IFB GMU-CM0123-24 Dormitory Mattresses Furnish Delivery Install Final.pdf

INVITATION FOR BID

GMU-CM0123-24

ISSUE DATE: February 29, 2024

TITLE: Dormitory Mattresses Furnish Delivery Install

PRIMARY PROCUREMENT OFFICER: Christopher Mullins, Sr. Buyer SECONDARY PROCUREMENT OFFICER: James F. Russell, Director

DELIVERY DATE: Vendor must provide a firm delivery date of equipment ARO:

SEALED BID DUE DATE AND TIME: March 26, 2024 @ 2:00PM Eastern Time (ET). SEE SECTION XI.B.5

FOR DETAILS ON ELECTRONIC BID SUBMISSION.

PLEASE NOTE: BIDS WILL NOT BE ACCEPTED VIA EMAIL, MAIL, THROUGH eVA

OR IN PERSON.

QUESTIONS/INQUIRIES: Submit all inquiries through Mason’s Bonfire Portal, no later than 4:00 PM

Eastern Time (ET) on March 08, 2024. All questions must be submitted through Mason’s Bonfire portal. For assistance with technical questions related to Bonfire, contact Support@GoBonfire.com or visit Bonfire’s help forum at https://vendorsupport.gobonfire.com/hc/en-us. Responses to questions will be posted to Mason’s Bonfire portal by 5:00 PM ET on March 13, 2024.

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

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 VI. SWaM CERTIFICATION for complete details).

SWaM Certification Number:

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

Purchasing Department 4400 University Drive, Mailstop 3C5 Fairfax, VA 22030 Voice: 703.993.2580 | Fax: 703.993.2589 http://fiscal.gmu.edu/purchasing/ https://gmu.bonfirehub.com/ https://vendorsupport.gobonfire.com/hc/en-us

Table of Contents

I. PURPOSE:

II. PURCHASING MANUAL/GOVERING RULES:

III. COMMUNICATION:

IV. FINAL CONTRACT:

V. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION:

VI. SWaM CERTIFICATION:

VII. SMALL BUSINESS SUBCONTRACTING PLAN:

VIII. SCOPE OF WORK:

IX. CONTRACT ADMINISTRATION:

X. PRICING TABLE & BID REQUIRMENTS:

XI. SOLICITATION TERMS AND CONDITIONS:

XII. METHOD OF PAYMENT:

ATTACHMENT A – SMALL BUSINESS SUBCONTRACTING PLAN

ATTACHMENT B – VENDOR DATA SHEET

ATTACHMENT C – SAMPLE CONTRACT

ATTACHMENT D – PRICING LIST……………………………………….…………………………..29

ATTACHMENT E – ZONE MAP…………….………………………………………………………...33

I. PURPOSE:

The purpose and intent of this Invitation for Bids (IFB) is to establish a contract with one qualified source to furnish, deliver, and install (FOB Destination) dormitory mattresses and mattress sets on an “as needed” basis to any and all George Mason University (hereinafter referred to as “Mason” or “the University”) campuses. A “mattress set” is defined as a mattress and box spring sold as a single unit. George Mason University reserves the right to award to one or more bidder(s). George Mason University is a public institution of higher education and agency of the Commonwealth of Virginia.

Campus maps available at: https://info.gmu.edu/campus-maps-and-directions

II. PURCHASING MANUAL/GOVERING RULES:

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

III. COMMUNICATION:

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

IV. FINAL CONTRACT:

For goods or “spot” purchases vendors will be awarded a contract through the issuance of a purchase order. However, for term service contracts Mason’s standard two party contract will be required. ATTACHMENT C to this solicitation is Mason’s standard two-party contract. It is the intent of this solicitation to base the final contractual documents off of Mason’s standard two-party contract and Mason’s General Terms and Conditions. Any exceptions to our standard contract and General Terms and Conditions should be denoted in your bid response. Other documents may be incorporated into the final contract, either by way of attachment or by reference, but in all cases this contract document and Mason’s General Terms and Conditions shall jointly take precedence over all other documents and will govern the terms and conditions of the contract.

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

a) An express or implied waiver of sovereign immunity.

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

c) An agreement to maintain insurance.

d) An agreement providing for binding arbitration.

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

f) Waiver of jury trial.

g) Choice of law or venue other than the Commonwealth of Virginia.

V. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION:

The eVA Internet electronic procurement solution, website portal www.eVA.virginia.gov, streamlines and automates government purchasing activities in the Commonwealth. The eVA portal is the gateway for vendors to conduct business with state agencies and public bodies. All vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet eprocurement solution by completing the free eVA Vendor Registration. All bidders or offerors agree to self-register in eVA and pay the Vendor Transaction Fees prior to being awarded a contract. Registration instructions and transaction fees may be viewed at: https://eva.virginia.gov/.

VI. SWaM CERTIFICATION:

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

https://info.gmu.edu/campus-maps-and-directions https://vascupp.org/ https://eva.virginia.gov/ https://www.sbsd.virginia.gov/

VII. SMALL BUSINESS SUBCONTRACTING PLAN:

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

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

VIII. SCOPE OF WORK:

The George Mason University requires qualified sources to furnish, deliver, and install (FOB Destination) dormitory mattresses and mattress sets on an “as needed” basis to any and all Mason campuses. A “mattress set” is defined as a mattress and box spring sold as a single unit.

A. BACKGROUND: George Mason University replaces approximately 1/3 of its dormitory mattresses each year. The majority of the mattresses are replaced during the last two weeks of May. Historically Mason has replaced 1,000 – 1,500 mattresses late-July to early-August. The contractor must be able to deliver and install new mattresses in individual dormitory rooms and remove old mattresses.

Mason also keeps a small stock of mattresses onsite to replace mattresses that are damaged throughout the school year. Replacement stock mattress orders historically range between 50 – 200 mattresses and can occur at any time throughout the year. Most of the time only delivery is needed for stock replenishment orders.

The majority of the mattresses ordered are Twin XL mattresses, occasionally full-size mattresses.

For graduate housing queen mattress sets are required.

B. VENDOR REQUIREMENTS:

1. Must have a minimum of 3 years’ experience in mattress delivery and installation.

2. Vendor must be able to fill order within 30 days of receiving a purchase order or less.

3. Must provide 3 references from recent clients that have placed orders for similar products and quantities. Include contact names, phone numbers, e-mails, and quantity of items sold. See Attachment B.

4. Must provide a specification sheet of all mattresses proposed in the pricing table with bid.

5. Must provide detailed warranty information with bid.

6. Must be able to deliver, remove, and install mattresses during University business hours 8:30am – 5:00pm to varying locations across campus. Prior to the start of each job, the vendor must provide a schedule to Mason detailing how many days are needed to complete the installation. The schedule should also include the date each individual dormitory will be serviced.

7. Uniforms and Identification: ALL of the contractor's employees and subcontractors shall be in uniform when working on George Mason University property. Uniforms shall consist of at a minimum a shirt bearing the firm’s name. Each employee shall have a picture identification on their person while working.

8. Must be able to provide services at the following locations:

a. George Mason University’s Fairfax Campus

b. George Mason University’s Prince William Campus

c. George Mason University’s Point of View Facility

d. George Mason University’s Smithsonian Facility

C. GENERAL SPECIFICATIONS-applicable to all mattresses and mattress sets.

1. Mattresses and mattress sets shall be available in a variety of sizes as identified in Section X -Pricing Schedule.

2. All mattresses and mattress sets shall meet the following flammability standards: BFD IX-11, Boston Fire Department Mattress Fire Test, CAL TB 129, Flammability Test Procedure for Mattresses for Use in Public Buildings, ASTM E1590, Standard Test Method for Fire Testing of Mattresses, and Federal Standard 16 CFR

1632 (FF4-72), CPSC 16 CFR 1633 Flammability Test, and the Virginia National Fire and Protection Association (NFPA) 267 guidelines.

3. All packaging shall be in accordance with industry standards. Each mattress and box spring must be packaged clean, free of defects and heat sealed in a 4-mil poly bag.

4. Bed frames shall be available in a variety of sized as identified in Section III, I-Pricing Schedule.

Bed frames shall be heavy duty, steel for strength and durability; shall have locking connections for safe, secure assembly; recessed legs for safety: and, wheels must be lockable or glides must be heavy-duty, reinforced for durability.

5. The University reserves the right to open 1% of the mattresses upon delivery to determine whether the product meets specifications. Mattresses opened for inspection shall be repaired and made ready for use by the Contractor, at no cost to the University. In the event any mattress opened for inspection fails to comply, in any respect, with the specifications, the total shipment may be rejected.

6. In the event of manufacturer discontinuation of a contract item, the Contractor shall substitute an item with equal or better capabilities for equal or less cost than the discontinued item. The Contractor shall not substitute any item without the final approval of the University. The University shall be the final authority as to acceptability of requested substitutions and reserves the right to accept or reject any substitution requests. Any substitution deemed acceptable by the University shall be formalized by a written modification to the contract.

D. VINYL MATTRESS SPECIFICATIONS:

1. Coil Innerspring Unit: Spring unit shall be Bonnell style, minimum 312 coil, 13 gauge, double tempered, high carbon steel. All coils shall be minimum 17 gauge fully tempered helical wire with not less than 5 tum hour glass type per coil.

2. Insulator: One each side, synthetic fiber pad, weighing not less than 2 ounces per square foot, overlapping the innerspring unit by 2" in both length and width.

3. Upholstery Layers: Pre-compressed fire-retardant, 100% cotton felt batting, boric acid treated meeting the requirements for cotton batting used in mattresses for designated high risk occupancies.

On each side of the mattress, each batt must weigh a minimum of 8 lbs.

4. Cover: The cover will be a gray Spec -Tex Correct tick 10-1, which is a (ten) 10 ounce vinyl material which must be anti-bacterial, germicidal, and self-deodorizing. The cover is to be placed over the upholstery using standard industry flanging process. The cover must fit tightly and be neatly tailored.

5. Flange: Flange Material of not less than 5-1/2" width and adequate to properly secure mattress panels to the Innerspring unit by hog-ringing EVERY coil around the entire mattress perimeter, both surfaces, top and bottom.

E. NYLON MATTRESS SPECIFICATIONS

1. 312 Low Profile Bonnell Coil Innerspring Unit

2. 2" 45 ILD High Density Foam Encased Rails

3. 65 ILD Convoluted 2 inch foam topper for firmer feel

4. 35 ILD Convoluted 2 inch foam topper for plusher feel

5. Nylon (210 Denier Nylon Oxford/Urethane Coating) ticking laminated with non-woven fire barrier

6. Inverted Seam I Lock-stitched

7. Bed Bug Resistant Inverted Seam

8. Blue Nylon Cover

9. Tag with Mattress Contents

F. MATTRESS SET (I.E., MATTRESS AND BOX SPRING) SPECIFICATIONS

1. Mattress Specifications:

a. 364 (13-6) Bonnell Coil Innerspring Unit

b. Poly Foam Edge Supports

c. Insulator Pad on each side of lnnerspring Unit

d. 1" of 1.5 lb density 30 ILD polyurethane foam pad

e. Quilting Panel .75 ounce FR Fiber / 2 layers of 3/4" hypersoft foam

f. Gemstone Damask Tick

g. Hotel Supreme Label I Monthly turn tags

h. Double Sided Contract Mattress

2. Box spring Specifications:

a. Hardwood l' x 3' Lumber

b. Comer Guards

c. FR Barrier Quilted On Border

d. Dust Cover

e. Anti Skid Topper

f. Corrugated Topper

g. Quilted Waterfall Upholstery

G. DELIVERY, STORAGE, INSTALLATION AND REMOVAL OF OLD MATTRESSES/MATTRESS

SETS REQUIREMENTS

1. All deliveries shall be FOB Destination.

2. Contractor shall notify Mason five business days prior to delivery to ensure accessibility to the delivery location and the availability of Mason personnel. Notification shall be made to the Mason point of contact identified on the Purchase Order.

3. All services, shall be performed during normal working hours. University working hours are from

8:30am – 5:00pm.

4. Contractor shall provide delivery, installation and old mattress/mattress set removal services at any and all Mason campuses; and, to different building locations on each campus at no additional cost.

Campus locations include, but are not limited to:

a. Fairfax Campus, 4400 University Drive, Fairfax, VA 22030

b. Mason Center for Conservation Studies (Smithsonian Conservation and Research

Center), 1500 Remount Road, Front Royal, VA 22630

c. Prince William Campus, I 0900 University Blvd., Manassas, VA 20110

5. Contractor shall offer a variety of delivery, installation and old mattress/mattress set removal service options to accommodate various project requirements. Under no circumstances are delivered items to be left outside a building or loading dock. Delivery, installation and removal option requirements are as follows:

a. Delivery Only: Inside delivery.

b. Delivery and Installation:

(i) It shall be the responsibility of the Contractor to make all arrangements for delivery, unloading, receiving and storing materials in the building during installation. Mason will not assume any responsibility for receiving these shipments. Contractor shall contact with Mason's point of contact as identified on the purchase order and make necessary arrangements for security and storage space in the building during installation.

(ii) Contractor shall install mattresses and mattress sets in designated rooms, fully assembled, setup and ready for use. Contractor shall not remove mattresses and mattress sets from the 4 mil poly bag in which they were delivered.

(iii) After installation, all crating and other debris shall be removed from the premises.

c. Removal of Existing Old Mattresses and Mattress Sets

(i) Should the removal of existing (used) mattresses and mattress sets be required, Contractor shall remove said items from the building and deliver them to a recycling center, or other off-campus location as identified on the purchase order.

Contractor shall be responsible for off- loading the used items and placing them neatly at the location designated by the University.

(ii) The contractor must be adequately staffed to perform the job within the allotted time for the job. If movers/installers are needed, they must be a professional company with company attire (i.e., Company shirts) and should act in a professional manner while on a college campus with students around.

H. SAMPLES: Bidders may be required to provide full-size samples of each item for which they submitted a bid at no cost to the University. Samples, if required, shall be delivered, at the Bidders' expense, to the Fairfax Campus (exact address to be provided at the time of the request for the samples) within five (5) business days of request. All samples shall be packaged in accordance with the packing specifications identified herein.

Each sample package shall be clearly marked with the bidder's name, product identity, product identity number, and size. All samples shall become the property of the University. The University reserves the right open and/or test the samples to assist in the determination of product compliance with the University's requirements

I. Bidders must include a copy of their firm's Certificate of Insurance (COI) with the bid.

J. WARRANTY: 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 hose available to the Commonwealth by any other clause of this solicitation.

K. USE OF PREMISES AND REMOVAL OF DEBRIS: Contractor shall, either directly or through the Subcontractor perform this Contract in such a manner as not to interrupt or interfere with the operation of any existing activity on the premises of the University or at the location of the work.

1. Contractor shall store its apparatus; materials, supplies and equipment in such orderly fashion at the site of work that as will not unduly interfere with the progress of its work or the work of the University or any other Contractor. The activities of Contractor's workman shall be confined to the limits indicated by law, ordinances, permits and the directions of the Contract Administrator or his designee.

2. Contactor shall frequently clean up all refuse, rubbish, scrap materials and debris caused by its operation, to the end at all times the site of work shall present a neat, orderly and workmanlike appearance. No such refuse, rubbish, scrap material, and debris shall be left within the completed work nor buried on the building site, but shall be removed from the site and properly disposed of in a licensed landfill or otherwise as required by law.

If a contractor fails to clean up at the completion of the work, the owner may do so and charge for costs thereof to the contractor.

L. FINAL INSPECTION. At the conclusion of the work, the contractor shall demonstrate to the authorized owner's representative that the work is fully complete and in compliance with contract specifications and codes. Any deficiencies shall be promptly and permanently corrected by the contractor at the contractor 's sole expense prior to final acceptance of the work.

IX. CONTRACT ADMINISTRATION:

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

X. PRICING TABLE AND BID REQUIREMENTS:

A. BID REQUIREMENTS: Unit prices shall include all costs associated with the furnishing, delivery, installation and old mattress disposal, including but not limited to, labor, transportation, overhead, etc. NO

ADDITIONAL CHARGES WILL BE ALLOWED.

1. Bidder shall clearly identify in the space provided the manufacturer and style/model # of the product being offered. Bidder shall provide cut-sheets for each product offered detailing the manufacturer's specifications for that product. It shall be the sole determination of the University whether or not the product meets the University's requirements. If product specifications sheet are not included with your bid your bid may be deemed non-responsive.

Samples may be required as described in Section VIII, H above.

2. It is the intent of the University to obtain volume discount pricing. Bidder shall provide unit pricing based upon the quantity ranges identified in the pricing schedule. Volume discount pricing shall be applied based upon the quantity of items requested per purchase order.

Historically, approximately 80% of orders placed have been for Twin XL mattresses and 20% have been for Queen sets.

3. Bidder is advised that, although orders may be placed at any time through the year, the majority of large orders are placed for delivery and installation during the summer months.

Summer deliveries and installations must be completed prior to student's returning to school for the fall semester.

4. Bidder is encouraged to offer prompt payment discounts in the form of a percentage off the grand total of each invoice. Prompt payment discount percentages shall be clearly identified on each invoice submitted for payment.

B. PRICING TABLE: An award will be made to the lowest responsive and responsible. George Mason

University will make an award on the GRAND TOTAL SUM basis to the lowest responsive and responsible bidders meeting the requirements of the solicitation. Unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern. Mason reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award.

Description Unit Price

Quantity ARO Extended Price (Unit Price x

Quantity)

Twin XL : Removal and relocation of old mattresses, installation of new mattresses into individual dormitory rooms.

Location: Liberty Square

Twin XL : Removal and relocation of old mattresses, installation of new mattresses into individual dormitory

Location: Northern Neck

Twin XL : Removal and relocation of old mattresses, installation of new mattresses into individual dormitory

Location: Wilson

Twin XL: Delivery of new mattresses only

Location: General Receiving

Queen Mattresses sets: Mattress and Box Spring

Location: Rogers

Queen Bed Frame

Location: Rogers

Queen Mattresses sets: Mattress and Box Spring

Queen Bed Frame

GRAND TOTAL

Delivery of goods or performance of services shall be within the number of calendar days stated below after receipt of order (ARO) by the bidder/offeror. Mason requires the (bidder/offeror) to deliver within a reasonable time after ARO. If the bidder/offeror does not insert a stated delivery time in the blank below, the (bidder/offeror) will be deemed to offer delivery in accordance with Mason’s desired delivery time as stated below:

Mason’s desired delivered time: 30 calendar days ARO

BIDDER’S/OFFEROR’S STATED DELIVERY TIME: CALENDAR DAYS ARO

C. PRICING LIST:

The Bidder shall agree to provide rates for the following categories of mattresses, box springs, covers, and related accessories at Attachment D. Although this price list will not be used to determine award, the price list will be incorporated into the contract.

XI. SOLICITATION TERMS AND CONDITIONS:

A. GENERAL TERMS & CONDITIONS:

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

2. CONFLICT OF INTEREST: By submitting a bid the bidder warrants that they have fully complied with the Virginia

Conflict of Interest Act; furthermore, certifying that they are not currently an employee of the Commonwealth of Virginia.

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

4. ETHICS IN PUBLIC CONTRACTING: By submitting a bid, bidders certify that their bid is made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other bidder, supplier, manufacturer or subcontractor in connection with their bid, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

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

6. MANDATORY USE OF MASON FORM AND TERMS AND CONDITIONS: Failure to submit a bid on the official

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

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

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

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

B. SPECIAL TERMS AND CONDITIONS:

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

2. ADDITIONAL USERS: It is the intent of this solicitation and resulting contract to allow for cooperative procurement.

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

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

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

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

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

4. BID PRICES: Bid shall be in the form of a firm unit price for each item during the contract period.

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

The following shall apply:

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

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

c. Submissions by other methods will not be accepted. Minimum system requirements: Microsoft Edge, Google Chrome, Safari, or Mozilla Firefox. JavaScript and browser cookies must be enabled.

d. Bidders should contact Bonfire at support@gobonfire.com for technical questions related to submission or visit

Bonfire’s help forum at https://vendorsupport.gobonfire.com/hc/en-us.

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

f. All solicitation schedules are subject to change.

g. Go to Bonfire and Mason’s Purchasing website for all updates and schedule changes.

https://fiscal.gmu.edu/purchasing/do-business-with-mason/view-current-solicitation-opportunities/

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

XII. METHOD OF PAYMENT:

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

FOR PAYMENT.

☐ Option #1- Payment to be mailed in 10 days-The University will make payment to the vendor under 2%/10 Net 30 payments 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 https://gmu.bonfirehub.com/ mailto:support@gobonfire.com https://vendorsupport.gobonfire.com/hc/en-us https://fiscal.gmu.edu/purchasing/do-business-with-mason/view-current-solicitation-opportunities/ mailto:AcctPay@gmu.edu mailto: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. For additional information or to sign up for electronic payments, go to http://www.paymode.com/gmu.

There is no charge to the vendor for enrolling in this service.

Please check your payment preference or note it in your bid response.

http://www.paymode.com/gmu

ATTACHMENT A – SMALL BUSINESS SUBCONTRACTING PLAN

Bidders must advise any portion of this contract that will be subcontracted. All potential bidders are required to include this document with their bid response in order to be considered responsive.

Small Business: "Small business (including micro)” means a business which holds a certification as such by the Virginia Department of Small Business and Supplier Diversity (DSBSD) on the due date for bids. This shall also include DSBSD certified women- owned and minority-owned businesses and businesses with DSBSD service disabled veteran owned status when they also hold a DSBSD certification as a small business on the bid due date. Currently, DSBSD offers small business certification and micro business designation to firms that qualify.

Certification applications are available through DSBSD online at www.SBSD.virginia.gov (Customer Service).

Bidder Name:

Preparer Name: Date:

Who will be doing the work: □ I plan to use subcontractors □ I plan to complete all work

Instructions A. If you are certified by the DSBSD as a micro/small business, complete Section A of this form.

B. If the “I plan to use subcontractors” box is checked, complete Section B of this form. For the bid to be considered and the bidder to be declared responsive, the bidder shall identify the portions of the contract that will be subcontracted to any subcontractor, to include DSBSD certified small business for the initial contract period in relation to the bidder’s total price for the initial contract period in Section B.

Section A If your firm is certified by the DSBSD provide your certification number and the date of certification.

Certification number: Certification Date:

Section B If the “I plan to use subcontractors” box is checked, populate the requested information below, per subcontractor to show your firm's plans for utilization of any subcontractor, to include DSBSD-certified small businesses, in the performance of this contract for the initial contract period in relation to the bidder’s total price for the initial contract period. Certified small businesses include but are not limited to DSBSD-certified women-owned and minority-owned businesses and businesses with DSBSD service disabled veteran-owned status that have also received the DSBSD small business certification. Include plans to utilize small businesses as part of joint ventures, partnerships, subcontractors, suppliers, etc. It is important to note that 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 Certification:

Contact Phone: Contact Email:

Value % or $ (Initial Term): Contact Address:

Description of Work:

Subcontract #2 Company Name: SBSD Cert #:

Contact Name: SBSD Certification:

Contact Phone: Contact Email:

Value % or $ (Initial Term): Contact Address:

Description of Work:

Subcontract #3 Company Name: SBSD Cert #:

Contact Name: SBSD Certification:

Contact Phone: Contact Email:

Value % or $ (Initial Term): Contact Address:

Description of Work:

Subcontract #4 Company Name: SBSD Cert #:

Contact Name: SBSD Certification:

Contact Phone: Contact Email:

Value % or $ (Initial Term): Contact Address:

Description of Work:

Subcontract #5 Company Name: SBSD Cert #:

Contact Name: SBSD Certification:

Contact Phone: Contact Email:

Value % or $ (Initial Term): Contact Address:

Description of Work:

ATTACHMENT B - VENDOR DATA SHEET

Note: The following information is required as part of your response to this solicitation. Failure to complete and provide this sheet may result in finding your bid non-responsive.

1. Qualification: The vendor must have the capability and capacity in all respects to satisfy fully all of the contractual requirements. Bidders shall have a minimum of five (5) years’ experience providing the required services.

2. Vendor’s Primary Contact: Name: _________________________ Phone: ______________________

3. Years in Business: Indicate the length of time you have been in business providing this type of good or service:

__________ Years ________ Months

1. References: Indicate below a listing of at least three (3) current or recent accounts, preferably from other comparable higher education institutions, that your company is servicing, has serviced, or has provided similar goods/services.

A. Company: _________________________________ Contact: ____________________________________

Phone :(_____) ______________________________ Fax: (_____) _______________________________ e-mail address: _________________________________

B. Company: Contact:

C. Company: _________________________________ Contact: ____________________________________

D. Company: _________________________________ Contact: ____________________________________

I certify the accuracy of this information:

Signed: __________________________________ Title: ____________________________

Printed Name: ____________________________ Date: ____________________________

ATTACHMENT C - SAMPLE 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 , 2024 (Effective Date) by ________________ hereinafter called “Contractor” (located at ____________) and George Mason University hereinafter called “Mason,” “University”.

I. WITNESSETH that the Contractor and 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.

III. PERIOD OF CONTRACT: One year from the Effective Date with four (4) successive one-year renewal options.

IV. PRICE SCHEDULE: As awarded. The pricing specified in this section represents the complete list of charges from the

Contractor. Mason shall not be liable for any additional charges.

V. CONTRACT ADMINISTRATION: ___________ shall serve as Contract Administrator for this Contract and shall use all powers under the Contract to enforce its faithful performance. The Contract Administrator shall determine the amount, quality and acceptability of work and shall decide all other questions in connection with the work. All direction and order from Mason shall be transmitted through the Contract Administrator, however, the Contract Administrator shall have no authority to approve changes which shall alter the concept or scope or change the basis for compensation.

VI. METHOD OF PAYMENT: Payment shall be made 30 days from the date a valid invoice is received at acctpay@gmu.edu or the date of receipt of goods or services; whichever is later. Invoices must include a purchase order# to be considered valid.

VII. THE CONTRACT DOCUMENTS SHALL CONSIST OF (In order of precedence):

A. This signed form;

B. IFB No. GMU-XXXX-XX, in its entirety (attached);

C. Contractor’s bid dated XXXXXX (attached).

VIII. GOVERNING RULES: This Contract is governed by the provisions of the Restructured Higher Education Financial and

Administrative Operations Act, Chapter 10 (§ 23.1-1000 et seq.) of Title 23.1 of the Code of Virginia, and the “Governing Rules” and the Purchasing Manual for Institutions of Higher Education and their Vendors. Documents may be viewed at:

https://vascupp.org.

IX. CONTRACT PARTICIPATION: It is the intent of this Contract to allow for cooperative procurement. Accordingly, any public body, public or private health or educational institutions, or affiliated corporations may access this Contract if authorized by the Contractor.

Participation in this Contract is strictly voluntary. If authorized by the Contractor, the contract 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

Purchasing Department 4400 University Drive, Mailstop 3C5 Fairfax, VA 22030 Voice: 703.993.2580 | Fax: 703.993.2589 http://fiscal.gmu.edu/purchasing/ mailto:acctpay@gmu.edu https://law.lis.virginia.gov/vacode/title23.1/chapter10/ https://vascupp.org/ 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 request 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 this Contract does not preclude any participating entity from using other contracts or competitive processes as needed.

X. STANDARD TERMS AND CONDITIONS:

A. APPLICABLE LAW AND CHOICE OF FORUM: This Contract shall be construed, governed, and interpreted pursuant to the laws of the Commonwealth of Virginia. All disputes arising under this Contract shall be brought before an appropriate court in the Commonwealth of Virginia.

B. ANTI-DISCRIMINATION: By entering into this Contract Contractor certifies to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and §§ 9&10 of the Governing Rules. If Contractor is a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the Contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Governing Rules, § 36).

In every contract over $10,000 the provisions in 1. and 2. below apply:

1. During the performance of this Contract, the Contractor agrees as follows:

a. The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the

Contractor, will state that such Contractor is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting these requirements.

2. The Contractor will include the provisions of 1. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or Contractor.

C. ANTITRUST: By entering into this Contract, the Contractor conveys, sells, assigns, and transfers to the

Commonwealth of Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said Contract.

D. ASSIGNMENT: Neither party will assign or otherwise transfer its rights or obligations under this Contract without both parties’ prior written consent. Any attempted assignment, transfer, or delegation without such consent is void.

E. AUDIT: The Contractor shall retain all books, records, and other documents relative to this Contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. Mason, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

F. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that Mason shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this Contract.

G. AUTHORIZED SIGNATURES: The signatory for each Party certifies that he or she is an authorized agent to sign on behalf such Party.

H. BACKGROUND CHECKS: Contractor’s employees (including subcontractors) performing services on any Mason campus must have successfully completed a criminal background check prior to the start of their work assignment/service.