REQUEST FOR PROPOSALS

GMU-GL0330-26

ISSUE DATE: April 9, 2026

TITLE: Security Products and Services

QUESTIONS/INQUIRIES: Submit all inquiries through George Mason’s Bonfire Portal, no later than 4:00 PM Eastern Time (ET) on April 16, 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 29, 2026.

PROPOSAL DUE DATE AND TIME: May 8 @ 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:

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.

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

☐ 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.

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 Labor Rate Table, in the requested format, as required in Bonfire.

TABLE OF CONTENTS

GMU-GL0330-26

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. BACKGROUND 5

XI. STATEMENT OF NEEDS 5

XII. PRICE SCHEDULE & COST OF SERVICES 7

XIII. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS 7

XIV. INITIAL EVALUATION CRITERIA AND SUBSEQUENT AWARD 10

XV. CONTRACT ADMINISTRATION 10

XVI. PAYMENT TERMS/METHOD OF PAYMENT 10

XVII. SOLICITATION TERMS AND CONDITIONS 11

XVIII. RFP SCHEDULE 13

ATTACHMENT A SMALL BUSINESS SUBCONTRACTING PLAN 14

ATTACHMENT B STANDARD CONTRACT 16

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 security products and services for 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.

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. BACKGROUND: George Mason University is a diverse, innovative and entrepreneurial institution with global distinction in a range of academic fields. Located just outside Washington, D.C., our beautiful 677-acre residential campus boasts a diverse student population. Over 6,200 students live on campus in over 40 residence halls.

As the largest public research institution in Virginia, George Mason enrolls more than 40,000 students in over 211-degree programs at the undergraduate, master's, doctoral, and professional levels. Students at all levels are routinely recognized with national and international scholarships and awards. Faculty members have received some of academia's highest honors, including twice winning the Nobel Prize in Economics.

The Carnegie Classification of Institutions of Higher Education has placed George Mason in the top tier (or R1) of research universities in the U.S. This level of research activity, and our prime location in the D.C. area, results in engaged and dedicated faculty members who are at the top of their respective fields. This connectivity extends to our students, who take advantage of our unparalleled internship and research opportunities, and who secure careers at national and international companies and organizations, ranging from National Geographic, the Smithsonian Institution and Amazon to the CIA and the White House. Many of our innovative degree programs are the first of their kind, including the first Ph.D. program in biodefense, the first D.C.-based undergraduate program in Conflict Analysis and Resolution, the first dedicated Cybersecurity Engineering program in the region, and one of the most innovative performing arts management programs in the United States. George Mason is at the forefront of the emerging field of biotechnology, is a leader in the performing arts, and holds a preeminent position in the fields of economics, electronic journalism, and history.

ESTIMATED HISTORICAL SPEND

George Mason University (GMU) is providing the following estimated historical spend information for illustrative purposes only, to assist Offerors in understanding the scope and scale of prior procurements. This information does not represent a commitment of future spend and is not a guarantee of volume under any resulting contract.

Under contract GMU‑1735‑21 executed July 7, 2021– Security Products & Services, awards were made to the following vendors:

· MCA: Total estimated spend of $653,845.64

· APV: Total estimated spend of $6,450,533.37

This historical data reflects prior purchasing activity and may vary based on institutional needs, funding availability, and compliance with GMU and Commonwealth of Virginia purchasing policies.

XI. STATEMENT OF NEEDS: George Mason University (Mason) is seeking proposals from qualified offerors to provide security products, systems, and related services across all Mason locations within the Commonwealth of Virginia. Mason anticipates making multiple awards under this RFP but reserves the right to award a single offeror or multiple offerors, whichever best serves the University’s interests.

A. GENERAL REQUIREMENTS: Mason requires comprehensive security solutions, including hardware, software, installation, maintenance, and related services. Offerors should be able to provide the brand‑name systems listed below; alternative brands may be proposed, but offerors should also be capable of supplying and supporting the specified systems:

a. Access Control System (ACS) Software and Licensing

· RS2 Technologies, Access It! Universal

b. Video Management System (VMS) Software and Licensing

· Genetec Omnicast

c. Access Control Hardware, Software Components, Parts, and Labor

· Offerors shall provide a percentage discount off MSRP for all manufacturers listed in Appendix 1.

d. Video Management System Hardware, Software Components, Parts, and Labor

· Offerors shall provide a percentage discount off MSRP for all manufacturers listed in Appendix 1.

B. WORK AUTHORIZATION

a. The Contractor will be required to obtain written authorization from the designated University representative prior to beginning any work.

C. ACCESS INSPECTION

a. The Contractor shall allow the University, its agents, and authorized public authorities unrestricted access to work areas for inspection. All work is subject to final approval by a designated University representative upon completion.

D. MANUFACTURER CERTIFICATION

a. The Contractor will hold current manufacturer certifications for all equipment, systems, and materials they install or support. Documentation of certifications or relevant customer references shall be provided upon request.

E. DELIVERY REQUIREMENTS

a. Contractors shall meet the delivery expectations of the end‑user for all in‑stock products. Delivery timelines for non‑stock items shall be provided to the end‑user prior to order placement.

F. PRICING

a. Quoted prices shall be all‑inclusive and incorporate all associated costs and fees, including but not limited to freight, shipping, crating, eVA transaction fees, and processing fees. All shipping shall be F.O.B. Destination

G. SAMPLE QUOTE AND INVOICE

a. Offerors shall include a sample quote and invoice demonstrating detailed line items, quantities, unit pricing, and extended totals.

H. LABOR RATES

a. Offerors shall submit labor rates for regular business hours, overtime, weekend, and emergency service. All applicable labor categories and rates shall be included in the proposal as a separate attachment.

I. BRAND NAMES AND DISCOUNTS

a. Offerors shall provide a list of brand names offered and corresponding discounts from list price, using the format provided in Appendix 1.

J. INSTALLATION REQUIREMENTS

a. The Contractor shall perform all installations in a professional and competent manner that minimizes disruptions to University operations and instructional activities.

K. PRODUCT CATALOG

a. Offerors shall include a current product catalog with their proposal. Detailed estimates should include part numbers corresponding to catalog entries.

L. LICENSING AND REGULATORY COMPLIANCE REQUIREMENTS

a. The Offeror shall comply with all applicable licensing requirements of the Commonwealth of Virginia for the provision, installation, integration, maintenance and servicing of security systems, including but not limited to access control systems, video surveillance systems, video management systems (VMS), electronic locks, security hardware, software and associated low-voltage cabling. Accordingly, the Offeror shall possess and maintain the following licenses for the duration of the contract. Offeror shall provide copies/evidence of the necessary licenses to provide the aforementioned services with their offer:

b. Virginia DCJS Electronic Security Licensing (mandatory for any firm performing installation, service, maintenance or repair of electronic security equipment).

c. Appropriate Virginia DPOR Contractor Licensing – Electrical Contractor Licensing (mandatory for any firm installing systems/equipment that connects to building power “low voltage electrical work”)

XII. PRICING SCHEDULE & COST OF SERVICES:

1. PRICING SCHEDULE AND BRAND/MANUFACTURER DISCOUNTS

The Offeror shall submit a comprehensive pricing schedule listing all security‑related equipment, hardware, software, and associated products proposed under this RFP. The schedule must include all brand names and manufacturers offered, along with the corresponding percentage discount off MSRP.

George Mason University has provided Appendix 1, which identifies the brands and manufacturers currently utilized on campus. Offerors must complete Appendix 1 and include it with their proposal. If the Offeror does not supply a listed brand or manufacturer, the Offeror shall mark the applicable line as “Not Applicable (N/A).”

Offerors may propose additional brands or manufacturers not listed in Appendix 1. Proposals will remain eligible for award and fully evaluated even if the Offeror cannot provide every brand listed.

2. LABOR RATE SCHEDULE

The Offeror shall include a detailed labor rate schedule identifying all labor categories and associated rates proposed under this contract. The schedule shall clearly distinguish:

· Standard (regular) hourly labor rates

· Overtime, emergency, weekend, holiday, and other premium rates

· The specific conditions under which overtime or premium rates apply All labor categories and rates offered by the firm must be included.

3. QUOTING AND ESTIMATING REQUIREMENTS (POST AWARD)

The Contractor(s) awarded under this RFP will be required to provide detailed estimates and quotes at no additional cost to George Mason University upon request.

All quotes and estimates shall:

· Reflect the discounts and labor rates submitted in response to this RFP

· Provide a clear breakout of materials, labor hours, and associated pricing

· Include all costs necessary to complete the project, including but not limited to freight, shipping, crating, eVA transaction fees, and any other applicable charges

Quotes must be comprehensive, transparent, and consistent with the pricing structure proposed in the Offeror’s original response.

XIII. 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 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 XVI.)

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

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

· 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.

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

· 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 (include the Project Title, if applicable and value of the contract) 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.

XIV. 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 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 20

4. Price Offered 25

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.).

XV. 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.

XVI. 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.

XVII. 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. CONTRACTOR/SUBCONTRACTOR LICENSE REQUIREMENT: By my signature on this solicitation, I certify that this firm/individual and subcontractor is properly licensed for providing the goods/services specified. Furthermore, the contractor and subcontractors shall maintain the required license throughout the term of the contract. The contractor or their subcontractor shall immediately notify the contracting agency in writing in the event the license has been revoked.

SECURITY LICENSE: In accordance with Code of Virginia § 9.1-139 the bidder/offeror or their subcontractor shall be licensed by the Department of Criminal Justice Services for solicitations which include the following work: installation, service, maintenance, or design of security equipment; security officer service; and/or private investigator service. Licenses must be obtained prior to submitting a bid/offer. Furthermore, the contractor or their subcontractor shall maintain the required license throughout the course of the contract term. The contractor or their subcontractor shall immediately notify the contracting agency in writing in the event the license has been revoked. The bidder/offeror shall place their license number or their subcontractor’s license number in the space provided below:

Bidder/Offeror Private Security Services Business License Number:______________________________ Subcontractor Private Security Services Business License Number:______________________________

For assistance, bidders/offerors may contact the Department of Criminal Justice Services at 804-786-4700.

* When used: In all solicitations for the installation, service, maintenance, or design of security equipment, security officer service, central station alarm condition monitoring service, and/or private investigator service that require the contractor to have a Private Security Services Business License issued by the Department of Criminal Justice Services under the Code of Virginia § 9.1-139.

D. 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.

E. 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 currently so debarred.

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

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

H. MANDATORY USE OF GEORGE MASON FORM AND TERMS AND CONDITIONS: Failure to submit a proposal on the official George Mason form provided for that purpose may be a cause for rejection of the proposal. Modification of or additions to the General Terms and Conditions of this solicitation may be cause for rejection of the proposal; however, George Mason reserves the right to decide, on a case-by-case basis, in its sole discretion, whether to reject such a proposal.

I. OBLIGATION OF OFFEROR: It is the responsibility of each offeror to inquire about and clarify any requirements of this solicitation that are not understood. George Mason will not be bound by oral explanations as to the meaning of specifications or language contained in this solicitation. Therefore, all inquiries must be in writing and submitted as instructed on page 1 of this solicitation. By submitting a proposal, the offeror covenants and agrees that they have satisfied themselves, from their own investigation of the conditions to be met, that they fully understand their obligation and that they will not make any claim for, or have right to cancellation or relief from the resulting contact because of any misunderstanding or lack of information.

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

K. RFP DEBRIEFING: In accordance with §49 of the Governing Rules George Mason is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous. However, upon request we will provide a scoring/ranking summary and the award justification memo from the evaluation committee. Formal debriefings are generally not offered.

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

M. TRANSPORTATION AND PACKAGING: By submitting their proposals, all Offerors 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.

N. WARRANTY (COMMERICAL): The contractor agrees that the goods or services furnished under any award resulting from this solicitation shall be covered by the most favorable commercial warranties the contractor gives any customer for such goods or services and that the rights and remedies provided therein are in addition to and do not limit those available to the Commonwealth by any other clause of this solicitation. A copy of this warranty should be furnished with the proposal

XVIII. RFP SCHEDULE (Subject to Change): Go to George Mason’s Bonfire Portal for all updates and schedule changes. The schedule notated below is tentative and subject to change. Note that all Addendums, Question and Answers, and any other documentation or RFP updates will be posted and made available in Bonfire (https://gmu.bonfirehub.com) In the event of a conflict between the dates listed in this RFP and in Bonfire, the dates listed in Bonfire shall take precedence.

RFP Schedule (Subject to Change)

ATTACHMENT A

SMALL BUSINESS SUBCONTRACTING PLAN

TO BE COMPLETED BY OFFEROR

Offerors must advise any portion of this contract that will be subcontracted. All potential offerors are required to include this document with their proposal 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 and time for proposals. 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 proposal 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).

Offeror 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 proposal to be considered and the offeror to be declared responsive, the offeror 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 offeror’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 offeror’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 these 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

Description of Work:

Subcontract #5

Description of Work:

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

ATTACHMENT B – STANDARD CONTRACT

Note: Other documents may be incorporated into this document, either by way of attachment or by reference, but in all cases this contract document shall take precedence over all other documents and will govern the terms and conditions of the contract.

This Contract entered on this ____ day of , 2026 (Effective Date) by ________________ hereinafter called “Contractor” (located at ____________) and George Mason University hereinafter called “George Mason,” “University”.

I. WITNESSETH that the Contractor and George Mason, in consideration of the mutual covenants, promises and agreement herein contained, agree as follows:

II. SCOPE OF CONTRACT: The Contractor shall provide for the of George Mason University as set forth in the Contract documents.

During the term of this Contract, Contractor may issue Statements of Work (“SOW”) to modify the scope of the engagement or otherwise change the work to be performed under this Contract. All SOW’s must be on a form approved by George Mason prior to the start of this Contract.