101-HCC2026-03-HCC Janitorial Services IFB.pdf

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STATE OF NORTH CAROLINA

Haywood Community College

Invitation for Bid #: 101-HCC2026-03

Janitorial Services

Date of Issue: March 16, 2026

Bid Opening Date: April 10, 2026

At 2:00 PM ET

Direct all inquiries concerning this IFB to:

Jacqueline Maurer

Accounting Tech / Purchasing

Email: jkmaurer@haywood.edu

Phone: 828-627-4605

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Invitation for Bid #

101-HCC2026-03

For internal State agency processing, including tabulation of bids, provide your company’s eVP (Electronic Vendor

Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page shall be filled out and returned with your bid.

Failure to do so may subject your bid to rejection.

Vendor Name

Vendor eVP#

Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered vendor in good standing. You must enter the vendor number assigned through eVP (Electronic Vendor

Portal). If you do not have a vendor number, register at https://vendor.ncgov.com/vendor/login

Electronic responses ONLY will be accepted for this solicitation.

https://vendor.ncgov.com/vendor/login

Bid Number: 101-HCC2026-03 Vendor: __________________________________________

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Refer ALL Inquiries regarding this IFB to:

Jacqueline Maurer, Purchasing jkmaurer@haywood.edu

Invitation for Bid #: 101-HCC2026-03

Bids will be publicly opened: April 10, 2026, at 2:00 P.M.

Using Agency: Haywood Community College Commodity No. and Description:761115 Janitorial Services

Requisition No.:

EXECUTION

In compliance with this Invitation for Bid (IFB), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.

By executing this bid, the undersigned Vendor understands that false certification is a Class I felony and certifies that:

▪ this bid is submitted competitively and without collusion (G.S. 143-54),

▪ none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and

▪ it is not an ineligible Vendor as set forth in G.S. 143-59.1.

Furthermore, by executing this bid, the undersigned certifies to the best of Vendor’s knowledge and belief, that:

▪ it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency.

As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this IFB, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.

As required by Executive Order 24 (2017), the undersigned Vendor certifies will comply with all Federal and State requirements concerning fair employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of any Contract arising from this solicitation.

G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this response to the IFB, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor is not aware that any such gift has been offered, accepted, or promised by any employees of your organization.

By executing this bid, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL

TERMS AND CONDITIONS incorporated herein. These documents can be accessed from the ATTACHMENTS page within this document.

Failure to execute/sign bid prior to submittal may render bid invalid and it MAY BE REJECTED. Late bids shall not be accepted.

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:

VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL:

Haywood Community College

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VALIDITY PERIOD

Offer shall be valid for at least sixty (60) days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual agreement of the parties in writing. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this

IFB.

ACCEPTANCE OF BIDS

If your bid is accepted, all provisions of this IFB, along with the written results of any negotiations, shall constitute the written agreement between the parties (“Contract”). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply.

Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.

FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on

The attached certification, by ____________________________________________________________________.

(Authorized Representative of Haywood Community College)

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Contents

1.0 PURPOSE AND BACKGROUND

1.1 CONTRACT TERM

2.0 GENERAL INFORMATION

2.1 INVITATION FOR BID DOCUMENT

2.2 E-PROCUREMENT FEE

2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS

2.4 IFB SCHEDULE

2.5 MANDATORY SITE VISIT

2.6 BID QUESTIONS

2.7 BID SUBMITTAL

2.8 BID CONTENTS

2.9 ALTERNATE BIDS

2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND BID EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 BID EVALUATION PROCESS

3.4 PERFORMANCE OUTSIDE THE UNITED STATES

3.5 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 PRICING

4.2 FINANCIAL STABILITY

4.3 HUB PARTICIPATION

4.4 REFERENCES

4.5 BACKGROUND CHECKS

4.5.1 VENDOR BACKGROUND CHECK AGREEMENT

4.6 PERSONNEL

4.7 VENDOR’S REPRESENTATIONS

4.8 AGENCY INSURANCE REQUIREMENTS MODIFICATION

5.0 SPECIFICATIONS AND SCOPE OF WORK

5.1 GENERAL SPECIFICATIONS

5.2 BUILDING LISTING/SPACE

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5.3 SCOPE OF WORK & SPECIFICATIONS

5.4 MATERIALS, SUPPLIES, TOOLS, & EQUIPMENT

5.5 GENERAL CLEANING

5.6 TASKS & FREQUENCY: DAILY, WEEKLY, BI-WEEKLY, AND QUARTERLY CLEANING 17

5.7 REQUIRED SERVICES (ANNUAL DEEP CLEANING)

5.8 EVENT SERVICES

5.9 JANITORIAL CLOSETS/SUPPLIES

5.10 JANITORIAL SUPERVISOR OFFICE

5.11 VEHICLE REQUIREMENT

5.12 JANITORIAL SUPERVISOR RESPONSIBILITIES

5.13 ADDITIONAL REQUIREMENTS

5.14 EMERGENCY JANITORIAL SERVICES

5.15 KEYS / BUILDING ACCESS CARDS

5.16 IDENTITY REQUIREMENTS

5.17 COMMUNICATION SERVICES

5.18 VENDOR/ EMPLOYEE POLICY

5.19 STAFFING WORKSHEET

5.20 DEVIATIONS

6.0 CONTRACT ADMINISTRATION

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

6.2 INVOICES

6.3 POST AWARD PROJECT REVIEW MEETINGS

6.4 CONTINUOUS IMPROVEMENT

6.5 PERIODIC MONTHLY STATUS REPORTS

6.6 ACCEPTANCE OF WORK

6.7 DISPUTE RESOLUTION

6.8 CONTRACT CHANGES

7.0 ATTACHMENTS

ATTACHMENT A: PRICING

ATTACHMENT B: INSTRUCTIONS TO VENDORS

ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS

ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

ATTACHMENT E: CUSTOMER REFERENCE FORM

ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR

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ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION

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1.0 PURPOSE AND BACKGROUND

The intent of this Invitation for Bid (IFB) is to establish an Agency Contract with a responsible Vendor to furnish all labor, supervision, equipment, tools, materials, and supplies necessary to maintain College facilities in a clean, sanitary, safe, and professional condition.

Haywood Community College (HCC), a member of the North Carolina Community College System, has three (3) locations, 23 buildings, and an estimated 250,930 square feet throughout Haywood County, with its main campus located in Clyde, NC.

The Vendor shall provide janitorial services as specified in the Scope of Work outlined in this IFB, and as deemed industry standard for the housekeeping profession.

The intent of this solicitation is to award an Agency Contract.

1.1 CONTRACT TERM

The Contract shall have an initial term of three (3) years, commencing on the date of final execution of the Contract (the “Effective Date”). In addition, the State reserves the right to extend the contract at the end of its active term.

Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto.

2.0 GENERAL INFORMATION

2.1 INVITATION FOR BID DOCUMENT

This IFB is comprised of the base IFB document, any attachments, and any addenda released before Contract award, which are incorporated herein by reference.

2.2 E-PROCUREMENT FEE

ATTENTION: The E-Procurement fee may apply to this solicitation. See the paragraph entitled ELECTRONIC PROCUREMENT of the North Carolina General Terms and Conditions.

General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/.

2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions, all relevant exhibits and attachments, and any other components made a part of this IFB and comply with all requirements and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this IFB.

If Vendors have questions or issues regarding any component of this IFB, those must be submitted as questions in accordance with the instructions in the BID QUESTIONS Section. If the State determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an IFB addendum. The State may also elect to leave open the possibility for later negotiation of specific provisions of the Contract that have been addressed during the question-and-answer period, prior to contract award.

Other than through the process of negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s bid or otherwise. This applies to any language appearing in or attached to the document as part of the Vendor’s bid that purports to vary any terms and conditions or Vendors’ instructions herein or to render the bid non-binding or subject to further negotiation. Vendor’s bid shall constitute a firm offer that shall be held open for the period required herein (“Validity Period” above).

The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this IFB Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon during negotiations and incorporated by way of a Best and Final Offer (BAFO). Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s bid as nonresponsive.

http://eprocurement.nc.gov/

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2.4 IFB SCHEDULE

The table below shows the intended schedule for this IFB. The State will make every effort to adhere to this schedule.

Event Responsibility Date and Time

Issue IFB State March 16, 2026

Hold Pre-Bid Meeting/Site Visit State March 25, 2026 at 9:00 A.M.

Submit Written Questions Vendor March 31, 2026 by 4:00 P.M.

Provide Response to Questions State April 6, 2026

Submit Bids Vendor April 10, 2026 by 2:00 P.M.

Contract Award State TBD

2.5 MANDATORY SITE VISIT

Date: 03/25/2026

Time: 09:00 AM Eastern Time

Location: 89 Vocational Drive

Hawthorne Building

Clyde, NC 28721

Contact #: 828-565-4033, Ian Cernak

Instructions: It shall be MANDATORY that a representative from each Vendor be present for a pre-bid site visit. Attendees must arrive promptly. All attendees must sign in upon arrival and clearly indicate each prospective Vendor represented on the sign-in sheet. LATE ARRIVALS WILL NOT BE ALLOWED TO SIGN IN OR PARTICIPATE IN THE SITE VISIT, NOR SHALL THEIR BID BE CONSIDERED. Once the sign-in process is complete, all other persons wishing to attend may do so to the extent that space and circumstances allow.

FAILURE TO ATTEND THE MANDATORY SITE VISIT SHALL RESULT IN VENDOR’S BID BEING DEEMED NON-RESPONSIVE AND

NOT CONSIDERED FOR AWARD.

The purpose of this visit is for all prospective Vendors to apprise themselves of the conditions and requirements which will affect the performance of the work called for by this IFB. Vendors must stay for the duration of the site visit . No allowances will be made for unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by this IFB.

Vendors are cautioned that any information released to attendees during the site visit, other than that involving the physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this IFB, must be confirmed by written addendum before it can be considered to be a part of this IFB and any resulting contract.

2.6 BID QUESTIONS

Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best bid possible. To accommodate the Bid Questions process, Vendors shall submit any such questions by the “Submit Written Questions” date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum.

Written questions shall be emailed to jkmaurer@haywood.edu by the date and time specified above. Vendors should enter “IFB # 101-HCC2026-03: Questions” as the subject for the email. Question submittals should include a reference to the applicable IFB section and be submitted in the format shown below:

Reference Vendor Question

IFB Section, Page Number Vendor question …?

Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be posted in the form of an addendum to the electronic Vendor Portal (eVP), https://evp.nc.gov, and shall become an Addendum to this IFB. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this IFB, shall be considered authoritative or binding.

Vendors shall rely only on written material contained in the IFB and an addendum to this IFB.

mailto:jkmaurer@haywood.edu https://evp.nc.gov/

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2.7 BID SUBMITTAL

IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered, and will be automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to unintended or unanticipated delay. It is the Vendor’s sole responsibility to ensure its bid has been received as described in this IFB by the specified time and date of opening. The time and date of receipt will be marked on each bid when received. Any bid or portion thereof received after the bid deadline will be rejected.

eVP

If applicable to this IFB and using eVP, all proposal responses shall be submitted electronically via the electronic Vendor Portal (eVP). Additional information can be found at the eVP updates for Vendors link:

https://eprocurement.nc.gov/news-events/evp-updates-vendors

Failure to submit a bid in strict accordance with these instructions shall constitute sufficient cause to reject a Vendor’s bids(s).

Vendors are strongly encouraged to allow sufficient time to upload bids.

Critical updated information may be included in Addenda to this IFB. It is important that all Vendors responding to this IFB periodically check the State’s eVP website for any Addenda that may be issued prior to the bid opening date. All Vendors shall be deemed to have read and understood all information in this IFB and all Addenda thereto.

2.8 BID CONTENTS

Vendors shall populate all attachments of this IFB that require the Vendor to provide information and include an authorized signature where requested. Failure to provide all required items, or Vendor’s submission of incomplete items, may result in the State rejecting Vendor’s bid, in the State’s sole discretion.

Vendor IFB responses shall include the following items and attachments, which shall be arranged in the following order:

a) Completed and signed version of all EXECUTION PAGES, along with the body of the IFB.

b) Signed receipt pages of any addenda released in conjunction with this IFB, if required to be returned.

c) Vendor’s Response:

4.5.1 VENDOR BACKGROUND CHECK AGREEMENT

5.19 STAFFING WORKSHEET

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

d) Completed version of ATTACHMENT A: PRICING

e) Completed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

f) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM

g) Completed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR

h) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION

2.9 ALTERNATE BIDS

Unless provided otherwise in this IFB, Vendor may submit alternate bids for comparable Goods, various methods or levels of Service(s), or that propose different options. Alternate bid must specifically identify the IFB requirements and advantage(s) addressed by the alternate bid. Any alternate bid, in addition to the marking described above, must be clearly marked with the legend: “Alternate Bid #101-HCC2026-03 [for ‘name of Vendor’]”. Each bid must be for a specific set of Goods and Services and must include specific pricing. If a Vendor chooses to respond with various offerings, each must be offered with a separate price and be contained in a separate bid. Each bid must be complete and independent of other bids offered.

https://eprocurement.nc.gov/news-events/evp-updates-vendors

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2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

Relevant definitions for this IFB are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found below which are incorporated herein by this reference.

3.0 METHOD OF AWARD AND BID EVALUATION PROCESS

3.1 METHOD OF AWARD

North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the State’s best interest.

All responsive bids will be reviewed, and an award or awards will be based on the responsive bid(s) offering the lowest price that meets the specifications provided herein, to include any required verifications set out here in such as but not limited to past performance, references, and financial documents.

While the intent of this IFB is to award a Contract(s) to a single Vendor, the State reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items, or to cancel this IFB in its entirety without awarding a Contract, if it is considered to be most advantageous to the State to do so.

The State reserves the right to waive any minor informality or technicality in bids received.

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

While this IFB is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See the Paragraph 29 of the Instructions to Vendors entitled COMMUNICATIONS BY VENDORS.

Each Vendor submitting a bid to this IFB, including its employees, agents, subcontractors, suppliers, subsidiaries and affiliates, is prohibited from having any communications with any person inside or outside the using agency; issuing agency; other government agency office or body (including the purchaser named above, any department secretary, agency head, members of the General Assembly and Governor’s office); or private entity, if the communication refers to the content of Vendor’s bid or qualifications, the content of another Vendor’s proposal, another Vendor’s qualifications or ability to perform a resulting contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals, the award of a contract, or both.

Any Vendor not in compliance with this provision shall be disqualified from evaluation and award. A Vendor’s proposal may be disqualified if its subcontractor and/or supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement until the date of contract award or cancellation of the procurement). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency for this IFB or inquiries directed to the purchaser named in this IFB regarding requirements of the IFB (prior to proposal submission) or the status of the award (after submission) are excepted from this provision.

3.3 BID EVALUATION PROCESS

Only responsive submissions will be evaluated.

The State will conduct an evaluation of responsive Bids, as follows:

Bids will be received according to the method stated in the Bid Submittal section above.

All bids must be received by the issuing agency not later than the date and time specified in the IFB SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the State reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the State.

At the date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum, the bids from each responding Vendor will be opened publicly and all offers (except those that have been previously withdrawn, or voided bids) will be tabulated. The tabulation shall be made public at the time it is created. When negotiations after receipt of bids is authorized pursuant to G.S. 143-49 and 01 NCAC 05B.0503, only the names of offerors and the Goods and Services offered shall be tabulated at the time of opening. Cost and price shall become available for public inspection at the time of the award. Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor’s pricing position.

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At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the bid. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all bids should be complete and reflect the most favorable terms available from the Vendor. Prices bid cannot be altered or modified as part of a clarification.

Bids will generally be evaluated, based on completeness, content, cost and responsibility of the Vendor to supply the requested Goods and Services. Specific evaluation criteria are listed in Section 3.1 METHOD OF AWARD.

Upon completion of the evaluation process, the State will make Award(s) based on the evaluation and post the award(s) to the State’s eVP website under the IFB number for this solicitation. Award of a Contract to one Vendor does not mean that the other bids lacked merit, but that, all factors considered, the selected bid was deemed most advantageous and represented the best value to the State.

The State reserves the right to negotiate with one or more Vendors, or to reject all original offers and negotiate with one or more sources of supply that may be capable of satisfying the requirement, and in either case to require Vendor to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the State.

3.4 PERFORMANCE OUTSIDE THE UNITED STATES

Vendor shall complete ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this IFB, the State may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the State:

a) Total cost to the State

b) Level of quality provided by the Vendor

c) Process and performance capability across multiple jurisdictions

d) Protection of the State’s information and intellectual property

e) Availability of pertinent skills

f) Ability to understand the State’s business requirements and internal operational culture

g) Particular risk factors such as the security of the State’s information technology

h) Relations with citizens and employees

i) Contract enforcement jurisdictional issues

3.5 INTERPRETATION OF TERMS AND PHRASES

This IFB serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the State; and

(2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether bids should be evaluated or rejected, the State will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the State’s needs as described in the IFB. Except as specifically stated in the IFB, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the State exercising its discretion to reject a bid in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this IFB. By submitting a bid, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements, and terms and conditions stated in this IFB. If a Vendor is unclear about a requirement or specification, or believes a change to a requirement would allow for the State to receive a better bid, the Vendor is urged to submit these items in the form of a question during the question and answer period in accordance with the Bid Questions Section above.

4.1 PRICING

Bid price shall constitute the total cost to the State for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees.

Complete ATTACHMENT A: PRICING FORM and include in Vendor’s response.

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4.2 FINANCIAL STABILITY

As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction.

Each Vendor shall certify it is financially stable by completing ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION. The State is requiring this certification to minimize potential issues from contracting with a Vendor that is financially unstable. From the date of the Certification to the expiration of the Contract, the Vendor shall notify the State within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification. The Contract Manager may require annual recertification of the Vendor’s financial stability.

4.3 HUB PARTICIPATION

Pursuant to North Carolina General Statute G.S. 143-48, it is State policy to encourage and promote the use of small, minority, physically handicapped, and women contractors in purchasing Goods and Services. As such, this IFB will serve to identify those Vendors that are minority owned or have a strategic plan to support the State’s Historically Underutilized Business program by meeting or exceeding the goal of 10% utilization of diverse firms as 1st or 2nd tier subcontractors. Vendor shall complete

ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION.

4.4 REFERENCES

Vendor shall provide at least three (3) references, using ATTACHMENT E: CUSTOMER REFERENCE FORM, for which it has provided Services of similar size and scope to those proposed herein. The State shall contact these users to determine whether the Services provided are substantially similar in scope to those proposed herein and whether Vendor’s performance has been satisfactory. The information obtained shall be considered in the evaluation of the Bid.

4.5 BACKGROUND CHECKS

Vendor and its personnel are required to provide or undergo background checks at Vendor’s expense prior to beginning work with the State. As part of Vendor background, the following details must be provided to the State:

a) Any criminal felony conviction, or conviction of any crime involving moral turpitude, including, but not limited to fraud, misappropriation or deception, by Vendor, its officers or directors, or any of its employees or other personnel to provide

Services on this project, of which Vendor has knowledge, or provide a statement that Vendor is aware of none;

b) Any criminal investigation for any offense involving moral turpitude, including, but not limited to fraud, misappropriation, falsification or deception pending against Vendor of which it has knowledge, or provide a statement Vendor is aware of none;

Any regulatory sanctions levied against Vendor or any of its officers, directors or its professional employees expected to provide Services on this project by any state or federal regulatory agencies within the past three years or a statement that there are none. As used herein, the term “regulatory sanctions” includes the revocation or suspension of any license or certification, the levying of any monetary penalties or fines, and the issuance of any written warnings;

Any regulatory investigations pending against Vendor or any of its officers, directors or its professional employees expected to provide Services on this project by any state or federal regulatory agencies of which Vendor has knowledge or a statement that there are none.

Any civil litigation, arbitration, proceeding, or judgments pending against Vendor during the three (3) years preceding submission of its bid herein or a statement that there are none.

Vendor’s response to these requests shall be considered a continuing representation, and Vendor’s failure to notify the State within thirty (30) days of any criminal litigation, investigation or proceeding involving Vendor or its then current officers, directors or persons providing Services under this Contract during its term shall constitute a material breach of contract. The provisions of this paragraph shall also apply to any subcontractor utilized by Vendor to perform Services under this Contract.

It is the policy of the College to provide a crime-free and safe environment for employees to work. Haywood Community College requires a criminal background check on Vendor’s personnel. The criminal check shall include felonies, misdemeanors, and traffic records covering a minimum of the last seven (7) years for all states and counties where the individual has resided. The

Ver: 11/2025 12 criminal check information shall be first thoroughly reviewed by the Vendor and then sent to the HCC Contract Manager for review and approval. Out-of-state searches shall be required for persons living in the State of NC for less than seven (7) years.

Twenty-four (24) hours prior to any person entering the buildings on janitorial business or performing work under this contract, or being brought in by the Vendor for introduction, the Vendor shall provide the HCC Contract Manager with statewide criminal background checks for all representatives noted above, including themselves. The HCC Contract Manager shall review the documents and inform the Vendor as soon as possible if the prospective worker will be permitted to perform work under this contract. Persons without this approved criminal background check shall be turned away and not allowed to work in the buildings until proper documentation is submitted and approved. Submitting a false criminal background check or a criminal background check of a known felon shall result in a cancellation of the contract.

Any individual representing the company who, in their lifetime, has been adjudicated as a habitual felon as defined by GS 14-

7.1 or a violent habitual felon as defined by GS 14-7.7, shall not be allowed to work on College property. Any individual representing the company, convicted of any criminal felony during the last seven (7) years shall not be allowed to work. Any individual representing the company found at any time to have an outstanding warrant or pending court case shall not be allowed to work on College property. The College shall have the ability to reject any applicant.

BUILDING SECURITY LOG: All persons representing the Vendor shall individually sign in and out on the monthly supervisor's workday log each time they enter and exit the workplace. Signing in and out at the same time is not acceptable. Days not signed on the log by the cleaning employees shall not be paid for unless the HCC Contract Manager or Vendor can verify that the cleaning was done. The log shall be located at a place agreeable to the Vendor and the HCC Contract Manager. The completed log shall be submitted to the HCC Contract Manager by the Vendor on a monthly basis, along with the invoice. The Vendor or their employees shall start a new log.

4.5.1 VENDOR BACKGROUND CHECK AGREEMENT

Vendor agrees to conduct a criminal background check and all required security clearances per the specifications above in this section on all employees proposed to work under this Contract, at its expense, and provide the required documentation to the State and Haywood Community College in order to perform Services under this Contract:

YES NO

4.6 PERSONNEL

Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner. “Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the State. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s).

HCC shall review all personnel prior to beginning work under this Contract. HCC has the right to reject any person.

Should the Vendor’s bid result in an award, the Vendor shall be required to agree that it will not substitute key personnel assigned to the performance of the Contract without prior written approval by the Contract Lead. Vendor shall further agree that it will notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. The State will approve or disapprove the requested substitution in a timely manner. The State may, in its sole discretion, terminate the Services of any person providing Services under this Contract. Upon such termination, the State may request acceptable substitute personnel or terminate the contract Services provided by such personnel.

4.7 VENDOR’S REPRESENTATIONS

If Vendor’s bid results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the State under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the Service and deliverables under a resulting Contract, or are an inherent part of or necessary sub-task included within such Service, they will be deemed to be implied by and included within the scope of the Contract to the same extent and in the same manner as if specifically described in the Contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables.

Ver: 11/2025 13

4.8 AGENCY INSURANCE REQUIREMENTS MODIFICATION

A. Default Insurance Coverage from the General Terms and Conditions applicable to this Solicitation:

☐ Small Purchases

☐ Contract value in excess of the Small Purchase threshold, but up to $1,000,000.00

☒ Contract value in excess of $1,000,000.00

Bonding and Insurance Requirements:

Vendor shall procure and maintain, at its own expense, the following insurance coverages with insurers licensed to do business in the State of North Carolina:

1. Employee Dishonesty / Janitorial Bond

In the minimum amount of $100,000, covering all employees of the vendor against loss due to theft, whether actual or alleged.

2. Commercial General Liability Insurance

With limits of not less than:

o $1,000,000 per occurrence o $2,000,000 aggregate

Coverage shall include bodily injury, property damage, and contractual liability.

Haywood Community College shall be named as an Additional Insured on the Commercial General Liability policy.

The apparent awardee shall provide certificates of insurance evidencing the required coverage within five (5) business days of notification of award. The State reserves the right to withhold contract execution until acceptable certificates are received.

Renewal certificates shall be provided annually thereafter and upon policy renewal during the term of the contract.

5.0 SPECIFICATIONS AND SCOPE OF WORK

5.1 GENERAL SPECIFICATIONS

The Vendor shall provide complete janitorial services necessary to maintain all designated facilities in a clean, sanitary, orderly, and safe condition consistent with industry standards for higher education facilities.

Services shall include, at a minimum:

• Routine cleaning

• Restroom sanitation

• Trash and recycling removal

• Floor care

• Periodic deep cleaning

• Event support services

• Emergency response cleaning

The Vendor shall furnish all labor, supervision, training, equipment, tools, chemicals, and consumable supplies necessary to perform the required services unless specifically identified as provided by HCC.

All work shall:

• Comply with OSHA, EPA, and applicable State regulations

• Use approved cleaning products and methods

• Be performed in a professional and workmanlike manner

• Minimize disruption to College operations

Ver: 11/2025 14

The Vendor is responsible for managing staffing levels, schedules, and methods necessary to meet the service standards described in this Contract.

5.2 BUILDING LISTING/SPACE

Janitorial services shall be provided for the following HCC facilities:

Main Campus 185 Freedlander Drive, Clyde, NC 28721

Regional High Technology Center 112 Industrial Park Drive, Waynesville, NC 28786

Regional Business Advancement Center 144 Industrial Park Drive, Waynesville, NC 28786

West Waynesville Annex 23 Hendrix Street, Waynesville, NC 28786

The total cleanable area covered under this Contract is approximately:

250,930 square feet

A detailed building and square footage breakdown is provided below for pricing and staffing purposes.

Building # Building Name Net Area Gross Area

100 Frazell Administration Building 4,764 5,733

200 Alder 26,584 37,054

300 Hickory 28,680 43,020

400 Dogwood 6,741 7,703

800 Buckeye 6,109 7,154

900 Poplar 8,727 10,841

1000 Birch 4,483 12,322

1100 Balsam 2,037 8,200

1400 Oak 5,554 6,037

1500 Hemlock 32,503 45,649

1600 Pine 1,587 16,748

2000 Ironwood - J.M West Junior Center 1,000 1,600

3000 Regional High Technology Center “RHTC” 15,615 26,295

3200 Chestnut 4,031 5,424

3300 Walnut 11,541 18,106

3400 HCC West Waynesville Annex 4,046 5,343

3500 Hawthorn 10,880 14,710

4000 Regional Center for the Advancement of Children “RCAC” 15,222 19,334

5000 Regional Business Advancement Center “RBAC” 11,050 17,000

6000 Juniper 11,449 15,332

7000 Sycamore 27,023 40,722

9000 Public Services Training Facilities "PSTF" 10,304 12,535

N/A Research House 1,000 1,627

Total Sq. Ft. 250,930 378,489

HCC reserves the right to adjust square footage during the Contract term due to renovations, additions, or operational changes.

Pricing for added or reduced space shall be adjusted proportionally in accordance with the awarded rates.

Ver: 11/2025 15

5.3 SCOPE OF WORK & SPECIFICATIONS

The Vendor shall provide complete janitorial services necessary to maintain all assigned areas in a consistently clean, sanitary, orderly, and presentable condition.

Services shall include all reasonable and necessary labor, equipment, and materials required to accomplish the tasks identified in this section. The Vendor shall provide sufficient staffing and onsite supervision to ensure services are performed effectively and on schedule.

Cleaning services shall generally occur during the College’s normal operating hours unless otherwise coordinated with the HCC Contract Manager.

If any customary or implied custodial duties are not specifically listed but are reasonably necessary to achieve acceptable cleanliness standards, such duties shall be considered included within the scope of this Contract.

5.4 MATERIALS, SUPPLIES, TOOLS, & EQUIPMENT

The Vendor shall supply all cleaning materials, chemicals, consumables, tools, and equipment necessary to perform the required services, including but not limited to:

• Cleaning chemicals and disinfectants

• Floor care equipment

• Vacuums (HEPA recommended)

• Trash liners

• Restroom paper products

• Soaps and related supplies

All products shall be appropriate for their intended use, compliant with OSHA and EPA requirements, and used according to manufacturer instructions. Safety Data Sheets (SDS) shall be maintained and provided to HCC upon request.

HCC reserves the right to require substitution and/or replacement of any product that presents safety concerns or does not meet performance expectations.

5.5 GENERAL CLEANING

The Vendor shall supply all cleaning materials, chemicals, consumables, tools, and equipment necessary to perform the required services, including but not limited to:

• Cleaning chemicals and disinfectants

• Floor care equipment

• Vacuums (HEPA recommended)

• Trash liners

• Restroom paper products (Including dispensers compatible with supplies)

• Soaps and related supplies (Including dispensers compatible with supplies)

• Batteries for dispensers

All products shall be appropriate for their intended use, compliant with OSHA and EPA requirements, and used according to manufacturer instructions. Safety Data Sheets (SDS) shall be maintained and provided to HCC upon request.

HCC reserves the right to require substitution and/or replacement of any product that presents safety concerns or does not meet performance expectations. The Vendor shall perform all general cleaning duties as defined in this document, including daily, weekly, bi-weekly, monthly, quarterly, and annual tasks. No portion of this work may be subcontracted except for specialty services such as window cleaning, floor refinishing, or other work approved in advance and in writing by the HCC Contract Manager.

General cleaning shall be performed primarily during the College’s normal operating hours, Monday through Friday, 6:00 a.m.

to 11:00 p.m., and Saturday through Sunday, 8:00 a.m. to 8:00 p.m. Cleaning of the Regional Center for the Advancement of Children (RCAC) shall occur exclusively after the facility closes at 5:30 p.m. To ensure continuous custodial presence and rapid response to service needs. The Vendor shall maintain qualified custodial staff on-site throughout the day to address cleaning requests and emergent issues.

Ver: 11/2025 16

5.5.1 Operational Oversight, Scheduling, and Quality Assurance

5.5.1.1 Scheduling & Staffing Requirements

The vendor shall submit a detailed daily and weekly cleaning schedule identifying personnel assignments, building coverage hours, and shift responsibilities.

The schedule must be approved by the HCC Contract Manager prior to the start of services.

Any modifications to staffing, routes, or schedules require prior written approval from the HCC Contract Manager.

Vendor shall assign an onsite supervisor or lead custodian who is physically present during all daytime operations.

The supervisor is responsible for directing custodial staff, communicating with HCC departments, and ensuring compliance with schedules, standards, and policies.

5.5.1.2 Daily Cleaning Logs

Each building shall maintain a daily cleaning log completed by custodial staff performing the work.

Logs shall include:

Completion of assigned tasks

Building deficiencies or problem areas

Time of task completion

The Custodian of Record must print and sign their name to the daily logs upon completion.

Logs will be submitted by the onsite supervisor during the bi-weekly Campus Development Managers’ meeting or any replacement standing meeting designated by the HCC Contract Manager.

All logs must be retained for at least six (6) months and made available upon request for audit, inspection, or performance review.

Log books will be provided by HCC and can be edited or audited at any time by the HCC Contract Manager.

5.5.1.3 Inspection & Deficiency Correction

HCC reserves the right to inspect any facility area at any time to verify cleanliness, sanitation, and compliance with contract requirements.

Any deficiencies identified during inspection shall be corrected by the Vendor within 24 hours, or immediately if the issue poses health or safety concern.

Failure to correct deficiencies within the required time frame may result in written notice, payment deductions, or other corrective actions.

5.5.1.4 Performance Evaluation

The HCC Contract Manager will evaluate custodial performance through:

Scheduled and unscheduled inspections

Review of daily logs and supervisor reports

Feedback from HCC faculty, staff, and department heads

Repeated cleaning deficiencies, failure to correct issues, incomplete staffing, or patterns of substandard performance shall constitute grounds for corrective action, including:

Written warnings

Required vendor remediation plans

Deductions from monthly invoices

5.5.1.5 Termination of contract for cause, if necessary

5.5.1.6 Implied Services

Ver: 11/2025 17

If any customary or implied custodial duties are inadvertently omitted from this document, the contract shall be interpreted to include all tasks necessary to maintain HCC facilities in a clean, safe, sanitary, and presentable condition consistent with industry standards for higher-education buildings.

5.6 TASKS & FREQUENCY: DAILY, WEEKLY, BI-WEEKLY, AND QUARTERLY CLEANING

5.6.1 Daily Cleaning (minimum)

• Sweep, dust mop, or vacuum all floors

• Spot mop spills and visibly soiled areas on all floors

• Wipe and disinfect high-touch surfaces (handles, rails, switches, counters) all areas

• Spot clean glass and entryways all buildings

• Remove cobwebs and visible debris all areas

• All restrooms shall be cleaned daily. Clean and disinfect toilets, urinals, seats, and flush handles. Clean and sanitize sinks, counters, and faucets. Clean mirrors to ensure streak-free finish. Refill toilet paper, paper towels, soap, and sanitary products. Empty all trash and sanitary receptacles; replace liners. Sweep and mop floors with disinfectants, including behind doorway. Spot clean partitions, stall doors, and walls. Clean and disinfect high-touch surfaces such as door handles and light switches. Place wet floor signage during and after mopping until floor is dry. Dust all surfaces and remove cobwebs. Personnel shall wear disposable rubber gloves when cleaning restrooms. Deodorize, wash and disinfect all traps, drains, toilet seats, urinals, sinks, counter tops, dispensers and all chrome surfaces including, but not limited to, doorknobs, handles, hand plates, stainless steel shelving, cabinets, mirrors, and exposed sink drains.

Floor drains shall have enough sanitizer poured into them to be clearly seen. Disinfectants used must be approved by

HCC (Clorox is not allowed). Replenish restroom supplies. Empty all interior and exterior trash cans and recycling receptacles; wipe clean all trash cans and recycling receptacles with a damp cloth (wash if needed). Change liners as needed to maintain cleanliness and eliminate odors. Trash and recycling collection barrels/bins are to be emptied daily or as needed based on usage in all areas, common and otherwise. There shall be no instances of overflowing garbage bins or recycling receptacles at any location contracted within this agreement. The vendor may never mix trash with recycling. The vendor shall never throw plastic waste bags into the recycling container. Recycling practices must follow company and state regulations. Empty paper shredders in recycling containers daily.

5.6.2 Weekly Cleaning (minimum)

• Mop or scrub hard floor surfaces all areas