned in a separate envelope or package,
sealed and identified as follows:
From: ___________
Name of Bidder/Offeror Due Date Time
________________
22
Street or Box Number IFB No./RFP No.

________________
City, State, Zip Code IFB/RFP Title
Name of Contract/Purchase Officer or Buyer: Carla James-Jackson

The envelope should be addressed as directed on Page 1 of the solicitation. If an offer not contained in the
special envelope is mailed, the 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 offer to be
disqualified. Offers may be hand delivered to the designated location in the office issuing the solicitation.
No other correspondence or other offers should be placed in the envelope.
G. INSPECTION OF JOB SITE: My signature on this solicitation constitutes certification that I have
inspected the job site and am aware of the conditions under which the work must be accomplished.
Claims, as a result of failure to inspect the job site, will not be considered by RHEC.
H. BEST AND FINAL OFFER (BAFO): At the conclusion of negotiations, the offeror(s) may be asked to
submit in writing, a Best and Final Offer (BAFO). After the BAFO is submitted, no further negotiations
shall be conducted with the offeror(s). The offeror’s proposal will be rescored to combine and include the
information contained in the BAFO. The decision to award will be based on the final evaluation
including the BAFO.
I. PRIME CONTRACTOR RESPONSIBILITIES: The contractor shall be responsible for completely

supervising and directing the work under this contract and all subcontractors that he may utilize, using his
best skill and attention. Subcontractors who perform work under this contract shall be responsible to the
prime contractor. The contractor agrees that he is as fully responsible for the acts and omissions of his
subcontractors and of persons employed by them as he is for the acts and omissions of his own
employees.
J. REFERENCES: Offerors shall provide a list of at least four (4) references where similar goods and/or
services have been provided. Each reference shall include the name of the organization, the complete
mailing address, the name of the contact person and telephone number by completing Attachment A.
K. RENEWAL OF CONTRACT: This contract’s software support/maintenance services may be renewed

by RHEC upon written agreement of both parties for four (4) two (2) year periods maintenance
services under the terms and conditions of the original contract except as stated in a. and b. below. Price
increase may be negotiated only at the time of renewal. Written notice of RHEC’s intention to renew shall
be given approximately 90 days prior to the expiration date of each contract period.
1. If RHEC elects to exercise the option to renew the Mobile Application maintenance for an additional
one-year period, the contract price(s) for the additional one year shall not exceed the contract price(s)
of the original agreement increased/decreased by more than the percentage increase/decrease of the
“Other Services” category of the CPI-U section (Table 7) of the Consumer Price Index of the United
States Bureau of Labor statistics for the latest twelve months for which statistics are available.
2. If during any subsequent renewal periods, RHEC elects to exercise the option to renew the contract,
the contract price(s) for the subsequent renewal period shall not exceed the contract price(s) of the
previous renewal period increased/decreased by more than the percentage increase/decrease of the
“Other Services” category of the CPI-U section (Table 7) of the Consumer Price Index of the United
States Bureau of Labor Statistics for the latest twelve months for which statistics are available.
23
L. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: Pursuant to Code of

Virginia, §2.2-4311.2 subsection B, an offer organized or authorized to transact business in the
Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its offer the identification
number issued to it by the State Corporation Commission (SCC). Any offeror that is not required to be
authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title
50 or as otherwise required by law is required to include in its offer a statement describing why the
offeror is not required to be so authorized. Indicate the above information on the SCC Form provided
(Attachment D). Contractor agrees that the process by which compliance with Titles 13.1 and 50 is
checked during the solicitation stage (including without limitation the SCC Form provided) is streamlined
and not definitive, and the Commonwealth’s use and acceptance of such form, or its acceptance of
Contractor’s statement describing why the offeror was not legally required to be authorized to transact
business in the Commonwealth, shall not be conclusive of the issue and shall not be relied upon by the
Contractor as demonstrating compliance.
M. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of
RHEC. In the event that the contractor desires to subcontract some part of the work specified herein, the
contractor shall furnish RHEC the names, qualifications and experience of their proposed subcontractors.
The contractor shall, however, remain fully liable and responsible for the work to be done by its
subcontractor(s) and shall assure compliance with all requirements of the contract.
N. PROPIERTARY INFORMATION: Ownership of all data, material and documentation originated and
prepared for the State pursuant to the RFP shall belong exclusively to the State and be subject to public
disclosure under the Virginia Freedom of Information Act. Trade secrets or proprietary information
submitted by a offeror shall not be subject to public disclosure under the Virginia Freedom of Information
Act; however, the offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing,
either before or at the time the data or other material 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 material 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 offer document, line
items prices, and/or total offer prices as proprietary or trade secrets is not acceptable and will result in
rejection of the offer.
O. E-VERIFY PROGRAM: EFFECTIVE 12/1/13. Pursuant to Code of Virginia §2.2-4308.2, any

employer with more than an average of 50 employees for the previous 12 months entering into a contract
in excess of $50,000 with any agency of the Commonwealth to perform work or provide services
pursuant to such contract shall register and participate in the E-Verify program to verify information and
work authorization of its newly hired employees performing work pursuant to such public contract. Any
such employer who fails to comply with these provisions shall be debarred from contracting with any
agency of the Commonwealth for a period up to one year. Such debarment shall cease upon the
employer’s registration and participation in the E-Verify program. If requested, the employer shall present
a copy of their Maintain Company page from E-Verify to prove that they are enrolled in E-Verify.
P. WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting
from the performance of this contract shall be repaired to the Commonwealth’s satisfaction at the
contractor’s expense.
Q. CONFIDENTIALITY OF PERSONALLY IDENTIFIABLE INFORMATION: The contractor

assures that information and data obtained as to personal facts and circumstances related to patients or
clients will be collected and held confidential, during and following the term of this agreement, and
unless disclosure is required pursuant to court order, subpoena or other regulatory authority, will not be
24
divulged without the individual’s and the agency’s written consent and only in accordance with federal
law or the Code of Virginia. Contractors who utilize, access, or store personally identifiable information
as part of the performance of a contract are required to safeguard this information and immediately notify
the agency of any breach or suspected breach in the security of such information. Contractors shall allow
the agency to both participate in the investigation of incidents and exercise control over decisions
regarding external reporting. Contractors and their employees working on this project may be required to
sign a confidentiality statement.
R. CONTINUITY OF SERVICES:
1. The Contractor recognizes that the services under this contract are vital to the Agency and must be
continued without interruption and that, upon contract expiration, a successor, either the Agency or
another contractor, may continue them. The Contractor agrees:
a. To exercise its best efforts and cooperation to effect an orderly and efficient transition to a
successor;
b. To make all Agency owned facilities, equipment, and data available to any successor at an
appropriate time prior to the expiration of the contract to facilitate transition to successor; and
c. That the Agency Contracting Officer shall have final authority to resolve disputes related to the
transition of the contract from the Contractor to its successor.
2. The Contractor shall, upon written notice from the Contract Officer, furnish phase-in/phase-out
services for up to ninety (90) days after this contract expires and shall negotiate in good faith a plan
with the successor to execute the phase-in/phase-out services. This plan shall be subject to the
Contract Officer’s approval.
3. The Contractor shall be reimbursed for all reasonable, pre-approved phase-in/phase-out costs (i.e.,
costs incurred within the agreed period after contract expiration that result from phase-in, phase-out
operations) and a fee (profit) not to exceed a pro rata portion of the fee (profit) under this contract.
All phase-in/phase-out work fees must be approved by the Contract Officer in writing prior to
commencement of said work.
S. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: Pursuant to Code of

Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the
Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the
identification number issued to it by the State Corporation Commission (SCC). Any bidder or offeror that
is not required to be authorized to transact business in the Commonwealth as a foreign business entity
under Title 13.1 or Title 50 or as otherwise required by law is required to include in its bid or proposal a
statement describing why the bidder or offeror is not required to be so authorized. Indicate the above
information on the SCC Form provided. Contractor agrees that the process by which compliance with
Titles 13.1 and 50 is checked during the solicitation stage (including without limitation the SCC Form
provided) is streamlined and not definitive, and the Commonwealth’s use and acceptance of such form, or
its acceptance of Contractor’s statement describing why the bidder or offeror was not legally required to
be authorized to transact business in the Commonwealth, shall not be conclusive of the issue and shall not
be relied upon by the Contractor as demonstrating compliance.
25
ATTACHMENT A
OFFEROR DATA AND REFERENCE SHEET

To Be Completed By Offeror
The following information is required as part of your response to this solicitation. Failure to complete and provide this
sheet may result in finding your proposal nonresponsive. If additional space is required to complete this form, vendor
may attach additional sheets to this form and submit.
1. QUALIFICATION OF OFFEROR: The Offeror must have the capability and capacity in all respects to fully
satisfy all of the contractual requirements. Additionally, completion and submission of the form certifies that I
have been in business for a minimum of five (5) years with experience in the specific service industry being
contracted.
2. VENDOR’S PRIMARY CONTACT:
Name:_______________________________________________
Phone:__________________________________
eMail:_______________________________________________________________________________________
3. YEARS IN BUSINESS: Indicate the length of time you have been in business providing this type of service:
______years months.
4. ADDITIONAL BUSINESS INFORMATION:
Number of Customers:__________________________________ Size of

Firm:_____________________________
Head Office
Address:___________________________________________________________________________
Branch Office Address (Closest 2):________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
5. PRIOR EXPERIENCE: Describe your prior experience within the last five (5) years with the specific service
being conducted.
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
26
___________________________________________________________________________________________
6. REFERENCES: Indicate below a list of least four (4) recent references for which you have performed security
services. Include the date service was furnished and the name and address of the person the RHEC has your
permission to contact.
CONTACT PERSON; E-MAIL &

CLIENT NAME AND ADDRESS PHONE NUMBER
(1)
( )
Contract
Value Dates of Services:

(2)
( )
Contract

(3)
( )
Contract

(4)
( )
Contract
27
7. EMPLOYEES: Indicate below all company management employees who would perform the services outlined in
this RFP, their role in the contract, their professional certifications, licensing, and a description of their relevant
industry experience. Use additional sheets if necessary. Please note that a copy all licensures and certificates are
expected to be submitted with your proposal submission.
EMPLOYEE: ROLE:
PROFESSIONAL CERTIFICATION/LICENSURE:
EXPERIENCE:
EMPLOYEE: ROLE:
EXPERIENCE:
EMPLOYEE: ROLE:
EXPERIENCE:
I certify the accuracy of this information:
Signed:_______________________________ Title:______________________________ Date:__________________
28
ATTACHMENT B
COST PROPOSAL
Having examined the solicitation prepared by the Roanoke Higher Education Center, including the Instructions to
Offerors, the Statement of Work, and all Addendums issued during the time of proposing, the undersigned proposes to
furnish the services in accordance with said contract documents for consideration of the following:
Provide a Price Proposal with an all-inclusive price to include all labor, materials & supplies, software,
licensing, infrastructure, travel and associated expenses, overhead costs, and any other associated costs
necessary to complete the services as specified herein. Please itemize the project costs by category and show a
subtotal for each category. Prices submitted should be clearly stated so that RHEC fully understands what will
be supplied for a given figure.
In submitting this proposal, it is understood that the right is reserved by Roanoke Higher Education Center to reject any
and all proposals, to waive informalities in the proposal process, and to award to other than the apparent low proposer if it
is deemed in the best interest of the RHEC.
The Offeror agrees that this proposal may be held for sixty (60) days after opening.
29
ATTACHMENT C
SMALL BUSINESS SUBCONTRACTING PLAN

It is the goal of the Commonwealth that over 42% of its purchases be made from small businesses. All potential bidders are required
to include this document with their bid response in order to be considered responsive.
Small Business: "Small business (including micro)” means a business which holds a certification as such by the Virginia Department
of Small Business and Supplier Diversity (DSBSD) on the due date for bids. This shall also include DSBSD-certified women-
owned and minority-owned businesses and businesses with DSBSD service disabled veteran owned status when they also hold a
DSBSD certification as a small business on the bid due date. Currently, DSBSD offers small business certification and micro business
designation to firms that qualify.
Certification applications are available through DSBSD online at www.SBSD.virginia.gov (Customer Service).
Bidder Name:
Preparer Name: Date:
Who will be doing the work: □ I plan to use subcontractors □ I plan to complete all work
Instructions
A. If you are certified by the DSBSD as a micro/small business, complete only Section A of this form.
B. If you are not a DSBSD-certified small business, complete Section B of this form. For the bid to be considered and the bidder to
be declared responsive, the bidder shall identify the portions of the contract that will be subcontracted to DSBSD-certified small
business for the initial contract period in relation to the bidder’s total price for the initial contract period in Section B.
Section A
If your firm is certified by the DSBSD provide your certification number and the date of certification.
Certification number: Certification Date:
30
Section B
If the “I plan to use subcontractors box is checked,” populate the requested information below, per subcontractor to show your
firm's plans for utilization of DSBSD-certified small businesses in the performance of this contract for the initial contract period
in relation to the bidder’s total price for the initial contract period. Certified small businesses include but are not limited to
DSBSD-certified women-owned and minority-owned businesses and businesses with DSBSD service disabled veteran-owned
status that have also received the DSBSD small business certification. Include plans to utilize small businesses as part of joint
ventures, partnerships, subcontractors, suppliers, etc. It is important to note that these proposed participation will be incorporated
into the subsequent contract and will be a requirement of the contract. Failure to obtain the proposed participation dollar value or
percentages may result in breach of the contract.
B. Plans for Utilization of DSBSD-Certified Small Businesses for this Procurement
Subcontract #1
Company Name: SBSD Cert #:
Contact Name: SBSD Certification:
Contact Phone: Contact Email:
Value % or $ (Initial Term): Contact Address:
Description of Work:
Subcontract #2
Subcontract #3
Subcontract #4
Subcontract #5
31
ATTACHMENT D
STATE CORPORATION COMMISSION FORM

Virginia State Corporation Commission (SCC) registration information. The offeror:
is a corporation or other business entity with the following SCC identification number: _______________ -OR-
is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business
trust -OR-
is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and
customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or
agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and
not counting any incidental presence of the offeror in Virginia that is needed in order to assemble, maintain, and repair
goods in accordance with the contracts by which such goods were sold and shipped into Virginia from offeror’s out-of-
state location) -OR-
is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and
completely discloses the undersigned offeror’s current contacts with Virginia and describes why those contacts do not
constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other similar provisions in Titles
13.1 or 50 of the Code of Virginia.
**NOTE** >> Check the following box if you have not completed any of the foregoing options but currently have
pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be
considered for a waiver to allow you to submit the SCC identification number after the due date for offers (the
Commonwealth reserves the right to determine in its sole discretion whether to allow such waiver):
32
ATTACHMENT E
EXCEPTIONS TO THE RFP

Name of Firm Offeror:
Unless stated in this portion of the proposal, all Offerors will be considered to have accepted all the terms of the Request for
Proposal (RFP) including all musts, shalls, and should, and any amendments as issued, without exception.
󠄀 Check this box if there are none.

33
ATTACHMENT F
PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION

NAME OF FIRM/OFFEROR:_______________________________________
Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the
Virginia Freedom of Information Act; however, the Offeror must invoke the protections of Va. Code § 2.2-4342.F in
writing, either before or at the time the data or other material is submitted. The written notice must specifically identify
the data or materials to be protected including the section of the proposal in which it is contained and the page numbers,
and state the reasons why protection is necessary. The proprietary or trade secret material 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. In addition, a summary of proprietary information submitted shall
be submitted on this form. The classification of an entire proposal document, line item prices, and/or total proposal prices
as proprietary or trade secrets is not acceptable. If, after being given reasonable time, the Offeror refuses to withdraw
such a classification designation, the proposal will be rejected.
SECTION/TITLE PAGE NUMBERS REASON(S0 FOR WITHHOLDING FROM DISCLOSURE
ATTACHMENT G
34
SAMPLE STANDARD CONTRACT
THIS PAGE FOR REFERENCE ONLY - DO NOT COMPLETE FOR RFP 935-21002 PROPOSALS
ROANOKE HIGHER EDUCATION CENTER

STANDARD CONTRACT FORM
This contract entered into this _____day of ______, 20___, by_____________________, located at (insert complete physical address),
hereinafter call the “Contractor” and Roanoke Higher Education Center, called the “Purchasing Agency, located at
108 N. Jefferson St., Roanoke, VA 24016”
I.WITNESSETH that the Contractor and the Purchasing Agency, in consideration of the mutual covenants, promises and agreements
contained, agree as follows:
II.SCOPE OF WORK: The Contractor shall provide the goods/services to the Purchasing Agency as set forth in the Contract
Documents.
III.TERM OF CONTRACT: From_________through________with_________(1) year renewal options or as negotiated, to include all

contractual provisions herein.
IV.THE CONTRACT DOCUMENTS SHALL CONSIST OF:
A. This signed form Commonwealth of Virginia’s Standard Contract inclusive of Commonwealth of Virginia General
Terms and Conditions-RHEC and Special Terms and Conditions.
B. Roanoke Higher Education’s Request for Proposal (RFP) RFPxxx-xxxxx dated __________, Addendum xxx dated
_____________(list all addendums in the format) (Attachment A);
C. Contractor’s Proposal signed and dated ____________ (Attachment B);
D. Contractor’s supplemental contract correspondence (Attachment C); (e.g., clarification and negotiation points) dated
as follows:
1. (list each document by title and execution date)
E. This Standard Contract identifies terms as negotiated and as agreed by both parties. In the event there is a conflict
between the Standard Contract, Request for Proposal #RFPxxx-xxxx, the Contractor’s Proposal or
Negotiation/Clarification points, the Standard Contract shall prevail.
V. FINANCIAL CONSIDERATIONS:
VI. COMMONWEALTH OF VIRGINIA GENERAL TERMS AND CONDITIONS:
VII. SPECIAL TERMS AND CONDITIONS:
IN WITNESS WHEREOF, the parties have caused this Contract to be duly executed intending to be bound thereby.
CONTRACTOR: ______________________________ PURCHASING AGENCY: __________________________________

Print Name: Print Name:_______________________________________________
Title:______________________________________________Title:____________________________________________________
Signature:__________________________________________Signature:________________________________________________
Date:______________________________________________Date:____________________________________________________
35

Roanoke Higher Education Authority: Important: This Form Must Be Completed and Returned With Your Response

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ROANOKE HIGHER EDUCATION AUTHORITY

REQUEST FOR PROPOSALS

Issue Date: October 4, 2021 RFP Number: 935-21003

Title: MOBILE APPLICATION DEVELOPMENT Commodity Code: 20811; 91829

Issuing Agency: Roanoke Higher Education Center

A. OFFEROR DATA AND REFERENCE SHEET*………………………………………………………. 26

B. 1852-1884 Big Lick to Roanoke

C. 1882-1945 N&W Railway

D. 1900-1970 Center for African Americans

E. 1955-1980 Urban Renewal

F. 1870-1929 Education for African Americans

G. 1954-1970 Social and Educational Integration

III. STATEMENT OF WORK

Offeror minimum qualifications:

e. Provide ease of management through a content management system (CMS)

IV. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

2. Proposals should be prepared simply and economically, providing a straightforward, concise

D. Technical Proposal Format:

 How long the company has been in business;

4. Related Project Experience - Provide information on experience performing projects of similar

F. Exception to the RFP

G. Modification and Withdrawal of Proposal

VI. EVALUATION AND AWARD CRITERIA:

A. Proposal Evaluation Criteria

1. Demonstrated Understanding, Technical Approach and Methodology: Overall quality of the

VII. INVOICING AND PAYMENT:

Roanoke Higher Education Center

Offeror Data and Reference Sheet (Attachment A)

REMAINDER OF THIS PAGE LEFT BLANK

IX. GENERAL TERMS AND CONDITIONS:

A. PURCHASING MANUAL: This solicitation is subject to the provisions of the Commonwealth of

1. During the performance of this contract, the contractor agrees as follows:

N. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in

a. By mutual agreement between the parties in writing; or

MINIMUM INSURANCE COVERAGES AND LIMITS REQUIRED FOR MOST CONTRACTS:

1. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for

2. Employer’s Liability - $100,000.

3. Commercial General Liability - $1,000,000 per occurrence. Commercial General Liability is to

T. NONDISCRIMINATION OF CONTRACTORS: A bidder, offeror, or contractor shall not be

W. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: A contractor

X. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION, CONTRACTS, AND

a. DSBSD-certified Small Businesses: 1%, capped at $500 per order.

Y. SET-ASIDES IN ACCORDANCE WITH THE SMALL BUSINESS ENHANCEMENT AWARD

REMAINDER OF THIS PAGE LEFT BLANK

X. SPECIAL TERMS AND CONDITIONS:

F. IDENTIFICATION OF OFFER ENVELOPE: If a special envelope is not furnished, or if return in

Street or Box Number IFB No./RFP No.

Name of Contract/Purchase Officer or Buyer: Carla James-Jackson

I. PRIME CONTRACTOR RESPONSIBILITIES: The contractor shall be responsible for completely

K. RENEWAL OF CONTRACT: This contract’s software support/maintenance services may be renewed

L. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: Pursuant to Code of

O. E-VERIFY PROGRAM: EFFECTIVE 12/1/13. Pursuant to Code of Virginia §2.2-4308.2, any

Q. CONFIDENTIALITY OF PERSONALLY IDENTIFIABLE INFORMATION: The contractor

S. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: Pursuant to Code of

OFFEROR DATA AND REFERENCE SHEET

2. VENDOR’S PRIMARY CONTACT:

4. ADDITIONAL BUSINESS INFORMATION:

Number of Customers:__________________________________ Size of

Branch Office Address (Closest 2):________________________________________________________________

CONTACT PERSON; E-MAIL &

CONTACT PERSON; E-MAIL &

CONTACT PERSON; E-MAIL &

Signed:___________ Title: Date:

III.TERM OF CONTRACT: From_throughwith_(1) year renewal options or as negotiated, to include all

CONTRACTOR: PURCHASING AGENCY: ____