2-1. GMU-SS0910-25 Cleaning Supplies Final.docx

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

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

INVITATION FOR BID

GMU-SS0910-25

ISSUE DATE: October 14, 2025

TITLE: Cleaning Supplies

SEALED BID DUE DATE AND TIME: November 3, 2025 @ 2:00PM Eastern Time (ET). SEE SECTION XIII.B.5 FOR DETAILS ON ELECTRONIC BID SUBMISSION.

PLEASE NOTE: ALL BIDS SHALL BE SUBMITTED THROUGH BONFIRE. BIDS WILL NOT BE ACCEPTED VIA EMAIL, MAIL, THROUGH eVA OR IN PERSON.

PUBLIC BID OPENING WILL BE HELD ON MICROSOFT TEAMS, NOVEMBER 3, 2025 @ 2:30PM. A link for the Public Bid Opening is listed in the event calendar in Bonfire.

QUESTIONS/INQUIRIES: Submit all inquiries through Mason’s Bonfire Portal, no later than 2:00 PM Eastern Time (ET) on October 20, 2025. All questions must be submitted through Mason’s Bonfire portal. Responses to questions will be posted to Mason’s Bonfire portal by 5:00 PM ET on October 22, 2025.

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

IMPORTANT! All communication with bidders will take place in Bonfire. Mason can only message bidders that have interacted with this specific IFB. Please ensure the appropriate person to handle IFB communication has submitted your bid in Bonfire.

In Compliance With This Invitation For Bid And To All The Conditions Imposed Herein, The Undersigned Offers And Agrees To Furnish The Services At The Price Indicated In SECTION XI., PRICING SCHEDULE.

Name and Address of Firm:

Legal Name: Date:

DBA:

Address:

By:

Fax No. Title:

Email: Telephone No.

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

SWaM Certification Number:

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

Table of Contents

I. PURPOSE:

The purpose and intent of this Invitation for Bids (IFB) is to establish a contract with one qualified source to provide cleaning and janitorial products and accessories, to include installation services, when necessary, on an “as needed” basis for George Mason University. George Mason University (herein after referred to as “Mason,” or “University”) is an educational institution and agency of the Commonwealth of Virginia

II. PURCHASING MANUAL/GOVERING 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 this Invitation For Bids shall be formal from the date of issuance until a contract has been awarded. Unless otherwise instructed bidders are to communicate with only the Procurement Officers listed on the cover page. Bidders are not to communicate with any other employees of Mason.

IV. FINAL CONTRACT:

For goods or “spot” purchases vendors will be awarded a contract through the issuance of a purchase order. However, for term service contracts Mason’s standard two party contract will be required. ATTACHMENT C 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. Any exceptions to our standard contract and General Terms and Conditions must be denoted in your bid 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 IFB response. Joint bids will not be accepted.

Note: The Bidder 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 C – 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 Bidder must submit with their bid any agreement that Mason would be required to sign with a third party.

V. 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/.

VI. 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/.

VII. SMALL BUSINESS SUBCONTRACTING PLAN:

All potential bidders are required to fill out and submit Attachments A to be considered responsive.

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

VIII. PERIOD OF PERFORMANCE:

One (1) year from Effective Date of contract with four (4) optional one-year renewals.

IX. SCOPE OF WORK:

Contractor shall furnish all necessary labor, materials, transportation as needed to provide janitorial supplies and accessories, including installation, when necessary, in accordance with all the terms, specifications and conditions herein.

A. Vendor Requirements:

Failure to provide the information and documentation requested in this section may result in the bid being deemed non-responsive and, as result, not considered.

Contractor must:

1. Provide fully completed Vendor Data Sheet (see Attachment B).

2. Provide fully completed Pricing Sheet (Market Basket Pricing Bid Table).

3. Provide a link to an online catalog that includes list pricing.

4. Answer these questions as required through Bonfire:

a. Are you and/or your subcontractor currently involved in litigation with any party?

b. Please list any investigation or action from any state, local, federal or other regulatory body (OSHA, IRS, DOL, etc.) related to your firm or any subcontractor in the last three years.

c. Please list all lawsuits that involved your firm or any subcontractor in the last three years.

d. In the past ten (10) years has your firm’s name changed? If so, please provide a reason for the change.

B. Delivery:

All items requested shall be delivered within three (3) business days upon notification. The Contractor shall carry adequate stock to insure such delivery service for the duration of the contract. Mason reserves the right to purchase products from another source and to charge any excess in contract price to the Contractor in the event the above delivery requirement is not met by the Contractor.

C. Description:

See Market Basket Pricing Bid Table in Bonfire for Product type, description, unit of measure. Unless otherwise specified, prices will be accepted for Brand Name or equal equivalent. Substitution for products may be submitted as long as they are equivalent products and must be entered into the pricing sheet with the manufacturer’s product number and the description along with the price.

D. General Specifications:

1. Contactor should be a manufacturer’s authorized sales and service dealer for all proposed equipment/product. An authorized sales and service dealer is defined in this solicitation as one purchasing their products for resell directly from the manufacturer(s) involved or the manufacturer’s approved channels. Products that result from new authorized sales and service dealer arrangements between the Contractor and the manufacturer during the term of this contract may be added and offered through the contract. This information must be supplied if requested and shown on their website.

2. All item shipments must originate from within the continental United States. All items shall be delivered F.O.B. Destination with all fees associated with shipping, freight, insurance, transportation and unloading paid by the vendor.

3. Mason reserves the right to return any products within two weeks that is unused and in the original packaging. There should be no restocking fee associated with any returns.

4. The Contractor shall provide a product or mix of products in a manner that will allow Mason to migrate to emerging technologies/services and between legacy technologies with no penalty charge associated with maintaining the most appropriate selections of goods and services throughout the life of the contract.

5. Packing slips shall accompany all deliveries and shall contain Mason’s purchase order number, vendor name, name of article, and serial number of equipment (when applicable). Cartons shall be identified by purchase order number and vendor name.

6. Orders not filled and partials shall be indicated on the packing list. Contractor shall inform Mason of anticipated availability date for unfilled and partial orders.

7. All products sold by the Contractor shall be new and unused. Only the newest versions of products and equipment will be bid. Older versions will only be sold, if specifically requested. Contractor may offer reconditioned products as a Voluntary Alternate; such items shall be marketed and labeled as being reconditioned.

8. Products that have a 30/60/90-day money back guarantee must be clearly identified in the catalog and on the website (if applicable).

9. Contactor has the option to offer private label products. Contractor shall maintain the same manufacturer specifications for private label products throughout the term of contract. Any change of manufacturers for a private label, must be approved by Mason in writing, and shall result in offerings equal to or superior to the originally approved manufacturer at a price equal to or lower than the original offering.

10. Contractor shall maintain a toll-free technical support line open Monday through Friday during standard business hours. Calls must be answered by a live technician.

11. Mason reserves the right to return any products due to pricing errors made by the Contractor. The Contractor agrees to pay for the cost of any returned product due to a pricing error.

12. Contractor shall provide a Safety Data Sheet (SDS) for all items sold, if required. A separate sheet shall be provided for each individual item when purchase is made.

13. All product lines must meet or exceed all standards set by the National Consumer Protection Agency, Underwriters Laboratories, Environmental Protection Agency and the National Association of Hardware Retailers.

14. All product labels shall be in full compliance with applicable OSHA laws. For products that are purchased in large drums or containers for use in smaller containers, sufficient secondary product labels for each item sold must be provided to the buyer at no additional cost. Secondary labels must be suitable for application and use on member’s gallon bottles, spray bottles, or other bottles that are commonly used by custodians. The labels must be resistant to deterioration by contact with water or chemicals. All secondary labels shall have the information necessary for full compliance with applicable OSHA Hazard Communication Standards.

15. The following products must be approved and so labeled by Underwriters Laboratories (UL) for slip resistance: non-buffing type seal-finish water emulsion floor sealer; waterborne epoxy wood floor finish; dust mop treatment; detergent, germicidal, and quaternary ammonium floor cleaners; all-purpose cleaners; all-purpose neutral cleaner; high gloss restorer; water emulsion type floor finish; detergent resistant water emulsion type floor finish; 100% #1 prime carnauba water emulsion type floor wax.

16. The following products must be able to be used without dilution: non-buffing type seal-finish water emulsion floor sealer for terrazzo, ceramic tile, concrete and marble; waterborne epoxy wood floor finish; dust mop treatment mineral oils; detergent resistant water emulsion type floor finish; 100% #1 prime carnauba water emulsion type floor wax.

17. All containers of chemicals sold must have a firmly secured label with instructions for use. On containers over one gallon in size, a batch sticker must be attached.

18. All floor care products must be supplied in new, factory-sealed containers.

19. The Contractor must provide proof that the products offered have been in use at educational, municipal, state or other governmental agencies for at least two years, if requested by ordering department.

20. Chemicals offered through this contract must meet applicable federal and state Clean Air Requirements, have a lead content below .06%, be stable when stored at room temperatures, and be registered with the proper state and federal agencies, and carry such registration numbers as required by law.

21. Product offering in catalog must include products with the Green Seal or equivalent rating.

22. Floor Care Products (Industrial Use) Non-buffing type seal-finish water emulsion floor sealer shall be of one grade and uniform concentration. The nonvolatile matter shall be measured between 22 and 23% when tested by applicable ASTM standards; pH value shall range between 8.5 and 9.5 when tested in accordance with applicable ASTM standards.

23. Floor Care Products (Industrial Use) Dust mop treatment shall be one grade of mineral oil and contain no banned hydrocarbons or other banned chemicals. If retained in the original container, the treatment must not show separation, creaming, or gelling when stored at room temperature. The mixture shall contain no water or wax nor shall it discolor white vinyl tile.

24. Floor Care Products (Industrial Use) Detergent, germicidal, and quaternary ammonium floor cleaners shall contain synthetic detergents suitable for use on all surfaces normally cleaned with water. Products offered must not contain any peroxides, mercury, iodine, phenol compounds or materials that will release such compounds when diluted in accordance with instructions. Product shall provide bacteriological and germicidal activity against, but not limited to, the following: Pseudomonas aeruginosa, salmonella, e. coli, staphylococci, bacteria and other infectious diseases.

25. Floor Care Products (Industrial Use) Extraction carpet cleaners shall be of one grade and uniform concentration and suitable for use in all types of hot water extraction equipment. The nonvolatile content should be between 10 and 12%; the pH value should be between 6.5 and 7.5.

26. Floor Care Products (Industrial Use) Cleaner-degreasers for the removal of industrial oil, grease and wax buildup on floors shall be a uniform homogeneous product containing synthetic detergents and biodegradable surfactants, with no abrasives, soaps, glycol ethers, toxic solvents, phosphates, or free acids.

27. Floor Care Products (Industrial Use) Non-ammoniated, low-foaming remover for detergent-resistant, water emulsion floor finishes shall be free from objectionable odors, contain biodegradable surfactants, have no abrasives, soap, butyl cello solve or other glycol ethers, and can be used in either hard or soft water when diluted according to instructions. The product shall be able to remove aged and/or heavy buildup of water-based wax, polymer and detergent-resistant floor finishes.

28. Floor Care Products (Industrial Use) Mop-on stripper for detergent resistant, water emulsion floor finishes shall be free from objectionable odors, contain biodegradable surfactants, have no abrasives or soap and be suitable for application to the standard grades of vinyl, vinyl composition, and mineral floorings. The pH value of the products should range between 11.0 and 12.0.

29. Floor Care Products (Industrial Use) General-purpose cleaners shall contain synthetic detergents and biodegradable surfactants, and have no abrasives, soaps, glycol ethers, toxic solvents, phosphates, or free acids. General-purpose cleaners must be suitable for use in automatic scrubbers.

30. Floor Care Products (Industrial Use) All-purpose cleaner shall contain no ammonia, not be corrosive to the skin (pH value between 6.0 and 8.0), and be suitable for use on washable, non-porous floors.

31. Floor Care Products (Industrial Use) All-purpose neutral cleaner shall contain no ammonia, not be corrosive to the skin (pH value between 9.0 and 9.5), and be suitable for use on all washable floors.

32. Floor Care Products (Industrial Use) Extra-strength phosphoric acid cleaner shall be able to remove hard water encrustations, rust deposits and oily residue. The extra-strength phosphoric acid cleaner shall be 16% minimum phosphoric acid, shall emit no hydrochloric acid vapors, be low foaming, free rinsing, and contain no abrasive matter.

33. Floor Care Products (Industrial Use) Soap-less, organic, non-ionic detergents and components in a water base shall not cause bleeding or fading of colors on normal, color-fast carpets. The detergents shall remove oily soil, dry soil, lint, grit, dust, food spills, and water-based inks.

34. Floor Care Products (Industrial Use) High gloss water emulsion restorer shall be appropriate for use in regular and high-speed floor machines and for use on sealed resilient and hard flooring. The nonvolatile content shall be approximately 7.5% when tested by heating for two hours at 105°C following the instructions in applicable ASTM standards. The pH value of the concentrate shall not be less than 6.0 nor greater than 9.0. One gallon shall be sufficient to cover 10,000 square feet when spray applied.

35. Floor Care Products (Industrial Use) Metal interlock modified with a urethane lattice water emulsion floor finish shall be for use on all types of flooring surfaces. The nonvolatile content should be approximately 22%; pH value shall range between 8.5 and 9.5.

36. Floor Care Products (Industrial Use) Water emulsion type detergent resistant floor finish shall be for use on all types of flooring surfaces. The nonvolatile content should be approximately 16%; pH value shall range between 8.5 and 9.5.

37. Floor Care Products (Industrial Use) Water emulsion type detergent resistant floor finish shall be for use on all types of flooring surfaces. The nonvolatile content should be approximately 16%; pH value shall range between 8.5 and 9.5.

38. Floor Care Products (Industrial Use) Water emulsion type 100% No. 1 prime carnauba floor wax shall be for use on all types of flooring surfaces. The nonvolatile content should be approximately 12%; pH value shall range between 9.0 and 10.0.

39. Brooms and brushes shall include, but not be limited to: upright brooms (natural or plastic fiber), dust pans, push brooms, street brooms, floor sweeps, deck scrub brushes, utility brushes, counter brushes, toilet bowl brushes, vehicle wash brushes, specialty brushes, dusters, feather dusters, lamb’s wool dusters, antimicrobial overhead dusters, and broom handles in a variety of sizes, diameters and bristle types. These products must be made available within Contractor’s catalog.

40. Can liners shall be available in a variety of sizes, grades (light-duty to super-duty), dispenser types (roll, boxes, cases), colors, materials (linear low-density polyethylene, high-density blended resin polyethylene) and with drawstring or ties.

41. Cleaning chemicals shall include, but not be limited to: general purpose cleaners, disinfectants, germicides, bathroom cleaners, mildew & stain remover, tub & tile cleaner, bowl cleaner, drain opener, cleansers, stainless steel cleaner and polish, metal cleaner, wood cleaner, furniture polish, glass cleaner, laundry products, paint remover, graffiti remover, gum remover, lubricants, protectants, specialty chemicals, insecticides, insect control, insect repellent, tank sprayers, handheld sprayers, fogger sprayer, bottles and sprayers, drum pumps. These products must be made available within Contractor’s catalog.

42. Chemical Proportioners/ Dilution system shall be offered. The system will be used at the user site to measure chemicals prior to actual use. This system should allow for installation into small areas, include a back-flow prevention device that will prevent the contamination of the systems water supply, allow for a metered flow of chemical through the system and will also provide the user with an adjustable flow rate, and include labels for all sizes and types of containers to be used by the member. A complete, laminated, easy-to understand manual shall be included with the system.

43. Chemical Proportioners/ Dilution systems shall be offered free of charge. This includes replacing existing systems, repairs, and the need for additional systems in the future.

44. Dispenser systems shall be offered free of charge. This includes replacing existing systems, repairs, and the need for additional systems in the future. Dispenser should be universal and multiple product brands should be able to be used in them. (Estimated 200 soap dispensers, 350 toilet paper dispensers, and 350 paper towel dispensers.)

45. Floor and carpet care products shall include, but not be limited to: floor strippers, floor finishes, floor waxes, floor sealers, floor cleaners, floor maintainers, sweeping compounds, dust mop treatment, carpet shampoo and extractors, carpet spotters, carpet stain protector, carpet cleaners, carpet stain remover, carpet cleaner defoamer, carpet spotter towels, enzyme digestant, odor eliminator, rug & room deodorant, liquid spills absorbent. These products must be made available within Contractor’s catalog.

46. Floor pads, sponges & abrasives shall include, but not be limited to: polishing, buffing, scrubbing and stripping floor pads, high-speed floor pads, sand screen floor pads, steel wool floor pads, carpet bonnets, utility pads and holders, baseboard pads, cellulose sponges, scouring pads and sponges, steel wool pads, steel wool reels, pumice scouring stones, metal sponges, griddle/grill cleaners. These products must be made available within Contractor’s catalog.

47. Material handling products shall include, but not be limited to: tilt trucks, utility trucks, platform trucks, folding trucks, drum dolly, hand trucks, hand carts, mobile work-centers, utility carts, tool organizers/holders, utility cabinets, utility shelving, storage boxes, tote boxes, outdoor storage, stretch film, utility knives. These products must be made available within Contractor’s catalog.

48. Matting shall include, but not be limited to: wiper mats, absorbent mats, scraper entrance mats, grease proof mats, grease resistant mats, antifatigue mats, vinyl runner mats, chair mats, bath mats, plunger and bowl mops. These products must be made available within Contractor’s catalog.

49. Mopping products shall include, but not be limited to: wet mop heads (standard, saddleback head), loop web mop heads, tailband mop heads, super-loop mop head, mop head with scrub pad, antimicrobial wet mops, lie-flat mop heads, finish mops, mop head laundry bag, swivel grip mop handles, antimicrobial wet mop handles, metal head mop handles, plastic head mop handles, safety signs, mop wringers, mop strainers, mop buckets, plastic bucket/wringer combos, bowl and handle mops, dust mop frames and handles, floor finish applicators, dusters, dust heads. These products must be made available within Contractor’s catalog.

50. Waste receptacle products shall include, but not be limited to: round containers and lids, square and mobile containers, hooded top containers, dome-top containers, wall-mount containers, fire-safe containers, step-on cans (plastic and steel), recycle containers and systems (stationary, mobile, indoor and outdoor), aggregate containers, smoking urns. These products must be made available within Contractor’s catalog.

51. Vacuums Multi-surface HEPA vacuums, designed for hard and soft floors. Vacuums carpet, VCT, tile, rubber, wood, stone and concrete. Uprights (bag, dirt/dust, clean air), cordless rechargeable, walk-behinds, ride-ons, canisters and backpack vacs.

52. Burnishers 1500 – 2600 RPM. Active and passive dust control systems. Pad pressure adjustment. Battery and electric cord options.

53. Floor care accessories extensions, pads, brushes, belts, bags and related parts for listed equipment.

54. Personal care products shall include, but not be limited to: first aid kits, first aid refill components, adhesive bandages, blood cleanup kits, disposable gloves and dispensers, personal cleansing wipes, feminine hygiene products, sanitary napkins disposal, receptacles. These products must be made available within Contractor’s catalog. These products must be made available within Contractor’s catalog.

55. Safety products shall include, but not be limited to: eye care and protection products, dust masks, ear plugs, back supports, safety cones, safety tape. These products must be made available within Contractor’s catalog.

56. "Skin care products shall include, but not be limited to: soap dispenser systems, skin conditioning systems, health-care soap systems, instant hand sanitizer products, moisturizing lotions, antibacterial lotion soaps, hair and body shampoos, heavy-duty soaps, dispensers, powdered soaps and dispensers, pumice bar soap, full-size bar soap, personal size bar soap, latex gloves, work gloves. These products must be made available within Contractor’s catalog.

X. CONTRACT ADMINISTRATION:

Upon award of the contract, Mason shall designate, in writing, the name of the Contract Administrator who shall work with the contractor in formulating mutually acceptable plans and standards for the operations of this service. The Contract Administrator shall use all powers under the contract to enforce its faithful performance. The Contract Administrator shall determine the amount, quality and acceptability of work and shall decide all other questions in connection with the work. All direction and order from Mason shall be transmitted through the Contract Administrator, or their designee(s) however, the Contract Administrator shall have no authority to approve changes which shall alter the concept or scope of the work or change the basis for compensation to the contractor.

XI. PRICING SCHEDULE:

Bidder shall provide pricing for “market basket” items. Products offered shall reflect brand name or equal equipment/supplies. The salient physical, functional, and performance characteristics must be brand name or equal to the products listed below. Mason is solely responsible in determining if non- “brand name” substitute products fully meet the salient characteristics.

Market Basket Pricing: Mason is requesting pricing on a specific selection of the most commonly used products defined as a “Market Basket”. The stock number/item number, product description, discount off catalog list, market basket net price, unit price and any other product information deemed relevant by the Bidder shall also to be included. The Market Basket Pricing Bid Table includes the description and specification of the current items used. An alternative that is an equal equivalent may be submitted. The Unit of Measure must stay the same and cannot be changed. All pricing submitted will be assumed to be for the requested Unit of Measure. Substituted Units of Measure will not be accepted. Please complete Market Basket Pricing Bid Table in Bonfire. Market Basket pricing shall remain fixed and binding on the Contractor for the initial contract term of one year.

Catalog Discount: Bidder shall provide percentage discount off of their respective catalog list pricing schedule. The percentage discounts shall remain firm during the contract period, and shall apply only to those products not listed in the University’s “market basket”. Catalog pricing may change during the initial contract term of one year.

1. The contractor shall make available other products that have not been specified in this solicitation. New items introduced during the term of this contract shall be priced at favored nations pricing.

2. The Contractor shall clearly show list price, discount percent, and final cost on all quotes AND invoices.

3. The Contractor shall be required to provide semi-annual reports showing list prices and prices paid, which will reflect the cost savings to Mason.

XII. METHOD OF PAYMENT:

PLEASE NOTE: THE VENDOR MUST REFERENCE THE PURCHASE ORDER NUMBER ON ALL INVOICES SUBMITTED FOR PAYMENT.

☐ Option #1- Payment to be mailed in 10 days-George George Mason will make payment to the vendor under 2%/10 Net 30 payment terms. Invoices should be submitted via email to the designated Accounts Payable email address which is acctpay@gmu.edu.

The 10-day payment period begins the first business day after receipt of proper invoice or receipt of goods, whichever occurs last. A paper check will be mailed on or before the 10th day.

☐ Option #2- To be paid in 20 days. The vendor may opt to be paid through our Virtual Payables credit card program. The vendor shall submit an invoice and will be paid via credit card on the 20th day from receipt of a valid invoice. The vendor will incur standard credit card interchange fees through their processor. All invoices should be sent to:

George Mason University Accounts Payable Department 4400 University Drive, Mailstop 3C1 Fairfax, VA 22030 Voice: 703.993.2580 | Fax: 703.993.2589 e-mail: AcctPay@gmu.edu

☐ Option#3- Net 30 Payment Terms. Vendor will enroll in Paymode-X where all payments will be made electronically to the vendor’s bank account. To sign up for electronic payments, please contact the Paymode-X Enrollment Team at 1-800-331-0974 or email enrollment@paymode-x.com. The enrollment team can assist you with any questions about the enrollment process and setting up the membership.

Please select your payment preference in Bonfire.

XIII. SOLICITATION TERMS AND CONDITIONS:

A. GENERAL TERMS & CONDITIONS:

1. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract over $200,000, as a result of this solicitation, Mason will publicly post such notice on the DGS/DPS eVA web site (https://eva.virginia.gov/) for a minimum of 10 days.

2. CONFLICT OF INTEREST: By submitting a bid the bidder warrants that they have fully complied with the Virginia Conflict of Interest Act; furthermore, certifying that they are not currently an employee of the Commonwealth of Virginia.

3. DEBARMENT STATUS: By submitting a bid, bidders certify that they are not currently debarred by the Commonwealth of Virginia from submitting bids or bids on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

4. ETHICS IN PUBLIC CONTRACTING: By submitting a bid, bidders certify that their bid is made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other bidder, supplier, manufacturer or subcontractor in connection with their bid, 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.

5. LATE BIDS: To be considered for selection, bid must be received in Mason’s Bonfire Portal by the designated date and hour. The official time used in the receipt of bid is the bid due date and hour in Mason’s Bonfire Portal. Bids submitted after the due date and time has expired will not be accepted nor considered. Mason is not responsible for any delays related to Bonfire’s website or vendor registration process. It is the responsibility of the bidder to ensure that their bid is submitted by the designated date and hour.

6. MANDATORY USE OF MASON FORM AND TERMS AND CONDITIONS: Failure to submit a bid on the official Mason form provided for that purpose shall be a cause for rejection of the bid. Modification of or additions to any portion of the Invitation for Bids may be cause for rejection of the bid; however, Mason reserves the right to decide, on a case-by-case basis, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to its acceptance, Mason may, in its sole discretion, request that the bidder withdraw or modify nonresponsive portions of their bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of the resulting contract or purchase order shall be effective unless reduced to writing and signed by the parties.

7. QUALIFICATIONS OF BIDDERS: Mason may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to Mason all such information and data for this purpose as may be requested. Mason reserves the right to inspect bidder’s physical facilities prior to award to satisfy questions regarding the bidder’s capabilities. Mason further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy Mason that such bidder is properly qualified to carry out the obligations of the resulting contract or Purchase Order and to provide the services and/or furnish the goods contemplated therein.

8. TESTING AND INSPECTION: George Mason University reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications.

9. USE OF BRAND NAMES: Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer does not restrict bidders to the specific brand, make or manufacturer named, but conveys the general style, type, character, and quality of the article desired. Any article which the public body, in its sole discretion, determines to be the equal of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. The bidder is responsible to clearly and specifically identify the product being offered and to provide sufficient descriptive literature, catalog cuts and technical detail to enable Mason to determine if the product offered meets the requirements of the solicitation. This is required even if offering the exact brand, make or manufacturer specified. Normally in competitive sealed bidding only the information furnished with the bid will be considered in the evaluation. Failure to furnish adequate data for evaluation purposes may result in declaring a bid nonresponsive. Unless the bidder clearly indicates in its bid that the product offered is an equal product, such bid will be considered to offer the brand name product referenced in this solicitation.

B. SPECIAL TERMS AND CONDITIONS:

1. AWARD: George Mason University will make an award on the GRAND TOTAL SUM basis to the lowest responsive and responsible bidder meeting the requirements of the solicitation. Mason reserves the right to conduct any test it may deem advisable and to make all evaluations. Mason also reserves the right to reject any or all bids, in whole or in part, to waive informalities and to delete items prior to making the award, whenever it is deemed in the sole opinion of the procuring public body to be in its best interest.

2. ADDITIONAL USERS: It is the intent of this solicitation and resulting contract 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.

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

3. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for sixty (60) days. At the end of the sixty (60) days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

4. BID PRICES: Bid shall be in the form of a fixed unit price for each item during the contract period and a category discount that may not decrease throughout the contract period, but may be increased.

5. ELECTRONIC BID SUBMISSION: ATTENTION: BIDS WILL NOT BE ACCEPTED VIA EMAIL, MAIL, THROUGH eVA, OR IN PERSON. Mason will only accept electronic bids submissions via Bonfire for this Request for BIDS.

The following shall apply:

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

b. The Bidder must ensure the bids are uploaded and submitted through Bonfire sufficiently in advance of the bid deadline. Plan Ahead: It is the Offeror’s responsibility to ensure that electronic bids submissions have sufficient time to make its way through Bonfire’s submission portal. Mason recommends you submit your bids 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. Bidders should contact Bonfire at support@gobonfire.com for technical questions related to submission or visit Bonfire’s help forum at https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub.

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.

g. Go to Bonfire and Mason’s Purchasing website for all updates and schedule changes. https://fiscal.gmu.edu/purchasing/do-business-with-mason/view-current-solicitation-opportunities/

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

6. SPECIAL EDUCATIONAL OR PROMOTIONAL DISCOUNTS: The contractor shall extend any special educational or promotional sale prices or discounts immediately to Mason. Such notice shall also advise the duration of the specific sale or discount price.

7. LABELING OF HAZARDOUS SUBSTANCES: If the items or products requested by this solicitation are “Hazardous Substances” as defined by § 1261 of Title 15 of the United States Code (U.S.C.) or “Pesticides” as defined in § 136 of Title 7 of the United States Code, then the bidder, by submitting their bid, certifies and warrants that the items or products to be delivered under this contract shall be properly labeled as required by the foregoing sections and that by delivering the items or products the bidder does not violate any of the prohibitions of Title 15 U.S.C. §1263 Title 7 U.S.C. § 136.

8. SAFETY DATA SHEETS: Safety Data Sheets and descriptive literature shall be made available upon request each chemical and/or compound offered. The Safety Data Sheets and descriptive literature shall be made available within 24 hours of request.

9. QUANTITIES: Quantities listed on the Market Basket are estimated usage only, and the contractor shall supply at bid prices actual quantities as ordered, regardless of whether such total quantities are more or less than those shown.

10. CONTINUITY OF SERVICES:

a) 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:

i. To exercise its best efforts and cooperation to affect an orderly and efficient transition to a successor;

ii. 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

iii. 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.

b) 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.

c) 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.

11. PRODUCT AVAILABILITY/SUBSTITUTION: Substitution of a product, brand or manufacturer after the award of contract is expressly prohibited unless approved in writing by the Contract Administrator. The department may, at its discretion, require the contractor to provide a substitute item of equivalent or better quality subject to the approval of the Contract Administrator, for a price no greater than the contract price, if the product for which the contract was awarded becomes unavailable to the contractor.

12. TRANSPORTATION AND PACKAGING: By submitting their bid, all bidders certify and warrant that the price offered for FOB destination includes only the actual freight rate costs at the lowest and best rate and is based upon the actual weight of the goods to be shipped. Except as otherwise specified herein, standard commercial packaging, packing and shipping containers shall be used. All shipping containers shall be legibly marked or labeled on the outside with purchase order number, commodity description, and quantity.

XIV. ATTACHMENT A – SMALL BUSINESS SUBCONTRACTING PLAN

Bidders must advise any portion of this contract that will be subcontracted. 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 Section A of this form.

B. If the “I plan to use subcontractors” box is checked, 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 any subcontractor, to include 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:

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 any subcontractor, to include 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 this 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.

Plans for Utilization of Any subcontractor, to include DSBSD-Certified Small Businesses, for this Procurement

Subcontract #1

Description of Work:

Subcontract #2

Description of Work:

Subcontract #3

Description of Work:

Subcontract #4

Descriptio…