Request for Proposals (Step 2) - SWaM Construction Services.pdf

Construction RFP # 247-24-T007

(Rev. 1/19)

REQUEST FOR PROPOSALS (RFP) – STEP 2

CONSTRUCTION SERVICES TERM CONTRACT(s)

RFP #247-24-T007

Delivery Method: [ ] Prequalification for Design-Bid-Build [ ] Construction Management at Risk (Step 1 of 2) [ ] Design-Build (Step 1 of 2) [X] Other, Specify: SWaM General Construction Services (Step 2 of 2)

Solicitation Date: 22 March 2024

RFP Name: SWaM General Construction Services

RFP Code: 247-24-T007

Commodity/Service: Construction Services

Owner: Commonwealth of Virginia

Contracting Officer: Michele Kelly, VCCO Mkelly29@gmu.edu

Issuing Agency & Address: George Mason University Purchasing & Fiscal Services Facilities Administration Building 4400 University Drive – MSN 1E4 Fairfax, Virginia 22030-4444

Location of Work: All Mason Campuses, which include Fairfax Campus, Science &

Technology Campus, Mason Square Campus, SMSC Campus, Potomac Science Center Campus & Point of View Campus

Request for Proposals Questions Due Date: Friday, 05 April 2024 by COB (must be submitted through e-Builder on or before date stated by COB. Mason reserves the right to respond to any questions received after the date as stated)

Request for Proposals Questions w/Responses Date: Friday, 12 April 2024

Request for Proposals Submission Due Date: In accordance with Executive Order No. 51 as Amended on 26 May 2020, Proposals will be received electronically through Mason’s Construction Management Software Program, e-Builder using the Bidding Portal. The deadline for submitting Proposals is 2:00 P.M. sharp, as determined by the Contracting Officer, on Monday, 22 April 2024.

mailto:Mkelly29@gmu.edu

Proposal Package Solicitation Documents

Step 1 - In accordance with Executive Order No. 51 as Amended on 26 May 2020, Bids shall be submitted electronically through Mason’s Construction Management Software Program, e-Builder using the Bidding Portal. Guidelines on registering through the Bidding Portal can be found by utilizing the link below:

https://gmufacilities.freshdesk.com/support/solutions/articles/33000234600-e-builder-bidding-portal-information

Step 2 - Once the Proposer has registered / created an account in e-Builder utilizing the link above, Proposers need to use the link below to reach the bid package documents for bidding.

https://gateway.app.e-builder.net/app/bidders/landing?accountid=5d3d2b26-d94b-4137-8e41-ce06ff01c352&projectid=b147d1ba-6e20-4462-b463-d22792029bb8&bidpackageid=7e4f6e47-94f4-49c7- 9eea-e31c9a3ce80d

Mason e-Builder Software

The awarded Proposer(s) will be responsible for contacting Mason’s e-Builder Team for all appropriate and necessary training required to utilize our system properly during the construction phase of this project. Mason e-Builder Team Email - ebuilder@GMU.EDU

Mason utilizes the e-Builder Construction Management Software Program to manage construction projects.

Information, steps and guidelines regarding General Contractor processes can be found by following the link below:

https://gmufacilities.freshdesk.com/support/solutions/folders/33000208553 https://gmufacilities.freshdesk.com/support/solutions/articles/33000234600-e-builder-bidding-portal-information https://gmufacilities.freshdesk.com/support/solutions/articles/33000234600-e-builder-bidding-portal-information https://gateway.app.e-builder.net/app/bidders/landing?accountid=5d3d2b26-d94b-4137-8e41-ce06ff01c352&projectid=b147d1ba-6e20-4462-b463-d22792029bb8&bidpackageid=7e4f6e47-94f4-49c7-9eea-e31c9a3ce80d https://gateway.app.e-builder.net/app/bidders/landing?accountid=5d3d2b26-d94b-4137-8e41-ce06ff01c352&projectid=b147d1ba-6e20-4462-b463-d22792029bb8&bidpackageid=7e4f6e47-94f4-49c7-9eea-e31c9a3ce80d https://gateway.app.e-builder.net/app/bidders/landing?accountid=5d3d2b26-d94b-4137-8e41-ce06ff01c352&projectid=b147d1ba-6e20-4462-b463-d22792029bb8&bidpackageid=7e4f6e47-94f4-49c7-9eea-e31c9a3ce80d mailto:ebuilder@GMU.EDU

In compliance with this Request for Proposals, including all provisions and attachments referenced herein, and subject to all the terms and conditions set forth herein, the undersigned offers and agrees to furnish the services described. It is understood that this proposal may be modified, by mutual agreement in subsequent negotiations.

Name and Address of Submitting Firm:

Date:

By (Signature)

Typed Name:

Zip: Title:

FEIN # Telephone No:

Virginia Contractor License Number:

Virginia Contractor License Classification(s) / Specialties:

Virginia Contractor License Expiration Date:

State Corporation Commission (SSC) ID No:

State Corporation Commission (SSC) ID Standing:

TABLE OF CONTENTS

1. BACKGROUND 5

2. CAMPUSES 5

3. CONTRACT TERMS 5

4. PURPOSE 5

5. AWARD 5

6. AGENCY RIGHTS TO ISSUE RFPs, CONTRACTS, & PROJECT ORDERS 5

7. GOVERNING RULES 6

8 SCOPE OF SERVICES 6

9. RFP RESPONSE FORMAT 7

10. PROJECT ORDER SOLICITATION GUIDELINES 10

11. CONSTRUCTION MANAGEMENT SOFTWARE PROGRAM 10

12. PROJECT ORDERS 10

13. PROJECT CHANGE ORDERS 11

14. CONTRACT DOCUMENTS 11

15. eVA – VIRGINIA’S MARKETPLACE 12

16. INVOICING 12

17. ELECTRONIC CARD ACCESS 12

18. PARKING AND PERMITS 12

19. VIRGINIA DEPARTMENT OF SMALL BUSINESS AND SUPPLIER DIVERISTY 13

20. SUBMISSION REQUIREMENTS 13

21. EVALUATION OF PROPOSALS 14

22. BONDING 15

23. JUDGMENTS 15

24. SUBSTANTIAL NON-COMPLIANCE 15

25. CONVICTIONS 16

26. DEBARMENT & ENJOINMENT 16

27. ATTACHMENTS 17

28. REQUEST FOR PROPOSALS (RFP) PROCUREMENT SCHEDULE (Step 2) 17

1. BACKGROUND

Mason has historic and unique facilities with sophisticated building systems. Project scheduling and sequencing is critical, requiring the use of Contractors capable of meeting the requirements of the Contract, respecting the academic schedules and performing work within budget. Work on University Campuses must be performed in a manner that will minimize the disruption of the operation of the Campuses and impact to the quality of life for those who live and work on the campuses.

2. CAMPUSES

Mason has campuses in Arlington County, Fairfax County, Prince William County and Front Royal, Virginia. Please refer to Attachment G - Mason Campus Maps & Directions for Information. Work may be requested on any of the campuses.

3. CONTRACT TERMS

The contract term will be performed starting 01 July 2024 or Notice of Award, whichever is later, with the possibility for four (4) one (1) year renewals at the discretion of Mason.

a) First Year Term – 01 July 2024 or Notice of Award whichever is later

b) Optional 1st Year Renewal Term – 01 July 2025 – 30 June 2026

c) Optional 2nd Year Renewal Term – 01 July 2026 – 30 June 2027

d) Optional 3rd Year Renewal Term – 01 July 2027 – 30 June 2028

e) Optional 4th Year Renewal Term – 01 July 2028 – 30 June 2029

4. PURPOSE

The intent and purpose of this solicitation is to establish contracts with qualified Class A General Contractors to provide and perform general construction services, alterations, modifications and repairs on an “as-needed” basis for all Mason Campuses for a period of one (1) year with the option to renew for four (4) additional one (1) year periods at the sole discretion of Mason.

5. AWARD

Mason reserves the right to make multiple awards as a result of this solicitation. Mason reserves the right to conduct any tests it may deem advisable and to make all evaluations. Mason may opt to hold oral presentations, if deemed necessary, to meet with the Offerors and discuss any facet of their proposal, capabilities or experience. Mason also reserves the right to reject any or all proposals, 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.

6. AGENCY’S RIGHT TO ISSUE RFPs, CONTRACTS and PROJECT ORDERS

Mason reserves the right, at its sole discretion, to issue RFPs for similar work, for other disciplines or types of work, and for other projects as the need may occur. A construction firm may have only one (1) Construction Term Contract in effect with Mason or its subsidiaries or branches at any time. This does not preclude a firm from holding a non-construction contract for other goods and services with this Agency.

If a firm has a term contract that is expiring within twelve (12) months of the anticipated new contract awards, they may offer on that solicitation and if selected and awarded a new Mason contract, their existing contract will be terminated and superseded by the new contract award. Any project orders / projects including FCOs, change orders, etc., issued under their old contract will continue to be governed by the terms of the contract under which the project order was issued unless otherwise agreed upon in writing by both parties.

Mason also reserves the right to issue project orders to other construction firms under Term Contracts at its sole discretion, based on its evaluation of each construction firm’s qualifications, expertise, current workload, capabilities, performance record, location or distance to the project, and other factors as may be pertinent to the particular project. Mason also reserves the right under the provisions of this RFP to issue a project order to construction firms to provide services of a similar type or discipline covered by this RFP to a subsidiary, branch or state agency in the same geographic area.

Mason may also opt to preclude firms awarded a Term Contract from all or certain types of future project orders / scopes solicited under these Term Contract awards due to performance concerns. Mason may opt, at their sole discretion, to preclude a Contractor from future solicitations / project orders issued under these Term Contracts if they receive two (2) or more Cure Notices on any one (1) project and/or four (4) total in any number of projects within a twelve-month (12) period OR if the deficiencies on a project(s) are found to be so severe or remain unsatisfactorily resolved that Mason does not feel confident in the Contractor’s ability to perform on future project orders. This only applies to solicitations and scopes issued under these Term Contract awards and does not preclude Contractors from bidding / offering on any publicly posted solicitations on the Commonwealth of Virginia’s e-Procurement Website, eVA and is not considered a debarment.

Mason reserves the right, at its sole discretion, to issue solicitations outside of these Term Contracts for similar work, for other disciplines or types of work and for other projects as the need may occur.

7. 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 RFP in their entirety. A copy of both documents are available for review at: https://vascupp.org

8. SCOPE OF SERVICES

Mason often needs the assistance of Contractors to provide and perform general construction services, alterations, modifications and repairs at all of Mason’s Campuses. Mason wishes to establish Term Contracts with multiple Virginia Glass A licensed contractors to provide the following services, and as described herein on an “as needed” basis pursuant to Project Orders issued during the Term Contract contract terms.

Services can consist of, but not limited to, new construction, renovations, modifications and alterations to existing buildings including housing complexes on all campuses of Mason, as well as assisting Mason with estimating, scope development, project scheduling / sequencing, and design.

Work is normally conducted between the hours of 6:00 a.m. – 6:00 p.m. Monday through Friday, so the Contractor will be responsible for notifying Mason’s Project Manager of any work that needs or is required to be scheduled outside of these parameters. Forty-Eight (48) hours-notice is required from the Contractor before any work can be performed.

https://vascupp.org/

If services are requested or required which prompt the need for work exceeding forty (40) hours per week or the use of an overnight crew, overtime and/or an overnight crew premium shall be included in the base bid. Should a change order request require the need for overtime, the labor will be compensated at the base rate until the hours physically worked exceed forty (40) hours within a single week. The overtime will be compensated at the rate proposed in the response to this RFP and contracted upon by Mason and Contractor.

Contractor may be requested to perform emergency work at any time, and if such work is required, the contractor shall be available on a seven (7) day/week, twenty-four (24) hour basis and arrive at the site within four (4) hours after receipt and acceptance of notice for such emergency work. The contractor shall be responsible for following all Federal, State and Local Laws, ordinances, rules and regulations that in any manner may affect the work.

9. RFP RESPONSE FORMAT

A. Introduction/Executive Summary

• Provide an introduction of the Contractor and all major subcontractors who will be involved in the performance of the Work. Include primary business experience, length of time in business, ownership. Office locations and which offices will serve Mason’s campuses, specific location of the principal office from where the Contractor will perform work for Mason and any other introductory information concerning your firm.

B. Firm Capabilities & Qualifications

• Provide a detailed narrative of your firm’s capabilities and qualifications for engaging in this type of work and multi-project order term contract. If you have prior experience on a term Construction, Maintenance, Repair, Operations (MRO), or Job Order Contract (JOC) address that experience. If you have any specialties or classifications or unique skills/qualifications please include information on that experience.

• Each project must have a full-time, English-speaking superintendent on site at all times. Please address your capabilities to meet this requirement and include your superintendent’s qualifications, background and experience as part of your response (do not re-submit the CO-16 cross-walk). We are requesting any necessary backup such as resumes, applicable past performance, analysis of skills, etc. to showcase their qualifications to successfully serve on these projects.

• Address your staffing plan and personnel to support this contract and any resulting project orders including Owner/Principal/Designee, Day-to-Day Contact, Safety Officers for Projects, Invoicing/Administrative Personnel, Signatory Authority, Project Managers, Superintendents, Foremen, etc. Provide an organizational chart indicating the title/function of each individual and the reporting structure and functional relationship between the team members.

• As Mason is a state entity of the Commonwealth of Virginia and a public University, we have developed our own Manual and Forms (HECO) that contactors will be expected to familiarize themselves and utilize for all submissions including but not limited to bid forms, bond forms, submission forms, permit forms, schedule of values (SOV), payment applications, change order forms, certificates of completion, closeout documentation, etc. Please address your past experience and/or firm’s capabilities and understanding in utilizing state (or equivalent) formats, forms and processes necessary to perform under this contract. A link to Mason’s HECO Manual and Forms is available here:

https://facilities.gmu.edu/resources/heco-dgs-forms/

C. Methodology and Approach

• Describe the approach that will be utilized when executing a project for Mason including but not limited to; understanding of scope and existing conditions; learning and utilizing customer software (such as e-Builder) for bidding, submittals, permitting, RFIs, Field/Project Change Orders (FCO/PCOs), daily reports billing, etc; obtaining permits, working in occupied spaces and buildings, working around time constraints, needing multiple shifts to meet deadlines; proper staffing, procedures for dealing with problems; project closeout, maintaining paperwork deadlines, meeting completion dates, etc.

• Describe the approach that will be utilized if work or materials are determined/found to be defective or non-conforming during the course of construction.

• Describe your approach to superintendence of a project including oversight of your subcontractors.

As a Contractor may have multiple projects ongoing with Mason simultaneously, describe the approach the Contractor will use to supervise multiple projects at one time to avoid potential delays.

Most projects associated with the resulting contract will occur in occupied spaces and buildings.

Describe how the Contractor’s safety plan, and its execution comply with applicable safety policy for all Mason projects.

• Describe your approach and methodology in handling field change orders/project change orders including how you bid out work to your subcontractors and your process to review and verify pricing is fair and reasonable.

• Describe your approach and methodology in participation at project meetings, specifically, address your administrative capabilities to provide the following; timely exchange of information (obtaining approvals and requesting clarifications on a timely basis), coordinating/scheduling and generating meeting minutes for all project meetings (if assigned as part of your project order), project close out support, etc.

• As the vast majority of project orders/tasking contemplated under this contract require the contractor to hold a Class A license from the Virginia Department of Professional and Occupational Regulation AND a Commercial Building Contractor (CBC) and/or a Commercial Improvement Contractor (CIC) specialty which is necessary in order to act as the Prime Contractor and contract with subcontractors to perform work not permitted by the CBC or CIC license. If your firm does not currently hold a CBC or CIC specialty you must obtain a CBC or CIC specialty in order to be awarded any project orders/tasks where your firm will act as the prime contractor and that require the use of subcontractors for specialty designations that your firm does not hold. As the Prime

Contractor (GC) the awarded firm will be required to ensure that all subcontractors hold the necessary certifications to perform work. If your firm does not currently hold a CBC or CIC specialty please advise if you are willing/able to obtain one as part of any contract award OR if your firm would only be interested in project order work that does not require a CBC or CIC and outline what specialties and types of work you are licensed to provide.

D. Proposer Workload and Plan (Analysis of Current Work-Load & Future Tasking)

• Provide an in depth-analysis of your current work-load/tasking and how you will take on additional project orders/tasking from Mason under this contract vehicle. This should include, at a minimum, your current and projected work load; plan to complete additional work/project orders awarded by Mason, ability to complete the work in timely manner; and willingness to complete projects of various scale, complexity, and dollar values.

E. Experience & Representative Projects

• Attach a list of all projects, over $50,000, giving project name, location, size, dollar value, and completion date for each that your organization has completed in the last three (3) years. Provide for each, the name, address, and phone number, for the Owner's and A/E's contact or representative.

• Identify and provide details and background for five (5) projects in the last ten (10) years that are most relevant or similar in program and size to the Project(s) contemplated under this Term GC contract (we would prefer to see representative projects that fit within the constraints of this award (under $1,000,000) where you firm acted as the prime contractor. You should include, at a minimum, the following information for each Project:

a) Project Name

b) Address

c) Final or Current Contract Amount

d) Size (gross square feet, height, or stories plus sub-surface levels,

e) Scope/Project description (function of building and component building systems)

f) How many subcontractors (and what types/specialties) (if applicable)

g) Owners Name (individual, company and/or agency name)

h) Owner’s Contact Information (name, phone number and email)

i) A/E’s Name (if applicable)

j) A/Es Contact Information (if applicable) including name, phone number and email)

k) Pricing/Hourly Rates (Attachment C)

Complete Attachment C and provide labor rates for the various construction firm classifications / disciplines / skill levels. These rates will be the maximum rates used by the Contractor in arriving at their lump sum bids and in preparation of any hourly rate work proposals to be authorized by Mason in the form of a project order or change order issued under the Term Contract resulting from this RFP.

10. PROJECT ORDER SOLICITATION GUDELINES

a) Estimated Construction Project Cost Less than $50,000.00 – Mason reserves the right to informally solicit a bid from one (1) of the awarded based on its evaluation of each Contractor’s qualifications, expertise, current workload, capabilities, performance records, location or distance to the project, and other factors as may be pertinent to the particular project. If the cost is determined to be fair and reasonable by Mason and falls within the given budget for the project, a project order will be issued for said work. If the cost is not fair and reasonable, or upon due diligence, Mason reserves the right to request pricing from the next contractor and/or solicit the project.

b) Estimated Construction Project Cost of $0 to $250,000 – Mason reserves the right to formally solicit a bid from all contractors through our Construction Management Software Program, e-Builder utilizing a minimum of ten (10) calendar day bidding period. If the price is fair and reasonable, Mason will issue a project order to the apparent responsive low Bidder.

c) Estimated Construction Project Cost of $250,001 to $500,000 – Mason reserves the right to formally solicit a bid from all contractors through our Construction Management Software Program, e-Builder utilizing a minimum of twenty-one (21) calendar day bidding period. If the price is fair and reasonable, Mason will issue a project order to the apparent responsive low Bidder.

d) Estimated Construction Project Cost of $500,000 to $1Million – Mason reserves the right to formally solicit a bid from all contractors through our Construction Management Software Program, e-Builder utilizing a minimum of thirty (30) calendar day bidding period. If the price is fair and reasonable, Mason will issue a project order to the apparent responsive low Bidder.

11. CONSTRUCTION MANAGEMENT SOFTWARE PROGRAM

Mason utilizes the e-Builder Construction Management Software Program to manage construction projects. Contractors will be required to use this system for all construction projects issued through this RFP. General Contractor’s Processes can be found by utilizing the link below:

https://gmufacilities.freshdesk.com/support/solutions/folders/33000208553

The awarded contractor(s) will be responsible for contacting Mason’s e-Builder Team for all appropriate and necessary training required to utilize our system properly for all project orders issued through this RFP. Mason e-Builder Team Email - ebuilder@GMU.EDU

12. PROJECT ORDERS

The contract prepared by Mason will document the Proposer’s labor rates for the various construction firm classifications / disciplines / skill levels. These rates will be the maximum rates used by the Contractor in arriving at their lump sum bids and in preparation of any hourly rate work proposals to be authorized by Mason in the form of a project order or change order issued under the Term Contract resulting from this RFP.

The project order amounts can range from less than a $1,000.00 to no greater than $1,000,000.00. No single project order can exceed the $1,000,000.00 threshold including all approved change orders. The first project order may be issued at any time during the term of the construction firm’s Term Contract. It will authorize the construction firm to perform the Work for a lump sum amount based on a solicitation issued in conformance with Section 9 above. Refer to Attachment G - HECO-9PO - Construction Project Order.

mailto:ebuilder@GMU.EDU

It is understood that more than one project order may, at Mason's sole discretion, be offered to the construction firm during the Contract Term. Although the potential exists for multiple project orders during the Contract Term, Mason does not represent or guarantee that the construction firm will receive any project orders.

13. PROJECT CHANGE ORDERS: The Owner may at any time, by written order utilizing the Change Order

(CO-11) and without Notice to the sureties, make changes in the Work which are within the general scope of the Contract, except that no change will be made which alone will increase the total Contract Price to an amount more than twenty percent (20%) in excess of the original Contract Price without Notice to sureties.

Project change orders will be submitted and processed through Mason’s e-Builder System using the Construction – FCO (FCO) Process within the system. Each Project Change Order (FCO) is required to follow the General Conditions of the Construction Contract (CO-7), Section 38 – Changes in Work and submitted in Mason’s e-Builder System as stated below:

• Using the HECO-GC-1 Form – Change Order Estimate (General Contractor) is preferred;

• Using the HECO-SC-1 Form – Change Order Estimate (Subcontractor) is preferred;

• Using the HECO-SS-1 Form – Change Order Estimate (Sub-Subcontractor) is preferred;

• The above and latest version of these forms can be found on Mason’s Facilities Website https://facilities.gmu.edu/resources/heco-dgs-forms/#heco-forms-public/

• These forms are highly recommended and preferred for submission of change order costs. If the

Contractor opts to use their own forms, the Contractor shall, at a minimum, include the information and required breakdown listed on the HECO Change Order Forms. Mason reserves the right to reject the Contractor’s change order and/or request additional backup information, background and justification / narrative if the forms do not meet the minimum standards.

• These forms will be completed by change order task and will be quantified by hourly rate, each, linear foot, square foot, cubic yard, etc.

• All Direct Material Costs will include back-up receipt documentation.

• All Direct Equipment Costs will include back-up receipt documentation.

• All submitted project change orders will include all documentation for requested change, which can include, but not limited to, Architectural Supplemental Instruction; Architectural Instruction;

Construction Change Directive; Bulletin; Request for Information; Project Drawing Revisions;

Floor Plans, etc.

• Project change orders that are submitted not following these instructions will be returned to the contractor for revision.

Project change orders that are requesting an extension of the current project schedule are required to be submitted as stated herewith, but to also include a detailed justification for requested extension on contractor’s letterhead as well as a current project schedule that includes requested schedule extension and critical path.

14. CONTRACT DOCUMENTS

Mason solicits and contracts using the Higher Education Capital Outlay Manual (HECO) for construction services and the required HECO project documents can be found on Mason’s Facilities website by following this link:

In addition to the above, Mason reserves the right to add any additional project forms necessary to complete any and all construction projects associated with this RFP.

15. eVA – VIRGINIA’S MARKETPLACE eVA is used by more than 245 state agencies and institutes of higher education, and 900+ local governments and public bodies, to announce bidding opportunities, receive quotes, order placement & approvals, contract management and more.

Providing industry leading procurement solutions for all public bodies, the marketplace includes nearly 100,000 businesses competing to provide the Commonwealth with quality goods and services, resulting in more than $30 million in savings annually. All contractors are required to be registered in eVA to performed services within the Commonwealth of Virginia. For registration information please follow this link - https://eva.virginia.gov/register-now.html

16. INVOICING

The Contractor shall be registered in eVA. Please refer to the eVA Vendor Registration Requirements at https://eva.virginia.gov/register-now.html The procedures for establishing a Schedule of Values for the Work, for requesting monthly progress payments for Work in place, and for requesting payments for properly stored materials are stated in the General Conditions. Unless otherwise provided under the Contract Documents, interest on payments due the Contractor shall accrue at the rate of one percent per month. §2.2-4354 of the Code of Virginia.

Contractor Invoices/pay applications will be submitted to Mason through the Mason’s project management software, e-builder. Directions on this process can be found at the following link:

https://gmufacilities.freshdesk.com/support/solutions/articles/33000235850-submit-construction-pay-application-co12-

17. ELECTRONIC CARD ACCESS

Contractors are responsible for electronic access cards that are issued by Mason for awarded contracts on our campuses. It's the responsibility of the contractor to return the access card(s) issued if employee has been separated from the company or contractor is no longer performing work for Mason. If a card(s) are misplaced, lost or stolen, the contractor will be responsible for the cost incurred, which is $40.00 per card issued.

18. PARKING AND PERMITS

Contractors are required and responsible for all parking permits required / needed to perform and complete all work associated with this Invitation for Bid. All parking permit requirements, guidelines and fees can be found by utilizing the links below:

Virtual Permit Program - https://transportation.gmu.edu/virtual-permit/ Parking Permit Rates - https://transportation.gmu.edu/policies/#ParkingPermitsFees https://eva.virginia.gov/register-now.html https://eva.virginia.gov/register-now.html https://gmufacilities.freshdesk.com/support/solutions/articles/33000235850-submit-construction-pay-application-co12-https://gmufacilities.freshdesk.com/support/solutions/articles/33000235850-submit-construction-pay-application-co12-https://transportation.gmu.edu/virtual-permit/ https://transportation.gmu.edu/policies/#ParkingPermitsFees

19. VIRGINIA DEPARTMENT OF SMALL BUSINESS AND SUPPLIER DIVERISTY

It is the policy of Mason to contribute to the establishment, preservation, and strengthening of small, women and minority (SWaM) owned businesses, as certified by the Commonwealth of Virginia’s Department of Small Business and Supplier Diversity (SBSD), and to encourage their participation in Mason’s procurement activities. To this end, Mason has established an overall SWaM participation goal of 50% for fiscal year 2024 and encourages Contractors to provide for the participation of SWaM businesses through partnerships, joint ventures, subcontracts, or other contractual opportunities.

20. SUBMISSION REQUIREMENTS

Proposers will submit their proposals through Mason’s e-Builder System electronically. Mason will not accept proposals by mail, email, shipping services or delivered in person.

Proposals should be prepared simply and economically, providing a straightforward, concise description of the construction inspection firm’s capabilities for satisfying the requirements of the RFP. Emphasis should be on completeness and clarity of content.

Submissions shall include the following documents in this order:

1. The completed Request for Proposal (RFP) including signed cover page of the RFP and any addendums issued signed.

2. The completed Attachment C – Hourly Labor Rates.

3. Your key personnel resumes and qualifications.

4. Your firms Class A License and specialties / classifications.

5. Any additional information thought to be relevant.

Any information thought to be relevant, but not specifically applicable to the enumerated Scope of Work, may be provided as an Appendix to the proposal. If publications are supplied by the Proposer to respond to a requirement, the response should include reference to the document number and page number.

Publications provided without such reference will not be considered relevant to the RFP.

To reduce the effort and expense of responding to RFP's, provide uniformity in the type information requested, and enhance the review and evaluation process.

Mason recognizes the possible existence of confidentiality agreements between a proposer and previous clients and fully respects such agreements. Any information requested that is considered to be confidential between the proposer and a previous client shall be marked proprietary by the proposer and separated from the non-confidential material.

Mason reserves the right to visit the office(s) of a Proposer to verify any claim(s) made by a proposer regarding staff, facilities, capabilities, qualifications and any other reasonable concerns that may arise on part of Mason. In such an event, the Proposer must make every reasonable attempt to clarify any concerns expressed by Mason.

Mason will not be responsible for any costs incurred by a proposer in response to this RFP.

In the event the proposer discovers an error in its submission, attention may be drawn to the error by providing a written amendment to the initial RFP submission. All amendments shall be received by Mason on or before the date and time fixed for receipt of the RFP. The proposer shall define who is authorized to approve amendments/changes. If an error is discovered after the time and date of receipt of the RFP response, the proposer may withdraw from consideration, but the error correction will not be accepted by Mason.

As noted above, proposer may contact, in writing, Mason’s point of contact for any required clarifications on this RFP. Proposers are to refrain from contacting Mason personnel for purposes of requesting tours or for any other purpose relating to the project.

Failure or omission of any proposer to receive or examine any form, addendum or other document or to visit the site and acquaint himself/herself with conditions there existing in no way relieves any proposer from any obligations with respect to his/her response or to the contract. The submission of a proposal shall be taken as prima-facia evidence of compliance with this section.

RFP Debriefing: In accordance with §49 of the Governing Rules, Mason is not required to furnish a statement of the reason(s) why a particular proposal was not deemed to be the most advantageous.

However, upon request, Mason will provide a scoring / ranking summary. Formal debriefings are generally not offered.

21. EVALUATION OF PROPOSALS

The Owner selection committee will thoroughly review the Proposers’ submissions using the evaluation criteria defined in this RFP. The committee will determine which Proposers’ submissions demonstrated the greatest conformance with the requirements set forth in this RFP; the committee will identify a “short list” of no fewer than three (3). The award of the term contracts will be made based upon this short list.

Evaluation Criteria

1. Contractor Capabilities & Qualifications – Expertise, experience and qualifications of the proposers’ staffing for providing construction services (25 Pts)

2. Methodology and Approach to providing construction services – Approach that will be utilized when executing a project for Mason (25 pts)

3. Proposer Work Load / Plan – Current and projected work load; plan to complete the work and ability to complete the work in timely manner; and willingness to complete projects of various scale, complexity, and dollar value (20 pts)

4. Previous Work Experience – Expertise and past experience of the Proposer in providing services outlined in this RFP including representative projects (25 pts)

5. Price – Hourly rates included within Attachment C - Hourly Labor Rates (5 pts)

Total Evaluation Criteria Points = 100pts

Generally, the selection committee will consider the construction firm’s overall suitability and cost to provide the services for the Term Contract within the time, budget and operational constraints that may be present, and the comments and/or recommendations of the construction firm previous clients, references and others.

22. BONDING

Standard Bonding Proposer can secure bonding for this project in an amount equal to or greater than the estimated construction cost from a surety company (1) listed in the United States Department of Treasury, Federal Register, Circular 570: Companies Holding Certificates of Authority as Acceptable Sureties on Federal Bonds and as Acceptable Reinsuring Companies; and (2) licensed to transact surety business in the Commonwealth of Virginia.

Self-Bonding Program Contact Owner for additional details.

23. JUDGMENTS

Any judgment(s), whether one or several, entered against the Proposer for breach of contract for construction within the past ten (10) years may be grounds for denying the award of a contract, at Mason’s sole discretion, after due consideration of the date(s), amount(s), facts and circumstances.

24. SUBSTANTIAL NON-COMPLIANCE

Any of the following may be grounds for denying the award of a contract, at Mason’s sole discretion, after review and consideration of the dates, facts and circumstances.

The Proposer

a. in the last three (3) years has received a final order for failure to abate or for a willful violation by the US OSHA or by the Virginia Department of Labor and Industry or any other government agency; or

b. has paid liquidated damages for failure to complete a project by the contracted date on more than two (2) projects in the last five (5) years; or

c. has paid actual damages resulting from failure to complete a project by the contacted date on more than two (2) projects in the last five (5) years; or

d. has been terminated for cause on a contract in the last five (5) years; or

e. was more than thirty (30) days late, without good cause, in achieving the contracted substantial completion date where there was no liquidated damage provision on more than two (2) projects in the last three (3) years; or

f. has received more than two (2) cure notices on a single project in the past two (2) years and/or more than one (1) cure notice on five (5) separate projects in the past five (5) years; or

g. has had repeated instances on a project of installation and workmanship deviations which exceed the tolerances in the standards referenced in the contract documents. Documentation of such instances shall be the written reports and records of the owner's representatives on the project; or

h. has finally completed a project more than 90 days after achieving substantial completion on two (2) or more projects in the last three (3) years, for reasons within the contractor's control.

Documented delay of delivery of material necessary to perform remaining work or seasonal conditions that bear on performing the work or operating specific equipment or building systems shall be considered in mitigation; or

i. has had Performance or Payment Bond claims paid on its behalf in the last three (3) years.

NOTE: If Mason intends to deny the award of a contract based on any of the above, it shall obtain written documentation evidencing same, pursuant to §14 of the Rules Governing Procurement of Goods, Services, Insurance, and Construction by a Public Institution of Higher Education of the Commonwealth of Virginia, prior to such denial.

25. CONVICTIONS

Any of the following may be grounds for denying the award of a contract, at Mason’s sole discretion, after review and consideration of the dates, facts and circumstances.

The Proposer or any officer, director, project manager, procurement manager, chief financial officer, partner or owner of the construction company in the past ten (10) years:

a. i has been convicted on charges relating to conflicts of interest

b. has been convicted on charges relating to any criminal activity relating to contracting, construction, bidding, bid rigging or bribery;

c. has been convicted on charges relating to employment of illegal aliens on construction projects.

d. has been convicted: (i) under Va. Code Section 2.2-4367 et seq. (Ethics in Public Contracting);

(ii) under Va. Code Section 18.2-498.1 et seq. (Va. Governmental Frauds Act); (iii) under Va.

Code Section 59.1-68.6 et seq. (Conspiracy to Rig Bids); (iv) of a criminal violation of Va. Code Section 40.1-49.4 (enforcement of occupational safety and health standards); or (v) of violating any substantially similar federal law or law of another state.

e. has been fined or adjudicated of having failed to abate a citation for building code violations by a court or a local building code appeals board.

26. DEBARMENT & ENJOINMENT

The following may be grounds for denying prequalification, at Mason's sole discretion, after review and consideration of the dates, facts and circumstances:

The Proposer or any officer, director, project manager, procurement manager, chief financial officer, partner or owner of the construction company currently debarred or enjoined by any agency or political subdivision of the Commonwealth of Virginia, by any agency of the United States or by any agency of another state.

The Proposer or any officer, director, project manager, procurement manager, chief financial officer, partner or owner of the construction company in the past ten (10) years: has been debarred or enjoined by any agency or political subdivision of the Commonwealth of Virginia, by any agency of the United States or by any agency of another state.

Mason may also consider other aspects of the qualifications statements as it deems appropriate in evaluating the responses.

27. ATTACHMENTS

Attachment A - CO7 - General Conditions of the Construction Contract Attachment B - HECO-7A-EB - Instructions to Bidders Attachment C - Hourly Labor Rates Attachment D - HECO-9TERM - Construction Contract Attachment E - HECO-9PO - Construction Project Order Attachment F - Mason-HECO-Manual-2023-V2.0-1 Attachment G - Mason Campus Maps & Directions Attachment H - Mason 2024 Holiday Schedule Attachment I - Mason 4 Year Calendar - 2023 – 2027

28. REQUEST FOR PROPOSALS (RFP) PROCUREMENT SCHEDULE (STEP 2)

RFP Solicitation Date: 22 March 2024 RFP Questions Due Date: 05 April 2024 RFP Questions w/ Responses Date: 12 April 2024 RFP Proposal Submission Date: 22 April 2024 RFP Evaluation Period Dates: 23 April 2024 – 07 May 2024 RFP Award Letters Date: 13 May 2024 Term Contract(s) Award Date: On or before 30 June 2024