1-RFP Format Bonfire 6.25 GMU-0703-25 Elevator PM KES FINAL PDF.pdf

Purchasing Department 4400 University Drive, MS 3C1, Fairfax, VA 22030 Phone: 703.993.2580; http://fiscal.gmu.edu/purchasing/

REQUEST FOR PROPOSALS

GMU-KS0703-25

ISSUE DATE: November 05, 2025

TITLE: Elevator Preventive Maintenance (PM) & Repairs

PRIMARY PROCUREMENT OFFICER: Katherine Sirotin, Director, Major Purchases & Contracts SECONDARY PROCUREMENT OFFICER: Christopher Mullins, Senior Buyer

QUESTIONS/INQUIRIES: Submit all inquiries through Mason’s Bonfire Portal, no later than 4:00 PM Eastern Time (ET) on November 17, 2025.

All questions must be submitted through Mason’s Bonfire portal. For assistance with technical questions related to Bonfire, contact Support@GoBonfire.com or visit Bonfire’s help forum at https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub Responses to questions will be posted to Mason’s Bonfire portal and by 5:00 PM ET on November 21, 2025.

MANDATORY PRE-PROPOSAL CONFERENCE & SITE VISITS: There will be a mandatory pre-proposal conference on November 11, 2025 at 9:00AM and MULTIPLE site visits. Attendance is mandatory in order to offer on this solicitation. See Section XVI. Item G. for additional information.

PROPOSAL DUE DATE AND TIME: December 05, 2025 @ 2:00 PM ET. ATTENTION: PROPOSALS WILL NOT BE ACCEPTED VIA EMAIL, MAIL, THROUGH eVA OR IN PERSON. SEE SECTION XII.A.1 FOR DETAILS ON ELECTRONIC PROPOSAL SUBMISSION.

IMPORTANT! All communication with Offerors will take place in Bonfire, to include negotiations. Mason can only message individuals at your organization that have interacted in Bonfire for this specific RFP. Please ensure the appropriate person to handle negotiations and other RFP communication has individually logged into the system and either downloaded documents, submitted your proposal or asked a question.

In Compliance With This Request For Proposal And To All The Conditions Imposed Therein And Hereby Incorporated By Reference, The Undersigned Offers And Agrees To Furnish The Goods/Services In Accordance With The Attached Signed Proposal Or As Mutually Agreed Upon By Subsequent Negotiations.

Name and Address of Firm:

Legal Name: Date:

DBA:

Address:

By:

Signature

FEI/FIN No. Name:

Fax No. Title:

Email: Telephone No.

SWaM Certified: Yes: No: (See Section VII. SWaM CERTIFICATION for complete details).

SWaM Certification Number:

Check the box next to the option that applies to your proposal submission. See section IV. Final Contract for additional information.

☐ Option 1: Full Acceptance:

1. We have reviewed Mason’s Standard Contract and all related documents.

2. We have no proposed changes.

3. We understand that if we are advanced to negotiations, no contract exceptions, redlines, vendor documents, or additional terms will be considered, unless proposed by Mason.

☐ Option 2: Proposed Exceptions and/or Additional Documents Submitted:

1. We have reviewed Mason’s Standard Contract and all related documents.

2. We have included a list of proposed exceptions and/or redlined contract documents with our proposal.

3. We understand that if we are advanced to negotiations, no additional contract exceptions, redlines, vendor documents, or additional terms will be considered beyond what has been submitted with our proposal, unless proposed by Mason.

https://gmu.bonfirehub.com/ mailto:Support@GoBonfire.com https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub

This public body does not discriminate against faith-based organizations in accordance with the Governing Rules, § 36 or against a Bidder/Offeror because of race, religion, color, sex, national origin, age, disability, or any other prohibited by state law relating to discrimination in employment.

OFFEROR PROPOSAL SUBMISSION CHECKLIST

Offerors responding to this RFP should use this checklist to ensure all requested documents are completed and submitted with their proposal.

□ RFP Cover Page, accurately filled in and signed with checked off box confirming your proposal contains any exceptions to Mason’s Standard Contract and all terms and conditions or subsequent Statements of Work that could apply over the life of any resulting contract.

□ All addenda, if any were issued and a signature line is included.

□ Attachment A - Small Business Subcontracting Plan. This is a requirement for all Offerors.

□ Exceptions (if any) to Mason’s Standard Contract.

□ Any Statements of Work or supplemental document(s) Mason may be required to sign or that could potentially be incorporated into a final contract or apply during the term of a resulting contract.

□ Any agreement that Mason would be required to sign with a third party.

□ State your payment preference as required in Bonfire. Only select one payment option.

□ If your proposal contains proprietary information, you must submit a second copy in accordance with Section XII.A.1.

General Requirements and Section XII.A.2.d. that outlines the specific submission format.

□ Complete and upload Attachment C – Pricing Schedule. Options I and II are mandatory and must be completed but Option III is OPTIONAL.

□ Certification/proof of Class A license with the Virginia Department of Professional and Occupational Regulation as a “Contractor” authorized to provide work on state property

TABLE OF CONTENTS

GMU-KS0703-25

SECTION DESCRIPTION PAGE

I. PURPOSE 5

II. PURCHASING MANUAL/GOVERNING RULES 5

III. COMMUNICATION 5

IV. FINAL CONTRACT 5

V. ADDITIONAL USERS 5

VI. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION 6

VII. SWaM CERTIFICATION 6

VIII. SMALL BUSINESS SUBCONTRACTING PLAN 6

IX. PERIOD OF PERFORMANCE 6

X. BACKGROUND 6

XI. STATEMENT OF NEEDS 7

XII. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS 14

XIII. INITIAL EVALUATION CRITERIA AND SUBSEQUENT AWARD 18

XIV. CONTRACT ADMINISTRATION 18

XV. PAYMENT TERMS/METHOD OF PAYMENT 18

XVI. SOLICITATION TERMS AND CONDITIONS 18

XVII. RFP SCHEDULE 21

ATTACHMENT A SMALL BUSINESS SUBCONTRACTING PLAN 22

ATTACHMENT B STANDARD CONTRACT 24

ATTACHMENT C PRICING SCHEDULE (Options I, II and III) EXCEL

ATTACHMENT D GEORGE MASON UNIVERSITY ELEVATOR INFORMATION PDF

ATTACHMENT E PREVENTIVE MAINTENANCE (PM) SERVICE REQUIREMENTS PDF

I. PURPOSE: The purpose of this Request for Proposal (RFP) is to solicit proposals to establish a contract through competitive negotiations with one or more qualified vendors to provide for full and complete Preventive Maintenance (PM) and Repair Services of Elevators and Wheel Chair Lifts for the Facilities Department of George Mason University. George Mason University (herein after referred to as “GMU”, “Mason,” or “University”) is a public institution of higher education and agency of the Commonwealth of Virginia.

II. PURCHASING MANUAL/GOVERNING RULES: This solicitation and any resulting contract shall be subject to the provisions of the Commonwealth of Virginia Purchasing Manual for Institutions of Higher Education and their Vendor's, and any revisions thereto, and the Governing Rules, which are hereby incorporated into this contract in their entirety. A copy of both documents is available for review at: https://vascupp.org

III. COMMUNICATION: Communications regarding the Request For Proposals shall be formal from the date of issuance until a contract has been awarded. Unless otherwise instructed offerors are to communicate with only the Procurement Officers listed on the cover page. Offerors are not to communicate with any other employees of Mason.

IV. FINAL CONTRACT: ATTACHMENT B to this solicitation is Mason’s standard two-party contract. It is the intent of this solicitation to base the final contractual documents off of Mason’s standard two-party contract and Mason’s General Terms and Conditions as outlined in Attachment B – Standard Contract. Any exceptions to our standard contract and General Terms and Conditions must be denoted in your RFP response. Other documents may be incorporated into the final contract, either by way of attachment or by reference, but in all cases this contract document and Mason’s General Terms and Conditions shall jointly take precedence over all other documents and will govern the terms and conditions of the contract.

As a public institution of higher education and agency of the Commonwealth of Virginia, Mason cannot agree to any of the following terms in any documents:

A. An express or implied waiver of sovereign immunity.

B. An agreement to indemnify, defend or hold harmless any entity.

C. An agreement to maintain insurance.

D. An agreement providing for binding arbitration.

E. An agreement providing for the payment of attorneys' fees, costs of collection, or liquidated damages.

F. Waiver of jury trial.

G. Choice of law or venue other than the Commonwealth of Virginia.

Contracts will only be issued to the FEI/FIN Number and Firm listed on the signed cover page submitted in your RFP response. Joint proposals will not be accepted.

Note: The Offeror must include any and all terms and conditions, additional documents, and/or statements of work that could potentially be incorporated into a final contract or apply during the term of a resulting contract. As outlined in Attachment B – Standard Contract, Statements of Work (“SOW”) for specific engagements may only include the work to be performed during scope of the specific engagement. Additional terms and conditions will not be accepted on any SOW submitted during the course of the contract. All SOW’s must be on a form approved by Mason prior to the start of the contract.

In addition to the above note, the Offeror must submit with their proposal any agreement that Mason would be required to sign with a third party.

V. ADDITIONAL USERS: It is the intent of this solicitation and resulting contract(s) to allow for cooperative procurement.

Accordingly, any public body, public or private health or educational institutions, or affiliated corporations may access any resulting contract if authorized by the contractor.

Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor(s), the resultant contract(s) will be extended to the entities indicated above to purchase goods and services in accordance with contract terms. As a separate contractual relationship, the participating entity will place its own orders directly with the Contractor(s) and shall fully and independently administer its use of the contract(s) to include contractual disputes, invoicing and payments without direct administration from the University. No modification of this contract or execution of a separate agreement is required to participate; however, the participating entity and the Contractor may modify the terms and conditions of the contract to accommodate specific governing laws, regulations, policies, and business goals required by the participating entity. Any such modification will apply solely between the participating entity and the contractor.

The University may require the Contractor provide semi-annual usage reports for all entities accessing the contract. The University shall not be held liable for any costs or damages incurred by any other participating entity as a result of any authorization by the Contractor to extend the contract. It is understood and agreed that the University is not responsible for the acts or omissions of any entity and will not be considered in default of the contract no matter the circumstances.

https://vascupp.org/

Use of the resulting contract(s) does not preclude any participating entity from using other contracts or competitive processes as needed.

VI. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION: The eVA Internet electronic procurement solution, website 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 eProcurement solution by completing the free eVA Vendor Registration. All bidders or offerors agree to self-register in eVA and pay the Vendor Transaction Fees prior to being awarded a contract. Registration instructions and transaction fees may be viewed at:

https://eva.virginia.gov/

VII. SWaM CERTIFICATION: Vendor agrees to fully support the Commonwealth of Virginia and Mason’s efforts related to SWaM goals. Upon contract execution, eligible vendors (as determined by Mason and the Virginia Department of Small Business and Supplier Diversity) shall submit all required documents necessary to achieve SWaM certification to the Department of Small Business and Supplier Diversity within 90 days. Vendors currently SWaM certified agree to maintain their certification for the duration of the contract and shall submit all required renewal documentation at least 30 days prior to existing SWaM expiration. https://www.sbsd.virginia.gov/

VIII. SMALL BUSINESS SUBCONTRACTING PLAN: All potential offerors are required to fill out and submit Attachments A with their proposal.

Note: Invoices shall only be submitted to Mason by the entity awarded a contract. Subcontractors cannot submit invoices to Mason under any resulting contract.

IX. PERIOD OF PERFORMANCE: One (1) year from Effective Date of contract with four (4) successive one-year renewal options (or as negotiated).

X. BACKGROUND: George Mason University’s short history is one of an enterprising and innovative pioneer, creating a major teaching and research university from a small, one-room schoolhouse in just 50 years. George Mason University is recognized as an innovative, entrepreneurial institution with global distinction in a range of academic fields. With strong undergraduate and graduate degree programs in engineering and information technology, dance, organizational psychology and health care, Mason students are routinely recognized with national and international scholarships. Enrollment is more than 38,000, with students studying in 198 degree programs at the undergraduate, masters, doctoral, and professional levels.

Additionally, Mason has more than 200,000 living alumni with 60% residing in the Washington Metropolitan Area.

Mason has campuses in Fairfax, Arlington, and Prince William counties. In addition to these three campuses, George Mason University operates a site in Woodbridge, VA and has partnered with the Smithsonian Institution to create the Smithsonian- University School of Conservation (SMSC) in Front Royal, Virginia. Approximately 6,000 employees are distributed at these locations. Mason also offers programs online and at the Center for Innovative Technology in Herndon. Each location has a distinctive academic focus that plays a critical role in the economy of its region.

The service locations for this contract are listed below:

Locations:

• Fairfax Campus – 4400 University Dr. Fairfax, VA 22030

• Arlington Campus – 3351 Fairfax Dr. Fairfax, VA 22201

• Prince William/Manassas (Science & Technology Campus) – 10900 University Blvd. Manassas, VA 20110

• Front Royal (Smithsonian Center for Conservation Campus) – 1500 Remount Rd. Front Royal, VA 22630

• Potomac Science Center: 650 Mason Ferry Ave., Woodbridge VA 22191

Campus Maps are available at the link below:

https://www.gmu.edu/campus-maps

Incumbent/Historical Contract Information (For Reference Purposes ONLY):

Mason currently contracts with Schindler Elevator for our preventative maintenance (PM) and repairs of our elevators and wheel chair lifts, contract GMU-1850-23 Riding Omnia Contract R200501. A copy of this contract is available at the link below:

https://gmu.cobblestone.software/public/ContractDetails.aspx?cid=49&wc=oplYouSJ3cTDS2kwbVIpB7B9jkWJca5kFqoi xwV30E72Kpa74yH7lUGDM23T14p9KZvBZQi1b5PU%2b69ATNUmHw%3d%3d https://eva.virginia.gov/ https://www.sbsd.virginia.gov/ https://www.gmu.edu/campus-maps https://gmu.cobblestone.software/public/ContractDetails.aspx?cid=49&wc=oplYouSJ3cTDS2kwbVIpB7B9jkWJca5kFqoixwV30E72Kpa74yH7lUGDM23T14p9KZvBZQi1b5PU%2b69ATNUmHw%3d%3d https://gmu.cobblestone.software/public/ContractDetails.aspx?cid=49&wc=oplYouSJ3cTDS2kwbVIpB7B9jkWJca5kFqoixwV30E72Kpa74yH7lUGDM23T14p9KZvBZQi1b5PU%2b69ATNUmHw%3d%3d

The incumbent contract is fully expiring as of March 31st, 2026 and Mason is soliciting for a new contract to begin on April 01, 2026.

Yearly spend with the incumbent, which includes both the firm fixed price preventive maintenance (PM) and IDIQ T&M services, is broken out by fiscal year below. This information is being provided for historical reference ONLY and is not indicative of future spend and does not represent an annual “budget”.

Fiscal Year (12 month period) Annual Spend Per Fiscal Year

FY 25 $735,384.11

FY 24 $755,425.11

FY 23 $617,958.97

FY 22 $978,560.05

XI. STATEMENT OF NEEDS: George Mason University seeks proposals from qualified sources for full and complete

Preventive Maintenance (PM) and Repair Services of Elevators and Wheel Chair Lifts including extra work services for all of the equipment identified in Attachment D – Equipment List to include but not limited to, all of the following requirements.

Mason is looking for creative proposals to ensure sufficient staffing and coverage/service responses at our Facilities as keeping this equipment maintained and functional is critical. As part of this solicitation, we have broken out three (3) different staffing and preventive maintenance (PM) options that offerors should consider and respond to in their offers including a separate pricing proposal for each option. All three (3) options must meet the requirements listed in Sections XI. A through H and the preventive maintenance service requirements listed in Attachment E – Preventive Maintenance Services Requirements.:

Option I – Two (2) Full Time Mechanics and Monthly PMs: Provide a minimum of two (2) full-time mechanics (40 hours per week). One mechanic shall reside at Fairfax campus full-time. Preventive maintenance will be scheduled every month.

The second mechanic shall cover part of Fairfax campus, and also travel to the other George Mason campuses. The contractor shall provide additional technicians as needed for adjustor technical support, major repairs that require multiple technicians or a service crew, elevator safety inspections, and other required tasks. Provide dedicated staff at all times (24 hours a day/ 7 days a week) for monitoring of all elevator emergency telephones, and for elevators equipped with video and messaging systems.

Option II – One (1) Full Time Mechanic and PMs every 2 Months: Provide one (1) full-time mechanic (40 hours per week) at the Fairfax Campus. Other campuses/facilities shall be covered by local route mechanics. Preventive maintenance will be scheduled every two (2) months/ sixty (60) days. The contractor shall provide additional technicians as needed for adjustor technical support, major repairs that require multiple technicians or a service crew, elevator safety inspections, and other required tasks. Provide dedicated staff at all times (24 hours a day/ 7 days a week) for monitoring of all elevator emergency telephones, and for elevators equipped with video and messaging systems.

Option III – Alternate Staffing/Plan: In addition to Options, I and II above, offerors may offer alternate staffing and PM frequency/plans to the two listed above as long as they meet the requirements in Sections XI. A through H and Attachment E and the overall objectives of the University to ensure our equipment is properly maintained, repaired, and operational during the term of the contract. This can include creative concepts like alternate work schedules (deviating from standard work hours/schedule), alternative frequency of preventive maintenance (PM), etc. If you opt to submit an Option III “Alternate Staffing/Plan” please provide details in your proposal of how this staffing plan and scheduled PMs will differ from Options I and II above and how it will meet the requirements and overall objectives listed in Section XI. A through H and Attachment E.

A. General Requirements & Objectives:

The Contractor shall:

1. Provide/perform Full and Complete Preventive Maintenance and Repair Services of Elevators and Wheel

Chair Lifts including Extra Work Services for all of the equipment identified in “Attachment D”-Equipment List to include, but not limited to, all of the following:

a. Hydraulic elevators,

b. Traction elevators,

c. Machine Room Less (MRL) Elevators

d. Roped hydraulic elevators, and

e. Wheel chair lifts.

2. Include in all identified equipment the following associated components/parts:

a. Alarms,

b. Assemblies,

c. Control systems with the system logic,

d. Door operating mechanisms,

e. Exhaust fans,

f. Emergency lighting,

g. Guides,

h. Indicating lights,

i. Rotation machinery,

j. Safety devices,

k. Suspension systems,

l. Telephone equipment in the elevator car,

m. Elevator Supervisor panels,

n. Light Fixtures

3. Definitions:

For the purpose of this RFP, the following words and phrases shall have the meanings given:

a. Apprentice Helper shall mean an individual who has thorough formal training and extensive hands-on experience, achieved competence assisting the journeyman Mechanic in the field of troubleshooting, repair, and maintenance.

b. Callback-Non-Critical Shall mean repair service requested by GMU to return non-critical equipment to full operational service. Such service shall be provided within a four (4) hour period after receipt of notification and available twenty-four (24) hours per day, seven (7) days a week, including general university holidays.

c. Callback-Critical Shall mean emergency repair service resulting from entrapments, life safety situations, and facility operations being affected to return critical equipment to full operational service. Such service shall be provided within one (1) hour after receipt of notification and available twenty-four (24) hours per day, seven (7) days a week, including general state mandated holidays.

d. Contract Administrator shall mean the GMU representative for the Facilities Management Department responsible for overall implementation of the contract and key contact for the technical aspects of the contract, or his successor in duties, acting personally or through his/her representative for the purpose of this contract.

e. Contractor and Offeror shall mean any corporation, partnership, business, or individual engaged in the business installation, maintenance, repairs, and alterations of vertical lift transportation systems and stair systems (Elevators, Escalators, Wheelchair Lifts, Commercial Lifts, and Dumbwaiters and appurtenances of any nature whatsoever used in connection with elevators).

f. Equipment shall mean Elevators (Traction and Hydraulic), Escalators, Wheelchair Lifts, Commercial Lifts, Dumbwaiters and all appurtenances.

g. Extra Work Services shall mean additional charge for work outside the scope of this contract such as repairs resulting from negligence, misuse, accidents, equipment enhancements, vandalism or damage caused by foreign objects.

h. Inspector shall mean the individual who inspects, test, and certifies elevators, escalators, wheelchair lifts, commercial lifts, and dumbwaiters, and who meets the qualifications requirements of the American Society of Mechanical Engineers (ASME)-Qualified Elevator Inspector and all local regulations.

i. Qualified Mechanic shall mean a licensed individual (Journeyman Mechanic) who has a minimum five (5) years’ experience and has thorough formal training and extensive hands-on experience, achieved competence in the field of elevator, escalator, wheelchair lift, commercial lift, and dumbwaiter troubleshooting, repair and maintenance.

j. University Holidays shall mean holidays observed by the University including New Year’s Day, Martin Luther King Day, Memorial Day, Juneteenth, Independence Day (4th of July), Labor Day, Thanksgiving Day (Thursday), and Christmas Day. Note that the University being closed does not preclude the Contractor from potentially needing to respond to an emergency call or provide services on these dates. Contractors should anticipate and plan accordingly for critical projects and maintenance to take place during times of university closure when the student, faculty and staff population is reduced and the facilities are available for outages.

Mason’s holiday schedule information is available at the following link:

https://hr.gmu.edu/benefits/leave/holiday-schedule/

* If offerors have other federal or state holidays when their firms are closed and/or personnel are off, aside from the ones listed above, please state as such in your offer and clarify your personnel’s availability during these times of closure.

k. Working Hours- Regular under this contract “working hours” shall be considered the hours between 7:00am to 3:30pm, Monday through Friday, excluding the University holidays listed above.

Note that these hours may be revised depending on the option/s Mason determines is in the University’s best interest (regarding full time mechanic options). These hours may be further negotiated depending on the Option I, II or III selected by Mason. Offerors should indicate in their response if they are planning to deviate from these “core” working hours and what hours/shifts they are proposing to meet the objectives and requirements of this contract.

l. Working Hours- Overtime under this contract shall be the hours between 3:30pm to 7:00am Monday through Friday, and all-day Saturday, Sunday, and University Mandated Holidays. Offerors should indicate in their response if they are deviating from these hours or the definition provided above.

m. Shift Differential/Bonus Time or Premium Time – Under this contract “shift differential/bonus time or premium time” shall refer to any additional, fixed amount added to a firm’s personnel’s hourly wage over and above “overtime hours” for working non-standard shifts. If your firm intends to apply any additional amounts to your personnel’s fees for “shift differentials”, “bonus time” or “premium time” that must be clearly broken out in your offer including what triggers these fees, over and above overtime, and what those fees incurred will be (See Section XII. Item 5 for further instructions).

4. Protect GMU’s investment in all of the equipment specified herein with special regard to preventing excessive wear and tear and to preserve the service life of the equipment.

5. The Contractor shall not remove from service more than one (1) elevator in any building for preventative maintenance, repair, inspection or testing during normal operating hours without prior written approval of the GMU Contract Administrator.

6. Respond to a call back services by the GMU Contract Administrator (or his/her Designee) according to time allowed for Non-Critical and Critical Call back Services. The Contractor shall stand ready and be available to perform any necessary overtime work when requested by GMU.

7. Perform all work without unnecessary interference to GMU personnel, to include but not limited to, barricading elevator access points, locking out equipment. GMU Contract Administrator will coordinate such tasks with the vendor in order to maintain operations.

Operations shall be confined at the site to areas permitted by law, ordinances, permits, and as directed by the GMU Contract Administrator. The Contractor shall not unreasonably encumber the site with any material or equipment.

8. Material and Workmanship: Materials and parts required for the performance of repair work under this contract must be of equivalent material, strength, and design as replaced material or part, new, or top quality, and shall be manufactured by or recommended by the same manufacturer of the equipment being repaired or serviced. Broken or damaged parts subject to tension, torsion, or bending, or parts, on which the support of the car depends, shall not be repaired by welding.

https://hr.gmu.edu/benefits/leave/holiday-schedule/

9. Guarantee: All work and materials supplied under this contract shall be guaranteed against defects resulting from the use of substandard materials, equipment, or workmanship for one year from the date of final acceptance by George Mason University. Any work that is required to be corrected due to the Contractor's faulty workmanship, equipment, tools, or materials shall be done at no additional expense to George Mason University. The guarantee on materials is not applicable when the materials are supplied by anyone other than this Contractor, but the guarantee on workmanship will be maintained.

10. GMU reserves the right to add or delete vertical transportation equipment to the contract as necessary based on the changing needs of the University. GMU and the Contractor shall determine a fair and reasonable price based on the pricing provided for similar equipment in the contract established by this RFP.

B. Services:

1. The Contractor shall furnish all necessary labor, vehicles, equipment, tools, supplies, materials, and supervision to provide the Full and Complete Preventive Maintenance and Repair Services of Elevators and Wheel Chair Lifts in accordance with Attachment “E”- Preventive Maintenance Services Requirements for all of the equipment listed in Attachment “D”- Equipment List” in optimum operating conditions as defined by the Original Equipment Manufacturer (OEM), and in accordance with the OEM’s recommendations.

Contractor should furnish the necessary Journeyman Mechanic(s) to perform the services requested in this RFP. All labor, materials, supervision, supplies, oils, lubricants, fluids, tools, equipment, transport, permits, expenses, and all incidental items not specified, but reasonably necessary for preventive maintenance, shall be included in the lump sum price in Attachment C. Price Proposal. The total costs offered for all contract services should incorporate all of these elements.

2. The Contractor shall furnish all necessary labor, vehicles, equipment, tools, supplies, materials, and supervision to provide Critical and Non-Critical Callback Services. In providing callback service, the Contractor has the obligation to respond to calls with a qualified Journeyman Mechanic without additional charge to GMU, within a four (4) hour period for Non-Critical service and one (1) hour period for Critical service from receipt of notification. If regular time work must be carried over and the Contractor wishes to continue work beyond the GMU’s normal hours of operation, authorization for overtime work must be obtained from the GMU before proceeding. GMU will be responsible for premium portion of the overtime rate only. All overtime calls shall be handled by one mechanic only, unless approved in advance by GMU and charged for time on site only. Travel time permitted for maximum of two hours.

3. The Contractor shall furnish all necessary labor, vehicles, equipment, tools, supplies, materials, and supervision to provide Extra Work Services for all of the equipment listed in Attachment “D”- Equipment List. Any Extra Work Services provided shall be billed according to the labor rate(s) specified in the Attachment “C” - Pricing Schedule”. Premium rates shall be allowed only for overtime work. Parts shall be billed at actual supplier invoice cost(s). Extra Work Services listed below shall be considered but not limited to the following:

a. Repair or replacement made necessary due to the negligence or misuse of equipment by persons other than the Contractor, his/her representatives, or his/her employees.

b. Installation of new elevator components (including automated systems) which may be required or recommended by insurance agencies, inspectors or government authorities. Replacement of obsolete or “Old and Failing” equipment using new and updated components is not to be considered under Extra Work Services.

c. Include standby personnel requested for special events, student move in/out, and building alarm calls during Fire Marshall Inspections. Annual Fire Marshall inspections are normally conducted in January each year, and continue for approximately three weeks.

d. Repairs or replacement of cab enclosures, hoistway enclosures, door frames and sills, machine room lighting and pit lighting, cab threshold strips, cab carpet or other cab finishes.

e. Replacement of underground hydraulic piping or hydraulic cylinders.

C. Contractor Requirements:

The importance of maintaining this equipment in line with its original design and upgraded performance and in proper and safe operating condition requires the services to be performed by an experienced and competent Contractor who has satisfactorily maintained equipment of this type and to the degree in these specifications:

1. Qualifications:

a. The Contractor shall have a minimum of five (5) years continuous previous experience as a company working in the service and repair of elevators, dumbwaiters, and wheelchair lifts. George Mason University will not accept the experience of individual employees or combinations of employees as “company” experience.

b. The Contractor shall be Class A licensed with the Department of Professional and Occupational Regulation as a “Contractor” authorized to provide work on state property

c. The Contractor shall have met all the insurance requirements listed in Attachment B – Standard Contract Section X, at time of contract award.

2. Personnel:

The Contractor shall adhere to the following:

a. A Qualified mechanic(s) shall be present during the performance of any work under the contract. The minimum requirements for mechanics performing work under this contract are as follows:

i. Have a minimum of five (5) years’ experience in the operation and maintenance of elevators of the type listed in this RFP AND

ii. Be a Journeyman certified mechanic through the National Elevator Industry Education Program (NEIEP), or National Association of Elevator Contractors Education Program (NAEC) AND

iii. Be certified as a Certified Elevator Mechanic by the Commonwealth of Virginia.

iv. Use of personnel without these qualifications may be considered on a case-by-case basis. A qualified Elevator Mechanic shall be present during the performance of any work under this contract. Qualifications for Elevator Mechanics shall be submitted and approved by George Mason University before performing any work under this contract. All Elevator Mechanics shall be uniformed with a company name or logo visible while on campus.

b. The Contractor’s personnel shall follow the Elevator Industry Field Employees’ Safety Handbook at all times.

c. The Contractor shall comply with GMU’s background check policy as outlined in Attachment B – Standard Contract Section X, Clause I.

d. All Contractor personnel shall be in a fully identifiable company uniform at all times while on GMU property. This includes service calls that occur after normal working hours.

e. All preventative maintenance and repairs executed by routine service and repair personnel shall be under the direct supervision of a full-time service supervisor employed by the Contractor.

f. The Contractor shall provide a project manager who will be the point of contact with the GMU Contract Administrator or his/her designee for all contract issues. The project manager and the GMU Contract Administrator or his/her designee will meet every 60 days during the contract term.

D. GMU Requirements:

GMU will provide the following:

1. A point of contact for each building covered under the contract established by this RFP.

2. Work orders for callback services and Preventative Maintenance.

3. Storage space in Rappahannock Parking Deck and Krug Hall (Fairfax Campus) covered under the contract for routine replacement parts and materials.

4. Access for the Contractor to the elevator equipment covered under this contract.

5. All elevator pits and machine rooms for the elevator equipment covered under this contract will be kept free and clear from water. GMU will be responsible for removing any water from elevator pits and maintaining the drainage facilities for the pits or correcting any damage to them.

6. Refinishing cabs and equipment room interiors.

7. Machine rooms and equipment spaces free of any stored items.

E. Service Logs and Invoicing Requirements:

1. Service Logs Requirement: The Contractor shall provide, use, and maintain an electronic service log to be made available upon request by GMU. Provide emailed service tickets for all preventive maintenance and repair visits.

a. Preventive Maintenance Services:

i. The Contractor shall include, at minimum, the following information on each log entry:

ii. Full description of the preventative maintenance service

iii. Date and time the service was started

iv. List of repair/replacement component(s)/part(s) required to complete the service

v. Date and time of when the service was completed, or the status of any uncompleted preventative maintenance services

b. Call Back Services:

i. Contractor should have utilization of an industry-specific Call Response Center to dispatch emergency and/or after- hour’s service to GMU.

ii. Contractor should provide access to a real-time, web-based maintenance control program for use by the GMU personnel.

iii. Date of the call back request from GMU

iv. Description of the problem and/or condition of the equipment

v. Date/time call back services was started.

vi. Description of the corrective service the Contractor used to correct the problem and/or improve the condition.

vii. List of the repair/replacement components/parts required to complete the service.

viii. Date/time the equipment was returned to regular service, or the status of the uncompleted corrective services/tasks

c. Oil Log for Hydraulic Elevators:

i. The Contractor should provide the following:

ii. Oil log for each elevator in each machine room.

iii. Amount of oil added to the tank, and the amount of the oil removed from the collection system along with any comments.

iv. Note: The Contractor should not place back into the system any oil removed; all collected oil shall be removed from site and disposed of properly by the Contractor.

2. Invoicing Requirements:

a. The invoices for Monthly services should list the following:

i. GMU Purchase Order number

ii. Service period

iii. Line item cost by building and/or unit

b. The invoices for call back services should list the following:

i. GMU Purchase Order number

ii. Date of service and GMU work order Number

iii. Description of service performed or reference to service ticket.

iv. List by line item of the repair/replacement components/parts used to complete the service with the costs based on the Contractor’s actual cost to purchase.

v. List by line item of service hours by classification according to “Attachment C” pricing schedule.

vi. Provide copies of service tickets and/or materials receipts from third party vendors.

c. Contract Start-up and Completion Requirement:

i. The Contractor should meet with the GMU Contract Administrator within seven

ii. (7) days of the “Notice of Award” posted in eVA in order to establish a priority list of major and minor repair work.

iii. Within two (2) months prior to the completion of this contract, i.e. at the end of all renewal options or the end of a term not renewed by both GMU and the Contractor, the GMU Contract Administrator will make a thorough inspection of all equipment covered under this contract. The Contractor shall correct all defects identified by GMU within fifteen (15) calendar days. The Contractor shall notify the GMU Contract Administrator in writing within thirty (30) days that any deficiencies have been corrected and a re-inspection will be conducted by GMU.

F. Adjusting Payments for Non-Performance:

1. There shall be a one-month delay in adjusting amounts of payments when deductions are made for unsatisfactory performance of work or work not performed; i.e., deduction of unsatisfactory performance of work or work not performed during January shall be made from the payment for February service. The Contract Administrator shall inform the Contractor in writing of the type and dollar amount of proposed deduction on or before the 10th working day of the month succeeding the performance period for which the deductions are to be made. The Contractor may within 10 days of receipt of the notification (from the Contract Administrator of the proposed deduction), present to the Contract Administrator specific reasons why any or all of the proposed deductions are not warranted. Reasons must be solidly based and must provide specific facts, which justify reconsideration and adjustment of the proposed amount to the deducted. Failure to respond within the 10-day period may be construed as acceptance of the deductions proposed.

2. Cause of Deduction:

The following reasons shall be the cause of an adjustment of payment as specified in Item 1. Above:

a. Failure to be onsite within the time specified in response to request, from authorized personnel, for callback service.

b. Failure to restore service to any device that is reported "Out of Service" by the Contract Administrator(s) or his/her designee within forty-eight (48) hours (2 days) of notification unless documented reasons for the delay and scheduled resumption of service are provided to and approved by the Contract Administrator(s) or his/her designee prior to the forty-eight (48) (2 days) limit.

c. Failure to complete repairs on or before the scheduled completion time or after written notice is given to the Contractor by the Contracting Officer.

d. Failure to provide complete documentation upon completion of work.

e. Failure to complete required Preventive Maintenance visit during the specified time period

3. Basis for Calculating Deductions:

The amount of deduction shall be $100 per incident, per day, up to a maximum of $1,000.00 in any given month. A day shall be defined as each 24 hours beginning with the Contractor's notification. Each part of a day shall be counted as the next full day.

XII. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS:

A. GENERAL REQUIREMENTS:

1. RFP Response: In order to be considered, Offerors must submit a complete response to Mason's Purchasing

Office prior to the due date and time stated in this RFP. Offerors are required to submit one (1) signed copy of the entire proposal including all attachments and proprietary information. If the proposal contains proprietary information, then submit two (2) proposals must be submitted; one (1) with proprietary information included and one (1) with proprietary information removed (see 2.d. below for details on how to submit a redacted proposal). The Offeror shall make no other distribution of the proposals.

At the conclusion of the RFP process proposals with proprietary information removed (redacted versions) shall be provided to requestors in accordance with Virginia’s Freedom of Information Act. Offerors will not be notified of the release of this information.

An Offeror may not request any of the following be proprietary and/or confidential in their proposal:

a. Pricing or any calculation used to determine pricing;

b. A notation or footer on the bottom of every page with “proprietary and confidential;”

c. Entire contents of company history or executive summary;

d. A case study, social media post, or billboard already available to the public;

e. Name of company or firm listed as a reference;

f. Any resulting Statement of Work (SOW), Order Form, or Invoice.

ELECTRONIC PROPOSAL SUBMISSION: ATTENTION: PROPOSALS WILL NOT BE

ACCEPTED VIA EMAIL, MAIL, THROUGH eVA, OR IN PERSON. Mason will only accept electronic proposal submissions via Bonfire for this Request for Proposals.

The following shall apply:

a. You must register with Bonfire and submit your proposal, and it must be received prior to the submission deadline, by submitting through the online Bonfire portal at https://gmu.bonfirehub.com.

b. The Offeror must ensure the proposals are uploaded and submitted through Bonfire sufficiently in advance of the proposal deadline. Plan Ahead: It is the Offeror’s responsibility to ensure that electronic proposal submissions have sufficient time to make its way through Bonfire’s submission portal. Mason recommends you submit your proposal the day prior to the due date.

c. Submissions by other methods will not be accepted. Minimum system requirements: Microsoft

Edge, Google Chrome, Safari, or Mozilla Firefox. JavaScript and browser cookies must be enabled.

d. Respondents should contact Bonfire at support@gobonfire.com for technical questions related to submission or visit Bonfire’s help forum at

e. Submission materials should be prepared in the file formats listed under Requested Information for this opportunity in the Bonfire Portal. The maximum upload file size is 1000 MB. Documents should not be embedded within uploaded files, as the embedded files will not be accessible or evaluated.

f. All solicitation schedules are subject to change.

mailto:support@gobonfire.com

g. Go to Mason’s Bonfire Portal for all updates and schedule changes. https://gmu.bonfirehub.com

h. All communication with Offerors will take place in Bonfire, to include negotiations. Mason can only message Offerors that have interacted with this specific RFP. Please ensure the appropriate person to handle negotiations and other RFP notifications has submitted the Offerors proposal in Bonfire.

2. Proposal Presentation:

a. Proposals shall be signed by an authorized representative of the Offeror. All information requested must be submitted. Failure to submit all information requested may result in your proposal being scored low.

b. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirement of the RFP. Emphasis should be on completeness and clarity of content.

c. 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 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. 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 requirement of the RFP should be inserted at the appropriate place or be attached at the end of the proposal and designated as additional material.

A WORD version of this RFP will be provided upon request.

d. 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 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. A statement simply noting “trade secret” is not a sufficient reason for redaction. The firm must also provide a separate attachment of the proposal 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. If after given a reasonable time, the Offeror refuses to withdraw the aforementioned designation, the proposal will be rejected.

3. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation/demonstration of their proposal/product to Mason. This will provide an opportunity for the Offeror to clarify or elaborate on their proposal. Performance during oral presentations may affect the final award decision. If required, oral presentations will be scheduled at the appropriate time.

Mason will expect that the person or persons who will be working on the project to make the presentation so experience of the Offeror’s staff can be evaluated prior to making selection. Oral presentations are an option of Mason and may or may not be conducted; therefore, it is imperative all proposals should be complete.

B. SPECIFIC REQUIREMENTS: Proposals should be as thorough and detailed as possible to allow Mason to properly evaluate the Offeror’s capabilities and approach toward providing the required services. Offerors should submit the following items as a complete proposal. Proposals should be 11-point or larger and should not exceed 40 pages in length. The following items are exempt/excluded from the page count limit: Mason’s required attachments (signed cover page, Attachments, Addendums, etc.), the table of contents, key personnel’s certifications or resumes, detailed training plans, company brochures, and detailed project or contract information which can be attached as appendices and do not count towards the page limit. Offerors should only attach information that is relevant to the requirements of the RFP and not attach superfluous documents that do not contribute to the narrative of their offer.

1. Procedural information:

a. Return signed cover page and all addenda, if any, signed and completed as required.

b. Return Attachment A - Small Business Subcontracting Plan.

c. Exceptions (if any) to Mason’s two-party contract, Attachment B.

d. Any SOW or supplemental document Mason may be required to sign. See section IV. Final Contract

e. State your payment preference as required in Bonfire.