REQUEST FOR PROPOSALSGMU-1414-17

ISSUE DATE: March 07, 2017

TITLE: Multiple Facility Custodial Services

PRIMARY PROCUREMENT OFFICER: Katherine Sirotin, Asst. Director, ksirotin@gmu.eduSECONDARY PROCUREMENT OFFICER: TaMeisha Norris, Senior Buyer, tjenkin2@gmu.edu

MANDATORY PREPROPOSAL CONFERENCE: See Section XIV., paragraph 7.

QUESTIONS/INQUIRIES: E-mail all inquiries to both Procurement Officers listed above, no later than 4:00 PM EST on April 04, 2017. Reponses to questions will be posted on the Mason Purchasing Website by 4:00 PM EST on April 06, 2017. Note: Questions must be submitted in WORD format. Also section III. COMMUNICATION, herein.

PROPOSAL DUE DATE AND TIME: April 20, 2017 @ 2:00 PM EST. Hand deliver or mail proposals directly to the address above. Electronic submissions will not be accepted. A public opening will not be held. Late proposals will not be accepted.Note: A return envelope is not being provided. It is the responsibility of the Offeror to ensure the proposal is submitted in a sealed envelope, box, container, etc. that clearly identifies the contents as a proposal submission in response to this Request for Proposal. See Section X Paragraph C herein. Hand deliver proposals to the issuing agency at the street address above or mail/courier proposals to the mailing address above.

In Compliance With This Request For Proposal And To All The Conditions Imposed Therein And Hereby Incorporated By Reference, The Undersigned Offers And Agrees To Furnish The Goods/Services In Accordance With The Attached Signed Proposal Or As Mutually Agreed Upon By Subsequent Negotiations.

Name and Address of Firm:

_____________________________________________ Date: _______________________________

_____________________________________________ By: _________________________________Signature

_____________________________________________

FEI/FIN No. __________________________________ Name: ______________________________

Fax No. ______________________________________ Title: _______________________________

Email: _______________________________________ Telephone No.________________________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 Department4400 University Drive, Mailstop 3C5Fairfax, VA 22030Voice: 703.993.2580 | Fax: 03.993.2589http://fiscal.gmu.edu/purchasing/

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RFP# GMU-1414-17

TABLE OF CONTENTS

SECTION DESCRIPTION PAGE

I. PURPOSE 3

II. PURCHASING MANUAL/GOVERNING RULES 3

III. COMMUNICATION 3

IV. ADDITIONAL USERS 3 V. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION 3

VI. PERIOD OF PERFORMANCE 3

VII. BACKGROUND/CURRENT OPERATIONS 3

VIII. STATEMENT OF NEEDS 4

IX. COST OF SERVICE 10

X. PROPOSAL PREPERATION AND SUBMISSION REQUIREMENTS 11

XI. EVALUATION AND AWARD CRITERIA 15

XII. CONTRACT ADMINISTRATION 15

XIII. PAYMENT TERMS/METHOD OF PAYMENT 15

XIV. SOLICITATION TERMS AND CONDITIONS 16

XV. RFP SCHEDULE 18

ATTACHMENT A VENDOR DATA SHEET 19

ATTACHMENT B SAMPLE CONTRACT 20

ATTACHMENT C MASTER BUILDING LIST (by way of separate document).

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I. PURPOSE: George Mason University (herein referred to as “Mason”) is seeking proposals from qualified sources to provide custodial services to multiple facilities. George Mason University is a corporate institution of the Commonwealth of Virginia.

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

III. COMMUNICATION: Communications regarding the Request For Proposals shall be formal from the date of issuance until a contract has been awarded. Unless otherwise instructed offerors are to communicate with only the Procurement Officers listed on the cover page. Offerors are not to communicate with any other employees of Mason.

IV. ADDITIONAL USERS (If applicable) : 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 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(s) does not preclude any participating entity from using other contracts or competitive processes as needed.

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. PERIOD OF PERFORMANCE: Five (5) years from date of award. VII. BACKGROUND/CURRENT OPERATIONS: Currently Mason has several custodial firms providing service at

various locations. This RFP will identify the specific facilities (and possible future facilities) to be serviced.

A. Building Hours (general, may vary). For the purpose of this solicitation Offerors should consider Mason a 24/7, 365 operations.

1. Regular administrative and classroom operating hours at GMU are 07:00am to 10:00pm Monday through Friday. Facilities are also open for weekend classes and other various activities. Dining facilities and Student Center hours vary and are subject to change. During exam periods libraries and computer labs remain open 24 hrs. /day. Exam periods are listed in the GMU homepage under academics/calendars.

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2. Facilities will be closed on the observed University holidays of: New Year’s Day, Memorial Day, Independence Day, Labor Day Thanksgiving Holidays (2 days), Winter Holidays (5 days). Note: contractors are not precluded from performing work during scheduled or nono-scheduled closures.

3. Mason’s website provides this information.

B. Building Information: Attachment A provides a listing of facilities covered by this RFP. Building spaces consist of, but may not be limited to:

1. Classrooms, general and executive office spaces, teaching labs, health care centers, child care centers, dance studios, dining areas, restaurants, computer labs, art studios, athletic buildings, libraries, theaters, retail spaces, mail rooms, etc. Note: Fairfax and Prince William locations have several “research wet labs” and these spaces pose unique challenges to custodial access/cleaning. Contractor must be aware of restricted access rooms and therefore may not be entered.

VIII. STATEMENT OF NEEDS: Mason requires the following:

A. Overall Contract Objectives. The intention of this solicitation is to obtain custodial services that achieve the following broad objectives:

1. Contractor to supply all labor, equipment, materials, transportation, management, supervision and any other necessary materials or services to provide custodial services to all GMU locations specified in this solicitation.

2. Building spaces are clean, sanitary and fully useable when needed for their intended use, as judged by the Contract Administrator. The spaces provide a pleasing environment for GMU students, faculty and staff, and create a positive and welcoming image to visitors. The GMU mission is fully supported by a custodial environment conducive to an effective learning experience.

3. Custodial care for GMU facilities employs latest technologies and work methods so as to continuously improve the service quality while maintaining or reducing costs. Identify and implement cost savings in the firm fixed price (FFP) portion of the contract through utilization of the cost savings initiatives in paragraph 5 below. Include in Cost Reduction Proposals: concept, savings, impact to mission, risk assessment, probability of success, and implementation plan. Incorporate financial management strategies to minimize cost growth during emergent situations/contingencies.

4. Custodial care is performed in an environment of partnership marked by open communications and mutually supportive actions.

5. Offerors must be Green Seal Certified (or acceptable equivalent) and must provide documentation of current certification status and last GS audit results.

6. Offerors must provide information pertaining to their experience and training in cleaning Certified: Health Care Facilities, Child Development Centers, Bio Medical Research Labs, and Dining Facilities. Offerors should also include experience in cleaning Athletic, Aquatic and Recreational Facilities.

B. Specific Features:

1. Requirements. This RFP represents a departure from the traditional statement of work (SOW). The work requirements in this contract are, in most instances, expressed as performance results rather than as work tasks. Results are specified as broad overall contract objectives and as outcomes for categories of work. GMU is providing significantly less specification detail and fewer limits on work and management processes. In response to this RFP, Contractors shall propose approaches, methods and technologies and develop the procedures and schedules to perform the work in a statement of work (SOW) that will achieve the required results. Sections X and XI describe the SOW preparation and evaluation. All fixed price work shall be performed by personnel on the contractor’s payroll. Subcontractors may be used to perform Indefinite Delivery Indefinite Quantity (IDIQ) work.

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2. Partnering. Through a partnering process, the selected contractor is encouraged to work jointly with GMU management to achieve mutually beneficial goals and objectives.

3. Cost Sharing Process. The contractor is encouraged to identify opportunities for improving the quality of custodial services and reducing overall costs to GMU. A cost sharing process is described in paragraph 5 below.

C. Specific Outcome Requirements: The Contractor shall provide custodial services to achieve the above objectives and the specific requirements stated below. Requirements are stated as results, allowing the contractor flexibility in proposing methods and frequency of performance. The Contractor shall submit a statement of work (SOW) as part of the proposal, describing the approach and methodology that will be utilized to achieve the cleanliness, serviceability, and appearance standards specified. The SOW shall, at a minimum, address personnel, equipment, management technique, materials, work processes, schedules and quality control and quality assurance. Services described below are included in the firm fixed price. Although in general, service requirements are stated in terms of results, certain special spaces may require additional requirements and some mandatory work tasks. Contractor proposed work methodologies and schedules shall be flexible enough to incorporate these requirements.

1. Fixed Price Requirements – General Areas.

2. Fixed Price Requirements – Special Areas. In addition to the general result requirements of A above, the following areas demand unique result requirements and some mandatory work tasks:

3. Indefinite Delivery and Quantity (IDIQ work).

a. General Requirements. An Indefinite delivery and quantity task order is the method by which the Contractor shall perform additional custodial related services when the work is not included in the firm fixed price portion of the contract. No single IDIQ task order shall be performed in this contract that exceeds a total cost of $ 30,000. A negotiated fixed-price will be negotiated for each IDIQ task order based on prices for existing/similar building. Offerors must address management and performance of IDIQ tasks in their proposed statement of work (SOW).

The following custodial services are examples of work that may be ordered through an IDIQ task order, if not included in the base (fixed price) contract:

1. Light fixture cleaning2. Dusting and cleaning surfaces above 7 ft3. Interior and exterior window cleaning4. Venetian blinds cleaning5. Office moves6. Carpet shampooing7. Pressure washing floors8. Stripping and waxing9. Emergency custodial work10. Other miscellaneous custodial work

b. Pricing Work. IDIQ work in the contract shall be priced using Fixed unit prices for defined work tasks and fixed labor rates for work that is not covered by unit priced tasks. The task unit price shall include all direct and indirect costs including labor, material, tools and equipment, overhead, G&A and profit, necessary to perform a unit of the service. The labor rates shall include all costs to provide an hour of the specified craft including material, benefits and payroll taxes and assessments, and all overhead, G&A and profit.

4. Quality Management: The Contractor shall establish, implement and maintain a proactive quality management program. The Contractor’s Quality Management Plan shall reflect and incorporate both quality control processes and quality assurance practices described in the technical proposal and shall include a methodology to ensure the quality of end services conforms to the Result Requirements standards.

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5. Cost Sharing Process.

a. Purpose. The Contractor is entitled, under the provisions of this clause, to share in cost savings resulting from the implementation of cost reduction projects that are presented to the GMU in the form of Cost Reduction Proposals (CRP) and approved by the Director of Housekeeping and the evaluation committee. These cost reduction projects may require changes to the terms, conditions or statement of work of this contract. Any cost reduction projects must not change the essential function of any products to be delivered or the essential purpose of services to be provided under the contract. Normally, CRP's should not be entertained for the first year of performance to allow the Director of Housekeeping to assess performance against the basic requirements.

b. Definitions: The following definitions apply to the terms as used in this section.

1. Cost savings – Savings that result from instituting changes to the covered contract, as identified in an approved Cost Reduction Proposal.

2. Cost Reduction Proposal (CRP) - A proposal that recommends alternatives to the established procedures and/or organizational support of a contract. These alternatives must result in a net reduction of contract cost and price to GMU. The proposal will include technical and cost information sufficient to enable the Director of Housekeeping to evaluate the CRP and approve or disapprove it.

3. Covered contract - The contract, including unexercised options but excluding future contracts, whether contemplated or not, against which the CRP is submitted.

4. Contractor implementation costs - Those costs which the Contractor incurs on covered contracts specifically in developing, preparing, submitting, and negotiating a CRP, as well as those costs the Contractor will incur on covered contracts to make any structural or organizational changes in order to implement an approved CRP.

5. Mason costs - Internal costs to GMU that result directly from development and implementation of the CRP. These may include, but are not limited to, costs associated with the administration of the contract or with such contractually related functions such as testing, operations, maintenance and logistics support. These costs also include costs associated with other University contracts (including changes in contract price or cost and fee) that may be affected as a result of the implementation of a CRP. They do not include the normal administrative costs of reviewing and processing the Cost Reduction Proposal.

c. Procedure. The Contractor will develop, prepare and submit CRP's with supporting information as detailed in this clause. The CRP will describe the proposed cost reduction activity in sufficient detail to enable the university to evaluate it and to approve or disapprove it. The Contractor shall share in any net cost savings realized from approved and implemented CRPs in accordance with the terms of this clause. The Contractor's actual percentage share of the cost savings shall be a matter for negotiation with the university, but shall not, in any event, exceed 50 percent of the total cost savings recognized by the university. The Contractor may propose changes in other activities that impact performance on its contract, including GMU and other Contractor operations, if such changes will optimize cost savings. A Contractor shall not be entitled to share, however, in any cost savings that are internal to GMU, or which result from changes made to any contracts to which it is not a party even if those changes were proposed as a part of its CRP. Early communication between the Contractor and GMU is encouraged. The communication may be in the form of a concept paper or preliminary proposal. GMU is not committed to accepting any proposal as a result of these early discussions.

d. Computation of cost savings. Cost savings are realized when the cost or price is reduced on the contract. The cost savings will be computed by offsetting GMU costs against the cost savings. The Contractor shall not be entitled, under the provisions of this clause, to share in any cost reductions to the contract that are the result of changes stemming from any action other than an approved CRP.

e. Supporting Information. As a minimum, the Contractor shall provide the following supporting information with each CRP:

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1. Identification of the current contract requirements or established procedures and/or organizational support that are proposed to be changed.

2. A description of the difference between the current process or procedure and the proposed change. This description shall address how proposed changes will meet GMU requirements and discuss the advantages and disadvantages of the existing practice and the proposed changes.

3. A list of contract requirements that must be revised, if any, if the CRP is approved, along with proposed revisions. Any changes to GMU or delegated contract management processes should also be addressed.

4. Detailed cost estimates that reflect the implementation costs of the CRP. 5. If other CRPs have been proposed or approved on the contract, the impact of these CRPs must be

addressed in the computation of the cost savings to ensure that the cost savings identified are attributable only to the CRP under consideration in the instant case.

6. Identification of any other previous submissions of the CRP, including the dates submitted and the disposition of those submittals.

f. Evaluation. REMOVED.

g. Contract modification. The modification accepting the CRP (or subsequent modification issued as soon

as possible after any negotiations are completed) for the covered contract shall:

1. Reduce the contract price or estimated cost by the amount of contract savings; and2. Specify the amount of any GMU costs to be offset in determining net cost savings realized from

the contract savings.3. Savings associated with unexercised options will be negotiated and incorporated when the

contract options are exercised.

h. Subcontracts. The Contractor shall include an appropriate cost savings initiative clause in any subcontract of $100,000 or more and may include one in subcontracts of lesser value. In calculating any adjustment in this contract's price for contract savings, the Contractor's allowable development and implementation costs shall include any subcontractor's allowable development and implementation costs, and any incentive payments to a subcontractor, clearly resulting from a CRP accepted by GMU under this contract.

i. Data. The Contractor may restrict GMU's right to use any part of a CRP or the supporting data by marking the following legend on the affected parts:

“These data, furnished under the Cost Reduction Proposals clause of the contract, shall not be disclosed outside GMU or duplicated, used, or disclosed, in whole or in part, for any purpose other than to evaluate a cost reduction proposal submitted under the clause. This restriction does not limit GMU's right to use information contained in these data if it has been obtained or is otherwise available from the Contractor or from another source without limitations.”

j. Limitations. Contract requirements that are imposed by statute shall not be targeted for cost reduction. The Contractor is precluded from receiving reimbursements under both this clause and other incentive provisions of the contract, if any, for the same cost reductions.

6. Partnering. In an effort to most effectively accomplish the objectives of this contract, it is proposed that GMU, the contractor, and it s major subcontractors enter into a partnership. Partnering is based upon a mutual commitment between GMU and industry to work cooperatively as a team to identify and take advantage of opportunities to improve contract performance and resolve problems quickly. The Contractor expects to provide services in a professional manner and receive a reasonable profit on the invested resources. Partnering calls for the parties to look beyond the strict bounds of the contract, to plan and act cooperatively in ways that are mutually beneficial in achieving the objectives of each. It is a relationship that is based upon open and continuous communication, mutual trust and respect, and a “win-win” philosophy. Partnering also promotes synergy, creative thinking, pride in performance, and the creation of a

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shared vision for success.

7. General Requirements.

a. Contractor Personnel: All Contractor’s personnel shall be citizens of the United States or legally able to work in the United States. All Contractor personnel shall be trained and skilled in the work they will perform and in operating the necessary equipment. All workers performing fixed price work tasks shall be on the payroll and the employees of the successful bidders firm.

b. Compliance with Procedures: The Contractor's employees shall observe and comply with all university policies, regulations, and procedures at all times.

c. Background Checks: Bidders/Offerors responding to this solicitation shall successfully complete criminal background checks for it’s employees prior to the start of their work assignment/service.  As stated in Administrative Policy Number   2221 – Criminal Background Investigations for University Employees , the criminal background investigation will normally include a review of the individual’s records to include Social Security Number Search, Credit Report (if related to potential job duties), Criminal Records Search (any misdemeanor convictions and/or felony convictions are reported) in all states in which the employee has lived or worked over the past seven years, and the National Sex Offender Registry. In addition, the Global Watch list (maintained by the Office of Foreign Assets Control of The US Department of Treasury) should be reviewed. By submitting a bid or proposal in response to this solicitation you confirm your compliance with this requirement.

d. Uniforms and Identification: ALL of the contractor's employees shall be in uniform when working on George Mason University property. Uniforms shall consist of pants and shirt or dress or pants and smock. Uniforms shall bear the firm's name. Each employee shall have a picture identification on their person while working. Uniforms shall not be covered by sweaters, jackets, etc. while working inside the facility.

e. Parking: The contractor and its employees shall adhere to the regulations of the university’s Parking Services Office. Valid contractor permits must be displayed by all contractor owned and/or employee owned vehicles while parking on campus. Purchase of parking permits, payment of parking fines or towing fees are the responsibility of the contractor /vehicle owner. Contact Parking Services at 993-2710 for permit information.

f. Contractor Owned Equipment: The University will not be responsible for losses of the contractor's supplies, tools or equipment. Lockable storage space shall be provided for a reasonable amount of supplies and equipment to be utilized in the performance of this contract. Contractor must supply communication devices, radios, cell phones, etc.

g. Key/Card Control The contractor shall assume responsibility for safekeeping of the facility under his/her control. Keys shall be issued and signed for at no charge. Keys/cards shall not be duplicated. Broken keys/cards shall be returned to the Director of Housekeeping for replacement. Lost keys/cards shall be reported immediately to the University Police Department and the Director of Housekeeping. Re-keying, replacement or required lock changes due to lost keys/access cards by contractor personnel shall be charged to the contractor. Contractor shall provide a lock box for keys/cards and keys/cards shall be checked out and in with a specific university employee as contractor employee performs work assignments. A written log documenting time in and out for keys will be maintained. The Director of Housekeeping will inventory the key box periodically. Only the contractor's manager and supervisors should have access to the key box. Keys will not be taken from the facility.

h. Safety: The provisions of all rules and regulations governing safety as adopted by the Safety Codes Commission of the Commonwealth of Virginia and as issued by the Department of Labor and industry under title 40.1 of the Code of Virginia shall apply to all work under this contract. In addition all GMU safety policies and procedures must be followed at all times.

i. Recycling Program: The contractor shall be responsible for collecting, sorting and depositing cardboard material at established locations as part of the University's recycling program.

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j. Trash Disposal: Trash collected from the buildings shall be transported to designated compactor/dumpster sites and compacted by the contractor.

k. University Provided Facilities:

1. The University will provide sufficient office space and telephones for the Contractor’s use. Contractor responsible for payment of its monthly phone bill.

2. The University will provide storage areas for the Contractor’s equipment and cleaning supplies in each building.

l. Reports: (This is a minimum list. Other reports may be required by the Contract Administrator).

1. Damage Reports : The Contractor shall be responsible for all damages caused by the Contractor’s employees or equipment. In all instances where University property or equipment are damaged by Contractor’s employees or equipment, the Contractor shall submit to the Director of Housekeeping, or his designee, a full report of the facts and extent of such damage verbally within one hour and in writing within 24 hours of occurrence. Damage caused by others shall be reported to the Director of Housekeeping, or his designee, who will report the condition to the appropriate University Authority.

2. Accident Reports . The Contractor shall comply with OSHA and other regulatory agency requirements, and GMU requirements for record keeping and reporting of all accidents resulting in death, trauma, occupational illness or injury. The Contractor shall provide a verbal report to the Director of Housekeeping, or his designee, within one hour of occurrence and a written follow up report within 24 hours of occurrence.

3. Theft/Vandalism Reports . The Contractor shall submit to the Contract Administrator or designee a verbal report within one hour and a written report within 24 hours of incidents of theft or vandalism, defining the date a time of damage/loss and discovery, and describing in detail the type and extent of damage/loss.

4. Material Safety Data Sheets (MSDS ). The Contractor shall obtain MSDS for all materials and supplies to be brought on site, as required by Federal, State and local policies and regulations. The Contractor shall submit copies to the Contract Administrator of MSDS for all hazardous materials prior to bringing the materials on site. The Contractor shall provide to the Contract Administrator and inventory of all hazardous materials brought onto University property. No hazardous material shall be brought on site without prior approval by the Contract Administrator.

5. Security, Safety and Training (all on going): The Contractor shall provide Police Background checks and Immigration Status on all employees to the Director of Housekeeping prior to commencement of work. Contractor shall supply on a monthly basis a list of employees working on site, and the locations where they are assigned. Contractor shall adhere to the Occupational Safety and Health Administration (OSHA) Blood Borne Pathogens Standard (29 CFR 1910.1030) and OSHA Hazard Communication Standard (29 CFR 1910.1200. Contractor shall provide the Director of Housekeeping with a monthly training list. Contractor shall provide any additional training that may be required by GMU.

All housekeeping staff must receive Laboratory Safety Awareness Training and Bloodborne Pathogens Training prior to entering laboratories or laboratory support spaces. Laboratory Safety Awareness Training, provided by George Mason University Office of Laboratory Safety, provides instruction in the recognition of chemical, biological, and radioactive hazards, so that housekeeping staff do not inadvertently remove or handle these materials or potentially expose themselves to these materials in a manner that will cause harm to themselves, others, or the

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environment. . Housekeeping staff must never clean up hazardous or unknown pools of liquid on laboratory floors and must be able to respond appropriately to these situations as outlined in Laboratory Safety Awareness Training.

Bloodborne Pathogens Training provides guidance for handling situations where there is a potential for housekeeping staff to be exposed to human blood and other potentially infectious materials. Bloodborne Pathogens Training that meets OSHA requirements and Hepatitis B vaccinations will be provided by the Housekeeping Contractor and documentation of training will be provided for each employee prior to them entering laboratories on George Mason University property. Training documentation for each housekeeping employee must be maintained by the Director of Housekeeping.

Once trained, housekeeping staff may enter laboratories and laboratory support rooms (with the exception of those rooms listed below) for routine domestic waste and broken glassware box removal and mopping of floors as needed (see Restricted Access and Notification sections below). Training documentation for each housekeeping employee must be maintained by the Director of Housekeeping.

6. Restricted Access: Housekeeping staff is not permitted to enter the Laboratories or areas listed below due to specific hazards associated with these spaces. In the event housekeeping services are needed in these spaces, the Principal Investigator (PI), Laboratory Supervisor (LS), or Office of Laboratory Safety (OLS) must submit a work order and access Arrangements must be handled by the PI/LS.

NOTE: The list below is not intended to be all inclusive, there may other Areas posted as Restricted Access that is not on the list. Offerors must obey all signage and not enter any area posted as Restricted Access. All contractors are formally notified when there is a change in space

Classification.

- David King Hall: 1038, - Planetary Hall: 006b, 010, 018 ,236a, 322 and 326- Krasnow: 102,102a,102b,159,165, 256, L05-L29, L32, L34- Discovery Hall: 121, 237, 330, 332, 364- Bull Run Hall: 117, 357- Engineering Bldg. : 1415- Colgan Hall: 411,- BRL: All laboratories and lab support spaces (1100-1605)- BRL Annex:101-106- Institute for Advanced Biomedical Research: 1043, 1044,1045, 2306

7. Notification: Housekeeping staff must notify affiliates and academic departments of non-routine housekeeping services, such as mopping and waxing floors, at least 10 days in advance of when the work is to occur. PI/LS may decline scheduled housekeeping services by posting a sign on the door prior to the scheduled activity. In the event that the PI/LS would like to initiate housekeeping services, a work order must be submitted and, when necessary, access arrangements must be handled by the PI/LS.

IX. COST OF SERVICES: It is the intent of this RFP to award a contract on a Firm Fixed Price, Lump Sum and Indefinite Delivery and Quantity Contract. Attachment C shows all known square footages. Offerors must fill out Attachment C in it’s entirety.

A. Fairfax Campus: $ /month x 12 = $ /year

B. Arlington Campus: $ /month x 12 = $ /year

C. Prince William Campus: $ /month x 12 = $ /year

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D. Point of View: $ /month x 12 = $ /year

E. Potomac Science Ctr: $ /month x 12 = $ /year

F. SMSC, Front Royal: $ /month x 12 = $ /year

G. Future Requirements: Mason may ADD buildings or portions of buildings to this contract. The price for such additions shall be established by computing the monthly price per Net Usable SF of the most comparable building(s) in the contract to the building to be added. The price per SF of the building to be added will be calculated at the SF paid of the comparable building to derive at mutually agreed monthly billing rate to be incorporated as a contract modification and change to the purchase order. Determining comparability of buildings or spaces for this purpose will consider location, size, age, use and other pertinent factors and is understood to be an approximation performed in the spirit of the overall contract objective for a partnering relationship.

Note: Offerors should provide pricing for each area identified above. Contractors have the option to offer proposals on all areas or individual campuses. The University reserves the right to award all or portions of this contract to one or multiple vendors as it deems to be in the best interest of Mason.

X. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS:

A. GENERAL REQUIREMENTS:

1. RFP Response. In order to be considered, Offerors must submit a complete response to Mason's Purchasing Office prior to the due date and time stated in this RFP. Offerors are required to submit one (1) signed original hardcopy (paper) of the entire proposal including all attachments and proprietary information and three (3) extra hardcopies (paper) including all attachments and proprietary information. In addition, the Offeror shall submit one (1) complete signed copy of the original proposal including all attachments and proprietary information, on CD, thumb drive or other electronic device. If proposal contains proprietary information, then submit two (2) CD’s, thumb drive or other electronic device; one (1) with proprietary information included and one (1) with proprietary information removed (see also Item 2e below for further details). The Offeror shall make no other distribution of the proposals.

2. Proposal Presentation:

a. Proposals shall be signed by an authorized representative of the Offeror. All information requested must be submitted. Failure to submit all information requested may result in your proposal being scored low.

b. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirement of the RFP. Emphasis should be on completeness and clarity of content.

c. Proposals shall be contained in a three-ring binder not exceeding fifty (50) pages. The original hard copy proposal must be clearly marked. The page limitation does not include table of contents, dividers, resumes, Quality Manual, ISO 9000 registration, documentation, and active/completed contract list. Any pages in excess of fifty (50) will be removed from the proposal without being evaluated. No material may be incorporated by reference. on the outside of the proposal. All documentation submitted with the proposal should be bound in that single volume. Recommended proposal text should be printed on both sides of 8 ½” x 11” paper using no smaller than a 12 point font (one sheet of paper printed on both sides shall count as two pages). Foldouts no larger than 11” x 17” may be used as appropriate for illustrations and charts. Foldouts shall be printed on one (1) side only and shall count as two (2) pages. All pages must be numbered. In order to reduce redundancy in the proposal, the offeror may reference another section in the proposal rather than duplicate the information in more than one location, however, consistency in the logical flow of the

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subject matter must be maintained. Proposals that meet this criteria may be subject to a higher score during evaluation.

d. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number corresponding section of the RFP. It is also helpful to cite the paragraph number, sub letter and repeat the text of the requirement as it appears in the RFP. The proposal should contain a table of contents which cross references the RFP requirements. Information which the Offeror desires to present that does not fall within any of the requirement of the RFP should be inserted at the appropriate place or be attached at the end of the proposal and designated as additional material.

1. A WORD version of this RFP will be provided upon request.

e. Except as provided, once an award is announced, all proposals submitted in response to this RFP will be open to inspection by any citizen, or interested person, firm or corporation, in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by a firm prior to or as part of its proposal will not be subject to public disclosure under the Virginia Freedom of Information Act only under the following circumstances: (1) the appropriate information is clearly identified by some distinct method such as highlighting or underlining; (2) only the specific words, figures, or paragraphs that constitute trade secrets or proprietary information are identified; and (3) a summary page is supplied immediately following the proposal title page that includes (a) the information to be protected, (b) the section(s)/page number(s) where this information is found in the proposal, and (c) a statement why protection is necessary for each section listed. The firm must also provide a separate electronic copy of the proposal (CD, etc.) with the trade secrets and/or proprietary information redacted. If all of these requirements are not met, then the firm’s entire proposal will be available for public inspection. IMPORTANT: A firm may not request that its entire proposal be treated as a trade secret or proprietary information, nor may a firm request that its pricing/fees be treated as a trade secret or proprietary information, or otherwise be deemed confidential.  If after given a reasonable time, the Offeror refuses to withdraw the aforementioned designation, the proposal will be rejected.

3. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation/demonstration of their proposal/product to Mason. This will provide an opportunity for the Offeror to clarify or elaborate on the proposal but will not affect the original submitted proposal. If required, oral presentations are tentatively scheduled for February 24th & 25th, 2016. Mason will expect that the person or persons who will be working on the project to make the presentation so experience of the contractor’s staff can be evaluated prior to making selection. Oral presentations are an option of Mason and may or may not be conducted; therefore, it is imperative all proposals should be complete.

B. SPECIFIC REQUIREMENTS: Proposals should be as thorough and detailed as possible to allow Mason to properly evaluate the Offeror’s capabilities and approach toward providing the required services. Offerors are required to submit the following items as a complete proposal.

1. Performance Plan and Past Performance Proposal

Proposals should be thorough and detailed as possible so that George Mason University may properly evaluate your capabilities to provide the required goods/services. Offerors are required to submit the following items as a complete proposal:

a. Section I - Management

1. Describe your management approach and how it supports

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accomplishing the work described herein. Describe your proposed organization sufficiently to enable the evaluators to understand the proposed structure, staffing, distribution of authority, and distribution of work functions.

2. Identify and provide resumes for no more than three (3) key management and technical personnel. Include evidence of the individual’s commitment to work for your organization if not a current employee. For proposed key positions which you have not identified a specific employee, state that qualification for the position and the recruitment approach you will use to fill it. For each key person, indicate how the individual’s background, education, and experience qualify him or her for the position.

3.Identify and discuss the management systems to be used. Describe how they will contribute to contract accomplishment and provide status and other information to the Center. Describe how resources, including labor, will be managed and deployed to meet workload requirements.

4. Discuss use of sub-contractors and illustrate how you will secure qualified subcontractors and manage their performance. Describe how you will provide opportunities for small and disadvantaged businesses. Discuss your approach to labor relations and illustrate how your approach has been effective.

5.Describe your approach for the smoothest possible transition from the current contract and achieving full contract capability on the first day of the contract. Show how you will ensure the necessary staffing, equipment, materials and management systems will be in place.

6.Describe your quality approach. Discuss how the organizational structure, processes, procedures, and resources will be applied to implement quality management in all areas of the contract. Specifically address the following:

(a) Quality System – Discuss how your company provides andmaintains an effective, Quality Management system that defines quality, including both quality control and quality ensurance methods. Quality control (QC) is concerned with internal process while quality ensurance (QE) is the methodology to evaluate and document consistent conformance to the Requirements Summary Table in Section VI. Provide a copy of your Quality Manual, if developed (does not count toward the page limitation).

(b) Corrective Action – Discuss your company’s procedures for detecting causes of non-conformance, initiating corrective actions, controlling their implementation, verifying their effectiveness, and documenting procedural changes to prevent reoccurrence.

(c) Customer Service Philosophy – Describe the offeror’s proposed methods and techniques for assessing and measuring customer needs, wants, preferences and degree of satisfaction

If your company is ISO 9000 certified, provide specific information related to your registration (does not count toward page limitation).

b. Section II -Technical

(1) Provide a statement of work that describes the tasks and processes that will be performed, the methodologies and techniques that will be used, and the personnel and non-personnel resources that will be applied to achieve the overall contract objectives and the functional results specified in Section VI. The statement of work will describe the work requirements proposed by the offeror to successfully meet the specified contract outcomes and not exceed the ceiling price established in Section VI, paragraph H . State work task units and population and frequencies as appropriate to the work requirements.

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(2) Discuss the unique problems associated with University custodial care and how the statement of work proposes to address them. Describe the performance metrics and the quality standards that will determine successful accomplishment of the work tasks, e.g., response times for emergencies, supply outages, etc.

(3) For any IDIQ work, the proposal shall clearly distinguish between the prime contractor’s and the subcontractor’s work and responsibilities.

c. Section III – Past and Present Performance

(1) Submit the requested information in the following order:

(a). Provide a short overview of your past performance history.

(1) Submit the requested information in the following order:

(b). Provide a list of contracts during the last three (3) years. This list shall only include the offeror’s contracts greater than $250,000 annually. For this list, include the contract name, contract number, brief description and points of contacts with their phone numbers. Mark those contracts you consider relevant to this RFP. This listing does not count toward the page limitation.

(c). Provide list of any active contract (s) terminated within the past five (5) years for other than convenience of the owner. If none, so state.

(d). Provide references on no more than three (3) relevant active contracts, for a minimum of 12 months or completed within the last three (3) years. Relevant contracts are defined as contracts for custodial services of the same size and scope contemplated herein. GMU will focus on information that demonstrates quality of performance relative to the size and complexity of the contract. For each reference provide a brief description of the scope of the contract and state why the contract is relevant. Offerors should identify problems, weaknesses and/or deficiencies in the performance of the contracts given as references and they processes, corrective actions or method of problem resolution used to correct the weaknesses or deficiencies. For each reference provide the following information about each contract.

( i.) Name and address of contracting activity to which service is / was provided.( ii. ) Contract Number( iii. ) Contract Title( iv. ) Contract Type(v . ) Original contract amount and current (or ending) contract amount. Explain the reasons for any difference.(vi. ) Contracting officials’ names, telephone numbers(vii .) Program/Project Manager’s names, telephone numbers(viii.) Contract Level (prime or subcontract)( ix.) Award date( x.) Contract completion/projected completion date.

(2) The failure to provide the information requested by this section may adversely affect the past and present performance assessment by GMU. Offerors are reminded that both independently obtained data and data provided by offerors in their proposal may be used to assess offeror’s past and present performance. It is the offeror’s responsibility to validate all information provided by the offeror, including telephone numbers, and addresses for points of contact.

C. IDENTIFICATION OF THE PROPOSAL ENVELOPE: Return envelopes are not being provided. It is

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the responsibility of the Offeror to clearly mark submission envelopes identifying the contents as a response to this Request For Proposal as follows:

FROM: Name of Offeror __________________Due Date/Time: April 20th, 2017 @2:00PM EST

Street or Box Number ____________________________ RFP Number: GMU-1414-17

City, State, Zip Code __________________RFP Title: Multiple Facility Custodial Services

Name of Contract Officer or Buyer: Katherine Sirotin, Assistant Director.

The envelope or package should be addressed to the Issuing Agency as directed on Page 1 of the solicitation. If a proposal is mailed, the Offeror takes the risk that the envelope/package, even if marked as described above, may be inadvertently opened and the information compromised which may cause the proposal to be disqualified. Proposals may be hand delivered to the designated location in the office issuing the solicitation. No other correspondence or other bid/proposal should be placed in the envelope.

XI. EVALUATION AND AWARD CRITERIA: To be considered for award, your company must be registered with Virginia’s electronic procurement system, eVA. For further information, please visit: https://eva.virginia.gov/

A. EVALUATION CRITERIA: Proposals shall be evaluated by George Mason University using the following

criteria:

Point Value Description

40 Qualifications, experience, capabilities and specific plans/methodology for performing services.

25 Cost/Pricing.

15 References of similar size and scope.

20 Vendor is a certified in Virginia as a small, minority or women-owned business at the time of proposal submission.

(100 total points available).

B. ACCEPTANCE OR REJECTION: Following the initial scoring by the evaluation committee, at least two or more top ranked offerors may be contacted for oral presentations/demonstrations or advanced directly to the negotiations stage. If oral presentations are conducted Mason will then determine, in its sole discretion, which vendors will advance to the negotiations phase. Negotiations shall then be conducted with each of the offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, Mason shall select the offeror which, in its sole discretion has made the best proposal, and shall award the contract to that offeror. When the terms and conditions of multiple awards are so provided in the Request for Proposal, awards may be made to more than one offeror. Should Mason determine in writing and in its sole discretion that only one offeror has made the best proposal, a contract may be negotiated and awarded to that offeror. Mason is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Governing Rules §49.D.).

XII. 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.

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XIII. PAYMENT TERMS / METHOD OF PAYMENT:

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

Option #1- Payment to be mailed in 10 days-The University will make payment to the vendor under Net 30 payments terms. Invoices should be submitted via email to the designated Accounts Payable email address which is evendor@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 10 th day .

Option #2- To be paid in 20 days. The vendor may opt to be paid through our ePayables 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 UniversityAccounts Payable DepartmentMailing Address: 4400 University Drive, Mailstop 3C1Street Address: 4441 George Mason Boulevard, 4th Floor, Suite 4200Fairfax, Va. 22030Voice: 703.993.2580 | Fax: 703.993.2589e-mail: AcctPay@gmu.edu

Option#3- Net 30 Payment Terms. Vendor will enroll in Paymode-X where all payments will be made electronically to the vendor’s bank account. 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 state your payment preference in your proposal response.

XIV. SOLICITATION TERMS AND CONDITIONS:

A. GENERAL TERMS AND CONDITIONS – GEORGE MASON UNIVERSITY: http://fiscal.gmu.edu/purchasing/do-business-with-mason/view-current-solicitation-opportunities/

B. SPECIAL TERMS AND CONDITIONS – GMU-1314-16. (Also see ATTACHMENT B – SAMPLE CONTRACT which contains terms and conditions that will govern any resulting award).

1. ASBESTOS: Whenever and wherever during the course of performing any work under this contract, the contractor discovers the presence of asbestos or suspects that asbestos is present, he shall stop the work immediately, secure the area, notify the building owner and await positive identification of the suspect material. During the downtime in such a case, the contractor shall not disturb any surrounding surfaces but shall protect the area with suitable dust covers. In the event the contractor is delayed due to the discovery of asbestos or suspected asbestos, then a mutually agreed extension of time to perform the work shall be allowed the contractor but without additional compensation due to the time extension.

2. 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. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

3. AWARD: Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals. Negotiations shall be conducted with the offerors so

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selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, the agency shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. The Commonwealth may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Code of Virginia, § 2.2-4359D). Should the Commonwealth determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated.

4. AWARD TO OTHER THAN THE HIGHEST RANKING OFFEROR(S): Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals. Negotiations shall be conducted with the offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, the agency shall select the offeror(s) which, in its opinion, has made the best proposal(s) and shall award the contract to that offeror; however, the contract may be awarded to a reasonably ranked DMBE-certified small business offeror(s), that is other than the highest ranking offeror(s). The Commonwealth may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous ( Code of Virginia, § 2.2-4359D). Should the Commonwealth determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated.

5. BEST AND FINAL OFFER (BAFO) : At the conclusion of negotiations, the Offeror(s) may be asked to submit in writing, a best and final offer (BAFO). After the BAFO is submitted, no further negotiations shall be conducted with the Offeror(s).

6. CANCELLATION OF CONTRACT: Mason reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. In the event the initial Contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the Contract period upon 60 written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

7. COMPLIANCE WITH LAW: (If Applicable) : All goods and services provided to George Mason University shall be done so in accordance with any and all local, state and federal laws, regulations and/or requirements. This includes any applicable provisions of FERPA or the "Government Data Collection and Dissemination Practices Act" of the Commonwealth of Virginia.

8. CONFLICT OF INTEREST : By submitting a proposal the contractor warrants that he/she has fully complied with the Virginia Conflict of Interest Act; furthermore certifying that he/she is not currently an employee of the Commonwealth of Virginia.

9. MANDATORY PREPROPOSAL CONFERENCE: A mandatory prebid/preproposal conference will be on March 29 th , 2017 at 10:00 AM at the Merten Hall Building, Conference Room . The purpose of this conference is to allow potential bidders/offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

Due to the importance of all bidders/offerors having a clear understanding of the specifications/scope of work and requirements of this solicitation, attendance at this conference will be a prerequisite for submitting a bid/proposal. Bids/Proposals will only be accepted from those bidders/offerors who are represented at this prebid/preproposal conference. Attendance at the conference will be evidenced by the representative’s signature on the attendance roster. No one will be admitted after 10:15 AM

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Bring a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

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

11. PRICE ESCALATION/DE-ESCALATION: Price adjustments may be permitted for changes in the contractor’s cost of materials not to exceed the increase in the following index/indices: CPI-U, “services”. No price increases will be authorized for 365 calendar days after the effective date of the contract. Price escalation may be permitted only at the end of this period and each 365 days thereafter and only where verified to the satisfaction of the purchasing office. However, “across the board” price decreases are subject to implementation at any time and shall be immediately conveyed to the Commonwealth.

Contractor shall give not less than 30 days advance notice of any price increase to the purchasing office. Any approved price changes will be effective only at the beginning of the calendar month following the end of the full 30 day notification period. The contractor shall document the amount and proposed effective date of any general change in the price of materials. Documentation shall be supplied with the contractor’s request for increase which will: (1) verify that the requested price increase is general in scope and not applicable just to the Commonwealth of Virginia; and (2) verify the amount or percentage of increase which is being passed on to the contractor by the contractor’s suppliers.

The purchasing office will notify the using agencies and contractor in writing of the effective date of any increase which it approves. However, the contractor shall fill all purchase orders received prior to the effective date of the price adjustment at the old contract prices. The contractor is further advised that decreases which affect the cost of materials are required to be communicated immediately to the purchasing office.

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

13. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of Mason’s Purchasing office. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish Mason’s Purchasing office the names, qualifications, criminal background checks and experience of their proposed subcontractors. The Contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract.

XV. RFP SCHEDULE (Subject to Change):

Issue in eVA: 3/07/17 Advertise in Washington Post: 3/07/17 Mandatory Pre-Proposal Conf. 3/21/17 Vendors submit questions by: 4/04/17 by 4:00 PM EST Post Question Responses: 4/06/17 by 4:00 PM EST Proposals Due: 4/20/17 @2:00 PM EST Proposals to Committee: 4/21/17 Review and Score Proposals: 4/21/17 – 5/01/17

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Scores to Purchasing: 5/02/17 Oral presentations (if necessary): Week of 05/02/17 Negotiations/BAFO: Week of 05/08/17 Award: Week of 05/15/17 Contract Start Date: 8/01/17

ATTACHMENT AVENDOR DATA SHEET

TO BE COMPLETED BY OFFEROR

1. QUALIFICATION OF OFFEROR: The Offeror certifies that they have the capability and capacity in all respects to fully satisfy all of the contractual requirements.

2. YEARS IN BUSINESS: Indicate the length of time in business providing this type of service:

Type of Business: ___________________________________. ______________Years _____________Months

3. BUSINESS STATUS:

A. Type of organization (circle one):

Individual Partnership CorporationSole Proprietor Government Other (explain)

B. Category (circle one):

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Manufacturer/Producer Mfg.’s Agent RetailerService Establishment Distributor WholesalerOther (explain)

C. Status: (Please check all applicable classifications) If your classification is certified by the Virginia Department of Small Business and Supplier Diversity (SBSD), provide your certification number ________________. For certification assistance, please visit http://www.sbsd.virginia.gov/. You must be certified with VIRGINIA SBSD to qualify.

_____ (MB) MINORITY OWNED: "Minority-owned business" means a business that is at least 51% owned by one or more minority individuals who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals who are U.S. citizens or legal resident aliens, and both the management and daily business operations are controlled by one or more minority individuals.

_____ (WB) WOMAN OWNED: "Women-owned business" means a business that is at least 51% owned by one or more women who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest is owned by one or more women who are citizens of the United States or legal resident aliens, and both the management and daily business operations are controlled by one or more women.

_____ (SB) SMALL BUSINESS: Small business" means a business that is at least 51% independently owned and controlled by one or more individuals who are U.S. citizens or legal resident aliens, and together with affiliates, has 250 or fewer employees, or average annual gross receipts of $10 million or less averaged over the previous three years. One or more of these individual owners shall control both the management and daily business operations of the small business.

_____ LARGE BUSINESS

I certify the accuracy of this information:

Signed: __________________________________ Title: ____________________________

Printed Name: ____________________________ Date: ____________________________

ATTACHMENT B – SAMPLE CONTRACT

SAMPLE ONLY * SAMPLE ONLY * SAMPLE ONLYNote: 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 ___________ by ________________ hereinafter called “Contractor” (located at ____________) and Commonwealth of Virginia, George Mason University hereinafter called “Mason”.

Purchasing Department4400 University Drive, Mailstop 3C5Fairfax, VA 22030Voice: 703.993.2580 | Fax: 703.993.2589http://fiscal.gmu.edu/purchasing/

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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 _________________ as set forth in the Contract Documents.

III. PERIOD OF CONTRACT: As negotiated

IV. PRICE SCHEDULE: As negotiated

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 Administrators 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: As negotiated

VII. GOVERNING RULES: This Contract is governed by the provisions of the Restructured Higher Education Financial and Administrative Operations Act, Chapter 4.10 (§ 23-38.88 et seq.) of Title 23 of the Code of Virginia, and in particular § 23-38.90 of the Restructuring Act, referred to as the “Governing Rules” and the Purchasing Manual for Institutions of Higher Education and their Vendors. Documents may be viewed at: https://vascupp.org

VIII. CONTRACT PARTICIPATION: TBD.

IX. 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 the award is made to 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, § 35).

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.

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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 vendor.

C. ANTITRUST: By entering into a 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. The agency, 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 the agency shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

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

H. CANCELLATION OF CONTRACT: Mason reserves the right to cancel and terminate this Contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

I. CLAIMS: Contractual claims, whether for money or other relief, shall be submitted in writing no later than 60 days after final payment. However, written notice of the contractor's intention to file a claim shall be given at the time of the occurrence or beginning of the work upon which the claim is based. Nothing herein shall preclude a contract from requiring submission of an invoice for final payment within a certain time after completion and acceptance of the work or acceptance of the goods. Pendency of claims shall not delay payment of amounts agreed due in the final payment.

1. The firm must submit written claim to:Director of Purchasing and Accounts PayableGeorge Mason University4400 University Drive, MSN 3C5Fairfax, VA 22030

2. The firm must submit any unresolved claim in writing no later than 60 days after final payment to the Director of Purchasing and Accounts Payable.

3. Upon receiving the written claim, the Director of Purchasing and Accounts Payable will review the written materials relating to the claim and will mail his or her decision to the firm within 60 days after receipt of the claim.

4. The firm may appeal the Director of Purchasing and Accounts Payable’s decision in

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accordance with § 55 of the Governing Rules.

J. COLLECTION AND ATTORNEY’S FEES: The Contractor shall pay to Mason any reasonable attorney’s fees or collection fees, at the maximum allowable rate permitted under Virginia law, incurred in enforcing this Contract or pursuing and collecting past-due amounts under this Contract.

K. COMPLIANCE WITH LAW: All goods and services provided to Mason shall be done so in accordance with any and all local, state and federal laws, regulations and/or requirements. This includes any applicable provisions of FERPA or the “Government Data Collection and Dissemination Practices Act” of the Commonwealth of Virginia.

L. CONFIDENTIALITY OF PERSONAL IDENTIFIABLE INFORMATION: The Contractor shall assure that information and data obtained as to personal facts and circumstances related to patients or clients will be collected and held confidential, during and following the term of this contract, and will not be divulged without the individual’s and Mason’s written consent and only in accordance with federal law or the Code of Virginia. The Contractor shall utilize, access, or store personal identifiable information as part of the performance of this contract in a secure environment and immediately notify Mason of any breach or suspected breach in the security of such information. Contractor shall allow Mason to both participate in the investigation of incidents and exercise control over decisions regarding external reporting.

M. CONFLICT OF INTEREST: Contractor represents to Mason that its entering into this Contract with Mason and its performance through its agents, officers and employees does not and will not involve, contribute to nor create a conflict of interest prohibited by Virginia State and Local Government Conflict of Interests Act (Va. Code 2.2-3100 et seq), the Virginia Ethics in Public Contracting Act (§57 of the Governing Rules), the Virginia Governmental Frauds Act (Va. Code 18.2 – 498.1 et seq) or any other applicable law or regulation.

O. DEBARMENT STATUS: As of the effective date, the Contractor certifies that it is not currently debarred by the Commonwealth of Virginia from submitting bids or proposals on contracts for the type of services covered by this Contract, nor is the Contractor an agent of any person or entity that is currently so debarred.

P. ENTIRE CONTRACT: This Contract constitutes the entire understanding of the Parties with respect to the subject matter herein and supersedes all prior oral or written contracts with respect to the subject matter herein. This Contract can be modified or amended only by a writing signed by all of the Parties.

Q. FORCE MAJEURE: Mason will not be responsible for any losses resulting from delay or failure in performance resulting from any cause beyond Mason’s control, including without limitation: war, strikes or labor disputes, civil disturbances, fires, natural disasters, and acts of God.

R. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By entering into this contract Contractor certifies that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986.

S. INDEMNIFICATION: Contractor will indemnify and hold harmless Mason, its officers, agents and employees from any and all costs, damages or loss, claims, liability, expenses (including, without limitation, attorney’s fees and expenses) caused by or arising out of the performance and or non-performance of the Contract by the Contractor or its agents or subcontractors including the provision of any service or product.

T. INDEPENDENT CONTRACTOR: The Contractor is not an employee of Mason, but is engaged as an independent contractor. The Contractor shall indemnify and hold harmless the Commonwealth of Virginia, Mason, and its employees and agents, with respect to all withholding, Social Security, unemployment compensation and all other taxes or amounts of any kind relating to the Contractor’s performance of this contract. Nothing in this contract shall be construed as authority for the Contractor to make commitments which will bind Mason or to otherwise act on behalf of Mason, except as Mason may expressly authorize in writing.

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U. INFORMATION TECHNOLOGY ACCESS ACT: The Contractor certifies that it is in complete compliance with §2.2-3500 - §2.2-3504 of the Code of Virginia. More information can be viewed at: http://leg1.state.va.us/cgi-bin/legp504.exe?000+cod+TOC02020000035000000000000

Compliance with the foregoing non-visual access standards will not be required if Mason’s Director of Purchasing, or designee, determines that 1) the Technology is not available with non-visual access because the essential elements of the Technology are visual and 2) non-visual equivalence is not available. Installation of hardware, software, or peripheral devices used for non-visual access is not required when the Technology is being used exclusively by individuals who are not blind or visually impaired, but applications programs and underlying operating systems (including the format of the data) used for the manipulation and presentation of information will permit the installation and effective use of non-visual access software and peripheral devices.

V. INTELLECTUAL PROPERTY: Contractor warrants and represents that it will not violate or infringe any intellectual property right or any other personal or proprietary right and shall indemnify and hold harmless Mason against any claim of infringement of intellectual property rights which may arise under this contract.

W. PUBLICITY: The Contractor shall not use, in its external advertising, marketing programs or promotional efforts, any data, pictures, trademarks or other representation of Mason except on the specific written authorization in advance by Mason’s designated representative.

X. REMEDIES: If the Contractor breaches this Contract, in addition to any other rights or remedies, Mason may terminate this Contract without prior notice.

Y. RENEWAL OF CONTRACT: As negotiated

Z. SEVERABILITY: Should any portion of this Contract be declared invalid or unenforceable for any reason, such portion is deemed severable from the Contract and the remainder of this Contract shall remain fully valid and enforceable.

AA. SOVEREIGN IMMUNITY: Northing in this Contract shall be deemed a waiver of the sovereign immunity of the Commonwealth of Virginia and of Mason.

BB. UNIVERSITY REVIEW/APPROVAL: All goods, services, products, design, etc. produced by the Contractor for or on behalf of Mason are subject to Mason’s review and approval.

CC. WAIVER: The failure of a party to enforce any provision in this Contract shall not be deemed to be a waiver of such right.

DD. NON-DISCRIMINATION: All parties to this Contract agree to not discriminate on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age (except where sex or age is a bona fide occupational qualification), marital status or disability.

Contractor Name HereBy:

_____________________________________________________ __________________________________Signature Date

Name: _______________________________________________

Title_________________________________________________

George Mason University

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By:

_____________________________________________________ ____________________________________Signature Date

Name: _______________________________________________

Tile: _________________________________________________

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