• VCU advertises formal solicitation opportunities and contract awards through eVA
• Registration facilitates the ordering and payment process
• VCU does not have a separate vendor registration — eVA is the system
• While VCU is not absolutely prohibited from doing business with non-registered firms, there is a definite competitive advantage for eVA-registered suppliers

• DSBSD-certified SWaM businesses: 1% of the order, capped at $500 per order
• All other vendors: 1% of the order, capped at $1,500 per order

VCU does not receive any revenue from these fees — VCU pays a corresponding agency fee to the Commonwealth’s Department of General Services. Certain purchases are exempt from eVA fees per Commonwealth-determined exceptions.

eVA Customer Care eVACustomerCare@dgs.virginia.gov · 1-866-289-7367

• Streamlined process. Engage customers directly without the lengthy RFP process — focus on delivering rather than responding to solicitations.
• Simplified negotiations. Terms on VASCUPP and VHEPC contracts are already negotiated. Bridge agreements with non-member entities also typically reduce time and effort.
• Reduced costs. Avoid the costs associated with responding to new solicitations and reduce the costs of negotiating new terms.
• Stronger market presence. Share success stories with prospective customers, building reputation and customer loyalty.
• Clear path for procurement offices. Cooperative contracts give procurement offices a low-friction way to engage — increasing your chances of winning new business.

Understand procurement rules. Specific requirements vary by jurisdiction and cooperative, but typically include public posting of RFPs, evaluation criteria, vendor negotiations, posting awards, and including cooperative language. VASCUPP members are subject to the Governing Rules.

Actively promote your cooperative contracts.

• Email links to your VASCUPP/VHEPC contracts to stakeholders and procurement offices
• Add cooperative contract links to your website
• Reference the cooperative contract on your quotes and proposals
• Mention cooperative contracts during presentations and sales pitches

Leverage the “Additional Goods and Services Clause.” Your cooperative contract may allow customers to purchase goods or services outside the original RFP scope when their procurement rules permit. This flexibility can help you meet unique customer needs and increase sales opportunities.

Search current opportunities on the eVA VBO portal. Each solicitation includes a cover sheet with the buyer’s name, key dates, and the Smartsheet submission link.

From the issue date until selection (or rejection of all proposals), all communication must go through the buyer listed on the cover sheet. Speaking with anyone else at VCU about the solicitation — including questions, comments, or speculation — may result in disqualification.

If a pre-proposal conference is offered (often via Zoom), it’s optional but strongly encouraged. Submit questions in advance by email when possible.

Each solicitation has a question deadline in its procurement schedule. Send questions to the buyer by email before that deadline. Answers are issued in a written addendum to all firms.

Read the entire solicitation, especially the Statement of Needs. Address each section of the requested format. Most VCU RFPs ask for:

• Cover page — RFP title, your firm’s legal name, headquarters info, W9 (or TIN), designated representative contact, signature
• Introduction — your firm and any major subcontractors, business experience, locations
• Qualifications & references — experience tied to the Statement of Needs, with three references (preferably higher-ed or similar institutions)
• Staff qualifications — names and brief résumés of those assigned to VCU work
• Work plan — methodology, deliverables, timeline, outcomes/measurement, risk management
• Subcontractor / SBSD plan — if applicable, identify which subcontractors are SBSD-certified and the percentage of work they’ll perform
• Sustainability — certifications (FSC, Energy Star, LEED), lifecycle environmental impact, local sourcing, alignment with the VCU Sustainability Plan
• Payment method selection — indicate your preferred method (Virtual Card, ACH Premium, ACH Basic, Paper Check) and any early payment discount
• Pricing proposal — per the solicitation’s pricing requirements
• Contractual provisions response — propose any modifications by uploading edited documents via Smartsheet (some provisions are mandatory and cannot be modified)

VCU’s commitment to inclusivity in procurement includes a 42% SBSD goal with a 10% increase in expenditures to local businesses. The most competitive proposals demonstrate clear SBSD utilization plans.

VCU is subject to the Virginia Freedom of Information Act, so proposals may be subject to disclosure. To protect proprietary or trade-secret information per Governing Rules §34(F):

• Note on the cover page that your proposal contains proprietary information
• Include a written notice as the first section identifying which sections and pages are protected and why
• Visually mark protected items (highlight, underline, or similar)

You can’t mark the entire proposal, all pricing, or total cost as proprietary. Doing so may result in rejection.

Use the Smartsheet link on the solicitation cover sheet:

• File size: 30 MB per file, 250 MB total per submission
• Accepted formats: PDF, DOCX, PPTX, XLSX, JPG, PNG, GIF
• Submit early to account for technical delays
• Save your receipt by selecting “Send me a copy of my responses” (check spam if you don’t see it)
• Late submissions per the Smartsheet timestamp may be rejected

Your proposal must remain valid for 90 days after submission. After that, you may withdraw in writing if no award has been made.

VCU evaluates proposals against criteria published in the solicitation — typically methodology and approach, qualifications and experience, pricing, sustainability, and SBSD utilization (each with a published percentage weight).

VCU may invite firms to give oral presentations — dates are firm and alternatives won’t be available. After evaluation, VCU intends to negotiate with two or more firms; if one firm is clearly more qualified, VCU may negotiate with that firm only. Award notices are posted on eVA for at least 10 days.

Important: include all your requirements, terms, and conditions in your written proposal. Don’t assume there will be an opportunity to add them after submission.

Vendors must be set up in RealSource, VCU’s purchasing system, before a PO can be processed. Submit a completed IRS W-9 form to the VCU department; the department will ensure your company is set up. Future POs don’t require a new W-9 unless your name or Tax ID has changed.

Tax-exempt status. Virginia sales and use tax does not apply to tangible personal property used or consumed by VCU as an agency of the Commonwealth. The Sales and Use Tax Certificate of Exemption is hosted on the VCU Controller’s site.

Insurance requirements. Required whenever work is performed on-site. Coverage and minimums:

• Workers’ Compensation: statutory requirements and benefits
• Employer’s Liability: $500,000
• Commercial General Liability: $1,000,000 combined single limit, with VCU named as additional insured
• Automobile Liability: $1,000,000 combined single limit
• Professional Liability: $1,000,000 per occurrence — required if performing professional services
• Cyber Security Liability: $5,000,000 per occurrence — required if providing software, SaaS, or handling VCU data (may be modified by agreement)

All coverage must be from insurers authorized in Virginia by the State Corporation Commission.

POs are sent by email to the address you provided to the department or through the RealSource supplier portal. Do not start work without first receiving a fully authorized VCU Purchase Order by email, unless the order is being made by P-Card.

All products and services must be delivered or completed before payment is made. If you need help resolving a PO or contract issue, first try the department directly; if that doesn’t work, contact Procurement Services.

1. Visit sbsd.virginia.gov, click Certification, and follow the instructions
2. Mail your signed application with required documentation (retain originals) to:
   Department of Small Business and Supplier Diversity (DSBSD)
   101 N. 14th Street, 11th Floor
   Richmond, VA 23219
3. When responding to a VCU solicitation, include your state certification number in the designated area on the cover sheet