INVITATION FOR BIDS (IFB) IFB GMU

Transcription

1 Purchasing Department Mailing Address: 4400 University Drive, Mailstop 3C5 Street Address: 4441 George Mason Boulevard, 4 th Floor, Suite 4200 Fairfax, VA Voice: Fax: INVITATION FOR BIDS (IFB) IFB GMU ISSUE DATE: 01/15/2016 TITLE: AutoDesk Software Licenses (Facilities Administration) ISSUING AGENCY: George Mason University PERIOD OF PERFORMANCE: Shall be for one (1) year effective the date of the award with four (4) one-year renewal options. SEALED BID DUE DATE AND TIME: 02/02/2016 at 2:00PM (EST) BIDS RECEIVED AFTER THE DUE DATE AND TIME CANNOT BE ACCEPTED. Electronic submissions will not be accepted. Bids will be opened in public. Hand deliver bids to the issuing agency at the street address above or mail (USPS) bids to the mailing address above. IMPORTANT DELIVERY INFORMATION: See Section VII, Paragraph Q and V for detailed information regarding late bids and inclement weather/suspended schedule. 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 bid submission in response to this Invitation for Bid. See Section VIII, Paragraph H, herein. Hand deliver proposals to the issuing agency at the street address above or mail (USPS) proposals to the mailing address above. PRIMARY PROCUREMENT OFFICER: Katherine Mullins, kmullin5@gmu.edu, SECONDARY PROCUREMENT OFFICER: Rashad Bazemore, rbazemo2@gmu.edu, QUESTIONS/INQUIRIES: Refer to Section IX herein for information concerning questions/inquiries. In Compliance With this IFB And To All The Conditions Imposed Therein And Hereby Incorporated By Reference, The Undersigned Offers And Agrees To Furnish The Goods/Services required by this IFB at the prices indicated in the pricing schedule, and the undersigned hereby certifies that all information provided below and in any schedule hereto is true, correct, and complete. Name and Address of Firm: Date: By: Title: Fed ID No: Signature: Phone: 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. 1

2 IFB# GMU TABLE OF CONTENTS SECTION DESCRIPTION PAGE I. PURPOSE 3 II. PURCHASING MANUAL / GOVERNING RULES 3 III. PERIOD OF THE CONTRACT 3 IV. SCOPE OF WORK 3 V. PRICING SCHEDULE REQUIREMENTS 3 VI. PAYMENT TERMS / METHOD OF PAYMENT: 4 VII. GENERAL TERMS AND CONDITIONS GEORGE MASON UNIVERSITY 5 VIII. SPECIAL TERMS AND CONDITIONS: 5 IX QUESTIONS/INQUIRIES 7 ATTACHMENT A. PRICING LIST/BID SHEET 8 ATTACHMENT B. VENDOR DATA SHEET 10 ATTACHMENT C. SAMPLE CONTRACT 11 2

3 I. PURPOSE: The purpose of this Invitation for Bid (IFB) is to establish a term contract with an authorized and approved distributor/reseller of Autodesk software to procure new, full, commercial software licenses, subscriptions, and tier II telephone support for the Autodesk Building Design Suite Premium and the Infrastructure Design Suite Premium software for the Facilities Administration Department at George Mason University, a corporate institution of the Commonwealth of Virginia. It is The University s intent to award the contract to one bidder; however The University reserves the right to award contracts to one or multiple vendors. II. III. IV. 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: PERIOD OF THE CONTRACT: It is anticipated that the period of the contract/s shall be for one (1) base year effective the date of the award with four (4) one-year renewal options. Any renewal option(s) shall be at the sole discretion of Mason. SCOPE OF WORK: The contractor shall furnish new, full, commercial software licenses for the Autodesk Building Design Suite Premium and the Infrastructure Design Suite Premium including one (1) year maintenance subscriptions along with yearly maintenance subscription renewals for continued software functionality for one (1) base year with four (4) optional one-year renewals and tier II telephone support. A. GENERAL REQUIREMENTS: This solicitation is brand specific to Autodesk and only bids for the Autodesk Building Design Suite Premium and the Infrastructure Design Suite Premium brands will be accepted. No substitutes will be accepted. Bids will only be accepted from bidders who are authorized, approved, distributors/resellers of Autodesk software and GMU reserves the right to request evidence of this authorization and approval. Software requirements are outlined below and in Attachment A (Pricing List/Bid Sheet): 1. Autodesk Building Design Suite Premium New 10 User Network License with one (1) year maintenance subscription. 2. Autodesk Infrastructure Design Suite Premium New 5 User Network License with one (1) year maintenance subscription. 3. Yearly Maintenance Subscription Renewals for continued software functionality (Four (4), One (1) year, optional renewal terms). 4. Tier II Telephone Support Agreement Government One (1) base year with Four (4) One (1) Year optional renewals. B. All bids must show the manufacturer s description, unit price and total/extended price for each item for which a bid is submitted. C. Contract award will be made to the lowest responsible, responsive bidder(s) meeting all specifications. GMU reserves the right to utilize a pricing scenario to determine the lowest bidder and to reject any and all bids. V. PRICING SCHEDULE REQUIREMENTS: The Contractor shall provide a pricing schedule for one base year with four (4) optional renewal periods for each item outlined in Attachment A and shall incorporate the following: 1. PRICES AND PRICE ADJUSTMENT: a. All prices shall be firm-fixed price, F.O.B. Destination, and shall include all charges that may be imposed in fulfilling the terms of this contract. b. The Contractor agrees that for unit price contracts, prices shall remain firm for 365 days. If the price is increased after 365 days, the unit price may be increased only upon approval of a written request to the Purchasing Agent. Upon receipt of the Contractor s request, George Mason University shall make a determination to approve or adjust the requested price increase based upon its investigations and the information provided by the contractor. Any price adjustment agreed to shall take place only in accordance with the schedule defined above. c. The request for a change in the unit price shall include as a minimum, (1) the cause for the adjustment; (2) proposed 3

4 effective date; and, (3) the amount of the change requested with documentation to support the requested adjustment (i.e., appropriate Bureau of Labor Statistics index, change in manufacturer s price, etc.) d. The request must be received at least 30 days prior to the effective date and shall become effective only upon approval by the County Purchasing Agent. The increased contract unit shall not apply to orders received by the Contractor prior to the effective date of the approved increased contract unit price. The Purchasing Agent may cancel, without liability to either party, any portion of the contract affected by the requested increased and any materials, supplies or services undelivered at the time of such cancellation. 2. QUOTATION LIMITATION: a. Bidders shall offer only ONE ITEM AND PRICE for each line item bid. No alternatives will be accepted, unless requested by the University. If an or equal item is to be bid, the bidder must select the brand and model that meets or exceeds the specified item and submit their bid for that item. A discount price offered for a quantity purchase of the same manufacturer and model would not be considered a limitation; however, only the unit price requested will be considered in award. 3. PRODUCT INFORMATION: The bidder is responsible for clearly and specifically identifying the product being offered and enclosing complete and detailed descriptive literature, catalog cuts and specifications with the bid to enable the University to determine if the product offered meets the requirements of this solicitation. Failure to do so may cause the bid to be considered non-responsive. George Mason University will only accept Autodesk branded software licenses. No alternatives will be accepted unless one of the software is discontinued by or no longer available from the manufacturer. If software listed on Attachment A is discontinued by or no longer available from the manufacturer the University will accept an alternative/suitable substitute as long is it the same brand/manufacturer and is equivalent, equal or better than the discontinued product. The University reserves the right to determine if the product is a suitable alternative by requesting the following: 1. A formal manufacturer announcement that the product has been discontinued. 2. Documentation from the manufacturer that provides clear evidence that the replacement will be compatible with all the functions or uses of the discontinued product or model. 3. Documentation confirming that the price for the replacement is the same or consistent with the original contract price at the discontinued product or model. 4. As applicable, if a sample is requested, notification will be given by the university as to whether the sample is acceptable or if rejected, a reason shall be given. VI. PAYMENT TERMS / METHOD OF PAYMENT: At or after time of contract award, the Contractor shall be issued a purchase order that will serve as the funding mechanism for this award. Contractor shall invoice Mason s Accounts Payable Department with one of the following payment options. PLEASE NOTE: THE VENDOR MUST REFERENCE THE PURCHASE ORDER NUMBER ON ALL INVOICES SUBMITTED FOR PAYMENT. Option #1- Payment to be mailed in 10 days-the University will make payment to the vendor under 2%10/Net 30 payments terms. Invoices should be submitted via to the designated Accounts Payable 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 e-payables credit card program. The vendor shall submit an invoice and will be paid via credit card on the 20 th 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: 4

5 George Mason University Accounts Payable Department Mailing Address: 4400 University Drive, Mailstop 3C1 Street Address: 4441 George Mason Boulevard, 4 th Floor, Suite 4200 Fairfax, Va Voice: Fax: 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 There is no charge to the vendor for enrolling in this service. Please state your payment preference in your proposal response. VII. GENERAL TERMS AND CONDITIONS GEORGE MASON UNIVERSITY: VIII. SPECIAL TERMS AND CONDITIONS: A. AWARD: Mason reserves the right to award by line item, group of items, or on a grand total lump sum basis to the lowest responsive and responsible bidder or bidders as offered in SECTION III/Attachment C. Mason reserves the right to conduct any test it may deem advisable and to make all evaluations. Mason also reserves the right to reject any or all bids, in whole or in part, to waive informalities and to delete items prior to making the award, whenever it is deemed in the sole opinion of the procuring public body to be in its best interest. B. 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. George Mason University, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period. C. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for sixty (60) days. At the end of the sixty (60) days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled. D. BID PRICES: Bid shall be in the form of a firm, fixed, delivered (inside delivery, FOB destination) unit price during the contract period. E. CANCELLATION OF CONTRACT: Mason reserves the right to cancel and terminate any resulting contract, in part or in whole without penalty, upon 30 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 30 days 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. F. CONFLICT OF INTEREST: By submitting a bid/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. G. EXTRA CHARGES NOT ALLOWED: The bid price shall include all applicable freight; extra charges will not be allowed. H. IDENTIFICATION OF THE BID ENVELOPE: The signed original bid shall be submitted in a sealed envelope, box, container, etc. that clearly identifies the contents as a bid submission in response to this Invitation for Bid. Sealed envelope, box, container, etc. shall be identified on the exterior of the envelope/package as follows: From: February 02, 2:00PM EST Name of Bidder Due Date Time 5

6 Street or Box Number City, State, Zip Code GMU IFB No. Autodesk Software Licenses (Facilities Administration) IFB/RFP Title Name of Procurement Officer: Katherine Mullins The envelope should be addressed as directed on Page 1 of the solicitation. If a bid/proposal not contained in the special envelope is mailed, the bidder or offeror takes the risk that the envelope, even if marked as described above, may be inadvertently opened and the information compromised which may cause the bid or proposal to be disqualified. Bids/proposals may be hand delivered to the designated location in the office issuing the solicitation. No other correspondence or other bids/proposals should be placed in the envelope. I. SMALL, WOMEN, AND MINORITY-OWNED BUSINESSES SUBCONTRACTING AND EVIDENCE OF COMPLIANCE: Where it is practicable for any portion of the awarded contract to be subcontracted to other suppliers, the contractor is encouraged to offer such subcontracting opportunities to small businesses. This shall include DMBE certified women-owned and/or minority/owned businesses when they have received DMBE small business certification. If small business subcontractors are used, the prime contractor agrees to report the use of small business subcontractors by providing Mason s Purchasing Department at a minimum the following information: name of small business, phone number, total dollar amount subcontracted, category type (small, women, or minority/owned), and type of product/service provided. J. MAINTENANCE MANUALS: The Contractor shall provide with each piece of equipment an operations and maintenance manual with wiring diagrams, parts list and a copy of all warranties. K. ORDERING OPTION: Mason, may during the first sixty (60) days after this contract is awarded, with the concurrence of the contractor, place additional orders under the contract at the original unit price through the issuance of separate purchase orders. The aggregate of such additional orders shall not exceed 100% of the quantity originally stated in the contract. L. SPECIAL EDUCATIONAL OR PROMOTIONAL DISCOUNTS: The Contractor shall extend any special educational or promotional sale prices or discounts immediately to Mason. Such notice shall also advise the duration of the specific sale or discount price. M. WARRANTY: The contractor agrees that the goods or services furnished under any award resulting from this solicitation shall be covered by the most favorable commercial warranties the contractor gives any customer for such goods or services and that the rights and remedies provided therein are in addition to and do not limit those available to Mason by any other clause of this solicitation. N. COMPLIANCE WITH LAW: 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 but any applicable provisions of FERPA or the Government Data Collection and Dissemination Practices Act of the Commonwealth of Virginia. O. CONFIDENTIALITY OF PERSONALLY IDENTIFIABLE INFORMATION: The Contractor assures 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 agreement, and will not be divulged without the individual s and the agency s written consent and only in accordance with federal law or the Code of Virginia. Contractors who utilize, access, or store personally identifiable information as part of the performance of a contract are required to safeguard this information and immediately notify the agency of any breach or suspected breach in the security of such information. Contractors shall allow the agency to both participate in the investigation of incidents and exercise control over decisions regarding external reporting. Contractors and their employees working on this project may be required to sign a confidentiality statement. 6

7 P. CONTRACT PARTICIPATION (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, the resultant contract may be extended to the entities indicated above to purchase at contract prices in accordance with the contract terms. The Contractor shall notify George Mason University in writing of any such entities accessing the contract. No modification of this contract or execution of a separate contract is required to participate. The Contractor will provide semi-annual usage reports for all entities accessing the Contract. Participating entities shall place their own orders directly with the Contractor and shall fully and independently administer their use of the contract to include contractual disputes, invoicing and payments without direct administration from George Mason University. George Mason 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 George Mason University is not responsible for the acts or omissions of any entity, and will not be considered in default of the contract no matter the circumstances. Use of this contract does not preclude any participating entity from using other contracts or competitive processes as the need may be. Q. OBLIGATION OF OFFEROR: It is the responsibility of each Offeror to inquire about and clarify any requirements of this solicitation that is not understood. The University will not be bound by oral explanations as to the meaning of specifications or language contained in this solicitation. Therefore, all inquiries deemed to be substantive in nature must be in writing and submitted to the responsible buyer on page 1 of this solicitation. Offerors must ensure that written inquiries reach the buyer at least five (5) days prior to the time set for receipt of Offeror s proposals. By submitting a proposal, the Offeror covenants and agrees that he has satisfied himself, from his own investigation of the conditions to be met, that he fully understands his obligation and that he will not make any claim for, or have right to cancellation or relief from this contact because of any misunderstanding or lack of information. R. PRIME CONTRACTOR RESPONSIBILITIES: The Contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the prime contractor. The Contractor agrees that he is as fully responsible for the acts and omissions of his subcontractors and of persons employed by them as he is for the acts and omissions of his own employees. S. 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. T. RENEWAL OF CONTRACT: This contract may be renewed by the University as negotiated under the terms and conditions of the original contract except as stated in 1. and 2. below. Price increases may be negotiated only at the time of renewal. Written notice of the University s intention to renew shall be given approximately 90 days prior to the expiration date of each contract period. 1. If the University elects to exercise the option to renew the contract for an additional one-year period, the contract price(s) for the additional one year shall not exceed the contract price(s) of the original contract increased/decreased by more than the percentage increase/decrease of the other services category of the CPI-U section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available. 2. If during any subsequent renewal periods, the University elects to exercise the option to renew the contract, the contract price(s) for the subsequent renewal period shall not exceed the contract price(s) of the previous renewal period increased/decreased by more than the percentage increase/decrease of the other services category of the CPI-U section of the Consumer Price Index of the United States bureau of Labor Statistics for the latest twelve months for which statistics are available. IX. QUESTIONS/INQUIRIES: all inquiries for information to Katherine Mullins, Senior Buyer, kmullin5@gmu.edu, no later than 4:00 PM EST on January 20, Reponses to questions will be posted on the Mason Purchasing Website and in eva by 4:00 PM EST on January 22, ( 7

8 ATTACHMENT A PRICING LIST/BID SHEET The successful bidder will furnish all materials as listed below. The (bidder/offeror) is responsible to clearly and specifically identify the product being offered and to provide sufficient descriptive literature, catalog cuts and technical detail to enable George Mason University to determine if the product being offered meets the requirements of the solicitation. This is required even if offering the exact same brand, make or manufacturer specified. Failure to furnish adequate data for evaluation purposes may result in declaring a bid nonresponsive. Unless the bidder clearly indicates in its bid that the product offered is an equal product, such bid will be considered to offer the brand name product referenced in the solicitation. If the manufacturer provides any hardware, software, specification sheets and/or service/user manuals those must be included and shipped (if applicable) with the materials provided. Firms shall submit their Bid prices on the Bid Price form. The Bid Price form is to be completed in full for each Bid and shall be incorporated herein. If any discounts are available those must be applied to the unit and extended prices listed in the pricing spreadsheet below. Prices on the Bid Price form submitted must include and incorporate all associated costs including, but not limited to, freight and shipping, shipping insurance, handling and storage charges, etc. Blanks on the Bid Price Form will be interpreted as zero (0) and no price will be allowed for that item. George Mason University reserves the right to award some or none of the items listed below. George Mason University may execute a pricing scenario to determine overall low bidder for award. See Section V for additional Pricing Schedule Requirements and Product Information. Manufacturer/Software Description Base Year Year 1 Pricing U/M Quantity Unit Price Extended Price Autodesk Building Design Suite Premium 2016 Government Network License ELD New - (10-User Network License) Autodesk Building Design Suite Premium 2016 Government Subscription 1 Year Autodesk Infrastructure Design Suite Premium 2016 Government Network License ELD New (5-User Network License) Autodesk Infrastructure Design Suite Premium 2016 Government Subscription 1 Year each 10 each 10 each 5 each 5 Tier II Telephone Support Agreement Government 1 Year each 1 GRAND TOTAL Manufacturer/Software Description Renewal Pricing Contract Year 2 Optional Software Renewal U/M Quantity Unit Price Extended Price Autodesk Building Design Suite Premium 2016 Government Subscription Renewal - 1 Year each 10 Autodesk Infrastructure Design Suite Premium 2016 Government Subscription Renewal 1 Year each 5 Tier II Telephone Support Agreement Government 1 Year each 1 GRAND TOTAL 8

9 Manufacturer/Software Description Renewal Pricing Contract Year 3 Optional Software Renewal U/M Quantity Unit Price Extended Price Autodesk Building Design Suite Premium 2016 Government Subscription Renewal - 1 Year each 10 Autodesk Infrastructure Design Suite Premium 2016 Government Subscription Renewal 1 Year each 5 Tier II Telephone Support Agreement Government 1 Year each 1 GRAND TOTAL Manufacturer/Software Description Renewal Pricing Contract Year 4 Optional Software Renewal U/M Quantity Unit Price Extended Price Autodesk Building Design Suite Premium 2016 Government Subscription Renewal - 1 Year each 10 Autodesk Infrastructure Design Suite Premium 2016 Government Subscription Renewal 1 Year each 5 Tier II Telephone Support Agreement Government 1 Year each 1 GRAND TOTAL Manufacturer/Software Description Renewal Pricing Contract Year 5 Optional Software Renewal U/M Quantity Unit Price Extended Price Autodesk Building Design Suite Premium 2016 Government Subscription Renewal - 1 Year each 10 Autodesk Infrastructure Design Suite Premium 2016 Government Subscription Renewal 1 Year each 5 Tier II Telephone Support Agreement Government 1 Year each 1 GRAND TOTAL 9

10 ATTACHMENT B VENDOR 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 Corporation Sole Proprietor Government Other (explain) B. Category (circle one): Manufacturer/Producer Mfg. s Agent Retailer Service Establishment Distributor Wholesaler Other (explain) C. Status: (Please check all applicable classifications) If your classification is certified by the Virginia Department of Minority Business Enterprise (DMBE), provide your certification number. For certification assistance, please visit (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: 10

11 ATTACHMENT C SAMPLE CONTRACT SAMPLE ONLY * SAMPLE ONLY * SAMPLE ONLY Sample Contract: Names, dates, specifies will be updated to match current solicitation requirements. 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 George Mason University hereinafter called Mason. I. WITNESSETH that the Contractor and Mason, in consideration of the mutual covenants, promises and agreement herein contained, agree as follows: II. III. IV. SCOPE OF CONTRACT: The Contractor shall provide for the as set forth in the Contract Documents. PERIOD OF CONTRACT: As negotiated 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 Administrator shall determine the amount, quality and acceptability of work and shall decide all other questions in connection with the work. All direction and order from Mason shall be transmitted through the Contract Administrator, however, the Contract Administrator shall have no authority to approve changes which shall alter the concept or scope or change the basis for compensation. VI. VII. METHOD OF PAYMENT: As negotiated THE CONTRACT DOCUMENTS SHALL CONSIST OF (In order of precedence): A. This signed form; B. Mason s Request for Proposal Dated ; C. Contractor s Proposal for Service Dated ; D. Written results of negotiations. VIII. IX. GOVERNING RULES/PURCHASING MANUAL: This Contract is governed by the provisions of the Restructured Higher Education Financial and Administrative Operations Act, Chapter 4.10 ( et seq.) of Title 23 of the Code of Virginia, and in particular 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: CONTRACT PARTICIPATION: It is the intent of this Contract to allow for cooperative procurement. Accordingly, any public body, public or private health or educational institutions, or Mason s affiliated corporations may access this Contract if authorized by the Contractor. Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor, this Contract may be extended to the entities indicated above to purchase at Contract prices in accordance with Contract terms. The Contractor shall notify Mason in writing of any such entities accessing the Contract. No modification of this Contract or execution of a separate contract is required to participate. The Contractor will provide semi-annual usage reports for all entities accessing the Contract. Participating entities shall place their own orders directly with the Contractor and shall fully and independently administer their use of the Contract to include contractual disputes, invoicing and payments without direct administration from Mason. Mason shall not be held liable for any costs or damages 11

12 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 Mason is not responsible for the acts or omissions of any entity, and will not be considered in default of the Contract no matter the circumstances. Use of this Contract does not preclude any participating entity from using other contracts or competitive processes as the need may be. 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 faithbased 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. 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. 12

13 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. 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 days 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. 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 Payable George Mason University 4400 University Drive, MSN 3C5 Fairfax, VA 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 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 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 et seq), the Virginia Ethics in Public Contracting Act ( 57 of the Governing Rules), the Virginia Governmental Frauds Act (Va. Code et seq) or any other applicable law or regulation. N. 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. 13

14 O. 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. P. 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. Q. 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 R. INDEMNIFICATION: Contractor agrees to indemnify, defend and hold harmless George Mason University the Commonwealth of Virginia, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the contractor/any services of any kind or nature furnished by the contractor, provided that such liability is not attributable to the sole negligence of the using agency or to failure of the using agency to use the materials, goods, or equipment in the manner already and permanently described by the contractor on the materials, goods or equipment delivered. S. 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. T. INFORMATION TECHNOLOGY ACCESS ACT: Computer and network security is of paramount concern at George Mason University. The university wants to ensure that computer/network hardware and software does not compromise the security of IT environment. You agree to use commercially reasonable measures in connection with any offering your company makes to avoid any known threat to the security of the IT environment at George Mason University All e-learning and information technology developed, purchased, upgraded or renewed by or for the use of George Mason University shall comply with all applicable University policies, Federal and State laws and regulations including but not limited to Section 508 of the Rehabilitation Act (29 U.S.C. 794d), the Information Technology Access Act, through of the Code of Virginia, as amended, and all other regulations promulgated under Title II of The Americans with Disabilities Act which are applicable to all benefits, services, programs, and activities provided by or on behalf of the University. The Contractor shall also comply with the Web Content Accessibility Guidelines (WCAG) 2.0. For more information please visit under Policies and Procedures. U. INSURANCE: The Contractor shall maintain all insurance necessary with respect to the services provided to Mason. The Contractor further certifies that they will maintain the insurance coverage during the entire term of the Contract and that all insurance is to be placed with insurers with a current reasonable A.M. Best s rating authorized to sell insurance in the Commonwealth of Virginia by the Virginia State Corporation Commission. The Commonwealth of Virginia and Mason shall be named as an additional insured. 1. Commercial General Liability Insurance in an amount not less than $1,000,000 per occurrence for bodily injury or property damage, personal injury and advertising injury, products and completed operations coverage; 2. Workers Compensation Insurance in an amount not less than that prescribed by statutory limits; and, as applicable; 3. Commercial Automobile Liability Insurance applicable to bodily injury and property damage, covering owned, non-owned, leased, and hired vehicles in an amount not less than $1,000,000 per occurrence; and an umbrella/excess policy in an amount not less than five million dollars ($5,000,000) to apply over and above Commercial General Liability, Employer s Liability, Workers Compensation, and Commercial Automobile Liability Insurance. 14

15 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: This contract may be renewed by the University as negotiated under the terms and conditions of the original contract except as stated in 1. and 2. below. Price increases may be negotiated only at the time of renewal. Written notice of the University s intention to renew shall be given approximately 90 days prior to the expiration date of each contract period. 1. If the University elects to exercise the option to renew the contract for an additional one-year period, the contract price(s) for the additional one year shall not exceed the contract price(s) of the original contract increased/decreased by more than the percentage increase/decrease of the other services category of the CPI-U section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available. 2. If during any subsequent renewal periods, the University elects to exercise the option to renew the contract, the contract price(s) for the subsequent renewal period shall not exceed the contract price(s) of the previous renewal period increased/decreased by more than the percentage increase/decrease of the other services category of the CPI-U section of the Consumer Price Index of the United States bureau of Labor Statistics for the latest twelve months for which statistics are available. 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. BB. CC. DD. SOVEREIGN IMMUNITY: Northing in this Contract shall be deemed a waiver of the sovereign immunity of the Commonwealth of Virginia and of Mason. 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. WAIVER: The failure of a party to enforce any provision in this Contract shall not be deemed to be a waiver of such right. 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. WITNESS WHEREOF, the parties have caused this Contract to be duly executed intending to be bound thereby. Contractor Name Here By: Signature Date Name: Title 15