Request for Proposal University Leased Aircraft Maintenance and Repair

4. The firm’s Small, Woman-owned and Minority-owned (SWAM) business status and/or the firm’s plan for utilization of SWAM businesses. For more information about SWAM and the University’s SWAM plan, please see the letter in Attachment 1 and refer to the following site: www.procurement.virginia.edu/main/publicpostings/rfp/SWAMplan.pdf A 10% minimum weight will be given to this criterion in evaluating proposals. Any questions related to SWAM business and SWAM subcontracting opportunities can be directed to Les Haughton, Director Supplier Diversity, at (434) 924-7174 or lh7sn@virginia.edu. 5 D. CONTENTS OF PROPOSAL Unnecessarily elaborate brochures and other presentations beyond that sufficient to present a complete and effective proposal are not desired and may be construed as an indication of the firms’ lack of cost consciousness. Elaborate artwork, expensive paper and bindings, and expensive visual and other presentation aids are neither necessary nor desired. Firms will provide the following information: 1. A detailed description and the full specifications of the product/equipment proposed. Each firm will indicate in its proposal the firm’s ability to achieve/comply with each specification. In the event that the firm wishes to propose an alternate specification that, in any way, differs from the above specifications, the firm will detail the proposed change(s) and how the proposed change would compare to the listed specification. Proposals will be formatted in such a way to address each of the above specifications in a line-by-line process. 2. A brief history of the firm and its experience, qualifications and success in providing the type of product/service requested. 3. The firm’s proposed price / fee for providing the Goods and Services, to include shipping charges (the University’s shipping terms are FOB Destination). Include hourly rates in you price proposal. Do not provide “cost plus” invoicing or pricing. 4. At least three references where similar goods and/or services have been provided. Include the name of the firm / organization, the complete mailing address, and the name of the contact person and telephone number. 5. The firm’s Small, Woman-owned and Minority-owned (SWaM) businesses status and/or how the firm intends to utilize SWaM firms in regards to this particular procurement. 6. Provide a list of institutions of higher education with which the firm has signed a term contract. 7. Provide the amount of annual sales the firm has with each VASCUPP Member Institution. A list of the VASCUPP Members can be found at https://vascupp.org 8. Complete and return the information requested in Attachment 2, Firm Information. NOTE: Virginia Freedom of Information Act Except as provided, once an award is announced, all proposals submitted in response to this RFP will be open to inspection by any citizen, or interested person, firm or corporation, in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by a firm prior to or as part of its proposal will not be subject to public disclosure under the Virginia Freedom of Information Act only under the following circumstances: (1) the appropriate information is clearly identified by some distinct method such as highlighting or underlining; (2) only the specific words, figures, or paragraphs that 6 constitute trade secrets or proprietary information are identified; and (3) a summary page is supplied immediately following the proposal title page that includes (a) the information to be protected, (b) the section(s)/page number(s) where this information is found in the proposal, and (c) a statement why protection is necessary for each section listed. The firm must also provide a separate electronic copy of the proposal (CD, etc.) with the trade secrets and/or proprietary information redacted. If all of these requirements are not met, then the firm’s entire proposal will be available for public inspection. IMPORTANT: A firm may not request that its entire proposal be treated as a trade secret or proprietary information, nor may a firm request that its pricing/fees be treated as a trade secret or proprietary information, or otherwise be deemed confidential. E. TERMS AND CONDITIONS This solicitation and any subsequent award is subject to: • The Selected Firm registering as a vendor with the University of Virginia. https://www.procurement.virginia.edu/pagevendorregistrationform • Unless otherwise deemed appropriate by the University, the Selected Firm(s) will enroll in one of the University approved methods for receipt of electronic payments. Accordingly, the Selected Firm agrees to accept Bank of America’s (“BoA”) ePayables® method of electronic payment or BoA’s PayMode® method of electronic payment. • The Selected Firm registering and accepting eVA Terms and Conditions prior to award. http://www.eva.virginia.gov/ • The University’s Mandatory Contractual Provisions: http://www.procurement.virginia.edu/main/publicpostings/rfp/mandatoryprovisions.pdf • The University’s Preferred Contractual Provisions: http://www.procurement.virginia.edu/main/publicpostings/rfp/preferredprovisions.pdf Note: Unless a firm expressly and specifically states its exception to any of the Preferred Provisions in its written proposal, then the proposal from the firm will automatically be deemed to include those Provisions. • The University's Procedure for Resolution of Contractual Claims http://www.procurement.virginia.edu/main/publicpostings/rfp/resolution.pdf F. OTHER INFORMATION 7 Insurance Listed below is the insurance the Selected Firm must maintain under any Agreement resulting from this RFP. In no event should the Selected Firm construe these minimum required limits to be its limit of liability to the University. The Selected Firm will maintain insurance which meets or exceeds the requirements of the University with insurance companies that hold at least an A- financial rating with A.M. Best Company. No Agreement will be executed by the University until the Selected Firm satisfies the insurance requirements of the University. The Selected Firm may be required to provide the University with a valid Certificate of Insurance before providing any goods or services to the University. The University reserves the right to approve any insurance proposed by the Selected Firm. Commercial General Liability: The Selected Firm and any Subcontractor will provide a minimum combined single Limit of Liability for bodily injury and property damage of $25,000,000 per occurrence, including Hangarkeepers Liability each aircraft limit of liability of $1,800,000 and each loss limit of liability of $25,000,000, with coverage for the following: {X} Premises/Operations {X} Products/Completed Operations {X} Contractual {X} Independent Contractors {X} Personal Injury {X} Aviation Maintenance & Repair {X} Additional Insured* Automobile Insurance: The Selected Firm and any Subcontractor will provide a minimum combined single Limit of Liability for bodily injury and property damage of $1,000,000 per occurrence with the following coverages for vehicles operated by their employees. {X} Any Automobile *Additional Insured: The University will be named as an Additional Insured, and the proper name is: "The Commonwealth of Virginia, and the Rector and Visitors of the University of Virginia, its officers, employees, and agents.” Formation of the Agreement with the Selected Firm All proposals received will first be carefully evaluated by the University, and then the University intends to conduct negotiations with two or more firms. After negotiations have been conducted, if the University chooses to make award, the University will select the firm which, in its opinion, best meets the needs of the University. Alternately, if the University determines in writing and in its sole discretion that only one firm is fully qualified, or that one firm is clearly more highly qualified than the others under consideration, it may decide to negotiate and award an agreement to that single firm. In either event, the University intends to execute a mutually satisfactory written agreement which will reflect and largely 8 incorporate this RFP as reconciled with any pertinent documents, such as the proposal submitted and relevant negotiation correspondence. Because the University may choose to negotiate and award to a single firm as discussed above, each firm must include in its written proposal all requirements, terms or conditions it may have, and should not assume that an opportunity will exist to add such matters after the proposal is submitted. Any firm(s) invited to negotiations should note that the University reserves the right to begin negotiations by combining the best aspects of submitted proposals from all responding firms as the basis for subsequent formation of any Agreement resulting from this RFP. Firms should also note that, as described above, certain matters will automatically be deemed part of the proposal. 9 OFFICE OF THE VICE PRESIDENT FOR FINANCE Attachment 1 Vice President for Finance’s Request for Commitment Greetings: The University of Virginia is able to deliver excellent education, research, healthcare, and public service because the high value support from you and all our suppliers of goods and services. Thank you for sharing our commitment to excellence. As a University, we are committed to diversity within our students, our faculty and staff, and our vendors and contractors. An important part of our procurement program involves our commitment to doing business with small, women- and minority-owned (SWaM) businesses. We look to you to help us achieve this objective. We currently have a substantial volume of activity with small firms; however, we are striving to increase the number of substantial, long-term business relationships with minority-and women-owned businesses. We need your help here. I have two requests. First, I ask that you actively seek out opportunities to involve small, women-and minority-owned businesses as you deliver services to UVa. Our team in Procurement and Supplier Diversity Services will assist you in identifying qualified diverse business partners. Second, please report your success in this area through our quarterly subcontracting reports – this is critical in quantifying how well we are meeting our goals. The terms and conditions previously provided to your organization outlined this process. This effort is important to the University. We truly appreciate your efforts to join us in this commitment and partnership towards excellence. Sincerely, Melody S. Bianchetto Vice President for Finance O’Neil Hall Post Office Box 400210 Charlottesville, Virginia 22904-4210 434-982-2347 · Fax: 434-297-6444 msb2p@eservices.virginia.edu * www.virginia.edu/avpfinance 10 Attachment 2 Firm Information Full Legal Name (Company name as it appears with its Federal Taxpayer Number ): Address: Telephone Number: FAX Number: Web Address: Email Address: DUNS Number: SWAM Information: Is the firm certified with the Commonwealth of Virginia’s Department of Small Business & Supplier Diversity (SBSD): Yes No Minority-Owned Business: Yes No Women-Owned Business: Yes No Small-Owned Business: Yes No Is the firm registered as a vendor in the Commonwealth of Virginia’s e- procurement system (eVA)? Yes No Point of Contact for this Proposal: Name: Address: Office No. Mobile No. FAX No. Email Address: