5-RFP GMU-KS0501-26 Residential Commercial Property Management ServicesFINAL.pdf

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

REQUEST FOR PROPOSALS

GMU-KS0501-26

ISSUE DATE: May 29, 2026

TITLE: Residential & Commercial Property Management Services

PRIMARY PROCUREMENT OFFICER: Katherine Sirotin, Director, Major Purchases & Contracts SECONDARY PROCUREMENT OFFICER: Erin Rauch, Director

QUESTIONS/INQUIRIES: Submit all inquiries through George Mason’s Bonfire Portal, no later than 4:00 PM Eastern Time (ET) on June 08, 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 at https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub. Responses to questions will be posted to George Mason’s Bonfire portal and by 5:00 PM ET on June 12, 2026.

OPTIONAL PRE-PROPOSAL CONFERENCE: An optional pre-proposal conference will be held on June 03, 2026 at 10:30-11:30AM via Microsoft Teams web-conferencing. Information on the conference is available in Section XVI, Term I of the RFP.

PROPOSAL DUE DATE AND TIME: July 07, 2026 @ 2:00 PM ET. ATTENTION: PROPOSALS WILL NOT BE ACCEPTED VIA EMAIL, MAIL, THROUGH eVA OR IN PERSON. SEE SECTION XII.A.1 FOR DETAILS ON ELECTRONIC PROPOSAL SUBMISSION.

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

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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.

□ Clearly State on Page 1 of your Proposal if you are offering on Scope 1 (Attachment D), Scope 2 (Attachment E) or BOTH.

□ 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. If you are taking exceptions we strongly prefer you redline on our Standard Contract (Attachment B) and/or add your additional terms and comments to that document.

□ 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 XII.A.1.

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

□ Complete the Questionnaire as required in Bonfire.

TABLE OF CONTENTS

GMU-KS0501-26

SECTION DESCRIPTION PAGE

I. PURPOSE 4

II. PURCHASING MANUAL/GOVERNING RULES 4

III. COMMUNICATION 4

IV. FINAL CONTRACT 4

V. ADDITIONAL USERS 5

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 6

XII. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS 6

XIII. INITIAL EVALUATION CRITERIA AND SUBSEQUENT AWARD 10

XIV. CONTRACT ADMINISTRATION 10

XV. PAYMENT TERMS/METHOD OF PAYMENT 11

XVI. SOLICITATION TERMS AND CONDITIONS 11

XVII. RFP SCHEDULE 11

ATTACHMENT A SMALL BUSINESS SUBCONTRACTING PLAN 14

ATTACHMENT B STANDARD CONTRACT 16

ATTACHMENT C SAMPLE INVOICE 32

ATTACHMENT D SCOPE 1 – RESIDENTIAL PROPERTY MANAGEMENT REQUIREMENTS Attachment

ATTACHMENT E SCOPE 2 – COMMERCIAL PROPERTY MANAGEMENT REQUIREMENTS Attachment

ATTACHMENT F HISTORICAL PROPERTY MANAGEMENT CONTRACTS Attachment

ATTACHMENT G LISTING OF ALL PROPERTIES (PROPERTY INFORMATION) Attachment

ATTACHMENT H PROPERTY CONDITION REPORTS Attachment

I. PURPOSE: The purpose of this Request for Proposal (RFP) is to solicit proposals to establish contract/s through competitive negotiations with one or more qualified vendors to provide commercial and/or residential property management services for Commercial properties located in Arlington, VA and Residential rental properties located at our MasonVale complex in Fairfax, Virginia and townhomes located in Manassas, Virginia for the Auxiliary and Operations (A&O)/Real Estate Department of George Mason University. This solicitation has two (2) separate scopes of work available for offer:

(1) Scope 1 (Attachment D) is for Residential Property Management Services for our residential properties located in Fairfax, VA and Manassas, VA and;

(2) Scope 2 (Attachment E) is for Commercial Property Management Services for our commercial properties located in Arlington, VA.

Offerors are welcome to offer on just one or both scopes of work and should clearly indicate on the first (1) page of their offer/proposal which scopes (1, 2 or BOTH) that they are offering on.

It is Mason’s intent to award two (2) separate contracts, one for Scope 1 and one for Scope 2, but we reserve the right, in our absolute and sole discretion, to award one (1) contract to one firm for both scopes of work if it is determined to be in our best interest.

George Mason University (herein after referred to as “George Mason,” or “University”) is a public institution of higher education and agency of the Commonwealth of Virginia.

A list of properties is included in Attachment G and H along with key information about the requirements and properties covered under this solicitation. Additional properties may be added to the contract as requested.

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.

https://vascupp.org/

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: Two (2) Years from Effective Date of contract with four (4) successive two-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 210-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.

In 2023 George Mason acquired 5 commercial properties in Arlington, VA near to our Arlington, VA campus. These facilities are currently under a property management agreement with Lincoln Property Management until November 30, 2026. See Attachment G for Property Information and Attachment H for Property Conditions.

In 2024 George Mason University acquired the apartment complex/residential properties (157 units) at MasonVale in Fairfax, VA and in 2025 acquired 28 residential properties/townhomes in Manassas, VA. These facilities are currently under a property management agreement with Willowbridge until November 30, 2026. See Attachment G for Property Information https://eva.virginia.gov/ https://www.sbsd.virginia.gov/ and Attachment H for Property Conditions.

Website Links to our current residential properties at MasonVale and GMU SciTech Campus are available below and in Attachment G, including links to floorplans:

MasonVale Information:

MasonVale Homepage: https://www.masonvale.com/masonvale-fairfax-virginia/ MasonVale Floorplans: https://www.masonvale.com/masonvale-fairfax-virginia/floorplans

GMU SciTech Housing Information:

SciTech Homepage: https://www.scitechtownhomes.com/ SciTech Floorplans: https://www.scitechtownhomes.com/floorplans

Specific scope requirements and property/facility information is available in Attachments D, E, G and I and the incumbent contractor’s contract information is available in Attachment F.

XI. STATEMENT OF NEEDS:

1. General Requirements:

George Mason University seeks full-service property management and maintenance services for Scope 1 – Residential Properties (Attachment D) and Scope 2 - Commercial properties (Attachment E) consisting of commercial buildings, apartments and townhomes as detailed in Attachment G – Property Information and property conditions are outlined in Attachment H – Property Condition Reports. It is Mason’s intent to award two (2) separate contracts for these services, but we reserve the right, at our sole and absolute discretion, to award one (1) contract to one firm for both scopes if it is determined to be in the University’s best interest.

Full Service Property Management includes but is not limited to: the management of all facility and parking lot functions (unless managed by University directly); residential leasing, residential relations and collection of rent, fees and any other payments related to rental of the spaces/units; accounting functions including payment of all utilities and property taxes; management of various phone lines needed for various emergency daily maintenance and cleaning, security operations, coordination of all subcontractor’s, suppliers, and providing all service to the facilities to maintain facilities in a safe physical condition; providing supervision of all on-site personnel needed for operation and maintenance of the facilities; parking services, snow and ice removal; budgeting and monitoring of overall facility performance; and coordination of space planning, demolition and renovation/construction as required. Georg Mason seeks to maintain a 90% occupancy rate for our residential properties (or as otherwise negotiated), operate financially sound properties with positive cash flows, which are maintained in safe physical condition through an experienced, customer service focused property management and operations provider.

Additional performance metrics are included in each of the technical proposal areas below for Scope 1 (Residential Properties) and Scope 2 (Commercial Properties).

Offerors should clearly indicate in their proposal which scope they are offering on (Scope 1 or Scope 2 or Both) and address the requirements in this Section XI. as well as the requirements, for whichever scope they are opting to offer on, listed in Scope 1 (Attachment D) and Scope 2 (Attachment E). If offering on Both Scopes 1 and 2 the offeror should clearly distinguish between their services and capabilities for residential versus commercial services. This does not necessarily require that the offeror submit two separate proposals but that, if submitting one proposal for both scopes, that the proposal is clearly laid out to distinguish the different services, requirements and cost proposal for each scope. Failure to clearly distinguish between scopes and offerings may result in your offer being scored lower.

2. Additional Requirements:

Offerors should include as part of their proposals the following information for each scope they are offering on (Scope 1 and/or Scope II).

a. Offerors shall provide a staffing plan for each scope they are planning to offer on.

b. Offerors shall provide a Bidder track record – residential/student housing/commercial: This should include the history of how the Contractor, solicits, evaluates and awards contracts to third-party vendors, budget accuracy information (how often the Contractor’s previous project estimates matched the actual final costs), and project timelines (evidence that the Contractor completes maintenance, renovations or tenant improvements on schedule).

XII. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS:

A. GENERAL REQUIREMENTS:

https://www.masonvale.com/masonvale-fairfax-virginia/ https://www.masonvale.com/masonvale-fairfax-virginia/floorplans https://www.scitechtownhomes.com/ https://www.scitechtownhomes.com/ https://www.scitechtownhomes.com/floorplans

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

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

f. All solicitation schedules are subject to change.

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.

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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 font should be 11-point or larger.

1. Procedural information:

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

b. Indicate on Page 1 of your Offer if you are offering on Scope 1 (Residential), Scope 2 (Commercial), or Both (Scope 1 and Scope 2).

c. Return Attachment A - Small Business Subcontracting Plan.

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

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

Contract

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

g. 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. Organization experience including your firm’s qualifications and experience to perform the work described in this Request for Proposal. Information about experience should include direct experience with the specific subject matter.

c. Names, qualifications and experience of personnel to be assigned to work with George Mason including full-time and part-time staff, proposed consultants and subcontractors who may be assigned direct work on this project shall be identified. Special mention shall be made of direct technical supervisors and key technical personnel, and approximate percentage of the total time each will be available for this project. The technical areas, character, and extent of participation by any subcontractor or consultant activity must be indicated and the anticipated sources will be identified.

d. Resumes of key personnel and proposed consultants should be provided indicating education, background, recent relevant experience with the subject matter. Personal information may be redacted.

e. 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. This should specifically address the requirements listed in the Statement of Needs and as outlined in Scope 1 and Scope 2 documents.

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

i. A staffing plan (for each scope being offered on) should be included which describes the Offeror’s proposed staff distribution to accomplish this work.

Identify key personnel who are to work on this contract, their relationship to the contracting organization, and amount of time devoted to the project/contract. This includes any consultants, subcontractors, as well as regular employees of the Offeror, if relevant.

ii. Bidder track record as outlined in Section XI. 2.

iii. Any software, systems, etc. that are utilized by the offeror as part of their property management services and if GMU will be given access to those systems.

c. Offeror should demonstrate an awareness of difficulties in the completion of this undertaking, and a plan for surmounting them. Special attention should be given to methodological issues that will be encountered in such a project.

d. If the offeror has suggestions or possible alternative approaches to those requirements listed in the RFP documents they may address and propose them in this section.

5. Transition Plan (assuming a contract award on or before October 01, 2026 with a mandatory service start date of December 01, 2026).

a. Submit a comprehensive transition plan that includes timelines to transition the management of the property(ies) upon award as well as contract closeout.

b. Outline the minimum amount of time your firm would need to successfully transition into providing services (Ex. 30, 60, 90 days). If your firm requires more than 90 days that needs to be clearly stated in your offer as George Mason University’s current award schedule is predicated around roughly 60 days of transition time from date of award on or around October 01, 2026.

c. Offerors MUST be able to begin services no later than December 01, 2026 as the incumbent offerors contracts/services expire on November 30, 2026.

6. Proposed Pricing/Management Fee: Offeror shall provide a comprehensive breakdown of their proposed compensation strategy for each scope being offered upon. This should include any and all fees, reimbursable expenses, and any other fees or costs that the University may be expected to pay or reimburse the Offeror for their services to fulfill the requirements of the contract/scopes of work. If there are any minimum management fees those should be clearly outlined in the response.

Mason strongly prefers that the property Contractor invoice George Mason University separately for their property management fees. Any operating/maintenance fees can be recouped through a bank account as outlined in this RFP and/or Scope 1 or 2. If the offeror has an alternate/preferred billing method for their fees, that should be clearly laid out in the offer.

Construction Management: The cost proposal shall also include a schedule of fees for construction management for major capital expenditures or property rehab if those fees are not included in the Management Fee. The construction management fee proposal shall include the project dollar thresholds at which different fees are charged.

If the Offeror opts to provide labor categories and rates for services, those 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 will only be paid 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.

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. Qualifications and experiences of offeror in providing the services, including references 25

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

3. Transition Plan 20

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 currently so debarred.

E. 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.

F. 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.

G. MANDATORY USE OF GEORGE MASON FORM AND TERMS AND CONDITIONS: Failure to submit a mailto:acctpay@gmu.edu mailto:AcctPay@gmu.edu mailto:enrollment@paymode-x.com 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.

H. 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.

I. OPTIONAL PRE-PROPOSAL CONFERENCE:

An optional preproposal conference will be held on June 03, 2026 at 10:30-11:30AM ET via Microsoft Teams/Remote Web-conference. Use the link/information below to join the Teams meeting or to dial in by phone. George Mason University is not responsible for offerors failure or inability to access the meeting for any reason. All questions related to the RFP, scope of work, sites, etc. must be submitted in writing via Bonfire.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/253324346698811?p=6kAg93e29pjEkjH1jL Meeting ID: 253 324 346 698 811 Passcode: sU2xz7CX Need help? | System reference Dial in by phone +1 571-397-2084,,115151930# United States, Washington Find a local number Phone conference ID: 115 151 930# For organizers: Meeting options | Reset dial-in PIN

The purpose of this conference is to allow potential offerors an opportunity to review the solicitation documents and obtain clarification relative to any facet of this solicitation.

Attendance at the pre-proposal conference and site visits is OPTIONAL (not mandatory). Attendance is encouraged but not mandatory and offerors who do not attend will still be eligible to submit proposals in response to this solicitation. Please note that George Mason University’s campuses are open to the public and offerors are welcome to visit, walk the sites, and take photos. No formal site visit or walkthrough is being held for this solicitation or these facilities.

If you opt to walk the sites independently, please do not approach any George Mason University faculty, staff, students, or visitors to ask questions about this solicitation or the campuses/facilities as they are not involved with or familiar with the scope of this solicitation. If doors are locked or areas are marked “off-limits” or similar warning please do not attempt to enter the facility/area. All questions must be submitted in writing via Bonfire by the question deadline.

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.

XVII. 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) Issue Date May 28, 2026 Remote/Optional Pre-Proposal Conference June 03, 2026 10:30-11:30AM ET Contractor Questions Due June 08, 2026 by 4:00PM ET George Mason University Response to Contractor Questions June 12, 2026 by 5:00PM ET Proposal Submission Deadline (Bonfire ONLY) July 07, 2026 by 2:00PM ET Committee Evaluation July 08, 2026 – July 28, 2026 Oral Presentations (If Requested) Week of August 10th, 2026 Finalist Negotiations August 17, 2026 – September 30, 2026 Notice of Award October 01, 2026 Incumbent Contracts Expire November 30, 2026 Contract/Performance Start Deadline December 01, 2026 https://gmu.bonfirehub.com/

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 Company Name: SBSD Cert #:

Contact Name: SBSD…