2-KGS1166518 Parking Deck Sweeping Services.pdf

Raleigh, North Carolina Invitation for Bids (IFB)

#63-KGS1166518 - Parking Deck Sweeping Services

For internal administrative processing, including tabulation of bids for posting to Bonfire and the State of North Carolina Electronic Vendor Portal (eVP) , please provide your company’s Federal Employer Identification Number or alternate identification number (e.g. Social Security Number).

We HIGHLY recommend you register in order to see bid tabulations and award results. 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 available for public inspection.

THIS PAGE IS TO BE COMPLETED AND INCLUDED WITH

YOUR BID. FAILURE TO DO SO MAY SUBJECT YOUR BID

TO REJECTION.

Federal ID Number or Social Security Number:

SUPPLIER NAME:

DATE:

https://ncsu.bonfirehub.com/portal/?tab=openOpportunities https://evp.nc.gov/

GENERAL INFORMATION ON SUBMITTING BIDS

1. EXCEPTIONS: All bids are subject to the terms and conditions outlined herein. All responses shall be controlled by such terms and conditions and the submission of other terms and conditions, price lists, catalogs, and/or other documents as part of an offeror's response will be waived and have no effect either on this Invitation for Bids or on any contract that may be awarded resulting from this solicitation. Offeror specifically agrees to the conditions set forth in the above paragraph by signature to the bid.

2. BID SUBMITTAL : NC State University uses a third-party eProcurement strategic sourcing provider, Bonfire, for accepting and evaluating bids digitally. All bids must be received by the issuing agency not later than the date and time listed on the cover sheet of this bid. Bids shall be uploaded to:

https://ncsu.bonfirehub.com/opportunities/230262

Invitation for Bids (IFB) documents are advertised on the State of North Carolina Electronic Vendor Portal System ( eVP ) and Bonfire . An addendum to this IFB may be issued. If required, any subsequent addenda must be signed and submitted with the bid upload. It is the vendor’s responsibility to verify that all applicable addenda are submitted as required.

For support or technical questions related to your submission, please contact Bonfire at support.bonfire@eunasolutions.com or visit their help forum at https://help.eunasolutions.com/hc/en-us/

3. BONFIRE REQUESTED DOCUMENTATION & INFORMATION: Elaborate bids in the form of brochures or other presentations beyond that necessary to present a complete and effective bid are not desired. In an effort to support the sustainability efforts of the State of North Carolina we are receiving bids via electronic submission.

Please note the type and number of files allowed. The maximum upload file size is 1000 MB.

Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed. Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated. Minimum system requirements: Microsoft Edge, Google Chrome, or Mozilla Firefox. Javascript must be enabled. Browser cookies must be enabled.

Name File Type # of Files Requirement

Completed NC State University IFB Document

PDF Multiple Required

Technical and Experience Narrative PDF Multiple Required

Section 7 Cost Sheet (BT-29AI) BidTable:

Excel (.xlsx)

1 Required

ACORD Certificate of Insurance PDF Multiple Required

All documents required to complete your submission must be downloaded from the supporting documentation and/or requested information sections of Bonfire. You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

Each item of Requested Information will only be visible to NC State University after the Closing Time.

4. ORAL PRESENTATIONS: During the evaluation and at their option, the evaluators may request oral presentations from any or all offerors for the purpose of clarification or to amplify the materials presented in any part of the bid. However, offerors are cautioned that the https://evp.nc.gov/ https://ncsu.bonfirehub.com/opportunities mailto:support.bonfire@eunasolutions.com evaluators are not required to request clarification; therefore, all bids should be complete and reflect the most favorable terms available from the offeror.

5. BID EVALUATION: Bids will be evaluated as outlined herein. The award of a contract to one offeror does not mean that the other bids lacked merit, but that, all factors considered, the selected bid was deemed to provide the best value to the University, and/or the State.

6. COMMENCEMENT OF SERVICES: After bids are evaluated, and an offer is made, accepted and approved by appropriate authorities, the University will issue a purchase order, a contract or a letter of agreement as an indicator to commence services.

7. REQUEST FOR OFFERS: Offerors are cautioned that this is a request for offers, not a request to contract and the University/State reserves the unqualified right to reject any and all offers when such rejection is deemed to be in the best interest of the University or State.

8. ORAL EXPLANATIONS: The University shall not be bound by oral explanations or instructions given at any time during the competitive process or after award.

9. REFERENCE TO OTHER DATA: Only information which is received in response to this IFB will be evaluated; reference to information previously submitted shall not be evaluated.

10. COST FOR BID PREPARATION: Any costs incurred by offerors in preparing or submitting offers are the offerors' sole responsibility; the University will not reimburse any offeror for any costs incurred prior to award.

11. TIME FOR ACCEPTANCE: Each bid shall state that it is a firm offer which may be accepted within a period of forty-five (45) days from the bid opening. Although the contract is expected to be awarded prior to that time, the 45-day period is requested to allow for unforeseen delays.

12. TITLES: Titles and headings in this IFB and any subsequent contract are for convenience only and shall have no binding force or effect.

13. CONFIDENTIALITY OF BIDS: In submitting its bid the offeror agrees not to discuss or otherwise reveal the contents of the bid to any source outside of the using or issuing agency, government or private, until after the award of the contract. Offerors not in compliance with this provision may be disqualified, at the option of the State, from contract award. Only discussions authorized by the University are exempt from this provision.

14. RIGHT TO SUBMITTED MATERIAL: All responses, inquiries, or correspondence relating to or in reference to the IFB, and all other reports, charts, displays, schedules, exhibits, and other documentation submitted by the offerors shall become the property of the State when received.

15. OFFEROR’S REPRESENTATIVE: Each offeror shall submit with its bid the name, address, and telephone number of the person(s) with authority to bind the firm and answer questions or provide clarification concerning the firm's bid.

16. PROPRIETARY INFORMATION: To the extent permitted by N.C.G.S. §132-1.3 trade secrets which the Contractor does not wish disclosed other than to personnel involved in the evaluation or contract administration will be kept confidential identified as follows: Each page shall be identified in boldface at the top and bottom as "CONFIDENTIAL". Any section of the bid which is to remain confidential shall also be so marked in boldface on the title page of that section.

Cost information is not confidential. In spite of what is labeled as confidential, the determination as to whether or not it is shall be determined by North Carolina law.

17. HISTORICALLY UNDERUTILIZED BUSINESSES: Pursuant to N.C.G.S. §143-48 and Executive Order #150, the University invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled.

18. PROTEST PROCEDURES: A party wanting to protest a contract award pursuant to this solicitation must submit a written request to the Director of Purchasing, North Carolina State University, Purchasing Department, Campus Box 7212, Raleigh, NC 27695-7212. This request must be received in the University Purchasing Department within thirty (30) consecutive calendar days from the date of the contract award, and must contain specific sound reasons and any supporting documentation for the protest. NOTE: Contract award notices are sent only to those actually awarded contracts, and not to every person or firm responding to this solicitation. Offerors may call the purchaser listed on the first page of this document to obtain a verbal status of contract award. All protests will be handled pursuant to the North Carolina Administrative Code, Title 1, Department of Administration, Chapter 5, Purchase and Contract, Section 5B.1519.

19. CONTRACTOR REGISTRATION AND SOLICITATION NOTIFICATION SYSTEM: Contractor Link NC allows Contractors to electronically register free with the State to receive electronic notification of current procurement opportunities for goods and services available on the Electronic Vendor Portal System. Online registration and other purchasing information are available on the web site: http://www.state.nc.us/pandc/ .

20. RECIPROCAL PREFERENCE: N.C.G.S. §143-59 establishes a reciprocal preference law to discourage other states from applying in-state preferences against North Carolina’s resident offerors. The “Principal Place of Business” is defined as the principal place from which the trade or business of the offeror is directed or managed.

21. ENTERPRISE-LEVEL IT SYSTEMS OR TECHNOLOGIES: The University is committed to promote and integrate universal IT accessibility in the delivery of its resources and to develop innovative solutions to accessibility challenges for students, faculty and staff. Contractors shall:

a. Assure all features, components and subsystems of the software or IT System contained on this IFB fully comply with Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C.794d), ( http://www.section508.gov );

OR

Detail why any feature, component or sub-system contained in this IFB does not fully comply with Section 508, and the way in which the proposed product is out of compliance;

b. If the Voluntary Product Accessibility Templates (VPAT) ( https://www.itic.org/policy/accessibility/vpat) are used, they must include compliance checklists for:

1. Technical Standards;

2. Function and Performance Criteria; and

3. Documentation and Support

c. The product offered in response to this IFB is subject to an accessibility evaluation by the University.

http://www.state.nc.us/pandc/ http://www.access-star.org/ITI-VPAT-

INVITATION FOR BIDS (IFB)

IFB # 63-KGS1166518

TITLE: Parking Deck Sweeping Services

USING DEPARTMENT: Transportation

ISSUE DATE: May 1, 2026

DUE DATE: 2:00 p.m., Friday, May 22, 2026

ISSUING AGENCY: NC State University Procurement Services Department Campus Box 7212 Raleigh, NC 27695

Proposals subject to the conditions made a part hereof will be accepted until 2:00 p.m., Friday, May 22, 2026 for furnishing services described herein.

Bids must be submitted electronically at:

https://ncsu.bonfirehub.com/opportunities/230262

Upload scanned pages from this IFB document included with your bid response where indicated on the Bonfire website.

Direct all inquiries (via email) concerning this IFB to: Kristen Shelton, CPPB NC State University

Procurement Services Department

Email: kgshelto@ncsu.edu

NOTE: Questions concerning the IFB requirements must be submitted in writing via email to kgshelto@ncsu.edu , Subject Line: IFB #63-KGS1166518 - Questions , no later than 5:00 p.m on Tuesday, May 12, 2025 . Questions will be answered in the form of an addendum to this RFP. No other contact with university representatives regarding this RFP is allowed during the proposal process. Attempts to obtain information directly from university personnel, or by any other means, may subject your proposal response to rejection. Please use the following template to submit your questions:

Reference Supplier Question

RFP Section, Page Number Supplier question …?

Insert rows as needed https://ncsu.bonfirehub.com/opportunities/63054 mailto:kgshelto@ncsu.edu mailto:kgshelto@ncsu.edu

Section 1: Introduction - Purpose and Background

North Carolina State University, hereinafter referred to as "University," is seeking bids from qualified and experienced Contractors, hereinafter referred to as "Contractor" or "Vendor," to provide comprehensive mechanical sweeping and debris removal services for twelve (12) multi-level parking decks managed by NC State Transportation. The intent of this Invitation for Bid (IFB) is to establish a term contract for the maintenance of a clean, safe, and compliant environment pursuant to University safety standards and state environmental regulations.

Section 2: Contract Period

The term of any resulting agreement shall be for a period of one (1) year commencing July 1, 2026, and ending June 30, 2027. At the University’s sole option, and under the same terms and conditions herein stated, this contract may be extended for up to four (4) additional one

(1) year periods. The total contract period shall not exceed five (5) years from the initial effective date.

Section 3: Scope of Work and Specifications

3.1 Project Overview and General Requirements

The Contractor shall provide all labor, equipment, supervision, and traffic control materials necessary to perform comprehensive mechanical sweeping and debris removal services for twelve (12) multi-level parking decks managed by NC State Transportation, outlined in Appendix A. The Contractor shall maintain a clean, safe, and compliant environment for students, faculty, staff, and visitors in accordance with the standards set forth herein.

3.1.1 Facility Locations and Map

A high-resolution Campus Parking Map, Exhibit A, of all University parking facilities is provided as a separate attachment in the Bonfire Portal and is available at the following link:

2025-26 NC State Parking Map . This map is incorporated into this IFB by reference. Bidders are responsible for reviewing facility locations outlined below in Appendix A and the map to ensure efficient mobilization. Note: The University Towers (RT) Deck (located at the corner of Friendly Dr. and Pullen Rd.) has a strict maximum clearance of 6’5”.

3.2 Base Scope of Services

The Contractor shall perform the following at each designated parking facility:

Item # Specifications

Bidder Compliance (Circle or Check)

YES NO

Mechanical Sweeping: Full mechanical sweeping of all drive lanes, parking stalls, ramps, and rooftop levels, including entrance and exit lanes and areas surrounding pay stations and equipment bases.

https://transportation.ncsu.edu/wp-content/uploads/sites/46/2025/08/25_26_Parking_Map_web.pdf https://transportation.ncsu.edu/wp-content/uploads/sites/46/2025/08/25_26_Parking_Map_web.pdf

Removal of Debris: Systematic removal of dirt, sand, trash, leaves, organic debris, and accumulated sediment.

Detail Cleaning: Hand-blowing or vacuuming of debris from corners, curb lines, expansion joints, areas adjacent to stair towers and elevator lobbies, and along perimeter walls and wheel stops.

In addition to hand-blowing corners and expansion joints, the Supplier shall perform manual shoveling or loosening of heavy silt/mud in low-lying areas. The expectation is that the entire deck surface presents a "broom swept" appearance upon completion

Drainage Maintenance: Removal of surface debris from drain inlets; however, this scope does not include high-pressure jetting of internal pipes.

Debris Disposal: Pursuant to environmental regulations, the Contractor must provide proper off-site disposal of all collected materials. No debris shall be relocated to adjacent landscaped areas or surface lots.

All collected materials must be hauled off-campus for private disposal. Use of University dumpsters or on-campus sites is strictly prohibited.

3.3 Scheduling and Operational Requirements

Item # Specifications

Bidder Compliance (Circle or Check)

YES NO

Operational Hours: Work shall be performed during off-peak hours to minimize disruption. Night work is required between the hours of 7:00 PM and 4:30 AM.

Coordination: The Contractor must coordinate with NC State Transportation regarding all deck closures, required signage, and traffic control measures. Work must not disrupt campus events without prior written coordination and approval.

Facility Access & Gates: The University will ensure that gate arms are raised during the designated service window. Note: Currently, only the University Towers Deck and a portion of the Coliseum Deck are gated. The Supplier must report any access issues immediately to the University representative.

Note: All equipment must be 6’5” or lower to access the University Towers Deck.

Parked Vehicles: While the University will attempt to clear decks, the Supplier shall expect some remaining vehicles. The Supplier is required to sweep around any remaining parked vehicles using the same manual blowing/sweeping process required for corners and edges.

Service Windows: Services are generally required three (3) times per fiscal year:

1. Early August (prior to student return)

2. Late December / Early January (prior to student return)

3. Late April / Early May (prior to graduation)

Note: The University reserves the right to adjust this schedule after contract issuance based on institutional need.

3.4 Equipment and Performance Standards

Item # Specifications

Bidder Compliance (Circle or Check)

YES NO

Equipment Specifications: Contractor shall utilize regenerative air or vacuum-assisted mechanical sweepers specifically suitable for structured parking decks. Equipment shall be non-marking and shall not damage deck surfaces. The use of steel bristles is strictly prohibited unless specifically approved in writing by the University.

Vehicle Height Clearance: CRITICAL: Sweeping equipment must not exceed a maximum height of 6’5”.

This is the lowest minimum clearance at the University Towers (UT) Deck. The Vendor is responsible for ensuring all equipment used on-site can safely navigate all levels of the assigned facilities without causing damage.

Dust Suppression: Mandatory dust control measures are required to prevent airborne particulate migration during all sweeping operations. The University will provide access to water spigots at the Coliseum, University Towers, West, CBC, Partners Way, Oval, and MRC decks. For all other locations, the Supplier must arrive with a full water tank.

Performance Quality: Upon completion, there shall be no visible debris accumulation, no sediment buildup along curb lines, and no debris left in drains or stairwells. Work must meet inspection standards set by NC State Transportation.

Inspection and Remediation: The University will inspect work within 24 hours of completion. Any deficiencies must be corrected by the Supplier within 48 hours of notification at no additional cost.

3.5 Environmental, Safety, and Reporting

Item # Specifications

Bidder Compliance (Circle or Check)

YES NO

Compliance: Contractor shall comply with all local, state, and University environmental requirements. No wash-down or discharge into storm systems is permitted.

Safety Protocols: All personnel must wear high-visibility apparel and utilize proper traffic control devices. The Contractor shall adhere to all University safety protocols throughout the duration of the work.

Documentation: Contractor shall provide before-and-after photographic documentation of each deck. Furthermore, the Contractor is required to report any observed damage, trip hazards, or drainage issues discovered during the performance of the work.

Section 4: Supplier Experience Requirements

In order for offers to be considered responsive, Bidders must meet the minimum prior experience requirements described herein. A Bidder’s failure to meet these minimum requirements, or failure to provide the requested information, will cause its bid to be considered non-responsive and it will be rejected.

4.1 General Experience Requirements

The Bidder shall demonstrate that they have a minimum of three (3) years of experience in providing professional mechanical parking deck sweeping and debris removal services. To demonstrate this requirement, the Bidder must include in their response a brief Company History or Executive Summary that clearly states the date the company was established and provides a summary of similar-scale contracts managed over the last three (3) years.

Preference may be given to Bidders who demonstrate that these services have been provided for higher education or large-scale institutional customers with similar multi-level parking structures.

The Bidder must be a legally registered business entity authorized to do business in the State of North Carolina. While a formal North Carolina General Contractor's license is not required for routine sweeping services, the Bidder must possess all necessary local business licenses, environmental permits (specifically regarding wastewater/runoff if applicable), and privilege licenses required by law to perform the work described in Section 3.

4.2 References

The Bidder shall provide a reference list of three (3) references demonstrating experience similar in nature and scope to the services required.

● Direct Contact: The University must be able to contact references directly. The University will not accept references that must be coordinated by the proposing supplier.

● Validity: It is the Vendor’s responsibility to provide valid and current contact information (Name, Email, and Phone Number).

● Scoring: References not responding to the University’s request for information within the evaluation period will be scored as if not provided. The University reserves the right to use reference check responses in its final evaluation of bids.

4.3 Subcontracting

The University’s contract is with the Prime Contractor. Should the Bidder intend to utilize subcontractors, the following terms apply:

● Existing Partnership: The bid response shall include a list of subcontractors for which the Bidder has an existing “partnering” relationship that may be utilized in the performance of work under any resulting award.

● Licensing: Subcontractors shall be properly licensed in their respective trades and are subject to all requirements (including Background Checks and Insurance) contained herein.

● Liability: All subcontractors’ work shall be considered a part of the contract project.

Any subcontractor involved in the work of this contract shall have no claim of payment or liability against the University. The Prime Contractor remains solely responsible for the performance of all subcontractors.

Does the Bidder intend to use Subcontractors? (If YES, provide a list of subcontractor names and their specific roles as an attachment.)

Bidder Compliance (Circle or Check)

YES NO

Section 5: Supplier Bid Response

The following information is required in response to this IFB. Failure to adequately provide specific information that can be effectively evaluated by NC State may disqualify a manufacturer’s equipment from consideration.

At minimum, the bid response package shall include the following and must be uploaded in the corresponding location on Bonfire:

1. Completed NC State University IFB:

○ Cover Page with Firm Name and Tax ID#

○ Reference page

○ Signed Execution of Bid page

2. Technical and Experience Narrative:

Bidders shall provide a detailed technical response (not to exceed 5 pages) confirming the Bidder’s ability to meet all specifications in Section 3 and Section 4 .

The response shall address the following:

1. Equipment Compliance: A complete equipment list including max vehicle height. Bidders must certify that equipment is 6’5” or lower for UT Deck access.

2. Operational Plan:

○ Method for manual "broom swept" detailing in corners and around parked vehicles.

○ Approach for heavy silt removal as described in Section 3.2.

○ Water hauling plan for facilities where University water is not provided.

3. Reporting: Sample of the "Service Completion Report" the vendor will submit after each night's work to trigger the University's 24-hour inspection window.

4. Experience: Evidence of the mandatory three (3) years of experience in parking deck or industrial sweeping.

3. Section 7 Cost Sheet (BT-29AI)

4. ACORD Certificate of Insurance (see Terms and Conditions for required coverage, Item #19), listing holder:

NC State University Procurement Services 2721 Sullivan Drive

Raleigh, NC 27695

5. Any applicable IFB addenda subsequent to this IFB that is required for return by statement on the addendum.

Incomplete bids will not be considered for award.

Section 6: Criteria For Evaluation and Award

All bids will be evaluated according to the following:

SCREENING CRITERIA: Complete bid response (as outlined in Section 5). All items requested are included in the response package and submitted as instructed. All files are transmitted to the Bonfire site without password or other lockdown requirements and proof of insurance demonstrates existing coverage meeting required minimum limits. Incomplete responses will not be considered further.

Bids meeting the screening criteria will then be further evaluated based on completeness, content, cost and responsibility of the Vendor to supply the requested goods and services.

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.

PASS/FAIL Mandatory Specifications Must check "YES" to all items in Section 3 Side-by-Side table.

PASS/FAIL Qualifications/Experience Qualifications of the Contractor in general, similar experience, specific experience is similar in nature and scope, and qualifications of personnel proposed to support any resulting contract. Must demonstrate a minimum of 3 years in business.

PASS/FAIL References Three (3) satisfactory references for similar scope. Reference responses demonstrate a record of better than satisfactory history of providing similar work without issues. Would references hire again? Promptness, willingness to work with University provide this equipment in a manner that the service is transparent to the attendee.

100 points Cost Cost scores are calculated by dividing each score into the lowest total cost proposal/proposed solution total cost x 100. Lowest cost receives all of the 100 available points. The remaining bid scores are calculated by dividing their cost into the low cost and multiplying that result by 100.

Example:

Supplier A’s proposed total cost = 150,000

Supplier B’s proposed total cost = $200,000 Supplier C’s proposed total cost = $100,000 (lowest total cost proposed)

Cost scores would be calculated as follows:

Supplier C: (100,000/100,000) x 100 = 100 points Supplier B: (100,000/200,000) x 100 = 50 points Supplier A: (100,000/150,000) x 100 = 66.67 points

Section 7: Cost

7.1 Pricing Instructions

Pricing shall be submitted via the BidTable, Section 7 Cost Proposal (BT-29AI), as described in the "Requested Information" section of the portal. The Bidder must provide a firm, fixed Cost per Sweep for each parking facility listed. This cost shall be "all-inclusive," covering all labor, supervision, mobilization, specialized low-clearance equipment (regenerative air/vacuum sweepers, 6’5” or lower), fuel, manual detailing/hand work, off-site debris disposal fees, and compliance costs for insurance and background checks.

7.2 BidTable Submission Requirements

● Completeness: Bidders must provide a price for every line item listed in the BidTable. A 'Zero' ($0.00) or 'N/A' entry may be deemed non-responsive and result in the rejection of the bid.

● Format: The BidTable must be submitted in its original Excel format. Failure to submit a completed BidTable in the requested format will result in the rejection of the bid.

● Unit Price Prevails: In the event of a mathematical error between the Unit Price per Sweep and the Annual Total Cost, the Unit Price shall prevail. The University reserves the right to correct any mathematical extensions for evaluation purposes.

● Site-Specific Pricing: By submitting a Unit Price for a facility, the Bidder acknowledges they have accounted for all site-specific constraints, including but not limited to: height clearances (6’5” at UT Deck), availability (or lack) of University-provided water, and the requirement for manual "broom swept" finishing in areas inaccessible to vehicles.

● Vendor Comments: A "Comments" column is provided for Bidders to include brief notes regarding facility-specific logistics (e.g., equipment width constraints or specific access needs). Important: Comments included in this column shall not be used to propose alternative terms, conditions, or pricing structures. Any comments that contradict the specifications in Section 3 or the terms of this IFB may result in the bid being deemed non-responsive.

7.3 Calculation for Evaluation

The "Annual Total Cost" for each facility will be automatically calculated by the following formula:

(Unit Price per Sweep) × 3 (Annual Frequency) = Annual Total Cost

The contract award will be determined based on the Grand Total of all Annual Total Costs for the base year.

7.4 Deck Grouping Acknowledgment

For pricing and operational purposes, the Coliseum & Expansion and Partners Way & Expansion are grouped as single line items. By submitting a bid, the Bidder acknowledges that these areas are to be serviced as a single continuous project and are priced accordingly as a combined facility.

REST OF PAGE INTENTIONAL LEFT BLANK

Supplier Name: _____________________________ IFB #63-KGS1166518

4.2 REFERENCES

OFFERORS MUST PROVIDE THREE (3) REFERENCES FOR CLIENTS WHO HAVE

PERFORMED SIMILAR WORK IN THE PAST THREE (3) YEARS.

#1 Company Name:

Company Full Address:

Contact Name:

Email Address:

Phone Number:

#2 Company Name:

Company Full Address:

Contact Name:

Email Address:

Phone Number:

#3 Company Name:

Company Full Address:

Contact Name:

Email Address:

Phone Number:

THIS PAGE MUST BE COMPLETED AND SUBMITTED AS A PART OF YOUR BID.

EXECUTION OF BID IFB #63-KGS1166518

The potential Contractor certifies the following by placing an "X" in all blank spaces:

That this bid was signed by an authorized representative of the firm.

That the potential Contractor has determined the cost and availability of all materials and supplies associated with performing the services outlined herein.

That all labor costs associated with this project have been determined, including all direct and indirect costs.

That the potential Contractor has attended the pre-bid conference and is aware of the prevailing conditions associated with performing these services.

That the potential Contractor agrees to the conditions as set forth in this Invitation for Bids with no exceptions.

That the potential Contractor carries the appropriate insurance and will perform background checks on employees as required herein. See items 19 & 31 of General Contract Terms and Conditions attached.

That no employee or agent has offered, and no State employee has accepted, any gift or gratuity in connection this contract, in violation of N.C.G.S. § 133-32; and

That it, and each of its sub-contractors under this contract, 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 G.S. §143-48.5.

That this bid is submitted competitively and without collusion. That none of our 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 that we are not an ineligible supplier as set forth in G.S. 143-59.1. False certification is a Class I Felony.

Therefore, in compliance with the foregoing Invitation for Bid, and subject to all terms and conditions thereof, the undersigned offers and agrees, if this bid is accepted within forty-five (45) days from the date of the opening, to furnish the services for the prices quoted during any resulting contract period.

Contractor Name:

Street Address:

City, State & Zip Code:

Representative’s Name:

Representative’s Title:

Representative’s Email: Phone#:

Representative’s Signature: Date:

THIS PAGE MUST BE COMPLETED AND INCLUDED IN YOUR BID RESPONSE

NORTH CAROLINA STATE UNIVERSITY GENERAL CONTRACT TERMS AND CONDITIONS

(Contractual and Consultant Services)

1. GOVERNING LAW: This contract is made under and shall be governed and construed in accordance with the laws of the State of North Carolina.

2. SITUS: The place of this contract, its situs and forum, shall be Wake County, North Carolina, where all matters, whether sounding in contract or tort, relating to its validity, construction, interpretation and enforcement shall be determined.

3. INDEPENDENT CONTRACTOR: The Contractor shall be considered to be an independent contractor and as such shall be wholly responsible for the work to be performed and for the supervision of its employees. The Contractor represents that it has, or will secure at its own expense, all personnel required in performing the services under this agreement. Such employees shall not be employees of, or have any individual contractual relationship with the University.

4. KEY PERSONNEL: The Contractor shall not substitute key personnel assigned to the performance of this contract without prior written approval by the University’s Contract Administrator. The individuals designated as key personnel for purposes of this contract are those specified in the Contractor’s bid.

5. SUBCONTRACTING: Work proposed to be performed under this contract by the Contractor or its employees shall not be subcontracted without prior written approval of the University’s Contract Administrator. Acceptance of an offeror’s bid shall include any subcontractor(s) specified therein.

6. INSPECTION AT CONTRACTOR’S SITE: The University reserves the right to inspect, at a reasonable time, the equipment/item, plant or other facilities of a prospective contractor prior to contract award, and during the contract term as necessary for the University’s determination that such equipment/item, plant or other facilities conform with the specifications/requirements and are adequate and suitable for the proper and effective performance of the contract.

7. PERFORMANCE AND DEFAULT: If, through any cause, the Contractor shall fail to fulfill in timely and proper manner the obligations under this agreement, the University shall thereupon have the right to terminate this contract by giving written notice to the Contractor and specifying the effective date thereof. In that event, all finished or unfinished deliverable items under this contract prepared by the Contractor shall, at the option of the University, become its property, and the Contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such materials.

Notwithstanding, the Contractor shall not be relieved of liability to the University for damages sustained by the University by virtue of any breach of this agreement, and the University may withhold any payment due the Contractor for the purpose of setoff until such time as the exact amount of damages due the University from such breach can be determined.

In case of default by the Contractor, the University may procure the services from other sources and hold the Contractor responsible for any excess cost occasioned thereby. The University reserves the right to require a performance bond or other acceptable alternative guarantees from a successful offeror without expense to the University.

In addition, in the event of default by the Contractor under this contract, the State may immediately cease doing business with the Contractor, immediately terminate for cause all existing contracts the State has with the Contractor, and de-bar the Contractor from doing future business with the State.

Upon the Contractor filing a petition for bankruptcy or the entering of a judgment of bankruptcy by or against the Contractor, the University may immediately terminate, for cause, this contract and all other existing contracts the Contractor has with the University.

8. GOVERNMENTAL RESTRICTIONS: In the event any Governmental restrictions are imposed which necessitate alteration of the material, quality, workmanship or performance of the items offered prior to their delivery, it shall be the responsibility of the contractor to notify, in writing, the issuing purchasing office at once, indicating the specific regulation which required such alterations.

The University reserves the right to accept any such alterations, including any price adjustments occasioned thereby, or to cancel the contract.

9. FORCE MAJEURE: Neither party shall be deemed to be in default of its obligations hereunder if and so long as it is prevented from performing such obligations by an act of war, hostile foreign action, nuclear explosion, earthquake, hurricane, tornado, or other catastrophic natural event or act of God.

10. TERMINATION: The University may terminate this agreement at any time by providing written notice to the contractor at least thirty (30) days before the effective date of the termination. In that event, all finished or unfinished deliverable items prepared by the Contractor under this contract shall, at the option of the University, become its property. If the contract is terminated by the University as provided herein, the Contractor shall be paid for services satisfactorily completed, less payment or compensation previously made. All promises, requirements, terms, conditions, provisions, representations, guarantees, and warranties contained herein shall survive the contract expiration or termination date unless specifically provided otherwise herein, or unless superseded by applicable Federal or State statutes of limitations. The Contractor may terminate at the beginning of any contract year, only by notification provided in writing to the University a minimum of four (4) months prior to the applicable contract year expiration.

11. AVAILABILITY OF FUNDS: Any and all payments to the Contractor are dependent upon and subject to the availability of funds to the University for the purpose set forth in this agreement.

The university pays Net 30 days from receipt of a proper invoice.

12. CONFIDENTIALITY: Any information, data, instruments, documents, studies or reports given to or prepared or assembled by the Contractor under this agreement shall be kept as confidential and not divulged or made available to any individual or organization without the prior written approval of the University.

13. CARE OF PROPERTY: The Contractor agrees that it shall be responsible for the proper custody and care of any property furnished for use in connection with the performance of this contract or purchased by it for this contract and will reimburse the State for loss of damage of such property.

14. COPYRIGHT: No deliverable items produced in whole or in part under this agreement shall be the subject of an application for copyright by or on behalf of the Contractor. In addition, all inventions and the copyright in and to any copyrightable work, including, but not limited to, copy, art, negatives, photographs, designs, text, software, or documentation created as part of the Contractor’s performance of this project shall vest in the University, and the Contractor agrees to assign all rights therein to the University. Contractor further agrees to provide University with any and all reasonable assistance which University may require to file patent applications, to obtain copyright registrations, or to perfect its title in any such inventions or works, including the execution of any documents submitted by the University.

15. ASSIGNMENT: No assignment of the Contractor’s obligations or the Contractor’s right to receive payment hereunder shall be permitted. However, upon written request approved by the issuing purchasing authority, the University may:

1. Forward the contractor’s payment check(s) directly to any person or entity designated by the Contractor, or

2. Include any person or entity designated by Contractor as a joint payee on the Contractor’s payment check(s).

In no event shall such approval and action obligate the University to anyone other than the Contractor and the Contractor shall remain responsible for fulfillment of all contract obligations.

16. COMPLIANCE WITH LAWS: The Contractor shall comply with all laws, ordinances, codes, rules, regulations, and licensing requirements that are applicable to the conduct of its business, including those of federal, state, and local agencies having jurisdiction and/or authority.

17. AFFIRMATIVE ACTION: The Contractor shall take affirmative action in complying with all Federal and State requirements concerning fair employment and employment of people with disabilities, and concerning the treatment of all employees without regard to discrimination by reason of race, color, religion, sex, national origin, or disability.

18. SAFETY STANDARDS: All manufactured items and/or fabricated assemblies subject to operation under pressure, operation by connection to an electric source, or operation involving a connection to a manufactured, natural, or LP gas source shall be constructed and approved in a manner acceptable to the appropriate state inspector which customarily requires the label or re-examination listing or identification marking of the appropriate safety standard organization; such as the American Society of Mechanical Engineers for pressure vessels; the Underwriters Laboratories and /or National Electrical Manufacturers’ Association for electrically operated assemblies; or the American Gas Association for gas operated assemblies, where such approvals of listings have been established for the type of device offered and furnished. Further, all items furnished shall meet all requirements of the Occupational Safety and Health Act (OSHA), and state and federal requirements relating to clean air and water pollution.

19. INSURANCE: During the term of the contract, the contractor at its sole cost and expense shall provide commercial insurance of such type and with such terms and limits as may be reasonably associated with the contract. As a minimum, the contractor shall provide and maintain the following coverage and limits:

1. Worker’s Compensation - The contractor shall provide and maintain Workers Compensation Insurance, as required by the laws of North Carolina, as well as employer’s liability coverage with minimum limits of $500,000.00, covering all of Contractor’s employees who are engaged in any work under the contract. If any work is subcontracted, the contractor shall require the subcontractor to provide the same coverage for any of its employees engaged in any work under the contract.

2. Commercial General Liability - General Liability Coverage on a Comprehensive Broad Form on an occurrence basis in the minimum amount of $1,000,000.00 Combined Single Limit. (Defense cost shall be in excess of the limit of liability).

3. Automobile - Automobile Liability Insurance, to include liability coverage, covering all owned, hired and non-owned vehicles, used in connection with the contract. The minimum combined single limit shall be $1,000,000.00 bodily injury and property damage;

$1,000,000.00 uninsured/underinsured motorist; and $1,000.00 medical payment.

Providing and maintaining adequate insurance coverage is a material obligation of the contractor and is of the essence of this contract. All such insurance shall meet all laws of the State of North Carolina. Such insurance coverage shall be obtained from companies that are authorized to provide such coverage and that are authorized by the Commissioner of Insurance to do business in North Carolina. The contractor shall at all times comply with the terms of such insurance policies, and all requirements of the insurer under any such insurance policies, except as they may conflict with existing North Carolina laws or this contract. The limits of coverage under each insurance policy maintained by the contractor shall not be interpreted as limiting the contractor’s liability and obligations under the contract.

20. ADVERTISING: Contractor shall not use the existence of this contract or the name of the State of North Carolina or North Carolina State University as part of any advertising without prior written approval from the University.

21. ENTIRE AGREEMENT: This contract and any documents incorporated specifically by reference represent the entire agreement between the parties and supersede all prior oral or written statements or agreements. This Invitation for Bid, any addenda thereto, and the offeror’s response are incorporated herein by reference as though set forth verbatim.

All promises, requirements, terms, conditions, provisions, representations, guarantees, and warranties contained herein shall survive the contract expiration or termination date unless specifically provided otherwise herein, or unless superseded by applicable Federal or State statutes of limitation.

22. AMENDMENTS: This contract may be amended only by written amendment duly executed by authorized representatives of both the University and the Contractor.

23. TAXES: N.C.G.S. §143-59.1 bars the Secretary of Administration from entering into contracts with Contractors if it or its affiliates meet one of the conditions of N.C.G. S. §105-164.8(b) and refuse to collect use tax on sales of tangible personal property to purchasers in North Carolina. Conditions under G. S. 105-164.8(b) include: (1) Maintenance of a retail establishment or office, (2) Presence of representatives in the State that solicit sales or transact business on behalf of the Contractor and

(3) Systematic exploitation of the market by media-assisted, media-facilitated, or media-solicited means. By execution of the bid document the Contractor certifies that it and all of its affiliates, (if it has affiliates), collect(s) the appropriate taxes.

24. GENERAL INDEMNITY: The Contractor shall hold and save the University, its officers, agents, and employees, harmless from liability of any kind, including all claims and losses accruing or resulting to any other person, firm, or corporation furnishing or supplying work, services, materials, or supplies in connection with the performance of this contract, and from any and all claims and losses accruing or resulting to any person, firm, or corporation that may be injured or damaged by the Contractor in the performance of this contract and that are attributable to the negligence or intentionally tortious acts of the Contractor provided that the Contractor is notified in writing within 30 days that the State has knowledge of such claims. The Contractor represents and warrants that it shall make no claim of any kind or nature against the University‘s agents who are involved in the delivery or processing of Contractor goods to the University. The representation and warranty in the preceding sentence shall survive the termination or expiration of this contract.

25. OUTSOURCING: Any Contractor or subcontractor providing call or contact center services to the University or State of North Carolina shall disclose to inbound callers the location from which the call or contact center services are being provided.

If, after award of a contract, the Contractor wishes to outsource any portion of the work to a location outside the United States, prior written approval must be obtained from the University agent responsible for the contract.

Contractor must give notice to the University of any relocation of the Contractor, employees of the Contractor, subcontractors of the Contractor, or other persons performing services under a state contract outside of the United States.

26. PRICING: All prices offered herein shall be firm against any increases. Requests by the Contractor for a cost increase relevant to any contract extension shall be submitted in writing one hundred and eighty (180) days prior to each contract renewal. The University reserves the option of accepting a Contractor's proposed cost increase or canceling the service and seeking bids from other Contractors. Requests for cost increases will be indexed to the same percent as any change in the Consumer Price Index/All Urban Consumers for the previous twelve-month period of the request. Invoices are paid Net 30 days from receipt of an accurate invoice.

27. DEBARMENT CERTIFICATION: Offeror certifies to the best of its knowledge and belief, that it nor any of its principals a) are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contract by any Federal agency; b) have not within a three year period preceding this award been convicted of or had a civil judgment rendered against them for:

commission of a fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, state or local) contract or subcontract; violation of Federal or state antitrust statutes relating to this submission of offers; or commission of embezzlement, theft, forgery, bribery, falsifications or destruction of records, making false statements, or receiving stolen property; and c) are not presently indicted for, or otherwise criminally or civilly charged by a government entity with, commission of any of these offenses enumerated herein. The offer certifies that they have not, within a three-year period preceding this offer, had one or more contracts terminated for default by any federal agency.

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