AE RFP

(Rev. 5/26)

REQUEST FOR PROPOSALS

RFP# 247- 252293-AE

Issue Date: 15 May 2026

Title: A/E Services for Southside Renovation

Project Code: 247- 252293

Commodity Code: Professional Services

Issuing Agency Commonwealth of Virginia & Address: George Mason University 4400 University Drive, MSN 1E4 Fairfax, VA 22030

Location of Work: George Mason University - Fairfax Campus

Period of Contract: Single Project Services

All inquiries for information should be directed to:

Chi Nguyen, Contract Specialist - cnguyenn@gmu.edu Steve Pulis, Facilities Purchasing Manager - spulis@gmu.edu

MAILED AND HAND DELIVERED PROPOSALS WILL NOT BE ACCEPTED. ALL PROPOSALS

SHALL BE SUBMITTED ELECTRONICALLY VIA E-BUILDER IN ACCORDANCE WITH EXECUTIVE

ORDER NO. 51, DATED 23 MARCH 2020.

https://gateway.app.e-builder.net/app/bidders/landing?accountid=5d3d2b26-d94b-4137-8e41-ce06ff01c352&projectid=b2be8746-7af7-4a93-8bc2-2ffb1e2c5ad1&bidpackageid=145b37f3-ee32-4760-b5b8-eae917e319bf

Sealed proposals for furnishing the services described herein will be received until 2:00 p.m. EST local time on 15 June 2026. Proposals shall be submitted electronically through Mason’s Construction Management software program, e-Builder, using the Bidding Portal (refer to Attachment C: e- Builder Bidding Portal Guidelines Instructions). Proposals must reach the above address by the deadline stated.

In compliance with this Request For Proposals, which includes the attached Table of Contents and all provisions and appendices attached and referenced therein, and subject to all the terms and conditions set forth herein, the undersigned offers and agrees to furnish the services described in the RFP cited above and submit this signed proposal which includes this completed and signed page, the completed and signed GMU HECO Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6 and other data as required by the RFP. It is understood that this proposal and the scope of services may be modified, by mutual agreement in subsequent negotiations.

Name and Address of Proposer:

_________________________________ Date: _________________________________ _________________________________ By____________________________________ (Signature in Ink) _________________________________ Typed Name: ___________________________ _______________________Zip: Title: __________________________________ FEIN/SSN # _______________________ Email Address ___________________________

Telephone No. ( ) _____________________

OPTIONAL PRE-PROPOSAL CONFERENCE: An optional pre-proposal conference will be held on 27 May 2026 at 1:00 p.m. This conference will be remote/virtual attendance only (no in-person option is being offered). Please utilize the Microsoft Teams links below to access the conference. Mason will not be held responsible for an offeror inability to access the conference for any reason including but not limited to connectivity issues, firewalls, equipment failures, etc. Any information or clarifications that are shared that impacts scope will be issued in writing via an Addendum. Attendance is optional and firms may submit their proposals/offer on this RFP if they do not attend the conference. All questions should be submitted in writing by the Question deadline.

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/29137217620746 0?p=JEmwYRWTlVmuYRdVcC Meeting ID: 291 372 176 207 460 Passcode: PC6qV2TR

Dial in by phone +1 571-397-2084,,649456716# United States, Washington Find a local number Phone conference ID: 649 456 716#

Dates are subject to change:

• Optional Preproposal Conference: 5/27/26 @ 1:00PM

• Question Due: 6/10/26 @ 5:00PM

• Question Responses: 6/11/26 @ 5:00PM

• Proposals Due: 6/15/26 @ 2:00PM

• Proposals to committee: 06/17/26

• Review and score proposals: 6/18/26-6/22/26

• Scores due to Purchasing: 6/22/26

• Oral presentations: Week of 6/25/26 -6/26/26

• Negotiations: 6/29/26 – 6/30/26

• Best and Final Offers: 7/1/26

• Award: 7/10/26 https://teams.microsoft.com/meet/291372176207460?p=JEmwYRWTlVmuYRdVcC https://teams.microsoft.com/meet/291372176207460?p=JEmwYRWTlVmuYRdVcC tel:+15713972084,,649456716 https://dialin.teams.microsoft.com/9424c9fe-3b57-41d6-9131-1d3b9b7cf4a9?id=649456716

TABLE OF CONTENTS

Section No. Description Page No.

I Applicability of the A/E Manual 4

II Purpose 4

III Background 4

IV Information Available 5

V Scope of Services 5

VI Participation of Small, Woman Owned and Minority Owned Businesses 6

VII Proposal Requirements 6

VIII Evaluation and Award of Contracts 7

IX Fees 9

X Attachments 9 eVA Vendor Registration: The offeror shall be a registered vendor in eVA. See the attached eVA Vendor Registration Requirements.

NOTE: Electronic copies of A/E Data GMU HECO Forms AE-1 through AE-6 and the eVA Vendor Registration form are available for download at the following website:

https://facilities.gmu.edu/resources/heco-dgs-forms/ https://eva.virginia.gov/i-sell-to-virginia.html https://facilities.gmu.edu/resources/heco-dgs-forms/ https://eva.virginia.gov/i-sell-to-virginia.html

I. APPLICABILITY OF THE A/E MANUAL

The A/E Manual as defined in the George Mason University Higher Education Capital Outlay Manual (HECO Manual), current edition, as amended, shall apply to the contract awarded pursuant to this RFP and is incorporated by reference herein in its entirety.

Proposer's attention is directed to Chapter 2, Definitions, for definitions of terms used in this RFP.

The terms "Agency" and "Owner" are used interchangeably in the material referenced in this RFP and mean the public body issuing this solicitation for services and with whom the successful A/E Proposer will enter into an agreement. For purposes of clarity and uniformity in this RFP, only the term "Agency" will be used herein.

Proposer's attention is also directed to the Terms and Conditions of the A/E Contract (CO-3a).

II. PURPOSE

The purpose of this RFP is to solicit proposals for the purposes of entering into a contract through competitive negotiations for the professional services of an Architectural/Engineering firm, authorized to do business in the Commonwealth of Virginia, with experience in designing dining facilities and office space within facilities for dining.

The A/E shall provide professional services for the project described in Part V of this RFP consistent with the A/E Manual, as revised, and latest directives issued by the Division of Engineering and Buildings concerning construction and professional services for new and renovated State buildings.

III. BACKGROUND

George Mason University is undertaking a renovation of the Southside Dining Hall to support the operational and service needs of its current food service management provider, Chartwells.

Southside Dining Hall is one of the primary residential dining facilities and is centrally located on George Mason University’s Fairfax campus. In 2025, George Mason entered into a new contract with Chartwells, requiring renovations to the dining hall to align with the firm’s food service operations and student experience standards.

The renovation will include replacement of existing food preparation equipment, furniture, lighting, and interior finishes. The layout on both floors will be reconfigured to meet Chartwells’ programmatic requirements. The project will also include mechanical, electrical, and plumbing upgrades necessary to support the revised floor plan and new equipment installations.

These improvements are intended to enhance the efficiency of food preparation and service operations, modernize equipment and facilities, improve the experience for students and staff, and support George Mason University’s commitment to providing a diverse range of dining options on campus.

IV. INFORMATION AVAILABLE

The following items are available for review as part of this request for proposals:

Facilities Policies, Standards & Codes:

https://facilities.gmu.edu/resources/design-standards-manual/

Drawings and specifications from the Facilities Archives will be made available to the A/E selected to complete this project.

V. SCOPE OF SERVICES:

The Agency's documents indicated in Section IV above and also those provided as attachments describe the program, siting, appearance, aesthetics, functional arrangement, and level of quality desired by the Agency.

The selected A/E shall furnish all expertise, labor and resources for complete design and construction period services for the project in accordance with the requirements of the A/E Manual.

The following generally highlights the services that the A/E will be required to perform:

A. Conduct a Kick-off meeting to introduce project team, review and confirm project scope & schedule and to develop overall project goals objectives, issues and opportunities. This meeting will be held with the Core Planning Team. It is expected the A/E will have thoroughly reviewed all the attachments prior to the kick-off meeting.

B. Meet with George Mason representatives to collect drawings, data and other information that will support this programming, planning, design, and documentation efforts.

C. Develop Schematic Designs; Preliminary Designs; and Construction Drawings (Working

Drawings) consistent with the requirements of the A/E Manual. Respond to all OUBO and other agency review comments and resolve outstanding design issues prior to submission of construction documents. Design to optimize kitchen workflow and meet GMU culinary standards, as provided through coordination with GMU and contract food service management firm.

D. Provide complete construction contract documents with professional seals and signatures in accord with the procedures of the A/E Manual (Working Drawing set). All OUBO and other agency review comments and design issues shall be resolved.

E. Assure that the construction contract documents are in conformance with generally accepted architectural and engineering practices and comply fully with all applicable codes and regulations including, but not limited to, the Virginia Uniform Statewide Building Code, and the accessibility standards referenced in the HECO Manual.

F. Provide specifications which reflect current requirements, standards and product availability.

https://facilities.gmu.edu/resources/design-standards-manual/

G. Prepare A/E cost estimates for the project per the A/E Manual.

H. Complete all forms and documents in formats required by the A/E Manual and process in accord with the Agency's instructions.

I. Provide services to assist the Agency in the bidding and award of the construction contract.

J. Provide services for the construction phase, as required by the A/E Manual, for the administration of the contract. Assume timeframe for construction bidding to be immediately following final design approval.

K. Provide Record Drawings based on Contractor’s As-Built drawings at the end of the contract.

VI. PARTICIPATION OF SMALL BUSINESSES AND MICRO BUSINESSES:

Under Executive Order 35 (2019), Cabinet Secretaries and all executive branch agencies are directed to continue and advance the following on a race and gender-neutral basis: exceed a target goal of 42% on discretionary spending with small businesses certified by DSBSD (the Virginia Department of Small Business and Supplier Diversity).

Agency’s Small Business Participation Goal: 50% - with targets for 29% Small Business, 8.5% women owned business and 8.5% minority owned business, 1% micro businesses, 1% employment services, 1% historically black colleges and universities and 1% service-disabled veterans.

VII. PROPOSAL REQUIREMENTS:

A. Proposals shall be signed by an authorized representative of the A/E. By submitting a proposal, the proposer certifies that all information provided in response to this RFP is true and accurate. Failure to provide information required by this RFP will ultimately result in rejection of the proposal.

B. Proposals should be prepared simply and economically, providing a straightforward, concise description of the A/E's capabilities for satisfying the requirements of the RFP. Emphasis should be on completeness and clarity of content.

C. The Respondent’s proposal shall include: the completed and signed RFP cover page 1 and

2; and the completed and signed GMU HECO Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6. This is to ensure that the offeror is providing relevant experience, staffing, and past performance so that the Committee has sufficient information.

D. All documentation submitted with the proposal shall be included in that single bound volume submitted in PDF format. Elaborate brochures and other representations beyond those sufficient for presenting a complete and effective proposal are neither required nor desired.

E. 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.

F. To reduce the effort and expense of responding to RFP's, provide uniformity in the type of information requested, and enhance the review and evaluation process, the standard GMU HECO Forms AE-1 through AE-6, ARCHITECTURAL/ENGINEERING FIRM DATA, shall be completed and included with the A/E’s proposal.

G. Descriptions of these forms and instructions for completing the forms are included in the A/E

Manual. GMU HECO Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6 is available for download at the https://facilities.gmu.edu/resources/heco-dgs-forms/website.

H. In accordance with Executive Order No. 51, dated 23 March 2020, Proposals shall be received electronically through Mason’s Construction Management Software Program, e- Builder, using the Bidding Portal (refer to Attachment C: e-Builder Bidding Portal Guideline Instructions) on or before the date and the hour as stipulated in the Request for Proposal and may be modified by subsequent Addenda.

I. It is the responsibility of the proposer to assure that the proposal is submitted through

Mason’s Construction Management Software, e-Builder, for receipt by the date and hour (deadline) set forth in the Request for Proposal. Therefore, it is the proposer’s responsibility to consider all factors which may impact submission and to implement whatever actions are necessary to have the proposal submitted prior to the receipt deadline. No proposals submitted after the date and hour designated for receipt will be accepted or considered.

VIII. EVALUATION AND AWARD OF CONTRACTS:

A. Evaluation Criteria: Proposals shall be evaluated by the Agency using the following criteria:

1. Expertise, experience, and qualifications of the A/E's primary designer in each relative discipline for providing the services described in Section V, Scope of Services.

2. Expertise, experience, and qualifications of any special consultants providing services described in Section V, Scope of Services. The culinary consultant shall have experience maximizing space efficiency and demonstrated proficiency in designing kitchen systems for higher education clients. Additional consideration will be given to consultants with previous experience working with George Mason University and Chartwells.

3. Geographic location of the A/E's office where work will be performed in relation to the project location(s).

4. Current and projected work load, plan to complete the work and ability to complete the work in a timely manner.

5. Expertise and past experience of the A/E in providing services on projects of similar size, scope and features as those required on this project.

6. Qualifications and experience of the A/E's project manager to be assigned to this project.

7. A/E's recent (past 5 years) experience / history in designing projects within an established "Design-not-to-exceed" budget.

8. A/E's experience in providing services in conformance to the State's Construction and Capital Outlay procedures including Codes, Standards, Accessibility and Building Efficiency.

9. Use of Virginia SWAM businesses as consultants, subcontractors, suppliers or support services. See section VI of this request for proposal.

10. Size of the firm relative to the size of the project.

11. Financial Responsibility as evidenced by the A/E's carrying Professional Liability

Insurance.

Generally, the selection committee will consider the A/E's overall suitability to provide the required services within the project's time, budget and operational constraints, and it will consider the comments and/or recommendations of the A/E's previous clients, as well as other references.

B. AWARD OF CONTRACT: After evaluation of the Proposals received in response to the

RFP, the Agency shall engage in individual discussions and interviews with two or more proposers deemed fully qualified, responsible and suitable on the basis of initial responses, and with professional competence to provide the required services. Repetitive informal interviews are permitted. Proposers shall be encouraged to elaborate on their qualifications, performance data, and staff expertise relevant to the proposed contract. Proposers may also propose alternate concepts or methodology. Proprietary information from competing proposers (including any data on estimated manhours or rates and the plan for accomplishing the scope of work) will not be disclosed to the public or to competitors, provided such information is duly marked as "Proprietary Information" by the Proposer and the designation is justified as required by Section 2.2-4342, Code of Virginia, as revised. At the conclusion of the informal interviews and on the basis of evaluation factors set forth in Section VIII and the information provided and developed in the selection process to this point, the Agency shall rank, in the order of preference, the interviewed proposers whose professional qualifications and proposed services are deemed most meritorious.

Negotiations shall then be conducted with the Proposer ranked first. If a contract satisfactory and advantageous to the Agency can be negotiated at a fee considered fair and reasonable, the award shall be made to that Proposer. Otherwise, negotiations with the Proposer ranked first shall be formally terminated and negotiations conducted with the

Proposer ranked second, and so on, until such a contract can be negotiated at a fair and reasonable fee. Should the Agency determine in writing and in its sole discretion that only one Proposer is fully qualified, or that one offer is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that Proposer.

IX. FEES:

The fee for services shall be negotiated on a lump sum basis considering the Scope of Services required, the estimated manhours required for each level/discipline and the typical labor rates for the various skill levels required for the work. The Memorandum of Understanding prepared by the Agency will document the negotiated acceptable labor rates for the various levels/disciplines and these rates will be used for any hourly rate work of the A/E that is authorized by the Agency.

X. ATTACHMENTS

Attachment A: eVA Vendor Registration Requirements Attachment B: Architectural/Engineering Firm Data, GMU HECO Forms AE-1 through AE-6 Attachment C: e-Builder Bidding Portal Guidelines Instructions