72-PJTH24069 Emergency Generator Maintenance Services.pdf

STATE OF NORTH CAROLINA

University of North Carolina at Wilmington

Request for Proposal #: 72-PJTH24069

EMERGENCY GENERATOR MAINTENANCE SERVICES

Date of Issue: March 28, 2024

Proposal Opening Date: April 30, 2024

At 2:00 PM ET

Direct all inquiries concerning this RFP to:

Justin Hewett

Purchasing Specialist

Email: hewettj@uncw.edu

Phone: 910-962-7058

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Request for Proposal #

72-PJTH24069

For internal State agency processing, including tabulation of proposals, 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 proposal.

Failure to do so may subject your proposal 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

Sealed, mailed responses ONLY will be accepted for this solicitation.

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

Proposal Number: 72-PJTH24069 Vendor: __________________________________________

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Refer ALL Inquiries regarding this RFP to:

Justin Hewett, UNCW Purchasing Services hewettj@uncw.edu

Request for Proposal #: 72-PJTH24069 Proposals are due no later than 2:00 pm ET on April 30, 2024

Using Agency: UNC-Wilmington Proposals will be publicly opened via zoom on April 30, 2024 at 3:00 pm ET Commodity No. and Description:

72151516 / GENERATOR MAINTENANCE SERVICES

EXECUTION

In compliance with this Request for Proposals (RFP), 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 proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies that:

this proposal 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 proposal, 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 RFP, 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 RFP, 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 proposal, 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 proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals 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: FAX NUMBER:

University of North Carolina at Wilmington

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VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL:

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 RFP.

ACCEPTANCE OF PROPOSAL

If your proposal is accepted, all provisions of this RFP, 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 University of North Carolina at Wilmington)

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Contents

1.0 PURPOSE AND BACKGROUND

1.1 CONTRACT TERM

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

2.2 E-PROCUREMENT FEE

2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

2.4 RFP SCHEDULE

2.5 URGED AND CAUTIONED SITE VISIT

2.6 PROPOSAL QUESTIONS

2.7 PROPOSAL SUBMITTAL

2.8 PROPOSAL CONTENTS

2.9 ALTERNATE PROPOSALS

2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 PROPOSAL EVALUATION PROCESS

3.4 EVALUATION CRITERIA

3.5 PERFORMANCE OUTSIDE THE UNITED STATES

3.6 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 PRICING

4.2 INVOICES

4.3 FINANCIAL STABILITY

4.4 HUB PARTICIPATION

4.5 VENDOR EXPERIENCE

4.6 REFERENCES

4.7 BACKGROUND CHECKS

4.8 PERSONNEL

4.9 VENDOR’S REPRESENTATIONS

4.10 AGENCY INSURANCE REQUIREMENTS MODIFICATION

5.0 SPECIFICATIONS AND SCOPE OF WORK

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5.1 GENERAL

5.2 QUESTIONS TO VENDORS

6.0 CONTRACT ADMINISTRATION

6.1 21

CONTRACT MANAGER AND CUSTOMER SERVICE

6.2 POST AWARD PROJECT REVIEW MEETINGS

6.3 CONTINUOUS IMPROVEMENT

6.5 ACCEPTANCE OF WORK

6.7 TRANSITION ASSISTANCE

6.8 DISPUTE RESOLUTION

6.9 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

ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION

ATTACHMENT H: UNC-WILMINGTON LOCKOUT/TAGOUT SAFETY PROCEDURE

LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS

1.0 PURPOSE AND BACKGROUND

The University of North Carolina Wilmington (UNCW) is issuing a competitive solicitation for preventative maintenance and repair services for all emergency generators, automatic transfer switches and generator annunciators on our campuses, as well as an annual oil analysis on the equipment per NEC guidelines.

The intent of this solicitation is to award an Agency Contract. Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.

1.1 CONTRACT TERM

The Contract shall have an initial term of two (2) years, beginning on the date of final Contract execution (the “Effective Date”).

At the end of the Contract’s initial term, the State shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for one (1) additional year. The State will give the Vendor written notice of its intent to exercise each option

Ver: 11/2023 5 no later than thirty (30) days before the end of the Contract’s then-current term. In addition to any optional renewal terms, and with the Vendor’s concurrence, the State reserves the right to extend the Contract after the last active term.

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

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

This RFP is comprised of the base RFP 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 does not apply to this solicitation. Section entitled ELECTRONIC PROCUREMENT subsections (d) and (e) of the North Carolina General Terms and Conditions do not apply to this solicitation.

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

2.3 NOTICE TO VENDORS REGARDING RFP 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 RFP 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 RFP.

If Vendors have questions or issues regarding any component of this RFP, those must be submitted as questions in accordance with the instructions in the PROPOSAL 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 RFP 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 proposal or otherwise. This applies to any language appearing in or attached to the document as part of the Vendor’s proposal that purports to vary any terms and conditions or Vendors’ instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor’s proposal 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 RFP 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 through negotiation 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 proposal as nonresponsive.

2.4 RFP SCHEDULE

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

Event Responsibility Date and Time Issue RFP State March 28, 2024 Hold Pre-Proposal Meeting/Site Visit State April 12, 2024 Submit Written Questions Vendor April 16, 2024 http://eprocurement.nc.gov/

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Provide Response to Questions State April 18, 2024 Submit Proposals Vendor April 30, 2024 at 2:00 PM Contract Award State May 17, 2024 Contract Effective Date State July 1, 2024

2.5 URGED AND CAUTIONED SITE VISIT

Urged and Cautioned Site Visit

Date: April 12, 2024 Time: 9:00 am Eastern Time

Instructions: Vendor representatives are URGED and CAUTIONED to visit the site and apprise themselves of the conditions and requirements which will affect the performance of the work called for by this RFP. A non-mandatory site visit is scheduled for 9:00 AM Eastern Time at UNCW Facilities Conference Room located at 5150 Lionfish Drive, Wilmington, NC 28403. Submission of a proposal shall constitute sufficient evidence of this compliance and no allowance will be made for unreported conditions which a prudent Vendor would recognize as affecting the performance of the work called for in this RFP.

Vendor is 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 RFP, must be confirmed by written addendum before it can be considered to be a part of this RFP and any resulting contract.

2.6 PROPOSAL QUESTIONS

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

Written questions shall be emailed to hewettj@uncw.edu by the date and time specified above. Vendors should enter “RFP # 72- PJTH24069: Questions” as the subject for the email. Question submittals should include a reference to the applicable RFP section and be submitted in the format shown below:

Reference Vendor Question

RFP 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 RFP. 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 RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in the RFP and an addendum to this RFP.

2.7 PROPOSAL 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 proposal has been received as described in this RFP by the specified time and date of opening. The time and date of receipt will be marked on each proposal when received. Any proposal or portion thereof received after the proposal deadline will be rejected.

mailto:hewettj@uncw.edu https://evp.nc.gov/

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Mailing address for delivery of proposal via US Postal Service

Office Address of delivery by any other method (special delivery, overnight, or any other carrier).

PROPOSAL NUMBER: 72-PJTH24069

Attn: Justin Hewett UNCW Purchasing Services 601 S. College Road Wilmington, NC 28403

PROPOSAL NUMBER: 72-PJTH24069

Attn: Justin Hewett UNCW Central Receiving 5179 Lionfish Dr.

Wilmington, NC 28403

CAUTION: For proposals submitted via U.S. mail, please note that the U.S. Postal Service generally does not deliver mail to a specified street address but to the State’s Mail Service Center. Vendors are cautioned that proposals sent via U.S. Mail, including Express Mail, may not be delivered by the Mail Service Center to the agency’s purchasing office on the due date in time to meet the proposal deadline. All Vendors are urged to take the possibility of delay into account when submitting a proposal by U.S. Postal Service, courier, or other delivery service. Attempts to submit a proposal via facsimile (FAX) machine, telephone, or email in response to this RFP shall NOT be accepted.

a) Submit a signed, one (1) original executed proposal response, one (1) un-redacted copy on flash drive and, and, if required, one (1) redacted (Proprietary and Confidential Information Excluded) copies on flash drive of your proposal simultaneously to the address identified in the table above.

b) Submit your proposal in a sealed package. Clearly mark each package with: (1) Vendor name; (2) the RFP number; and (3) the due date. Address the package(s) for delivery as shown in the table above. If Vendor is submitting more than one (1) proposal, each proposal shall be submitted in separate sealed envelopes and marked accordingly. For delivery purposes, separate sealed envelopes from a single Vendor may be included in the same outer package. Proposals are subject to rejection unless submitted with the information above included on the outside of the sealed proposal package.

c) Copies of proposal files must be provided on separate read-only flash drives. File contents shall NOT be password protected but shall be in .PDF or .XLS format and shall be capable of being copied to other sources.

Critical updated information may be included in Addenda to this RFP. It is important that all Vendors responding to this RFP 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 RFP and all Addenda thereto.

2.8 PROPOSAL CONTENTS

Vendors shall populate all attachments of this RFP 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 proposal, in the State’s sole discretion.

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

a) Cover Letter, which must contain the following: (i) a statement that confirms that the proposer has read the RFP in its entirety, including all links, and all Addenda released in conjunction with the RFP, (ii) a statement that the Vendor agrees to perform in accordance with the scope of work, requirements, and specifications contained herein; and (iii) Vendor’s agreement to comply with all instructions, terms and conditions, and attachments.

b) Title Page: Include the company name, address, phone number and authorized representative along with the Proposal Number.

c) Completed and signed version of all EXECUTION PAGES, along with the body of the RFP.

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

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e) Vendor’s Proposal addressing all Specifications of this RFP. [Indicate relative section references as a guide to responding to sections requiring additional responses outside of the solicitation document. If not required, delete.]

f) Completed version of ATTACHMENT A: PRICING

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

h) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM

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

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

k) Completed and signed version of ATTACHMENT H: ACKNOWLEDGMENT OF COVID-19 VACCINATION AND TESTING POLICY (if applicable) l)

m) Completed and signed version of CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS and

OMB STANDARD FORM LLL

2.9 ALTERNATE PROPOSALS

Unless provided otherwise in this RFP, Vendor may submit alternate proposals for comparable Goods, various methods or levels of Service(s), or that propose different options. Alternate proposals must specifically identify the RFP requirements and advantage(s) addressed by the alternate proposal. Any alternate proposal, in addition to the marking described above, must be clearly marked with the legend: “Alternate Proposal #___ [for ‘name of Vendor’]”. Each proposal 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 proposal document. Each proposal must be complete and independent of other proposals offered.

2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

Relevant definitions for this RFP 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 PROPOSAL 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 qualified proposals will be evaluated, and awards will be made to the Vendor(s) meeting the specific RFP Specifications and achieving the highest and best final evaluation, based on the criteria described below.

While the intent of this RFP 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 RFP 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 proposals received.

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

While this RFP 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

COMMUNICTIONS BY VENDORS.

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Each Vendor submitting a proposal to this RFP, 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 proposal 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 RFP or inquiries directed to the purchaser named in this RFP regarding requirements of the RFP (prior to proposal submission) or the status of the award (after submission) are excepted from this provision.

3.3 PROPOSAL EVALUATION PROCESS

Only responsive submissions will be evaluated.

The State will conduct a One-Step evaluation of Proposals:

Proposals will be received according to the method stated in the Proposal Submittal Section above.

All proposals must be received by the issuing agency not later than the date and time specified in the RFP 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.

The proposal from each responding firm will be opened publicly via zoom on April 30, 2024 at 3:00 pm ET. Vendors wishing to participate in the virtual public opening can attend via the following link:

https://uncw.zoom.us/j/88514236404?pwd=MGxnZjdkZFh0T3lHSUxoVnN2VkM4Zz09. Only the Vendor’s name will be announced during the public opening. Interested parties are cautioned that the proposals are subject to further evaluation for completeness and correctness.

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 proposal. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all proposals should be complete and reflect the most favorable terms available from the Vendor.

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 RFP number for this solicitation. Award of a Contract to one Vendor does not mean that the other proposals lacked merit, but that, all factors considered, the selected proposal 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 EVALUATION CRITERIA

In addition to the general criteria in G.S. 143-52 which may or may not be relevant to this RFP, all qualified proposals will be evaluated, and award made based on considering the following criteria, to result in an award most advantageous to the State:

Cost (30%)

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Quarterly Preventative Maintenance (25%)

Diagnostic & Repair Service (25%)

Reporting & Invoicing (5%)

Vendor Experience: Service Team Experience, Expertise, and Company References (15%)

3.5 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 RFP, 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

3.6 INTERPRETATION OF TERMS AND PHRASES

This RFP 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 proposals 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 RFP. Except as specifically stated in the RFP, 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 proposal in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this RFP. By submitting a proposal, 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 RFP. 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 proposal, the Vendor is urged to submit these items in the form of a question during the question and answer period in accordance with the Proposal Questions Section above.

4.1 PRICING

Proposal 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 proposal. The pricing provided in ATTACHMENT A, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract.

4.2 INVOICES

Vendor shall invoice the Purchasing Agency. The standard format for invoicing shall be Single Invoices meaning that the Vendor shall provide the Purchasing Agency with an invoice for each order. Invoices shall include detailed information to allow Purchasing

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Agency to verify pricing at point of receipt matches the correct price from the original date of order. The following fields shall be included on all invoices, as relevant:

Vendor’s Billing Address, Customer Account Number, NC Contract Number, Order Date, Buyer’s Order Number, Manufacturer Part Numbers, Vendor Part Numbers, Item Descriptions, Price, Quantity, and Unit of Measure.

INVOICES MAY NOT BE PAID UNTIL AN INSPECTION HAS OCCURRED AND THE GOODS OR SERVICES ACCEPTED.

4.3 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.

4.4 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 RFP 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.

4.5 VENDOR EXPERIENCE

In its Proposal, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to the State. Vendor shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person.

4.6 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 may be considered in the evaluation of the Proposal.

4.7 BACKGROUND CHECKS

Any personnel or agent of Vendor performing Services under any Contract arising from this RFP may be required to undergo a background check at the expense of the Vendor, if so requested by the State.

4.8 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

Ver: 11/2023 12 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).

Should the Vendor’s proposal 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.

4.9 VENDOR’S REPRESENTATIONS

If Vendor’s Proposal 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.

4.10 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

5.0 SPECIFICATIONS AND SCOPE OF WORK

5.1 GENERAL

The University currently has thirty-four (34) stationary generators and three (3) portable generators that need to be maintained quarterly – three (3) minor PM’s and one (1) major PM. The contractor must have a minimum of five (5) years of experience providing generator maintenance and repair services and must have a service technician within 150 miles of UNCW. The Contractor is responsible for providing all material and labor for generator maintenance and repair services. The contractor must provide the following requirements:

A. INSPECTIONS & TESTING

1. Checkpoints and Measurements for Generators - Minor PM A. Pre-run Inspection B. Check for and Log Faults C. Take Unit out of Automatic D. Check Water Heater Operation E. Check Heater Connections F. Check Coolant Level G. Check Belts & Accessories

Ver: 11/2023 13

H. Inspect Hoses I. Inspect Water Pump J. Inspect Radiator & Shrouds K. Inspect Starter Connections L. Check Battery Acid M. Inspect & Clean Batteries N. Seal Battery Terminals O. Check for Oil Leaks P. Check for Fuel Leaks Q. Check for Coolant Leaks R. Check Fuel Level & Record S. Check for Water in Tank T. Check Day Tank U. Inspect Fuel Separator – Drain V. Inspect Governor Linkage W. Inspect Ignition System X. Inspect Generator Housing Y. Inspect Generator

1. Inspect Brushes/ Slip Rings

2. Inspect Rotating Rectifier Assembly

3. Inspect Voltage Regulator

4. Inspect Generator Bearings

5. Inspect Air Gap & Record

6. Inspect Main Conductors

7. Inspect Air Filters

8. Inspect Turbo (if accessible)

9. Inspect Exhaust System

10. Inspect Louvers

Z. Running Inspections

1. Start Unit

2. Check Exhaust System

3. Check Louvers

AA. Walk- Around Inspections

1. Check for Noises

2. Excessive Vibration

3. Shutdowns if Available

4. Check for Alarms

5. Check Annunciators

2. Checkpoints and Measurements for Generators – Major PM

A. Minor PM Checkpoints & Measurements PLUS… B. Oil Filter #/ Qty/ Part Number C. Fuel Filter/ Qty/ Part Number D. Water Filter/ Qty/ Part Number E. Air Filter/ Qty/ Part Number F. Final Inspection

Ver: 11/2023 14

G. Walk-Around Inspection H. Generator in Auto I. No Faults J. Equipment Hours K. Generator Breaker Closed L. Record the following after Prime Mover reaches Operating Temperature

1. Generator Amps & Voltage

1. A-B

2. B-C

3. A-C

4. A-N

5. B-N

6. C-N

6. AC Frequency (Hertz)

7. Oil PSI

8. Fuel PSI

9. Freeze Protection

10. Coolant Temperature

11. Alternator: V/A

12. Battery Charge: V/A

13. Specific Gravity: H/L

14. Oil Change

15. Oil Sample & Tests run:

1. Oil Analysis - Metal in the fluid.

2. Oil before PM

3. Oil after PM

16. Coolant Sample

17. Fuel Tested

3. Checkpoints and Measurements for Automatic Transfer Switches (inspect when live) A. Level 1 or Level 2 B. Timer Setup

1. TD1

2. TDBT

3. TD2

4. TDMD

5. TD3

6. TETD

7. AUT

8. TNTD

C. Normal & Emergency Sources Voltages

1. Normal Voltage A-B

2. Normal Voltage B-C

3. Normal Voltage C-A

4. Normal Voltage A-N

5. Normal Voltage B-N

6. Normal Voltage C-N

7. Emergency Voltage A-B

Ver: 11/2023 15

8. Emergency Voltage B-C

9. Emergency Voltage C-A

10. Emergency Voltage A-N

11. Emergency Voltage B-N

12. Emergency Voltage C-N

13. Normal Rotation

14. Poles – 2,3,4

15. Emergency Frequency

16. Emergency Rotation

D. Normal and Emergency Sensing Voltages

1. G Relay

2. Normal Pickup Voltage

3. Normal Dropout Voltage

E. Verify the following functions:

1. Engine Battery Voltage

2. Transfer to Normal

3. Engine Start Signal

4. All lights operating correctly?

F. Additional Functions to test

1. Relays

2. PSR

3. NSR

4. LTR

5. Mechanical

6. Contact Alignment

4. Checkpoints and Measurements for Automatic Transfer Switches (inspect when live) CONT’D

A. Tighten all Bus Connections B. Inspect Main Conductors C. Inspect Arching Contacts D. Inspect Relay Finger Contacts E. Inspect Hinges & Door Latches F. Inspect Auxiliary Contacts, Microswitches G. Check length of Linkage H. Check Motor Mounting Hardware I. Check Helm Joints J. Check Interlock Rod K. Lubricate all Necessary Mechanical Parts

G. Interior Electrical Wiring and Components

1. Visual inspect all Wiring & Connections for Tracking, Overhauling & Deterioration

2. Control Fuses

3. Check & Tighten where Necessary, All Circuit Wiring Terminals

4. Check Manual Switches for Free Movement & Contact Continuity

5. Check All Common & Ground Wires

6. Measure & Record Resistance to Ground Readings

7. Check Lug Connections & Mounting Hardware

8. Inspect Transfer Switch for Heat

Ver: 11/2023 16

9. Inspect Transfer Switch Connections H. Housing

1. Body Damage

2. Door Fit

3. Hinges/ Locks/ Latches

4. Paint

5. Rivets

I. Cleaning

1. Interior

2. Exterior

J. Record findings, unsafe conditions, & recommend replacement of major components.

5. ATS Transfer Switch Inspections – Additional Instructions

A. Inspect the visually accessible portions of the ATS for evidence of heat, water, and mechanical damage.

B. After de-energizing upstream switchgear or placing the ATS in bypass mode, inspect the interior to verify that transfer switch mechanisms are intact together with their control circuit wiring, relays, and contacts.

C. Inspect insulating parts, mechanism covers, and arc chutes for evidence of heat, discoloration and/or mechanical damage, and replace any that are excessively worn or damaged.

D. Check the alignment, deflection, gap, and wiping action of the main and arcing contacts.

E. Inspect main and arcing contacts for wear, pitting, erosion, and discoloration, which indicate arcing or heat-related deterioration.

F. Inspect the transfer mechanisms, coils, and contacts for evidence of damage or malfunction.

G. Check the tightness of all de-energized cable, wire, and bus connections, and re-secure any loose connections that are found.

H. Record and verify all settings for voltage and frequency sensing, pickup, and dropout parameters for both normal and emergency power, as well as settings for all timing functions. If the settings are inadvertently changed, then the recorded information will facilitate the recovery of normal operations.

I. Inspection performed must be within NFPA 110 Guidelines.

J. Measure the pre-inspection voltage and current at the Phase A, B, and C connections to verify that these values are within the corresponding operating specifications.

K. Measure and record the millivolt drop across each energized stationery and main contact while the switch is placed in each source position.

L. Measure the contact resistance across the main and arcing contacts. Proper evaluation of the measured values is an important step for ensuring reliable ATS operation and longevity.

If any of the measured values vary from Manufacturer specifications, the reason for variance should be investigated. While most well-maintained ATS’s will rarely need repairs, significant changes in year – to – year values could indicate that further investigation and action is required to correct specific ATS or power system conditions.

M. Following thorough inspection and cleaning, the ATS should be serviced according to the technician’s observations and measurements. In the course of the work, service personnel should perform the following tasks to assure optimal function.

1. Replace eroded arcing contacts, if necessary.

Ver: 11/2023 17

2. Adjust main and arcing contacts for simultaneous breaking in accordance with the manufacturer's procedure.

3. Remove old lubricant residues, then lubricate the transfer switch mechanisms and their associated devices and linkages as specified by the Manufacturer.

4. Operate the ATS manually to verify proper function.

5. Check for the proper settings for voltage and frequency sensing, pickup, and dropout features for both normal and emergency power, as well as settings for all timing functions.

6. Clean the top, bottom, and doors of the ATS enclosure.

7. If authorized and coordinated by the facility manager, test the re-energized ATS by switching from the normal source to the emergency source and back to verify proper function under load.

B. REPORTING

1. Upon completion of preventative maintenance on a generator, Contractor shall provide a detailed written report in electronic format stating all findings to the people on the distribution list to follow here:

A. Ellen Boyd – boyde@uncw.edu B. David Olson – olsond@uncw.edu C. Jim Nicholson nicholsonj@uncw.edu D. Ron Higgison – higgisonr@uncw.edu E. David Wood – wooddp@uncw.edu F. David Singley – singleydp@uncw.edu G. Physical Plant Shared Mailbox – physicalplant@uncw.edu

1. The contractor is required to provide a copy of the annual Oil Analysis report in electronic format.

2. The Contractor is requested to submit electronic examples of the PM Reports for UNCW review.

3. The contractor is required to develop forms acceptable to the Electrical Supervisor.

2. Deficiencies found while performing PM

A. The contractor is required to provide electronically a deficiency report, quote, and scope of work for any recommended equipment repairs and/ or replacement within five (5) days of PM performed. These repairs will be handled on a separate purchase order. Quotes should be distributed to the Electrical Supervisor.

C. SERVICE APPOINTMENTS

A. SCHEDULE OF SERVICES for Preventative Maintenance

1. 3 minor PM’s (August, November, March)

2. 1 major PM (to be completed in early May)

3. In the event of an emergency, additional minor PM’s or major PM’s may be requested by the University.

B. All service appointments are to be scheduled during normal business hours with the

Electrical Supervisor.

C. The contractor shall coordinate all scheduled services (Quarterly Preventative Maintenance) at least five (5) business days in advance with the Electrical Supervisor.

mailto:boyde@uncw.edu mailto:olsond@uncw.edu mailto:nicholsonj@uncw.edu mailto:higgisonr@uncw.edu mailto:wooddp@uncw.edu mailto:singleydp@uncw.edu

Ver: 11/2023 18

D. Any activity carried out by the Contractor that requires either switching a building generator power for testing purposes, or taking a generator offline for testing or repairs, requires prior approval from the Electrical Supervisor. Should a generator need to be taken offline, it may not be left unattended by Contractor’s personnel. Contractor’s personnel must be present to bring the generator online in case of power loss to a building.

E. The contractor is required to follow ALL Lock Out / Tag Out Procedures. See Attachment G.

1. The contractor is expected to obtain live work permits through EH&S when applicable.

2. Contractor is required to dress out in appropriate PPE.

D. INVOICING

A. The contractor must submit invoices within fifteen (15) calendar days following the end of each month in which work was performed. Invoices can be separate for each generator, or they may be combined into one invoice with a line item and price for each generator.

B. Invoices are submitted to AP with a copy to our Facilities Service Contracts shared mailbox at servicecontractsfacilities@uncw.edu.

E. UNIVERSITY RIGHTS/ RESPONSIBILITIES

A. UNCW will supply electricity, drawings, & access.

F. CONTRACTOR RIGHTS/ RESPONSIBILITIES

A. The contractor warrants that qualified personnel shall provide Service under this contract in a professional manner.

B. The contractor’s personnel must be easily identifiable through uniform and badging.

C. The contractor’s vehicles must be clearly marked and easily identifiable with the company name.

D. The contractor and its personnel are required to provide or undergo background checks at the Contractor’s expense prior to beginning work on this contract.

E. The contractor must check in at the designated place and person when arriving on campus for service appointments and calls.

F. The contractor must supply any permits needed at their expense.

G. The contractor must obtain, at their expense, a University One Card Contractor’s ID.

H. The contractor must obtain, at their expense, a service vehicle parking pass.

I. The contractor must report any spill of fuel, antifreeze, or oil to the Electrical Supervisor.

G. EMERGENCY AWARENESS PLAN

1. In the event of an emergency, additional minor PM’s or major PM’s may be requested by the University.

2. The University has developed an extensive emergency awareness plan for any university-deemed weather events.

3. The successful bidder will also be incorporated into that important program for the campus.

H. ADDITIONAL REQUIREMENTS

mailto:servicecontractsfacilities@uncw.edu

Ver: 11/2023 19

A. The scope of work must meet Manufacturer’s recommendations and the University’s expectations as a minimum.

B. This service contract requires only OEM Manufacturer’s parts to be used for repairs.

C. Technicians are to be certified in accordance with Manufacturer’s instructions.

D. We have a new generator in Randall Library that is coming online this year, but it will not be a part of this contract at time of bid. It will become a part of the contract in the future. Details will follow once the University has confirmation of the warranty and service agreement. This generator is on the pricing sheet and the University is asking for a price for informational purposes only.

E. Please note the 24-hour non-emergency response time may be waived by the Electrical Supervisor if service can be performed during the Contractor’s normal business hours.

5.2 QUESTIONS TO VENDORS

Vendor shall respond to each of the following questions. Vendors should keep responses straightforward and not include generic marketing materials. Responses are part of the evaluation.

Quarterly Preventative Maintenance (25%)

1. Does your company include oil sample analysis as part of your quarterly preventative maintenance service? Describe the levels of oil analysis as part of your service that is available, and the tests used to obtain the results.

2. Disposal of all “waste oil” will be the responsibility of the winning contractor. Waste oil will constitute any petroleum, oils, and lubricants (POL) removed from any piece of equipment that is part of this specification. Since the University is concerned with protecting our environment, all POL removed from serviced equipment will be classified as “waste oil” and is to be disposed of within the guidelines of the North Carolina Department of Environmental Quality and EPA regulations.