Attachments A - Q.pdf

Attachment A- References

In the space below, please provide contact information for at least three (3) references in which you provided services of a similar scope:

Reference 1

Name of Organization

Point of Contact

Telephone

E-mail

Reference 2

Reference 3

Reference 4

Reference 5

Attachment B

NONRESIDENT TAXPAYER REGISTRATION AFFIDAVIT INCOME TAX WITHHOLDING

IMPORTANT TAX NOTICE - NONRESIDENTS ONLY

Withholding Requirements for Payments to Nonresidents: Section 12-8-550 of the South Carolina

Code of Laws requires persons hiring or contracting with a nonresident conducting a business or performing personal services of a temporary nature within South Carolina to withhold 2% of each payment made to the nonresident. The withholding requirement does not apply to (1) payments on purchase orders for tangible personal property when the payments are not accompanied by services to be performed in South Carolina, (2) nonresidents who are not conducting business in South

Carolina, (3) nonresidents for contracts that do not exceed $10,000 in a calendar year, or (4) payments to a nonresident who (a) registers with either the S.C. Department of Revenue or the S.C.

Secretary of State and (b) submits a Nonresident Taxpayer Registration Affidavit - Income Tax

Withholding, Form I-312 to the person letting the contract.

The withholding requirement applies to every governmental entity that uses a contract ("Using

Entity"). Nonresidents should submit a separate copy of the Nonresident Taxpayer Registration

Affidavit - Income Tax Withholding, Form I-312 to every Using Entity that makes payment to the nonresident pursuant to this solicitation. Once submitted, an affidavit is valid for all contracts between the nonresident and the Using Entity, unless the Using Entity receives notice from the

Department of Revenue that the exemption from withholding has been revoked.

Section 12-8-540 requires persons making payment to a nonresident taxpayer of rentals or royalties at a rate of $1,200.00 or more a year for the use of or for the privilege of using property in South

Carolina to withhold 7% of the total of each payment made to a nonresident taxpayer who is not a corporation and 5% if the payment is made to a corporation. Contact the Department of Revenue for any applicable exceptions.

For information about other withholding requirements (e.g., employee withholding), contact the

Withholding Section at the South Carolina Department of Revenue at 803-898-5383 or visit the

Department's website at: https://dor.sc.gov

This notice is for informational purposes only. This agency does not administer and has no authority over tax issues. All registration questions should be directed to the License and

Registration Section at (803) 898-5872 or to the South Carolina Department of Revenue, Registration Unit, Columbia, S.C. 29214- 0140. All withholding questions should be directed to the

Withholding Section at (803) 896-1420. https://dor.sc.gov/forms-site/Forms/I312.pdf

[09-9005-3] https://dor.sc.gov/ https://dor.sc.gov/forms-site/Forms/I312.pdf

Attachment C

OFFEROR’S CHECKLIST

AVOID COMMON MISTAKES

Review this checklist prior to submitting your proposal, provided to you as a point of reference.

If you fail to follow this checklist, you risk having your proposal rejected; however, the evaluation of Responsiveness will be based on the solicitation, not this checklist. Please DO

NOT return this page with your offer.

✓ COMPLETED AND SIGNED ALL REQUIRED DOCUMENTS.

✓ DO NOT INCLUDE ANY OF YOUR STANDARD CONTRACT FORMS!

✓ UNLESS EXPRESSLY REQUIRED, DO NOT INCLUDE ANY ADDITIONAL BOILERPLATE CONTRACT

CLAUSES.

✓ REREAD YOUR ENTIRE PROPOSAL TO MAKE SURE YOUR PROPOSAL DOES NOT TAKE

EXCEPTION TO ANY OF THE SOLICITATION'S MANDATORY REQUIREMENTS.

✓ MAKE SURE YOU HAVE PROPERLY MARKED ALL PROTECTED, CONFIDENTIAL, OR TRADE

SECRET INFORMATION IN ACCORDANCE WITH THE HEADING ENTITLED: FOIA BIDDING

INSTRUCTIONS, SUBMITTING CONFIDENTIAL INFORMATION. DO NOT MARK YOUR ENTIRE BID

AS CONFIDENTIAL, TRADE SECRET, OR PROTECTED! DO NOT INCLUDE A LEGEND ON THE

COVER STATING THAT YOUR ENTIRE RESPONSE IS NOT TO BE RELEASED!

✓ HAVE YOU PROPERLY ACKNOWLEDGED ALL AMENDMENTS? INSTRUCTIONS REGARDING

HOW TO ACKNOWLEDGE AN AMENDMENT SHOULD APPEAR IN ALL AMENDMENTS ISSUED.

✓ MAKE SURE YOUR PROPOSAL INCLUDES A COPY OF THE SOLICITATION COVER PAGE. MAKE

SURE THE COVER PAGE IS SIGNED BY A PERSON THAT IS AUTHORIZED TO CONTRACTUALLY

BIND YOUR BUSINESS.

✓ MAKE SURE YOUR PROPOSAL INCLUDES THE NUMBER OF COPIES REQUESTED.

✓ CHECK TO ENSURE YOUR PROPOSAL INCLUDES EVERYTHING REQUESTED!

✓ IF YOU HAVE CONCERNS ABOUT THE SOLICITATION, DO NOT RAISE THOSE CONCERNS IN YOUR

RESPONSE! AFTER OPENING, IT IS TOO LATE! IF THIS SOLICITATION INCLUDES A PRE-

PROPOSAL CONFERENCE OR A QUESTION & ANSWER PERIOD, RAISE YOUR QUESTIONS AS

A PART OF THAT PROCESS! PLEASE SEE BIDDING INSTRUCTIONS AND ANY PROVISIONS

REGARDING PRE-BID CONFERENCES.

[09-9010-1]

Attachment D

Clarification of Procurement Responsibilities

All procurements of personnel, services, equipment and material to be provided by the Facilities

Management Services Contractor (Contractor) as a part of the work described in the solicitation

(Work) and included in the fixed priced offered to the University as a part of this solicitation is the responsibility of the Contractor. The Contractor is responsible for identifying appropriate personnel, services, equipment; procuring and/or negotiating contracts; coordinating implementation and execution of the contracts and issuing payment for the contracts within the fixed price offered to the University as a part of this solicitation. Currently, third party contractors are included in the cost of the existing Facilities Management Services contract and it is the intention of the University that the work performed by these contractors be a part of this solicitation and the cost shall be included in the fixed price offered to the University along with the cost of any other third party contractors the Contractor may elect to utilize in the performance of the Work.

Since the contracts with the third-party vendors are with the existing Contractor and not the

University, these contracts cannot be assigned. The offering Contractor may enter into an agreement with the existing third-party contractor(s) or provide services with an alternate third party contractor.

All procurements of personnel, services, equipment and material to be procured outside the scope of this solicitation shall be procured by and secured with a purchase order issued by the University in accordance with the South Carolina Consolidated Procurement Code and any accompanying

Regulations. The responsibilities of the Contractor for planning, advisement and management of personnel, services, equipment and material procured by the University are delineated in the Work.

With regard to, and in the performance of, its obligations under this Agreement, the Contractor shall comply with all laws governing the University as though the Contractor is the University.

Without limiting the foregoing, the Contractor shall:

1. Comply with the Freedom of Information Act, SC Code of Laws Title 30, Chapter 4;

2. Comply with the State Ethics Act, SC Code of Laws Title 8, Chapter 13 including any accompanying Regulations; and

3. Comply with the South Carolina Consolidated Procurement Code, SC Code of Laws

Title 11, Chapter 35 including any accompanying Regulations and the Office of State

Engineer Manual for Planning and Execution of Permanent Improvement Projects, Part

II.

The Contractor has no authority to enter into or modify contracts on behalf of the University. The

Contactor shall clearly communicate this limitation to potential vendors, contractors and other service providers during the course of each procurement and contract administration period. Any contract or contract modification resulting from a procurement action by the Contractor shall be signed by the University Procurement Director. Any contract or contract modification executed without the express authorization of the University shall be deemed unauthorized and the sole responsibility of the Contractor. The University retains the right to terminate any unauthorized contract or contract modification and claim against the Contractor any and all damages to the

University, both actual and expectancy, incurred by the University for said termination.

https://www.scstatehouse.gov/code/t30c004.php https://www.scstatehouse.gov/code/t08c013.php https://www.scstatehouse.gov/code/t11c035.php https://www.scstatehouse.gov/coderegs/Chapter%2019.pdf https://www.procurement.sc.gov/manual

Attachment E

Waste Collection Schedule

Building Container Size Frequency

100 2 8yd 3

102 1 8yd 3

103 1 8yd 3

104 1 8yd 3

105 1 8yd 3

108 1 8yd 3

109 1 8yd 3

106 1 8yd 3

57 1 8yd 3

51 1 8yd 3

29 2 8yd 2

21 1 8yd 2

60 1 8yd 2

54 1 8yd 2

12 2 8yd 2

55 2 8yd 3

53 2 8yd 3

66 1 8yd 3

52 1 4yd 2

88 1 4yd 2

34 1 8yd 2

36 1 8yd 2

37 1 8yd 2

8 1 compactor as needed

55 1

8yd recycle bi-weekly

12 1

8yd recycle bi-weekly

8 2

8yd recycle bi-weekly

TBD 3

30yd roll-off as needed

Note: 3 = Monday, Wednesday, Friday Note:2 = Tuesday, Thursday

Attachment F

Irrigation Systems

1. Ko W.G. Donma Administration Building

2. Martin Luther King Jr. Auditorium

3. M. Maceo Nance Hall

4. I.P. Stanback Museum/Planetarium

5. Andrew H. Hugine Suites

6. Rowe Hall

7. Nix Hall

8. Smith-Hammond-Middleton Memorial Center

9. Staley Hall (front)

10. Football practice field

11. Softball field

12. Fine Arts Center

13. Oliver C. Dawson Stadium

14. Engineering Computer Science Building

15. Davis Hall

16. Clyburn Transportation

17. Magnolia Street entrance

18. Highway 601 main gate entrance

19. Track & Field Track

South Carol ina State Univers i ty Parking and Vehic le Reg is trat ion Off ice

P . O. Box 7516 Orangeburg , South Carol ina 29117

Phone: (803)533-3907 Fax : (803)536-7163 www.scsu.edu/CampusPolice

Vehicle Registration Fees (Absolutely No Refunds) Permit Type Fall ________Spring Summer

(if you begin (if you begin (if you begin Sch. or Work) Sch. or Work) Sch. or Work)

Student $66 $44 $33 (Grad/Evening)

Handicapped $66 $44 _$33 (Med. Verification)

Faculty/Staff $90 $60 n/a

Faculty/Staff $132 $88 n/a (Reserved)

Vendor Parking Permit……………………………………........$66.00

Temporary Parking Permit………………… 1st day……..….Free after 1st day.........$3.00 per day

Temporary Parking Permit for substitute of a Registered Vehicle….......................................................................................Free

Designated Parking Spaces and Lots:

•White Lines/Car Stops in “A Lots” indicate On-Campus Student Parking Only.

•White Lines/Car Stops in “B Lots” indicate Off-Campus Student Parking Only.

•Orange Lines marked “Reserved” , “Permit No.” or w/ No Markings in “C Lots” indicate Employee Parking Only.

†•Students Parking in Employee (Faculty/Staff) Spaces is allowed between 7:30 pm and 7:30 am, Monday through Friday and Friday 7:30 pm through 7:30 am Monday morning provided the vehicle has a current student decal or permit.

•A son, daughter, or spouse of an employee that is a student will be required to have the appropriate student decal on their vehicle. These students, and All Other Students, will park only in the designated areas for students Monday through Friday from 7:30 am until 7:30 pm.

•Orange spaces marked “Pick-Up” are for University Service Vehicles Only.

•Visitor Parking spaces are labeled “Visitor”. Visitor Parking spaces are only for visitors to the University (not employees or students). Visitors parking on yellow curbs or fire lanes is prohibited.

••Visitor Permits for individuals/groups, or Temporary Permits for Students and Employees can be obtained from the Parking and Vehicle Registration Office during normal business hours or the University Police Department after hours and on week-ends.

•Organizers of meetings/conferences/workshops/tests on campus must secure permits for visitors in advance of that particular activity.

EMERGENCY NUMBERS

Department of Public Safety (803)536-7188, (803)516-4111 Health Center (803)536-7053

PARKING RULES

AND

REGULATIONS

Revised 8/14/14

Attachment G

• Registration of vehicles is to be completed at the be-ginning of each semester or summer session and within five (5) days after the date of employment for new faculty or staff.

• Freshmen residing Off-campus are allowed to have cars.

Only Freshmen 21 years old and older residing On-campus and Freshmen with extenuating circumstances are allowed to have car with the approval of The Chief or his designee.

Parking Decals A Parking Decal is valid for the time period indicated.

Decals must be affixed to the front windshield, driver’s side, lower corner of the vehicle and on the front fork on motorcycles.

Examples of Vehicle Registration Decal Violations

• Any registration obtained through falsehood or misrepre-sentation.

• Failure to affix decal to the front windshield, driver’s side, lower corner of your vehicle or display a hanging permit in accordance with instructions.

• Failure to remove all paper protecting the decal adhesive when the decal is affixed to the windshield.

• Failure to register a vehicle.

Parking Regulations

(1) Visitor Parking: Visitors must obtain a parking permit from the Parking and Vehicle Registration Office or the University Police Department after normal business hours. Visitors must park in spaces marked “Visitor”.

(2) Handicapped Parking Spaces: Any student, faculty, or staff member with a physical disability may apply to the Parking and Vehicle Registration Office or the University Police Department for consideration in obtaining special parking privileges.

(3) Vehicles shall be parked only in spaces marked for parking. The absence of “No Parking” signs does not mean that parking is allowed.

(4) Vehicles must be parked within the identifiable bound-aries. Parking on or over the line is prohibited. Such vehi-cles will be ticketed.

(5) Double-parking is prohibited at all times.

(6) Vehicles shall not be parked in such a manner as to obstruct vehicular or pedestrian traffic, wheelchair ramps, interfere with normal operational activities, or create a hazard. Vehicles so parked will be towed away at the owner’s expense.

(7) Parking on grass (except where authorized), sidewalks, loading zones, or on roadways(except where specifically marked for parking) is prohibited.

(8) The fact that a person parks in an unauthorized space or area and does not receive a citation does not mean that the regulation is no longer in effect.

Foreword The rules and regulations contained in this booklet have been reviewed and approved by the University Traffic and Parking Committees. These regulations have been developed with the goal of achieving a safer and more efficient utilization of available parking spaces as well as a safer and more orderly control of vehicular traffic on campus.

General Provisions

• The motor vehicle regulations set forth herein are applicable to all persons operating or parking a motor vehicle on properties of South Carolina State University.

University traffic rules shall be enforced on all University roads and grounds at all times of the day and night throughout the calendar year. The University Police Department is authorized and empowered to enforce these motor vehicle regulations and to provide for the safety of individuals on University property.

• The University does not assume any responsibility for motor vehicles or their contents while they are operated or parked on University property.

• University parking or traffic citations shall be treated as minor infractions of University regulations and posses the right of appeal. Any person who operates a motor vehicle on campus shall be deemed to have consented to, thereby, have his or her appeal adjudicated through the internal appeals process of the University. The right of such appeal does not apply to any State Uniform Traffic Citation.

• Copies of the Parking Rules And Regulations, schedules of fees for parking decals, permits, and the availability of Reserved Parking Spaces are available from the Parking and Vehicle Registration Office at Poplar Hall (behind Mays I Hall). Payments are made at The Cashier’s Office.

Absolutely No Refunds under any circumstance.

All payment receipts for parking tickets must be taken to the Poplar Hall Office (behind Mays I Hall) to complete the ticket payment cycle.

Vehicle Registration

• Use of a motor vehicle on SCSU property is a privilege, not a right, and is made available only under the University Parking Rules and Regulations currently in effect.

• All motor vehicles using University parking facilities must have a permanent decal or temporary permit (Vendors and Contractors must comply). Parking regulations are in effect 24 hours a day 7 days a week. Purchasing a parking permit does not guarantee a parking space in the immediate area you wish to park in.

“Remember...Do The Right Thing”

(9) Owners of currently registrated vehicles with affixed decals which are temporarily out of service may obtain a substitute temporary parking permit from the Parking and Vehicle Registration Office during normal business hours or the University Police Department after hours and on weekends at no cost.

(10) Any vehicle parked on campus is parked at the risk of the owner.

(11) Overnight parking of any vehicle unregistered is prohibited unless special permission is granted by the University Police Department.

(12) Disabled or abandoned vehicles which constitute a traffic or safety hazard are subjected to being towed away at the owner’s expense. This also applies to vehicles abandoned on campus for more than 48-hours.

Locating a legal parking space is the responsibility of the vehicle’s operator. Lack of a parking space will not be considered a valid excuse for violation of any parking regulation.

(13) Unauthorized persons parking vehicles in “Handicap Parking Spaces” will be subjected to a fine.

A “Temporary Handicap Parking Permit” may be obtained by contacting the Parking and Vehicle Registration Office or the University Police Department after normal business hours.

(14) Regulations concerning loading zones will be enforced at all times.

(15) Motor scooters, motorcycles, mopeds, or bicycles shall be parked in special racks or designated areas only.

(16) All vehicles or operators involved in traffic, parking/non -moving, and decal violations may be ticketed by University Police Officers. The citation shall show the nature of the violation and the number of the issuing officer. The person to whom the decal is registered will be held responsible for violations. If the violator cannot be identified, then the registered owner will be held responsible.

Possession or Use of a Lost/Stolen Permit The fine for use of such permits is that of Petty Larceny ($625.00), and parking privileges will be revoked for the remainder of the permit year at the discretion of the Police Chief, his designee, and/or the Parking Appeals Committee.

Payment Procedure

Parking Violations Regular Fines $35 Handicapped Fines $125

• All persons receiving SCSU Citations for non-moving violations shall pay such charges in person or by mail to the Cashier’s Office.

• Unpaid Tickets of $150.00 or more will result in:

(a) Withhold parking and Driving privileges on University property.

Automobile Towing

(1) A vehicle may be towed away if it:

(a) has five (5) tickets or fines of $150.00.

(b) is blocking traffic, unoccupied, or creating a hazard.

(c) belongs to a person whose on-campus parking privileges have been revoked.

(d) is parked in a designated tow-away zone.

(e) is illegally parked in an employee or student space.

(f) is illegally parked in a fire lane or in front of a dumpster.

(g) is abandoned.

(h) is involved in a crime or is potential evidence.

(i) would be left unattended due to the arrest of the driver.

(2) Any and all charges against the vehicle must be satisfied prior to releasing the vehicle. Wrecker services removing vehicles from the University are entitled to payment as authorized by South Carolina Statute & Municipal Ordinance and The University Police Department.

Tow Truck will tow at the following fees:

Parking Violation:

$65.00—vehicles towed between 6:00 AM—6:00 PM $110.00—vehicles towed and 6:01 PM—5:59 AM $15.00 storage fee/ 1 (one) day after 12:01 AM of the day the vehicle is towed.

Vehicle release form is required for the return of a vehicle.

Campus Traffic Regulations The University’s speed limit is posted at all main roads. All operators of vehicles are expected to operate vehicles in a responsible manner.

Pedestrian Crosswalks

Pedestrians shall have the right of way at designated crosswalks at all times.

Appeals

The Parking Ticket Appeals Committee will hear the appeals of employees, students, and visitors. Appeals information is printed on all parking tickets.

Vendors Vendors ( Auditors, Sales Representatives, Service Companies or People, etc.) conducting business on campus for a day or a few days, will need to obtain a Vendor’s Permit or Temporary Vendor’s Permit from the Parking and Vehicle Registration Office. Please park in spaces marked “Vendor Only” . Employees who have purchased a current decal must qualify for a Vendor’s Parking Permit. The cost is $66. Permits may then be picked up from the Parking and Vehicle Registration Office once a receipt is presented.

Attachment I

Additional Specifications for Grounds Maintenance

Contractor shall provide all labor, materials, supplies, equipment, repair parts, and transportation, vehicles to meet the requirements to manage and maintain grounds and landscaping.

Work shall include inspection, mowing and trimming, turf replacement and maintenance, clearing storm damage, leaf removal, snow removal (none required for the last three (2) years), correction of soil erosion areas or problems, tree and shrub maintenance, irrigation fertilization, herbicide application, natural resource conversation (composting), sports field maintenance, tree stump removal, and policing of areas.

Contractor are expected to develop a plan to correct existing erosion; however, repair of existing erosion will not be at the contractor’s expense.

A. Coverage Area: Magnolia Street, Russell Street, Chestnut Street and Goff Avenue in Orangeburg

County, SC currently bound The University’s main campus. This contract addresses the existing lands within the boundaries noted. If, and/or when, custodianship of other lands becomes the responsibility of the University, this contract may be modified accordingly (e.g. Camp Harry

Daniels, Elloree, SC). The University’s main campus consists of 160 acres of which approximately

74 acres are green space.

B. Trash: Contractor shall pick up and dispose of all trash and litter. Trash and litter includes paper, plastic, cans, cardboard, rags, and other foreign material for the entire campus.

C. Trash Receptacles: Contractor shall install the appropriate amount of trash receptacles throughout the campus (uniform in style and color but not necessarily size).

D. Waste and Trash Removal: Contractor shall remove all trash and/or waste at the contractor’s expense. More information on waste removal frequencies of service, dumpsters, receptacle locations, etc. is provided in the Attachment. Contractor shall be responsible for regular removal of pallets and other large waste items from the Warehouse dock located in the rear of Crawford-

Zimmerman. Contractor will not be responsible for the removal or neutralization hazardous materials used in some classroom/laboratory settings. Various Departments store these materials and the University contracts with an outside Company to dispose of these materials on an annual basis.

E. Fountains: Contractor shall ensure that all campus fountains are cleaned and working properly. Currently there are three (3) outdoor fountains: Mitchell Hall, Student Plaza & Whittaker

Library.

F. Power Washing: Pressure washing of sidewalks, exterior stairwells, retaining walls, and other ground level areas are included and must be scheduled for completion each year of the contract

G. Special Campus Events: Contractor will furnish personnel to clean the overall campus grounds, parking areas and interior and exterior areas of the stadium after each event. Note: While special campus events are included in the contract, they should not be included in the monthly fee.

Instead, Contractor shall invoice extra for each person provided (per hour) to cover the extra services. Special campus events are as follows:

1. Commencement Ceremonies (Fall and Spring)

2. Annual Gala

3. Orangeburg County Technical College Graduation (Outside Contract)

4. First Lady’s Reception

5. Quarter Century Luncheon

6. Founders Day Celebration

7. All SGA Sanctioned Activities (See Student Affairs)

8. All Home Football Games

9. All Home Basketball Games

Note: Contractor shall NOT invoice for special campus events for staff members who are working their regularly scheduled hours.

H. Athletic Fields: Contractor shall provide appropriate marking, stripping, and cleaning required for the University’s outdoor athletic facilities. These facilities include Oliver C. Dawson (synthetic turf)

Football Stadium, and a softball field. Contractor will not be responsible for painting any logos or special artwork on the football field. SCSU will supply manufacturer’s specifications on the maintenance of the synthetic turf on the football field.

I. Maintenance Schedule: Contractor is required to develop and present to the Contracting Officer

Representative for approval, a monthly schedule for landscaping, grounds maintenance, and athletic field management.

J. Planting Beds: Contractor shall perform maintenance on planting beds as required during the appropriate planting period. Maintenance shall include planting, fertilizing, weed control, pruning, and mulching. Mulch is turned or replaced semi-annually. In the recent past, Pine Bark mulch has been used throughout the campus. Currently, there are approximately 7,000 square feet of planting beds. Contractor shall maintain mulched planting beds and individual mulched trees/shrubs free from all grass, leaves, weeds, and other debris or vegetation. Grass, weeds, sod, rocks, and other debris or vegetation shall not be turned under but shall be removed the same day that cultivations are done. Historically, ~ 200 cubic yards of mulch has been used per semi-annual application.

Playground mulch is replaced once a year. The thickness of mulch shall be governed by industry standards (2”-4”).

K. Trees and Shrub Maintenance: Trim trees and shrubs as needed for form and safety up to 8 feet above sidewalks/roads, and clearance around buildings/utilities. Maintenance above mentioned height, removal of trees deemed unsafe/necessary to remove, and removal of tree debris caused by

“acts of God” shall not be considered a part of the monthly fee. Instead, these services shall be invoiced separately based on the hourly rate for each staff member performing the services.

L. Loading Docks: Loading docks located at the rear of Crawford-Zimmerman and I.P. Stanback

Museum and Planetarium shall be maintained and kept clear of pallets and other debris. Contractor shall check each location weekly and shall clear all boxes, bags, and other trash on or around the docks regularly.

M. Hardscaping: Contractor will be responsible for the following hardscape maintenance; however, the services shall not be considered a part of the monthly fee. Instead, the following shall be invoiced separately based on the hourly rate for each staff member performing the following items:

1. Sidewalk repair

2. Parking lots to include:

a. Restriping

b. Painting of reserved / handicap

c. Repair

d. Overlay

3. Roads

4. Storm drains are to be kept clear of debris at all times

Note: Contractor shall not invoice for hardscape maintenance services for staff members working their regularly scheduled hours.

Appendix U Instructions for Submitting Cost-Price Data

U-1

Appendix U - Instructions for Submitting Cost-Price Data

This document provides instructions for preparing a contract pricing proposal when cost or pricing data are required.

Note 1: There is a clear distinction between submitting cost or pricing data and merely making available books, records, and other documents without identification. The requirement for submission of cost or pricing data is met when all accurate cost or pricing data reasonably available to the offeror have been submitted, either actually or by specific identification, to the Contracting Officer or an authorized representative. As later information comes into your possession, it should be submitted promptly to the Contracting Officer in a manner that clearly shows how the information relates to the offeror's price proposal. The requirement for submission of cost or pricing data continues up to the time of agreement on price, or an earlier date agreed upon between the parties if applicable.

Note 2: By submitting your proposal, you grant the Contracting Officer or an authorized representative the right to examine records that formed the basis for the pricing proposal. That examination can take place at any time before award. It may include those books, records, documents, and other types of factual information (regardless of form or whether the information is specifically referenced or included in the proposal as the basis for pricing) that will permit an adequate evaluation of the proposed price.

I. General Instructions

A. You must provide the following information on the first page of your pricing proposal:

(1) Solicitation, contract, and/or modification number;

(2) Name and address of offeror;

(3) Name and telephone number of point of contact;

(4) Name of contract administration office (if available);

(5) Type of contract action (that is, new contract, change order, price revision/redetermination, letter contract, unpriced order, or other);

(6) Proposed cost; profit or fee; and total;

(7) Whether you will require the use of Government property in the performance of the contract, and, if so, what property;

(8) Whether your organization is subject to cost accounting standards; whether your organization has submitted a CASB Disclosure Statement, and if it has been determined adequate; whether you have been notified that you are or may be in noncompliance with your Disclosure Statement or CAS (other than a noncompliance that the cognizant Federal agency official has determined to have an immaterial cost impact), and, if yes, an explanation; whether any aspect of this proposal is inconsistent with your disclosed practices or applicable CAS, and, if so, an explanation; and whether the proposal is consistent with your established estimating and accounting principles and procedures and FAR Part 31, Cost Principles, and, if not, an explanation;

(9) The following statement: This proposal reflects our estimates and/or actual costs as of this date and conforms with the instructions in FAR 15.403-5(b)(1) and Table 15-2. By submitting this proposal, we grant the Contracting Officer and authorized representative(s) the right to examine, at any time before award, those records, which include books, documents, accounting procedures and practices, and other data, regardless of type and form or whether such supporting information is specifically referenced or included in the proposal as the basis for pricing, that will permit an adequate evaluation of the proposed price.

(10) Date of submission; and

(11) Name, title, and signature of authorized representative.

B. In submitting your proposal, you must include an index, appropriately referenced, of all the cost or pricing data and information accompanying or identified in the proposal. In addition, you must annotate any future additions and/or revisions, up to the date of agreement on price, or an earlier date agreed upon by the parties, on a supplemental index.

Attachment J - Instructions for Cost & Price Data

Appendix U, cont’d

U-2

C. As part of the specific information required, you must submit, with your proposal, cost or pricing data (that is, data that are verifiable and factual and otherwise as defined at FAR 2.101). You must clearly identify on your cover sheet that cost or pricing data are included as part of the proposal. In addition, you must submit with your proposal any information reasonably required to explain your estimating process, including--

(1) The judgmental factors applied and the mathematical or other methods used in the estimate, including those used in projecting from known data; and

(2) The nature and amount of any contingencies included in the proposed price.

D. You must show the relationship between contract line item prices and the total contract price. You must attach cost-element breakdowns for each proposed line item, using the appropriate format prescribed in the “Formats for Submission of Line Item Summaries” section of this table. You must furnish supporting breakdowns for each cost element, consistent with your cost accounting system.

E. When more than one contract line item is proposed, you must also provide summary total amounts covering all line items for each element of cost.

F. Whenever you have incurred costs for work performed before submission of a proposal, you must identify those costs in your cost/price proposal.

G. If you have reached an agreement with Government representatives on use of forward pricing rates/factors, identify the agreement, include a copy, and describe its nature.

H. As soon as practicable after final agreement on price or an earlier date agreed to by the parties, but before the award resulting from the proposal, you must, under the conditions stated in FAR 15.406-2, submit a Certificate of Current Cost or Pricing Data.

II. Cost Elements

Depending on your system, you must provide breakdowns for the following basic cost elements, as applicable:

A. Materials and services. Provide a consolidated priced summary of individual material quantities included in the various tasks, orders, or contract line items being proposed and the basis for pricing (vendor quotes, invoice prices, etc.). Include raw materials, parts, components, assemblies, and services to be produced or performed by others. For all items proposed, identify the item and show the source, quantity, and price. Conduct price analyses of all subcontractor proposals. Conduct cost analyses for all subcontracts when cost or pricing data are submitted by the subcontractor. Include these analyses as part of your own cost or pricing data submissions for subcontracts expected to exceed the appropriate threshold in FAR 15.403-4. Submit the subcontractor cost or pricing data as part of your own cost or pricing data as required in paragraph IIA(2) of this table. These requirements also apply to all subcontractors if required to submit cost or pricing data.

(1) Adequate Price Competition. Provide data showing the degree of competition and the basis for establishing the source and reasonableness of price for those acquisitions (such as subcontracts, purchase orders, material order, etc.) exceeding, or expected to exceed, the appropriate threshold set forth at FAR 15.403-4 priced on the basis of adequate price competition. For interorganizational transfers priced at other than the cost of comparable competitive commercial work of the division, subsidiary, or affiliate of the contractor, explain the pricing method (see FAR 31.205-26(e)).

(2) All Other. Obtain cost or pricing data from prospective sources for those acquisitions (such as subcontracts, purchase orders, material order, etc.) exceeding the threshold set forth in FAR 15.403-4 and not otherwise exempt, in accordance with FAR 15.403-1(b) (i.e., adequate price competition, commercial items, prices set by law or regulation or waiver). Also provide data showing the basis for establishing source and reasonableness of price. In addition, provide a summary of your cost analysis and a copy of cost or pricing data submitted by the prospective source in support of each subcontract, or purchase order that is the lower of either $10,000,000 or more, or both more than the pertinent cost or pricing data threshold and more than 10 percent of the prime contractor's proposed price. The Contracting Officer may require you to submit cost or pricing data in support of proposals in lower amounts. Subcontractor cost or pricing data must be accurate, complete and

U-3 current as of the date of final price agreement, or an earlier date agreed upon by the parties, given on the prime contractor's Certificate of Current Cost or Pricing Data. The prime contractor is responsible for updating a prospective subcontractor's data. For standard commercial items fabricated by the offeror that are generally stocked in inventory, provide a separate cost breakdown, if priced based on cost. For interorganizational transfers priced at cost, provide a separate breakdown of cost elements. Analyze the cost or pricing data and submit the results of your analysis of the prospective source's proposal. When submission of a prospective source's cost or pricing data is required as described in this paragraph, it must be included along with your own cost or pricing data submission, as part of your own cost or pricing data. You must also submit any other cost or pricing data obtained from a subcontractor, either actually or by specific identification, along with the results of any analysis performed on that data.

B. Direct Labor. Provide a time-phased (e.g., monthly, quarterly, etc.) breakdown of labor hours, rates, and cost by appropriate category, and furnish bases for estimates.

C. Indirect Costs. Indicate how you have computed and applied your indirect costs, including cost breakdowns. Show trends and budgetary data to provide a basis for evaluating the reasonableness of proposed rates. Indicate the rates used and provide an appropriate explanation.

D. Other Costs. List all other costs not otherwise included in the categories described above (e.g., special tooling, travel, computer and consultant services, preservation, packaging and packing, spoilage and rework, and Federal excise tax on finished articles) and provide bases for pricing.

E. Royalties. If royalties exceed $1,500, you must provide the following information on a separate page for each separate royalty or license fee:

(1) Name and address of licensor.

(2) Date of license agreement.

(3) Patent numbers.

(4) Patent application serial numbers, or other basis on which the royalty is payable.

(5) Brief description (including any part or model numbers of each contract item or component on which the royalty is payable).

(6) Percentage or dollar rate of royalty per unit.

(7) Unit price of contract item.

(8) Number of units.

(9) Total dollar amount of royalties.

(10) If specifically requested by the Contracting Officer, a copy of the current license agreement and identification of applicable claims of specific patents (see FAR 27.204 and 31.205-37).

F. Facilities Capital Cost of Money. When you elect to claim facilities capital cost of money as an allowable cost, you must submit Form CASB-CMF and show the calculation of the proposed amount (see FAR 31.205-10).

III. Formats for Submission of Line Item Summaries

A. New Contracts (Including Letter Contracts)

Column #1 – Cost elements Column #2 – Proposed contract estimate – total cost Column #3 – Proposed contract estimate – unit cost Column #4 - Reference

Column and Instruction

(1) Enter appropriate cost elements.

(2) Enter those necessary and reasonable costs that, in your judgment, will properly be incurred in efficient contract performance. When any of the costs in this column have already been incurred (e.g., under a letter contract), describe them on an attached supporting page. When preproduction

U-4 or startup costs are significant, or when specifically requested to do so by the Contracting Officer, provide a full identification and explanation of them.

(3) Optional, unless required by the Contracting Officer.

(4) Identify the attachment in which the information supporting the specific cost element may be found.

(Attach separate pages as necessary.)

B. Change Orders, Modifications, and Claims

Column #1 – Cost elements Column #2 - Estimated cost of all work deleted Column #3 - Cost of deleted work already performed Column #4 - Net cost to be deleted Column #5 – Cost of work added Column #6 – Net cost of change Column #7 – Reference

Column and Instruction

(1) Enter appropriate cost elements.

(2) Include the current estimates of what the cost would have been to complete the deleted work not yet performed (not the original proposal estimates), and the cost of deleted work already performed.

(3) Include the incurred cost of deleted work already performed, using actuals incurred if possible, or, if actuals are not available, estimates from your accounting records. Attach a detailed inventory of work, materials, parts, components, and hardware already purchased, manufactured, or performed and deleted by the change, indicating the cost and proposed disposition of each line item. Also, if you desire to retain these items or any portion of them, indicate the amount offered for them.

(4) Enter the net cost to be deleted, which is the estimated cost of all deleted work less the cost of deleted work already performed. Column (2) minus Column (3) equals Column (4).

(5) Enter your estimate for cost of work added by the change. When nonrecurring costs are significant, or when specifically requested to do so by the Contracting Officer, provide a full identification and explanation of them. When any of the costs in this column have already been incurred, describe them on an attached supporting schedule.

(6) Enter the net cost of change, which is the cost of work added, less the net cost to be deleted.

Column (5) minus Column (4) equals Column (6). When this result is negative, place the amount in parentheses.

(7) Identify the attachment in which the information supporting the specific cost element may be found.

(Attach separate pages as necessary.)

C. Price Revision/Redetermination

Column #1 – cutoff date Column #2 – Number of units completed Column #3 – Number of Units to be completed Column #4 – Contract amount Column #5 – Redetermination proposal amount Column #6 – Difference Column #7 – Cost elements Column #8 – Incurred cost - preproduction Column #9 – Incurred cost – completed units Column #10 – Incurred cost – work in process Column #11 – Total incurred cost Column #12 – Estimated cost to complete Column #13 – Estimated total cost Column #14 – Reference (Use as applicable).

Column and Instruction

(1) Enter the cutoff date required by the contract, if applicable.

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(2) Enter the number of units completed during the period for which experienced costs of production are being submitted.

(3) Enter the number of units remaining to be completed under the contract.

(4) Enter the cumulative contract amount.

(5) Enter your redetermination proposal amount.

(6) Enter the difference between the contract amount and the redetermination proposal amount. When this result is negative, place the amount in parentheses. Column (4) minus Column (5) equals Column (6).

(7) Enter appropriate cost elements. When residual inventory exists, the final costs established under fixed-price-incentive and fixed-price-redeterminable arrangements should be net of the fair market value of such inventory. In support of subcontract costs, submit a listing of all subcontracts subject to repricing action, annotated as to their status.

(8) Enter all costs incurred under the contract before starting production and other nonrecurring costs (usually referred to as startup costs) from your books and records as of the cutoff date. These include such costs as preproduction engineering, special plant rearrangement, training program, and any identifiable nonrecurring costs such as initial rework, spoilage, pilot runs, etc. In the event the amounts are not segregated in or otherwise available from your records, enter in this column your best estimates. Explain the basis for each estimate and how the costs are charged on your accounting records (e.g., included in production costs as direct engineering labor, charged to manufacturing overhead). Also show how the costs would be allocated to the units at their various stages of contract completion.

(9) Enter in Column (9) the production costs from your books and records (exclusive of preproduction costs reported in Column (8)) of the units completed as of the cutoff date.

(10) Enter in Column (10) the costs of work in process as determined from your records or inventories at the cutoff date. When the amounts for work in process are not available in your records but reliable estimates for them can be made, enter the estimated amounts in Column (10) and enter in Column

(9) the differences between the total incurred costs (exclusive of preproduction costs) as of the cutoff date and these estimates. Explain the basis for the estimates, including identification of any provision for experienced or anticipated allowances, such as shrinkage, rework, design changes, etc. Furnish experienced unit or lot costs (or labor hours) from inception of contract to the cutoff date, improvement curves, and any other available production cost history pertaining to the item(s) to which your proposal relates.

(11) Enter total incurred costs (Total of Columns (8), (9), and (10)).

(12) Enter those necessary and reasonable costs that in your judgment will properly be incurred in completing the remaining work to be performed under the contract with respect to the item(s) to which your proposal relates.

(13) Enter total estimated cost (Total of Columns (11) and (12)).

(14) Identify the attachment in which the information supporting the specific cost element may be found.

(Attach separate pages as necessary.)

[62 FR 51230, Sept. 30, 1997, as amended at 63 FR 58596, Oct. 30, 1998; 66 FR 2129, Jan. 10, 2001; 67 FR 6115, Feb. 8, 2002]

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Attachment K

Performance Plan for Custodial Operations

APPA Appearance Level Definitions

Association of Physical Plant Administrator’s (APPA) Five Levels of Clean

The following is a summary of key indicators for each of APPA’s five levels of cleanliness. The lower the score higher the level of cleanliness.

Level 1 – Orderly Spotlessness

Level 1 establishes cleaning at the highest level. This is show-quality cleaning for that prime facility

• Floors and base molding shine and/or are bright and clean; colors are fresh. There is no buildup in corners or along walls.

• All vertical and horizontal surfaces have freshly cleaned or polished appearance and have no accumulation of dust, dirt, marks, streaks, smudges, or fingerprints.

• Lights all work and fixtures are clean.

• Washrooms and shower fixtures and tile gleam and are odor-free. Supplies are adequate.

• Trash containers and pencil sharpeners hold only daily waste and are clean and odor free.

Level 2 – Ordinary Tidiness

Level 2 is the base upon which cleaning should be maintained. Lower levels for washrooms, changing/locker rooms, and similar type facilities are not acceptable.

• Floors and base moldings shine and/or are bright and clean. There is no buildup in corners or along walls, but there can be up to two days’ worth of dust, dirt, stains, or streaks.

• All vertical and horizontal surfaces are clean, but marks, dust, smudges, and fingerprints are noticeable upon close observation.

• Lights all work and fixtures are clean.

• Washrooms and shower fixtures and tile gleam and are odor-free. Supplies are adequate.

Level 3 – Casual Inattention

Level 3 reflects the first budget cut or some other staffing-related problem. It is a lowering of normal expectations. While not totally acceptable, it has yet to reach an unacceptable level of cleanliness.

• Floors are swept or vacuumed clean, but upon close observation dust, dirt, and stains, as well as a buildup of dirt, dust, and/or floor finish in corners and along walls, can be seen.

• There are dull spots and/or matted carpet in walking lanes. There are streaks and splashes on base molding.

• All vertical and horizontal surfaces have obvious dust, dirt, marks, smudges, and fingerprints.

• Lamps all work and fixtures are clean.

Level 4 – Moderate Dinginess

Level 4 reflects the second budget cut, or some other significant staffing-related problem. Areas are becoming unacceptable. People beginning to accept and environments lacking normal cleanliness. The facility begins to constantly look like it requires a good “spring cleaning”.

• Floors are swept or vacuumed clean, but are dull, dingy, and stained. There is a noticeable buildup of dirt and/or floor finish in corners and along walls.

• There is a dull path and/or obviously matted carpet in walking lanes. Base molding is dull and dingy with streaks and splashes.

• All vertical and horizontal surfaces have conspicuous dust, dirt, smudges, fingerprints, and marks that will be difficult to remove.

• Less than 5% of lamps are burned out and fixtures are dingy and dirty.

• Trash containers and pencil sharpeners have old trash and shavings. They are stained and marked. Trash containers smell sour.

Level 5 – Unkempt Neglect

This is the final and lowest level. The facility is always dirty, with cleaning accomplished at an unacceptable level.

• Floors and carpets are dirty and have visible wear and/or pitting. Colors are faded and dingy, and there is a conspicuous buildup of dirt, dust, and/or floor finish in corners and along walls.

• Base molding is dirty, stained, and streaked. Gum, stains, dirt, dust balls, and trash are broadcast.

• All vertical and horizontal surfaces have major accumulations of dust, dirt, smudges, and fingerprints, as well as damage. It is evident that no maintenance or cleaning is done on these surfaces.

• More than 5% of lamps are burned out and fixtures are dirty with dust balls and insects.

• Trash containers and pencil sharpeners overflow. They are stained and marked. Trash containers small sour.

Cleaning Frequencies

Note: Frequencies may need to be reduced for low traffic areas and increased for high traffic areas or for areas that are occupied/utilized on weekends. The following frequencies are minimal guidelines.