Purchasing Department 4400 University Drive, Mailstop 3C5 Fairfax, VA 22030 Voice: 703.993.2580 Fax: 703.993.2589 http://fiscal.gmu.edu/purchasing/ INVITATION FOR BID IFB GMU-GMU-1567-19 ISSUE DATE: TITLE: PRIMARY PROCUREMENT OFFICER: SECONDARY PROCUREMENT OFFICER: MANDATORY SITE VISIT-PRE-BID CONFERENCE: SEALED BID DUE DATE AND TIME: March 14, 2019 Fitness Machines Preventive Maintenance and Repairs Freedom Center Chi Nguyen, cnguyenn@gmu.edu Katherine Sirotin, ksirotin@gmu.edu March 21, 2019 at 2:00PM at Freedom Aquatic & Fitness Center, 10900 University Blvd. Manassas, VA 20110: See Section XI. Item 12 for additional information April 10, 2019 @ 2:00PM. Bids will be opened in public at this time. Note: A return envelope is not being provided. It is the responsibility of the bidder to ensure the bid 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. No electronic (e-mail, drop box, etc.) bids will be accepted. The IFB number must be clearly written on the outside of your bid along with your company name. Bids can be mailed to 4400 University Dr. MSN 3C5, Fairfax, VA 22030. If the bid is being hand delivered/dropped off the hand delivery location is Alan and Sally Merten Hall, 4441 George Mason Blvd. 4 th Floor, Room 4200, Fairfax, VA 22030. Late bids will not be opened and bidder may pick them up or they will be destroyed. QUESTIONS/INQUIRIES: E-mail all questions/inquiries for information to both procurement officers listed above no later than 5:00 PM EST on March 27, 2019. Responses to all questions will be posted on Mason s Purchasing website by 5:00 PM EST on March 29, 2019. In Compliance With This Invitation For Bid And To All The Conditions Imposed Herein, The Undersigned Offers And Agrees To Furnish The Services At The Price Indicated In SECTION X, PRICING SCHEDULE. Name and Address of Firm: Legal Name: Date: DBA: By: Address: Signature In Ink 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. 1
TABLE OF CONTENTS GMU-1567-19 SECTION DESCRIPTION PAGE I. PURPOSE 3 II. CONTRACT TERM 3 III. PURCHASING MANUAL/GOVERNING RULES 3 IV. COMMUNICATION 3 V. eva VENDOR REGISTRATION 3 VI. SWAM CERTIFICATION 3 VII. FINAL CONTRACT 3 VIII. SCOPE OF WORK 3 IX. CONTRACT ADMINSTRATOR 5 X. PRICING SCHEDULE 5 XI. TERMS AND CONDITIONS 6 ATTACHMENT A VENDOR DATA SHEET 11 ATTACHMENT B SAMPLE CONTRACT ATTACHED ATTACHMENT C EQUIPMENT LIST ATTACHED ATTACHMENT D PREVENTIVE MAINTENANCE REQUIREMENTS ATTACHED 2
I. PURPOSE: The purpose and intent of this Invitation for Bid is to establish a contract with one qualified source to provide preventive maintenance (PM) and repair services on a scheduled and as needed basis for commercial fitness equipment located at the Freedom Aquatic and Fitness Center located at 10900 University Blvd. Manassas, VA 20110. George Mason University (Mason) is an Institution of Higher Education of the Commonwealth of Virginia. Campus maps available at: https://info.gmu.edu/campus-maps-and-directions/ II. III. IV. CONTRACT TERM: The initial period of the contract shall be for one (1) year from date of contract execution. Mason reserves the right to extend the contract for an additional four (4) one (1) year renewal options. PURCHASING MANUAL/GOVERING RULES: This solicitation and any resulting contract shall be subject to the provisions of the Commonwealth of Virginia Purchasing Manual for Institutions of Higher Education and their Vendor's, and any revisions thereto, and the Governing Rules, which are hereby incorporated into this contract in their entirety. A copy of both documents is available for review at: https://vascupp.org COMMUNICATION: Communications regarding this Invitation For Bids shall be formal from the date of issuance until a contract has been awarded. Unless otherwise instructed bidders are to communicate with only the Procurement Officers listed on the cover page. Bidders are not to communicate with any other employees of Mason. 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. VII. VIII. SWaM CERTIFICATION: Vendor agrees to fully support the Commonwealth of Virginia and Mason s efforts related to SWaM goals. Upon contract execution, eligible vendors (as determined by Mason and the Virginia Department of Small Business and Supplier Diversity) shall submit all required documents necessary to achieve SWaM certification to the Department of Small Business and Supplier Diversity within 90 days. Vendors currently SWaM certified agree to maintain their certification for the duration of the contract and shall submit all required renewal documentation at least 30 days prior to existing SWaM expiration. https://www.sbsd.virginia.gov/ FINAL CONTRACT: ATTACHMENT B to this solicitation is Mason s standard two-party contract. It is the intent of this solicitation to base the final contractual documents off of Mason s standard two-party contract and Mason s General Terms and Conditions. Any exceptions to our standard contract and General Terms and Conditions should be denoted in your bid response. Other documents may be incorporated into the final contract, either by way of attachment or by reference, but in all cases this contract document and Mason s General Terms and Conditions shall jointly take precedence over all other documents and will govern the terms and conditions of the contract SCOPE OF WORK: The Contractor shall furnish all necessary labor, materials, transportation, personnel and supervision as needed to provide preventive maintenance (PM) and as needed repair services for fitness equipment at the Freedom Aquatic and Fitness Center in accordance with all the terms, specifications and conditions herein. A. Preventive Maintenance (PM) Services: The Contractor shall perform preventive maintenance (PM) on equipment in accordance with Attachment D Preventive Maintenance Procedures and as follows: Strength Equipment shall have PMs performed once (1) per year (annual), Cardio Equipment shall have PMs performed twice (2) per year (biannually), and Spin Bikes shall have PMs performed three (3) times per year in accordance with factory and original equipment manufacturer (OEM) standards. A listing of each piece of fitness equipment is available in Attachment C Equipment List. All equipment is to be maintained within factory standards. PM services shall include: 1. The Contractor is to perform PM to ensure that the equipment listed in Attachment C Equipment List performs in accordance with original equipment manufacturer s standards and as outlined in Attachment D Preventive Maintenance Procedures. PM services are to include, but not be limited to, the items below: a. Inspection of equipment b. Cleaning of equipment c. Lubrication of equipment 3
d. Adjustments of equipment e. And Performing a complete check of equipment for functionality. 2. The Contractor shall provide a checklist for each piece of equipment once PM repairs have been completed. The checklist shall be rendered to the Contract Administrator (CA) or delegate to document any deficiencies found and to monitor the work performed. 3. The Contractor shall provide a detailed report at the end of each PM visit that includes, at a minimum, detailed information of the work performed (including a list of the equipment inspected, parts replaced, equipment lubed, cleaned, adjusted, etc.), time needed to make repairs, and the number of equipment repaired. 4. If the equipment is found to be deficient (not functioning properly) and in need of repairs the vendor must alert the end user/department and provide a report of the deficiencies/repairs required to bring the equipment into working order as part of the report. 5. If the Contractor determines that equipment must be replaced, and cannot be repaired, they shall make recommendations for each piece of equipment based off finding during PM repairs. 6. The Contractor must maintain certification to repair equipment listed on Attachment C. 7. The Contractor must be available during the Freedom Center Hours of Operation which are Monday Friday: 5:00AM 10:00PM, Saturday: 8:00AM 8:00PM, and Sunday: 9:00AM 6:00PM. B. Repairs (Service Call Requirements): The Contractor shall provide repairs to fitness equipment listed in Attachment C on as needed basis. 1. The Contractor s personnel (technician s) shall carefully examine the proposed equipment to acquire a full understanding of the nature and scope of work/repairs to be done. The Contractor shall provide in writing, a cost estimate for the work to be done. If the estimate is acceptable, the Contract Administrator (CA) or delegate will provide verbal or written approval for the contractor to move forward with the repairs. The estimate shall be based upon bid rates identified in Section VIII. Pricing Schedule, as appropriate. The estimate shall further show description of major items and materials needed with required quantities, costs by unit, and extended totals. Mason reserves the right to make or obtain other repair costs estimates prior to authorizing the Contractor to proceed should the agency deem the estimate not to be fair and reasonable. The Contractor shall perform no work which would result in exceeding the dollar limitation of the estimate or purchase order (PO) issued for the repair without first having written or verbal approval from the CA or his/her delegate. 2. For any necessary repairs, the Contractor is to ensure that all parts and materials used will be new and conform to the original equipment manufacturers (OEM) specifications. The Contractor is to use any new parts, approved by the OEM, and is not to install parts that have been rebuilt, used, or those removed from another system without written approval of the CA or his/her delegate. Mason reserves the right to procure any necessary parts or equipment for repairs from the contractor or directly from the OEM or other sources as we deem necessary. 3. The Contractor must be available during the Freedom Center Hours of Operation which are Monday Friday: 5:00AM 10:00PM, Saturday: 8:00AM 8:00PM, and Sunday: 9:00AM 6:00PM. 4. The Contractor must respond to calls for service/repairs within 24 hours. 5. The Contractor must provide repairs within 48 hours of obtaining parts with no service call charge if parts are not initially available. 6. The Contractor must provide repairs at time of initial diagnosis with parts that are available in stock. 7. The Contractor must carry a small supply of commonly used spare parts in order to repair all covered equipment listed on Attachment C. 8. Repairs must be performed in a workman like manner and per manufacturer guidelines. 9. The Contractor must be available during the Freedom Center s annual down week (which will be scheduled in advance with the Contractor) when the Center is closed for repairs and maintenance. 10. The Contractor must be available for phone consultation regarding repairs that can be done in-house. 11. The Contractor must receive pre-approval from the Department/end user prior to making repairs that involve parts or repairs exceeding $200.00 dollars or more. 12. Any estimates for repairs will be provided free of charge and must include a breakdown of estimated labor (time) hours and rates and materials including and available discounts to Mason. Prices are to be quoted in terms of Percentage Discount from a current Published Price List, List shall be manufacturer s current published catalogs and current published price list.. Warranty: The Contractor shall fully guarantee all workmanship and materials furnished and installed under this contract against a defect for one (1) year from date of completion of the work. Defects will be repair or replaced at no charge to Mason. Repairs must be warranted per manufacturer s warranty for one year, whichever is longer. 4
IX. CONTRACT ADMINISTRATOR: Karla Balk, Fitness Operations Supervisor at the Freedom Aquatic and Fitness Center, shall serve as Contract Administrator and shall use all powers under the contract to enforce its faithful performance. The Contract Administrator, or her designee, shall determine the amount, quality, acceptability, and fitness of all aspects of the services and shall decide all other questions in connection with the goods/services described herein. The Contract Administrator, or her designee, shall not have the authority to approve changes in the contract which may alter the concept or which calls for an extension of time or a change in the contract price. Any modifications made must be authorized by Mason s Purchasing Department as a written addendum to the contract. X. PRICING SCHEDULE: The Contractor shall provide pricing for Preventative Maintenance (PM) Services for all of the equipment listed in Attachment C Equipment list and as outlined in Attachment D Preventive Maintenance Procedures. The Contractor shall provide their hourly rates for their personnel (technician s) to make as needed repairs to equipment. The Contractor shall also provide a discount off Manufacturer s List Price (MSRP) for parts and equipment necessary to make repairs. Labor rates must include all travel, transportation, supervision, etc.: Award will be made to the lowest responsive and responsible bidder. Low bid will be determined based on the pricing scenario in Section B. A. BID PRICING (BIDDER MUST COMPLETE): The section below shall be completed and returned within the vendor s bid. Failure to provide pricing as outlined below may result in your bid being found nonresponsive. In accordance with all terms, specifications and requirements, Bidder Proposes to Furnish All Labor, Equipment, Materials and Services and the Performance of all Work Necessary for Preventive Maintenance for Fitness Equipment at the Bid Prices provided below: Preventative Maintenance Services Strength Equipment Unit Price (cost per visit) $ Unit Quantity Total Annual Cost Annually (Once Per Year) 1 Times/Year $ Cardio Equipment $ Bi-Annual (Twice Per Year) 2 Times/Year $ Spin Bikes $ Triannual (Three Times Per Year) 3 Times/Year $ Service Call Rate for Repairs (Per Hour) Flat rate per service call $ amount or NA Labor Rate for Repairs For Repairs NOT Concurrent with a PM Call - (Per Hour and Half Hour) $ $ Per Half Hour (30 minutes.) $ Per Hour (60 minutes) Labor Rate for Repairs For Repairs CONCURRENT with a PM Call - (Per Hour and Half Hour) $ Per Half Hour (30 minutes.) 5
$ Per Hour (60 minutes) Parts & Equipment: (* If Percentage Discount off parts varies by manufacturer/model/make etc. attach a separate sheet showing such and make a note in this section stating as such) Percentage Discount off of Parts for repair services: % B. PRICING SCENARIO (BIDDER MUST COMPLETE): The pricing scenario below is an estimate of annual service calls and repairs. The bidder must use the rates provided in Section A. above to fill out the pricing scenario below and provide a Grand Total Annual Cost for the pricing scenario. The Bidder who provides the lowest Grand Total for this pricing scenario will be awarded the Contract after their bid is deemed responsive and responsible. ITEM # DESCRIPTION 1 PM Services Strength Equipment - Annually (Once Per Year) 2 PM Services Cardio Equipment - Bi-Annual (Twice Per Year) 3 PM Services Spin Bikes Triannual (Three Times Per Year) 2 Service Call Rate, includes repairs above and beyond PM 3 Labor Rate For Repairs (NOT Concurrent with a PM call/visit) UNIT PRICE (Cost Per Visit) UNIT QUANTITY TOTAL ANNUAL COST $ Annual 1/Year $ $ Bi-Annual 2/Year $ $ Triannual 3/Year $ $ $ $ Estimate (15 Per Year) Per Hour Per Half Hour 15 $ 10 5 $ $ 4 Labor Rate for Repairs (CONCURRENT with a PM call/visit) $ $ Per Hour Per Half Hour 4 2 $ $ GRAND TOTAL $ (Items 1-4) The GRAND TOTAL above is used for comparison purposes ONLY the quantities provided in items 2-4 are estimated numbers only and may be lower or higher in reality. XI. SOLICITATION TERMS AND CONDITIONS: A. GENERAL TERMS AND CONDITIONS GEORGE MASON UNIVERSITY: http://fiscal.gmu.edu/purchasing/dobusiness-with-mason/view-current-solicitation-opportunities/ B. SPECIAL TERMS AND CONDITIONS: 6
1. AWARD: George Mason University will make an award on the GRAND TOTAL SUM OF THE PRICING SCENARIO IN SECTION IX. B to the lowest responsive and responsible bidder meeting the requirements of the solicitation. Mason reserves the right to conduct any test it may deem advisable and to make all evaluations. Mason also reserves the right to reject any or all bids, in whole or in part, to waive informalities and to delete items prior to making the award, whenever it is deemed in the sole opinion of the procuring public body to be in its best interest. 2. ADDITIONAL USERS: It is the intent of this solicitation and resulting contract to allow for cooperative procurement. Accordingly, any public body, public or private health or educational institutions, or affiliated corporations may access any resulting contract if authorized by the contractor. Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor(s), the resultant contract(s) will be extended to the entities indicated above to purchase goods and services in accordance with contract terms. As a separate contractual relationship, the participating entity will place its own orders directly with the Contractor(s) and shall fully and independently administer its use of the contract(s) to include contractual disputes, invoicing and payments without direct administration from the University. No modification of this contract or execution of a separate agreement is required to participate; however, the participating entity and the Contractor may modify the terms and conditions of the contract to accommodate specific governing laws, regulations, policies, and business goals required by the participating entity. Any such modification will apply solely between the participating entity and the contractor. The Contractor will notify the University in writing of any such entities accessing this contract. The Contractor will 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. 3. ADVERTISING: In the event a contract is awarded for supplies, equipment, or services resulting from this bid/proposal, no indication of such sales or services to George Mason University will be used in product literature or advertising. The contractor shall not state in any of its advertising or product literature that George Mason University has purchased or uses any of its products or services, and the contractor shall not include George Mason University in any client list in advertising and promotional materials. 4. 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. 5. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for one hundred and twenty (120) days. At the end of the one hundred and twenty (120) 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. 6. BID PRICES: Bid shall be in the form of a firm unit price for each item during the contract period. 7. 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. 8. IDENTIFICATION OF BID/PROPOSAL ENVELOPE: If a special envelope is not furnished, or if return in the special envelope is not possible, the signed bid/proposal should be returned in a separate envelope or package, sealed and identified as follows: 7
From: Name of Bidder/Offeror Due Date Time Street or Box Number City, State, Zip Code IFB No./RFP No. IFB/RFP Title Name of Contract/Purchase Officer or Buyer: 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. 9. INSPECTION OF JOB SITE: My signature on this solicitation constitutes certification that I have inspected the job site and am aware of the conditions under which the work must be accomplished. Claims, as a result of failure to inspect the job site, will not be considered by the Commonwealth. 10. INSTALLATION: All items must be assembled and set in place, ready for use. All crating and other debris must be removed from the premises. 11. 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. 12. MANDATORY PREBID & SITE VISIT: A mandatory pre-bid conference and site visit/walkthrough will be held on Thursday, March 21 st, 2019 at 2:00PM at the Freedom Aquatic and Fitness Center at the George Mason University Science and Technology Campus at 10900 University Blvd. Manassas, VA 20110. Bidders should alert the Front Desk that they are here for the Pre-Bid Meeting & Site Visit and gather in the Lobby of the Freedom Aquatic & Fitness Center. The purpose of this conference is to allow potential bidders an opportunity to visit the site, see the facility and equipment and present questions and obtain clarification relative to any facet of this solicitation. Directions to the Campus are available here: https://info.gmu.edu/campus-maps-and-directions/scitech-campusdirections/ Link to Campus Map: https://info.gmu.edu/wp-content/uploads/scitechmap2018.pdf Parking Instructions: Please park in the parking lot in front of the Freedom Aquatic and Fitness Center. Marked as Freedom Aquatic & Fitness Center Parking Lot in the Campus Map linked above. Due to the importance of all bidders/ 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. Bids will only be accepted from those bidders who are represented at this prebid/preproposal conference. Attendance at the conference will be evidenced by the representative s signature on an attendance roster. The site visit will start at 2:10PM sharp. Once the site walkthrough/visit begins late vendors will not be allowed to sign the sign-in sheet and will not be allowed to submit a bid.after the site visit/walkthrough concludes the vendors will have the opportunity to ask questions about the solicitation and anything they saw during the site walkthrough that was not answered on the walkthrough. Bring a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation. 13. NEGOTIATION WITH THE LOWEST BIDDER: Unless all bids are cancelled or rejected, the Commonwealth reserves the right granted by 15 of the Governing Rules to negotiate with the lowest responsive, responsible bidder 8
to obtain a contract price within the funds available to the agency whenever such low bid exceeds the agency s available funds. For the purpose of determining when such negotiations may take place, the term available funds shall mean those funds which were budgeted by the agency for this contract prior to the issuance of the written Invitation for Bids. Negotiations with the low bidder may include both modifications of the bid price and the Scope of Work/Specifications to be performed. The agency shall initiate such negotiations by written notice to the lowest responsive, responsible bidder that its bid exceeds the available funds and that the agency wishes to negotiate a lower contract price. The times, places, and manner of negotiating shall be agreed to by the agency and the lowest responsive, responsible bidder. 14. PREVENTIVE MAINTENANCE: The contractor shall provide necessary preventive maintenance, required testing and inspection, calibration and/or other work necessary to maintain the equipment in complete operational condition during the warranty period. 15. 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. 16. 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. 17. RENEWAL OF CONTRACT: This contract may be renewed by George Mason University for four (4) successive one year periods 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 Mason s intention to renew shall be given approximately 90 days prior to the expiration date of each contract period. A. If George Mason 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. B. If during any subsequent renewal periods, George Mason 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 Sates Bureau of Labor Statistics for the latest twelve months for which statistics are available. 18. 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. 19. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the purchasing agency. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the purchasing agency the names, qualifications 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. 20. WARRANTY (COMMERCIAL): 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 9
not limit those available to the Commonwealth by any other clause of this solicitation. A copy of this warranty should be furnished with the bid/proposal. 21. WORK ESTIMATES (TIME AND MATERIAL CONTRACTS): Under this time and material contract, the contractor shall furnish the agency with a non-binding written estimate of the total costs to complete the work required. The estimate must include the labor category(ies), the contractor s hourly rates specified in the contract, and the total material cost. Material costs shall be billed at contractor s actual invoice costs (contractor shall furnish copies of all invoices for materials) or discount off the list price, whichever is specified in the contract. If the agency determines that the estimated price is not fair and reasonable, the agency has the right to ask the contractor to reevaluate the estimate. If the revised estimate is determined to be not fair and reasonable, the agency reserves the right to obtain additional quotes from other vendors. A work order will be issued to the contractor, as the authority to proceed with the work, which will incorporate the contractor s estimate and the terms and conditions of the contract. The contractor and his/her personnel shall log in with the designated contract administrator each day before and after work to confirm labor hours. 22. WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the Commonwealth s satisfaction at the contractor s expense. XII. METHOD OF PAYMENT: PLEASE NOTE: THE VENDOR MUST REFERENCE THE PURCHASE ORDER NUMBER ON ALL INVOICES SUBMITTED FOR PAYMENT. Option #1- Payment to be mailed in 10 days-the University will make payment to the vendor under 2%10/Net 30 payments terms. Invoices should be submitted via email to the designated Accounts Payable email address which is: AcctPay@gmu.edu The 10 day payment period begins the first business day after receipt of proper invoice or receipt of goods, whichever occurs last. A paper check will be mailed on or before the 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 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: George Mason University Accounts Payable Department 4400 University Drive, Mailstop 3C1 Fairfax, Va. 22030 Voice: 703.993.2580 Fax: 703.993.2589 e-mail: AcctPay@gmu.edu 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/bid. 10
ATTACHMENT A VENDOR DATA SHEET Note: The following information is required as part of your response to this solicitation. Failure to complete and provide this sheet may result in finding your bid non-responsive. 1. Qualification: The vendor must have the capability and capacity in all respects to satisfy fully all of the contractual requirements. 2. Vendor s Primary Contact: Name: Phone: 3. Years in Business: Indicate the length of time you have been in business providing this type of good or service: Years Months 4. Vendor Information: FIN or FEI Number: If Company, Corporation, or Partnership Social Security Number: If Individual 5. Indicate below a listing of at least three (3) current or recent accounts, either commercial or governmental, that your company is servicing, has serviced, or has provided similar goods. Include the length of service and the name, address, and telephone number of the point of contact. A. Company: Contact: Phone:( ) Fax: ( ) Email Address: Project: Dates of Service: $ Value: B. Company Contact: Phone:( ) Fax: ( ) Email Address: Project: Dates of Service: $ Value: C. Company: Contact: Phone:( ) Fax:( ) Email Address: Project: Dates of Service: $ Value: MINORITY-OWNED BUSINESS ( )YES ( )NO. WOMEN-OWNED ( )YES ( )NO. SMALL BUSINESS ( )YES ( )NO. REGISTERED WITH eva ( )YES ( )NO. REGISTERED WITH DMBE ( )YES ( )NO. I certify the accuracy of this information. Signed: Title: Date: 11