2-RFP GMU-CM0224-26 Electric Motor and Pump Repair Services.pdf

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

REQUEST FOR PROPOSALS

GMU-CM0224-26

ISSUE DATE: April 14, 2026

TITLE: Electric Motor and Pump Repair Services

PRIMARY PROCUREMENT OFFICER: Christopher Mullins, Sr. Buyer SECONDARY PROCUREMENT OFFICER: Grace Lymas, Assistant Director Purchasing

QUESTIONS/INQUIRIES: Submit all inquiries through George Mason’s Bonfire Portal, no later than 4:00 PM Eastern Time (ET) on April 24, 2026.

All questions must be submitted through George Mason’s Bonfire portal. For assistance with technical questions related to Bonfire, contact Support@GoBonfire.com or visit Bonfire’s Help Forum. Responses to questions will be posted to George Mason’s Bonfire portal and by 5:00 PM ET on April 30, 2026.

PROPOSAL DUE DATE AND TIME: May 11, 2026 @ 2:00 PM ET. ATTENTION: PROPOSALS WILL NOT BE ACCEPTED VIA EMAIL, MAIL, THROUGH eVA OR IN PERSON. SEE SECTION XIII.A.1 FOR DETAILS ON ELECTRONIC PROPOSAL SUBMISSION.

IMPORTANT! All communication with Offerors will take place in Bonfire, to include negotiations. George 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 George 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 George Mason.

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

1. We have reviewed George 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 George Mason.

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.

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

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 George 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 George Mason’s Standard Contract.

□ Any Statements of Work or supplemental document(s) George 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 George 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 XIII.A.1.

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

□ Complete and upload pricing sheet, in the requested format, as required in Bonfire.

TABLE OF CONTENTS

GMU-CM0224-26

SECTION DESCRIPTION PAGE

I. PURPOSE 4

II. PURCHASING MANUAL/GOVERNING RULES 4

III. COMMUNICATION 4

IV. FINAL CONTRACT 4

V. ADDITIONAL USERS 4

VI. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION 5

VII. SWaM CERTIFICATION 5

VIII. SMALL BUSINESS SUBCONTRACTING PLAN 5

IX. PERIOD OF PERFORMANCE 5

X. STATEMENT OF NEEDS 5

XI. PRICING 10

XII. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS 11

XIII. INITIAL EVALUATION CRITERIA AND SUBSEQUENT AWARD 14

XIV. CONTRACT ADMINISTRATION 15

XV. PAYMENT TERMS/METHOD OF PAYMENT 15

XVI. SOLICITATION TERMS AND CONDITIONS 15

XVII. RFP SCHEDULE 16

ATTACHMENT A SMALL BUSINESS SUBCONTRACTING PLAN 17

ATTACHMENT B STANDARD CONTRACT 19

ATTACHMENT C SAMPLE INVOICE FORMAT 31

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 Electric Motor & Pump Repair Services for the Facilities Department of George Mason University. George Mason University (herein after referred to as “George Mason,” “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 George Mason.

IV. FINAL CONTRACT: ATTACHMENT B to this solicitation is George Mason’s standard two-party contract. It is the intent of this solicitation to base the final contractual documents off of George Mason’s standard two-party contract and George 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 George 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, George 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 George Mason prior to the start of the contract.

In addition to the above note, the Offeror must submit with their proposal any agreement that George 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 George Mason’s efforts related to SWaM goals. Upon contract execution, eligible vendors (as determined by George 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 George Mason by the entity awarded a contract. Subcontractors cannot submit invoices to George 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. STATEMENT OF NEEDS: The contractor shall provide Electric Motor & Pump Repair Services for George Mason.

SPECIFICATION REQUIREMENTS REPAIR ELECTRIC MOTORS AND PUMPS

A. GENRAL REQUIREMENTS:

1. The Contractor shall be responsible for uninstalling, repairing, overhauling, installing, and reconnecting motors and pumps to the plumbing and electrical connections.

2. The Contractor must utilize highly skilled technical staff to perform high quality diagnosis, repair, and/or overhaul of a motor and pump, and to return it to good operating condition with a minimum of delay and cost.

3. Contractor shall execute all the repair works in accordance with the manufacturer’s specifications and in accordance with the following codes and regulations:

• ASNI/EASA AR100-1998 Recommended Practice for The Repair of Rotating Electrical Apparatus

• IEEE Std. 43: Recommended Practice for Testing Insulation Resistance of Rotating Machinery IEEE

Std. 112, IEEE Standard Test Procedure for Poly Phase Induction Motors and Generators

• ISO1940-1: Mechanical Vibration—Balance Quality Requirements of Rigid Rotors

• NEMA Std. MG-1: Motors and Generators

• ABMA ANSI/ABMA Std. 7: Shaft and Housing Fits for Metric Radial Ball and Roller Bearings

4. The Contractor shall perform initial inspection; the motor and pump shall be dismantled to the extent needed to either fully identify or repair the problem, or to do the specified overhaul. The Contractor shall notify the Owner in writing with the scope of work and with a budgetary quote prior to execution of the repairs. No work shall be executed without the Owner’s approval prior to execution of the repairs.

5. Typical pumps and motors used at George Mason include, B&G, Aurora, and Taco pumps etc. George Mason may at times request OEM Parts items deemed as critical in nature.

6. Contractor shall notify the Owner whenever any damage is found which cannot be fully repaired or any indications for a permanent degradation of efficiency of any other performance parameters. The Owner’s approval is required prior to proceeding with the repairs.

7. After the repair is completed, the Contractor shall notify the Owner of all the work progress that has been done, problems noted, checks, tests and measurements taken during the work.

https://eva.virginia.gov/ https://www.sbsd.virginia.gov/

8. Upon receipt of the repaired motor and/or pump, the Owner will perform visual inspections to the repaired motor and/or pumps; the Owner shall notify the Contractor in case defects are noticed, prior to acceptance of the motor and/or pump.

9. The Contractor shall install the repaired motor and pump as part of the repair scope of work. Installation fees shall be in accordance with the On-Site Labor on the Pricing Schedule, included as a part of the quote, and approved by the Owner prior to repair.

10. The Contractor shall perform an insulation resistance test to ground, at a voltage suitable for the motors and pump’s voltage rating and the apparent condition of the motor and pump.

11. The Contractor shall run the repaired electric motor and pump to check for the nameplate voltage, balanced currents and vibration.

12. The Contractor is responsible for storing electric motors and pump’s bolts and all dismantled parts in dedicated containers.

13. The Contractor shall keep records of all tests and inspections carried out during the work. Signed copies of these records shall be shipped in original form, at the same time as the motor and/or pump, to the designated contact person.

14. The Owner shall have access to the repair facilities at all times that work is being done, for the purposes of checking progress and inspection the work.

15. The Owner shall be informed when the final inspection and testing of the motor and pump is to take place.

Owner shall have the right to be present for tests on any motors and/or pumps. In emergency cases, test will not be held up waiting for Owner representatives, but every effort shall be made to keep Owner informed so they can be present if possible. All final inspection and test results shall be sent, in their original form, to the designated contact person.

16. Contractor must have the necessary expertise and equipment to perform laser shaft alignment services.

17. In the event of an emergency, the Contractor shall provide “On Site’ repair services within two (2) hours of receiving the call

18. The Contractor must be available for 24-hour “On Call” emergency services, seven days per week. Contractor shall provide an emergency repair service telephone number in the space below:

Emergency Service 24-Hour Telephone Number: _____________________________________________

B. TECHNICAL SPECIFICATION OF CONTRACTOR:

1. Ensure that horizontal motors and/or pumps where the shaft rotor assembly is too heavy to be removed easily by hand, one or two cranes shall be used to move the shaft, with a close-fitting pipe installed over one end of the shaft to act as a shaft extension. Attention shall be paid to the following:

• Slings shall not damage the bearing surfaces or the rotor

• Under no circumstances shall the stator windings be touched by any of the parts being moved

2. Dismantle the vertical motors and/or pumps in accordance to the manufacturer’s manuals. The assembly of vertical motors and/or pumps is critical. Particular attention shall be paid to, and records kept of:

• The amount of rotor lift

• The make and types of bearings, particularly the thrust bearings including orientation of thrust bearings

• The arrangement of the thrust and guide bearings, including specially ground mating surfaces

• The axial and radial clearances (fit) to the shaft and housing

• The method of lubrication of both upper and lower bearings

• The method of bearing insulation

• Any other particular features of the motor and/or pump configuration.

3. Whenever an electric motor and/or pump are rewound, the core shall be stripped, cleaned, tested and repaired.

4. Record all work progress, starting from the inspection to completion of the work. Recorded data shall include but not be limited to winding data to permit replicating original configuration.

5. Test core on all stators both before and after stripping and iron repairing in accordance with the manufacturer manuals.

6. Ensure that the winding will be burned out in a controlled temperature burnout oven where the part temperature is limited by means of fuel control and in accordance with the manufacturer’s specifications to ensure that the core iron can safely withstand the temperature.

7. Notify the Owner of all obvious iron damage, plus any problems indicated by the core loss tests, and significant frame damage, shall be reported to the Owner before proceeding further, and the Contractor shall discuss with the Owner the methods of repair to damaged cores and shall be chosen from the following:

• Grinding. Selective grinding with a small sharp power tool.

• Spray between laminates. Separating laminations and reinsulating with spray-on inter laminar insulation.

• Mica between laminations. Inserting split mica between the laminations.

• Restacking. Restacking, with de-burred laminations and new inter-laminar insulation.

8. Ensure that the total cross-sectional area of a turn, number of the turns per coil, the span and connection of the coils shall be in accordance with the manufacturer’s specifications and shall not be changed without authorization from the Owner.

9. Utilize Class F or higher system materials throughout. Windings that were originally Class H shall be replaced with a Class H rewind.

10. Temperature sensing devices shall be replaced, if needed, with devices comparable to those previously used.

11. Ensure that the end turns shall be fully compacted so that there are no loose wires. Both sets of end turn, plus leads and jumpers, shall be fastened tightly together so that each coil is tied securely to the two adjacent coils.

12. Ensure that all materials used for connections are corrosion free to resist the harsh operating environment.

13. Perform the winding tests to verify that there are no wrong connections or shorted turns before impregnation.

This testing should include a surge comparison test, a high potential test, and winding resistance test. Voltage used shall be as indicated in EASA Recommended Practices for the Repair of Rotating Electrical Apparatus or other standards approved by Owner. Any defects shall be corrected and retested before impregnating. Test results shall be recorded in the Repairer’s Tracking Form.

14. Ensure that the rewound stator shall be impregnated in one of the following ways:

• Dip-and-Bake. Double dip-and-bake cycle using resin or varnish and a temperature-controlled bake oven (baking times and temperatures shall be recorded in the Repairer’s Tracking Form.)

• Trickle. A trickle epoxy or polyester treatment where the resin is poured into the end turns and slots of a vertically inclined stator, which has been heated with controlled electric current to assist in curing the resin.

• VPI. Vacuum Pressure Impregnation (VPI) treatment.

15. Routine overhauls shall include the following:

a. Dismantling and Testing:

After dismantling, the following procedure shall be followed:

• Winding and cooling ducts shall be cleaned, dried and inspected

• Winding insulation resistance shall be tested in accordance with manufacturer’s specifications

• Cleaning

The components, including the stator windings, shall be cleaned in accordance with the manufacturer’s specifications.

• Drying- coils and insulation All components shall be thoroughly dried at a temperature in accordance with the manufacturer’s specifications.

b. Repairs and Reassembly Ensure that all repairs are performed in accordance with the manufacturer’s specifications and all applicable regulations and standards. All parts utilized in the overhaul repairs must be in good conditions.

16. Repairs and Reassembly

a. Testing:

All stators and rotors shall be tested for damaged bars, whether the motor and/or pump is suspect in this area or not. In case any damage is found to the stator and/or rotor, repairs shall be in accordance with the manufacturer’s specifications.

b. Cage Repair and Replacements:

Motor Cage shall not be repaired or replaced without prior authorization from the Owner.

c. Balance:

After the rotors are repaired in accordance with the manufacturer’s specifications, the rotor shall be dynamically balanced to the tolerances in accordance with the manufacturer’s specifications.

17. SHAFT REPAIR:

a. General

• The shaft utilized in the repaired motor and/or pump shall be straight, parallel, tight fit to the rotor iron and undamaged at the bearing areas and without any cracks. If a shaft has a problem, it shall be tested and repaired or replaced. If there is any risk or uncertainty in the proposed repair method, this shall be discussed with the Owner prior to proceeding. Replaced shafts shall be fabricated in accordance with the manufacturer’s specifications. Shaft extension dimension tolerances shall be within the limits specified in NEMA MG-1, Motors and Generators sections.

18. ANTI-FRICTION BEARINGS:

a. New Bearings

• Anti-friction bearings shall always be replaced. New bearings shall be of the manufacturer recommended types, unless otherwise approved by the Owner. If the bearing type, size, sealing, shielding or configuration is changed, this shall be noted on a supplemental nameplate. If the original bearing race showed pitting from shaft current, the causes and remedy for this shall be discussed with Owner.

b. Shielding, Sealing

• If the method of shielding, sealing or lubricating is to be changed, it shall be approved by the Owner.

c. Clearance

• Unless otherwise specified by the manufacturer, C3 clearance bearings shall be used for all bearings.

d. Tolerances

• Fitting tolerances to the journals and housings shall be per manufacturer’s specifications. Out of tolerance fits shall be restored in accordance with ANSI/ABMA regulations.

e. Heating

• The bearing shall be heated and installed in accordance with the manufacturer’s specifications.

f. Grease

• Greaseable bearings shall be lubricated as specified in the EASA Recommended Practice for the Repair of

Rotating Electrical Apparatus or other standards approved by the Owner. Lubrication shall be in accordance with the motor and/or pump manufacturer’s specifications.

g. Insulated Bearings

• Insulated bearing resistance shall be in accordance with the manufacturer and/or IEEE regulations.

19. END BRACKETS:

a. Requirements

• End brackets shall fit snugly to the stator frame. Tolerances shall be in accordance with the manufacturer’s specifications.

b. Repairs

• Repairs to end bracket bearing housings shall be accomplished by building up the metal and machining to size. Welding, plating and sleeving are the accepted methods. Epoxies and other compounds shall not be used for locking bearings.

20. OTHER DEVICES:

a. Fans

• Fans shall be checked for cracks and fit to the shaft and/or rotor and shall be firmly fixed to the shaft or rotor by the original factory method.

• Fans shall not be repaired unless the Owner agreed.

• If the fan is not repaired, new fans shall be supplied by the original manufacturer or equal.

• Fans used in motors for use in hazardous locations shall be made of material that will not cause sparking, either by impact or by buildup of static electricity.

b. Temperature Sensors:

Temperature sensors shall be installed in the motor as originally found or as otherwise agreed by the Owner.

• Bearing. Bearing sensors shall be of the same type as those removed and shall be located to sense, as nearly as possible, the highest bearing temperature. If the original bearing sensor was insulated, the replacement shall also be insulated.

• Winding. Sensor type shall be the same as the original and will usually be located in the end turns.

c. Leads:

Leads shall be flexible and multistranded and have at least the same cross-sectional area as the original leads. Temperature class must be the same as original or better. Main power and accessory leads shall be indelibly marked using the same marking systems as the incoming motor. If this is illegible, then the system described in NEMA MG-1, Motors and Generators shall be used. Every effort shall be made to keep the original direction of rotation. Lugs, if used, shall be suited for the application and have all cable strands in the lug. No cable strands may be cut off or bent back to facilitate insertion in the lug. If crimp lugs are used, the correct make and style of die shall be used for the particular lug, and the correct compression applied.

d. Terminal Boxes:

Terminal boxes shall be returned to original condition. In particular, the following items must be confirmed.

• Missing bolts and gaskets for both the cover and the motor-to-box joint shall be replaced.

• On motors certified for hazardous environments, the junction boxes shall be sealed off from the main body of the motor by a sealing compound approved by UL for this application.

• Damaged flanges shall be repaired. No paint or gaskets shall be left on the flanges of boxes for explosion-proof motors.

e. Space Heaters:

Space heaters shall be tested for insulation resistance for one minute according to manufacturer’s specifications. They shall be tested for correct functioning.

f. Vibration Sensors:

Vibration sensors shall be replaced in their original locations.

g. Balancing:

The motor rotor shall be dynamically balanced in a balance stand before assembly of the motor. Balance criteria shall be in accordance with the manufacturer’s specifications.

21. REASSEMBLY:

Ensure that the motor reassembly is the reverse of the disassembly process and in accordance with the manufacturer manuals.

22. FINAL TESTS:

a. Insulation:

Prior to running, an insulation resistance test to ground shall be performed. After the insulation tests, the motor and/or pump shall be run at no load at full terminal voltage, with either a half key or a half coupling, on the shaft. If the motor and/or pump use an external oil supply and removal system in normal use, a similar system shall be arranged for the test. The test shall determine that:

• No Load Amps. No load current unbalance at balanced rated voltage shall be less than 2 percent.

• Vibration. Horizontal, vertical and axial readings shall be taken at each bearing and results recorded.

Tolerance shall not exceed EASA Recommended and the manufacturer’s specifications

• Temperature Rise. Temperature rise after levels stabilize shall be within normal limits on the frame and bearings.

• Shipment At the completion of the test, the motor shall be painted as in accordance with the manufacturer’s specifications and prepared for shipment. Any lubricant and coolant inlets and outlets shall be plugged and masked before painting and shipping. Any special precautions or preparations that should be noted before powering the motor shall be indicated on a tag.

23. OTHER MATERIALS

a. Anti-Friction Bearings:

Anti-friction bearings shall be replaced, if needed, in accordance with the manufacturer’s specifications.

b. Solid Insulation:

Insulating materials such as slot liners, tapes and phase insulation shall meet or exceed the temperature class of the motor and shall be compatible with the resins used. Specifications for the materials shall be obtained from the material supplier and kept for checking their suitability for the application. The materials shall be stored in a clean, dry location. Material such as B stage tape that degrades with time at room temperature shall be kept refrigerated.

c. Other Materials:

Ensure that all replaced parts are new and of good quality. In particular, the following shall be confirmed:

• Lead Wires. Lead wires shall be multi-stranded and flexible with insulation meeting or exceeding the temperature and voltage class of the motor.

• Magnet Wire. Magnet wire for random-wound motors shall be compatible with the other insulation system components and shall be insulated with a polyamide, polyimide or a combination of both, over a polyester base coat, or equivalent. Any wire damaged in storage or working shall be replaced.

The manufacturer’s specifications for the insulation shall be kept on file for reference. Inverter grade wire shall be used on any motor and/or pump that Owner advises is powered by a pulse-width modulated inverter.

24. ORDERING OPTION:

a. Pumps and Motors:

• George Mason may require the purchase of various size and types of pumps. Contractor will provide a list of OEM Manufacturers and the discount rates for the pumps that you provide.

• George Mason may require the purchase of various size and types of motors. Contractor will provide a list of OEM Manufacturers and the discount rates for the motors that you provide.

C. SHIPPING AND WARRANTY:

1. Provide 72 hours’ notice prior to delivery of material back to the George Mason Facilities Department. Shipping shall be FOB Destination.

2. All work and parts provided under this contract shall have, as a minimum, a one-year warranty from the date of final acceptance thereof against the latent defects, designs, materials, workmanship, installation, fraud, or such gross mistakes, as may amount to fraud. Copies of warranties shall be submitted to the Owner after completion of work.

When defective work and/or materials are found during the warranty period, the Owner shall notify the contractor, in writing, and the contractor shall respond within seven (7) days of the notification. Upon receipt of notice from the County, or failure of any item or appurtenance thereto and signs of deterioration during the warranty period, the contractor shall, at his own expense, promptly adjust or repair of furnish and install necessary replacement parts or design, workmanship, material approved by the County or replace the complete item.

XI. PROPOSAL PRICING: The Offeror should provide hourly rates inclusive of all travel, service, equipment, labor etc. Fees for all services must be clearly noted. No extra fees are allowed.

PART I: PARTS PERCENTAGE MARK-UP

Parts used in conjunction with repairs will be paid on the actual cost of parts, less any discounts, with a mark-up no greater than the percentage mark-up listed below. The percentage mark-up for parts shall remain firm for the duration of the contract. The University reserves the right to request documentation substantiating the actual cost of parts, including invoices from manufacturers or distributors.

Item No. Item Description Percentage Mark- Up

1 Percentage Mark-Up for Parts used in conjunction with repairs %

PART II: Labor Enter Labor rates. Estimated quantities/hours are provided for evaluation purposes only and do not represent guaranteed minimum or maximum volumes.

Item No Item Description Est. Qty UOM Unit Price Total Price

2 On Site Labor-Regular Time (Mon-Fri, 7:30 a.m.

through 5:00 p.m.) 10 HR $ $

3 On Site Labor-Overtime Time (After-Hours including Weekends and Holiday Rate.) 10 HR $ $

4 In Shop Labor-Regular Time (Mon-Fri, 7:30 a.m. through 5:00 p.m.) 20 HR $ $

5 In Shop Labor-Overtime Time (After-Hours including weekends and Holiday Rate.) 20 HR $ $

TOTAL AMOUNT: $

PART III: PURCHASE OF PUMPS AND MOTORS DISCOUNT RATES

Various Pumps and Motors can be purchased under this contract. Please provide the List of OEM Names and the Discount Below (Vendors can provide additional Manufacturers not listed in the proposal)

Item No. Original Equipment Manufacturer (OEM) Name Percentage Discount 1 TACO Pumps 2 Aurora Pumps 3 B&G Pumps 4 Tiger Flow Pumps 5 Xlem Inc.

6 Goulds Pumps 7 Baldor Motors 8 Reliance Motors 9 WEG Motors

10 US Motors

XII. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS:

A. GENERAL REQUIREMENTS:

1. RFP Response: In order to be considered, Offerors must submit a complete response to George 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. George 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. George 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. Offerors should contact Bonfire at support@gobonfire.com for technical questions related to submission or visit Bonfire's Help Forum.

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 George 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. George 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 https://gmu.bonfirehub.com/ mailto:support@gobonfire.com https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub https://gmu.bonfirehub.com/ 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 George 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.

George 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 George 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 George 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 20 pages in length, including the procedural information, executive summary, and resumes.

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 George Mason’s two-party contract, Attachment B.

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

Contract

e. State your payment preference as required in Bonfire. (See section XV.)

f. Answer the below questions with your proposal submission through Bonfire, as required.

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

o 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.

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

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

2. Executive Summary: Submit an executive summary at the beginning of the proposal response not to exceed 2 pages.

3. Qualifications and Experience: Describe your experience, qualifications and success in providing the services described in the Statement of Needs to include the following:

a. Background and brief history of your company.

b. Names, qualifications and experience of personnel to be assigned to work with George Mason.

c. No fewer than three (3) references that demonstrate the Offeror’s qualifications, preferably from other comparable higher education institutions your company is/has provided services with and that are similar in size and scope to that which has been described herein. Include a contact name, contact title, phone number, and email for each reference and indicate the length of service.

4. Specific Plan (Methodology): Explain your specific plans for providing the proposed services outlined in the Statement of Needs including:

a. Your approach to providing the services described herein.

b. What, when and how services will be performed.

5. Proposed Pricing: Provide hourly rates for all services described herein. Any additional fees not specifically contemplated in this RFP must be included in your proposal. George Mason will not accept undisclosed fees that are added to invoices.

Rates must include travel-related expenses if contractor is traveling within a 50-mile radius of George Mason's Fairfax campus. If the contractor is traveling from outside a 50-mile radius of the Fairfax Campus, travel can only be invoiced on a reimbursement basis in accordance with George Mason's polices, http://fiscal.gmu.edu/travel/, and GSA per diem rates. Additional hourly rates for travel will not be considered.

Provide a sample invoice for your services. George Mason has provided an example invoice as Attachment C – Sample Invoice Format showing an acceptable breakdown for an example project for the services requested herein. At a minimum, contractors are required to provide a breakdown of the hours worked, the rate, all fees, and the total per engagement/project or per day for these services.

XIII. INITIAL EVALUATION CRITERIA AND SUBSEQUENT AWARD:

A. INITIAL EVALUATION CRITERIA: Proposals shall be initially evaluated and ranked using the following criteria:

Description of Criteria Maximum Point Value

1. Quality of products and services offered and suitability for the intended purpose 25

2. Qualifications and experience of offeror in providing the goods/services 20

3. Specific plans or methodology to be used to provide the services 25

4. Price Offered 20

5. Offeror is certified with Virginia SBSD at the proposal due date & time. 10

Total Points Available: 100

B. AWARD: Following the initial scoring by the evaluation committee, at least two or more top ranked offerors may be contacted for oral presentations/demonstrations or advanced directly to the negotiations stage. If oral presentations are conducted George Mason will then determine, in its sole discretion, which offerors will advance to the negotiations phase. Negotiations shall then be conducted with each of the offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, George Mason shall select the offeror which, in its sole discretion has made the best proposal, and shall award the contract to that offeror. When the terms and conditions of multiple awards are so provided in the Request for Proposal, awards may be made to more than one offeror. Should George Mason determine in writing and in its sole discretion that only one offeror has made the best proposal, a contract may be negotiated and awarded to that offeror. George Mason is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Governing Rules §49.D.).

XIV. CONTRACT ADMINISTRATION: Upon award of the contract, George 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 George 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.

XV. PAYMENT TERMS / 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 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 state your payment preference in your proposal response.

XVI. SOLICITATION TERMS AND CONDITIONS:

A. 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, George Mason will publicly post such notice on the DGS/DPS eVA web site (https://eva.virginia.gov/) for a minimum of 10 days.

B. BEST AND FINAL OFFER (BAFO): At the conclusion of negotiations, the offeror(s) may be asked to submit in writing, a best and final offer (BAFO). After the BAFO is submitted, no further negotiations shall be conducted with the offeror(s).

C. CONFLICT OF INTEREST: By submitting a proposal, the contractor 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.

D. DEBARMENT STATUS: By submitting a proposal, offerors certify that they are not currently debarred by the

Commonwealth of Virginia from submitting bids or proposals 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…