DSS_RFQ_Mortuary_Services_FY2025.pdf

PROCUREMENT DIVISION

Department of Child, Family, and Adult Services

Mortuary Services

Request for Quote

487-DL-DSS002002

January 27, 2025 https://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&ved=2ahUKEwju_remreXmAhXvRt8KHXQeAr8QjRx6BAgBEAQ&url=https%3A%2F%2Fwww.mecknc.gov%2FPages%2FGovernment.aspx&psig=AOvVaw2R52rkJK86T9WkbUnUI_nU&ust=1578069543200534

Procurement Division 700 East 4th Street, 4th Floor

Charlotte, North Carolina 28202

January 27, 2025

This serves as official notice that Mecklenburg County located in Charlotte, North Carolina through its Department of Child, Family, and Adult Services is requesting quotes from organizations for the performance of Mortuary Services. Requirements are outlined in the following specifications. Please review them carefully.

Questions regarding the Solicitation must be submitted by the date noted in the Schedule of Events.

• Email to Meckbids@mecklenburgcountync.gov.

• In the Subject Line include:

o Attention: Mortuary Services - 487-DL-DSS002002 o Demetrius Littlejohn, Procurement Analyst

Quotes are to be emailed to Meckbids@mecklenburgcountync.gov on the date notated in the Schedule of Events. Use the Checklist on the following page as a guide in preparing and submitting your response to the Solicitation.

Please contact the Business Diversity & Inclusion (BDI) Department for help completing and submitting the required BDI forms:

o Email: bdi@mecklenburgcountync.gov o Division Telephone: 980-314-2863

Sincerely, Demetrius Littlejohn Procurement Analyst mailto:Meckbids@mecklenburgcountync.gov mailto:bdi@mecklenburgcountync.gov https://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&ved=2ahUKEwju_remreXmAhXvRt8KHXQeAr8QjRx6BAgBEAQ&url=https%3A%2F%2Fwww.mecknc.gov%2FPages%2FGovernment.aspx&psig=AOvVaw2R52rkJK86T9WkbUnUI_nU&ust=1578069543200534

1. Schedule of Events

The following chart shows the schedule of events associated with the Request for Quotes.

DATE Time (EST) LOCATION/Submittal Requirement EVENT

1/27/2025

N/A MECKProcure Issue Solicitation Notice

2/10/2025

Before 2:00pm

Meckbids@mecklenburgcountync.gov Questions Due

2/17/2025

MECKProcure Post County Response to Questions

2/28/2025

Meckbids@mecklenburgcountync.gov Quotes Due

3/16/2025 8:00am to 5:00pm

To Be Determined Meetings/Demonstrations If desired by the County, vendors selected will be contacted and scheduled.

Note: Mecklenburg County reserves the right to adjust this schedule as it deems necessary.

2. Quote Format

The following items must be submitted in the following order at the time of quote submission. Vendors are encouraged to check off each item as the required action is completed:

☐ Section 3.1 - Letter of Transmittal ☐ Section 3.2 - Executive Summary ☐ Section 3.3 - Statement of Work ☐ Section 3.4 - Insurance ☐ Section 3.5 - Permits and/or Licenses, if applicable ☐ Form A, Pricing Worksheet ☐ Form B, Vendor Company Information - Background and Experience Form ☐ Form C, Vendor Reference ☐Business Diversity & Inclusion (BDI) Forms

☐Attachment 1: BDI Solicitation Coversheet ☐Attachment 2: BDI Form B – Identification of Subcontractor Participation ☐Attachment 3: BDI Form C – Statement of Intent to Perform Contract with OWN Workforce ☐Attachment 4: BDI Form D – MWBE Inclusion Plan https://www.meckprocure.com/webapp/VSSPROD/AltSelfService https://www.meckprocure.com/webapp/VSSPROD/AltSelfService

Contents

1. INTRODUCTION

1.1. Objective

1.2. Business Diversity & Inclusion (BDI) Program

1.3. Mecklenburg County Rights and Options

2. SUBMISSION PROCESS

2.1. Submission of Responses

2.2. Quote Opening

2.3. Evaluation

3. QUOTE CONTENT AND FORMAT

3.1. Letter of Transmittal

3.2. Executive Summary

3.3. Statement of Work

3.4. Pricing

3.5. Insurance

4. DIGITAL ACCESSIBILITY COMPLIANCE

5. SCOPE OF WORK

5.1. Project Overview

Mecklenburg County DSS is responsible for the disposition of unclaimed or abandoned bodies as defined in N.C.G.S. §130A-415. The department is seeking quotes to provide final disposition for the decedents. Over the last 5 years, Mecklenburg County has provided final disposition for approximately fifty-five (55) decedents per year. 8

5.2. Specifications/Qualifications

5.3. Service Tasks and deliverables (service levels, reporting, milestones, etc.)

FORM A. PRICING WORKSHEET

FORM B. VENDOR COMPANY INFORMATION - BACKGROUND AND EXPERIENCE

FORM C. VENDOR REFERENCE FORM

ATTACHMENT 1: BDI SOLICITATION COVERSHEET

ATTACHMENT 2: BDI FORM B – IDENTIFICATION OF SUBCONTRACTOR PARTICIPATION

ATTACHMENT 3: BDI FORM C – STATEMENT OF INTENT TO PERFORM CONTRACT WITH OWN

WORKFORCE

ATTACHMENT 4: BDI FORM D – MWBE INCLUSION PLAN

1. Introduction

1.1. Objective

Mecklenburg County, located in the State of North Carolina, is seeking Bids/Quotes from qualified vendors to provide/perform Mortuary Services.

Award of a Contract will be made to one (1) or more vendors on a competitive basis following the process, terms and conditions as described in the Solicitation.

Contract term will be for one year, with the County option to renew for a minimum of two (2) additional consecutive one (1) year terms thereafter unless earlier terminated pursuant to the terms and conditions of the Contract.

Vendors shall provide price based on the requirements. The proposed cost shall remain in effect for the duration of the Contract which includes the initial term and the two (2) additional consecutive one (1) year terms.

1.2. Business Diversity & Inclusion (BDI) Program

It is the practice of the Mecklenburg County’s Business Diversity and Inclusion Program (the “BDI Program”), in conjunction with the County Procurement Division, to foster greater competition, increase opportunities for participation by all segments of the business community, and maximize value for the taxpayers’ dollars through efficient use of public funds.

The BDI Program accordingly is intended to promote full and equal business opportunities for all businesses contracting with Mecklenburg County by increasing the opportunity for purchase of goods and services from minority-owned and women-owned enterprises.

The BDI Program Provisions Guide details all reasonably necessary steps Contractors and Subcontractors must take to ensure maximum inclusion opportunity for the participation of Minority-owned, Women-owned, and Small Business Enterprises (collectively “MWSBE”), herein referred to as MBE, WBE or MWBE firms as well as other responsible vendors with fair and reasonable opportunity to participate in conducting business with Mecklenburg County.

1.3. Mecklenburg County Rights and Options

• County may in its discretion require one or more vendors to make presentations to the evaluation team or appear before management and/or its representatives for an interview.

• During such interview, the vendors may be required to orally and otherwise present its Quote and to respond in detail to any questions posed. Additional meetings may be held to clarify issues or to address comments, as deemed appropriate.

• Vendors will be notified in advance of the time and format of such meetings. Since Mecklenburg County may choose to award a Contract without engaging in discussions or negotiations, the Quotes submitted shall define the vendors best offer for performing the services described in this Solicitation.

• The commencement of such discussions, however, does not signify a commitment by County to execute a Contract or to continue discussions. County may terminate discussions at any time and for any reason.

• County will decide which Quote best meets the criteria outlined in the Solicitation.

• County reserves the right to waive any minor informalities or irregularities, which do not go to the heart of the Quote or prejudice other offers, or to reject, for good and compelling reasons, any and all Quotes submitted.

• Should vendors find discrepancies or omissions in this Solicitation or any other documents provided by Mecklenburg County, the vendors should immediately notify the County of such chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https:/www.mecknc.gov/oed/BDI/Documents/BDI-Provisions-Guide.pdf potential discrepancy in writing via email as noted above, and a written addendum will be made available, if the County determines clarification necessary.

• Vendors are encouraged to make a good faith effort to include environmental considerations supporting waste reduction, recycling and buy-recycled products supporting markets for recycled and other environmentally preferable products whenever practical.

• County has Solicitation Terms & Conditions posted on the internet site which speaks to non-discrimination and equal opportunity. The County seeks to ensure that all segments of the business community have access to supplying the goods and services needed by County programs.

The County affirmatively works to encourage utilization of minority business enterprise in procurement activities and provides equal opportunity for all businesses and does not discriminate against any vendor regardless of race, color, religion, age, sex, and national origin or disability.

• County reserves the right to reject any and/or all Quotes in connection with this project, and to waive formalities in the Quote during any step of the procurement or awarding process (even after negotiations have begun).

• Final award of Contract is contingent upon availability of funds from Federal, State and/or local governing bodies.

2. Submission Process

2.1. Submission of Responses

• Responses must be emailed to Meckbids@mecklenburgcountync.gov.

• Responses sent by fax, or flash drive will not be accepted.

2.2. Quote Opening

• As required by North Carolina General Statute 143 – 131 according to type of Solicitation:

o Procurement staff will open the proposals received after the Due Date.

o Quotes will not be read aloud or made available to inspect or copy until any trade secret issues/proprietary and/or confidential information has been resolved and a Contract has been awarded.

o Public Bid Opening required for Federally funded projects.

2.3. Evaluation

The standard of award will be based on the most comprehensive, competitive, and best value solution for the County. Interviews may be conducted with vendors at the sole discretion of the County. Any costs associated with interviews is the sole responsibility of the vendor. Attending interviews is not an offer or guarantee of a contract award.

3. Quote Content and Format

3.1. Letter of Transmittal

The Quote must include a cover letter of transmittal attesting to its accuracy, signed by an individual authorized to execute binding legal documents on behalf of the vendor.

• The cover letter shall provide the name, address, telephone, and facsimile numbers of the vendor along with the name, title, address, telephone, and facsimile numbers of the executive that has the authority to Contract with County.

• Each vendor shall make the following representations and warranty in the cover letter, the falsity of which might result in rejection of its Quote: “The information contained in this Quote or any part thereof, including any exhibits, schedules, and other documents and instruments delivered or to be delivered to County, is true, accurate, and complete. This Quote includes all information necessary to ensure that the statements therein do not in whole or in part mislead County as to any material facts.”

• The cover letter must identify any trade secret issues/proprietary and/or confidential information.

https://www.mecknc.gov/Finance/Procurement/Documents/Solicitation%20Terms%20and%20Conditions.pdf

3.2. Executive Summary

A summary describing the vendor’s understanding of the County’s requirements/specifications and the proposed solution.

• A proposed total cost for the project.

• A brief summary of the proposed total cost.

• A summary of the approach to be undertaken to perform the services.

• Highlights any superior or unique aspects of the Quote.

• If applicable, identification of the proposed project team (including responsibilities).

• If you wish to add supplemental information, please be sure the additional attachment(s) is labeled “Supplemental Information.”

3.3. Statement of Work

Vendors must submit a Statement of Work to demonstrate competency in performing services as defined in this Solicitation.

• Include detailed description of the services to be completed along with sufficient information for the County to determine if the vendor meets each requirement.

• The County has identified the requirements for this Solicitation in the Scope of Work.

• Format for submission:

o File size not to exceed 2MB o Single-spaced pages o One-inch margins o Font Times New Roman, size 12

3.4. Pricing

• Pricing will include all aspects of the project.

• Pricing will include travel at the IRS Per Diem rates for Charlotte NC.

• Any costs incurred in the process of preparing and/or submitting a Quote shall be borne by the proposer.

3.5. Insurance

• Evidence of adequate insurance or ability to obtain insurance must be include in the bid/response.

• Provide one of the following documents for the required insurance minimums marked below:

o A Certificate of Insurance.

o A signed and dated letter from your insurance provider on their company letterhead stating your ability to obtain coverage.

o Mecklenburg County must be listed as Certificate Holder on the accord.

Commercial General Liability

• Minimum $1,000,000

• Mecklenburg County must be listed as additionally insured.

Automobile Liability

• Minimum $1,000,000

Professional Errors & Omissions

• Minimum $1,000,000

Worker’s Compensation and Vendors Liability

• State of North Carolina statutory requirements

• If less than three (3) employees (including the owner(s), provide signed statement on business letterhead that Worker’s Compensation not required and state the number of full-time and part-time employees including owner(s) https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-lookup/?action=perdiems_report&state=NC&fiscal_year=2021&zip=28202&city=Charlotte

4. Digital Accessibility Compliance Mecklenburg County has a Digital Accessibility Policy related to all public-facing digital communications initiatives. The policy supports Mecklenburg County’s goal of providing equal access to all members of the public, and complying with all applicable digital accessibility laws. Mecklenburg County has obligations under laws including (but not limited to): The Americans with Disabilities Act of 1990 (or “ADA”, 28 CFR Parts 35 and 36), Section 508 of the Rehabilitation Act of 1973 (or “Section 508”, 36 CFR 1194).

This policy should be used when procuring third-party products, components or services related to the “public-facing digital communications” that are considered to be in scope for accessibility compliance and defined as:

• Mobile Websites and Applications: Mobile optimized websites and native applications (e.g. iOS®, Android®) that can be used by the public to interact with any services offered by Mecklenburg County.

• Websites & Social Media: Websites and digital content (HTML or non-HTML) that can be accessed by the public via internet browser or social media platform (e.g. Facebook, etc.).

• Other Public Facing Websites: Other Mecklenburg County public-facing sites such as: E-Parks, EastwayRec.com, and other department websites.

• Any other digital communications effort towards public recipients.

To ensure compliance with this policy, a Voluntary Product Accessibility Template (VPAT) must be submitted to Public Information’s Web Services Manager prior to any product public implementations.

5. Scope of Work

5.1. Project Overview

Mecklenburg County DSS is responsible for the disposition of unclaimed or abandoned bodies as defined in N.C.G.S. §130A-415. The department is seeking quotes to provide final disposition for the decedents. Over the last 5 years, Mecklenburg County has provided final disposition for approximately fifty-five (55) decedents per year.

5.2. Specifications/Qualifications

Vendors must meet the requirements for registration, licensing and permits required by the North Carolina Board of Funeral Service (Board) under §90-210.18A North Carolina General Statutes; North Carolina Administrative Code and the Board’s Compliance Guide of March 2019.

Vendors must be located such that they have the capacity to respond to a request for the pickup of a decedent within the time frame set by the department and assist DSS by searching for resources for payment by the deceased, such as a life insurance policy or preneed contract.

*Mecklenburg County will pay a maximum rate for services not to exceed $900.00 per disposition.

5.2.1 Burial, cremation or alkaline hydrolysis are approved forms of final disposition for unclaimed and abandoned bodies in the State of North Carolina as defined by N.C.G.S. §130A-415. Except that burial or cremation shall be the only methods of disposal of recognizable fetuses. A recognizable fetus is defined by North Carolina Administrative Code 15A NCAC 13B .1301 and N.C.G.S.§ 90-210.20(c2) as a fetus that has developed beyond the completion of the second trimester of gestation (27 weeks).

5.2.2 Vendors must be able to retrieve a decedent for disposition no more than seven (7) calendar days after official notification from the department.

5.2.3 Vendors should provide the most cost-efficient quotes for the total cost of final disposition using the following methods:

5.2.3.1 Cremation

• For decedent up to 1 year old

• For decedent between 1 year and 11 years old https://mecktech.sharepoint.com/sites/Forms-and-Policies/PIDPolicies/Voluntary%20Product%20Accessibility%20Template%20(VPAT)%20for%20WCAG.docx

• For decedent 12 years or older

• Cremation must include but is not limited to:

• Use of professional license Funeral Director & Embalmer

• Transportation for pick up at a place of death or mortuary

• Administrated processing of Death Certificate

• Prepare remains and place in Cremation Container

• Transfer remains to crematory and pick up one (1) to two (2) days later

5.2.3.2 Burial

• For decedent up to 1 year old

• For decedent between 1 year and 11 years old

• For decedent 12 years or older

• Burial must include but is not limited to:

• Use of professional license Funeral Director & Embalmer

• Transportation for pick up at a place of death or mortuary

• Embalming of remains and preparation for burial.

5.2.3.3 Hydrolysis

• For decedent up to 1 year old

• For decedent between 1 year and 11 years old

• For decedent 12 years or older

• Hydrolysis must include but is not limited to:

• Use of professional license Funeral Director & Embalmer

• Transportation for pick up at a place of death or mortuary

• Embalming of remains and preparation for disposition

5.2.3.4 *Cremation is the County’s preferred final disposition, unless, other means are required due to religious convictions.

5.3. Service Tasks and deliverables (service levels, reporting, milestones, etc.)

5.3.1 Receive unclaimed or abandoned bodies of individuals who die in Mecklenburg County twenty-four (24) hours a day, seven (7) days a week, from any person having physical possession of the unclaimed body including but not limited to the following entities:

• The Medical Examiner’s Office

• Officers, employees and agents of the State of North Carolina or any local government of

North Carolina

• Undertakers doing business within North Carolina

• Licensed hospitals, licensed nursing homes, or licensed hospices

5.3.2 Provide Cooler services where bodies can be stored pending a decision on death investigation, examination by medical examiner, transportation to an autopsy facility, notification of next of kin, or arrangements of final disposition. In the event refrigerated storage capacity is exceeded, Vendor will make provision for temporary storage offsite at a licensed facility. Offsite storage will be paid for by the vendor.

5.3.3 Vendor rates for services must include the following:

• Use of the professional license

• Transportation of the body to the mortuary and to the crematorium or cemetery for final preparation and disposition by cremation, hydrolysis or burial

• Completion and filing the Death Certificate

• All associated costs or preparing and disposing of the deceased.

5.3.4 Vendor rates should not include:

• Plot – The cost of the plot, if needed, is charged to the County by the City of Charlotte.

• Urn – When the disposition is cremation, the remains are disposed of after the cremation.

5.3.5 100% of bodies must be retrieved for disposition within seven (7) calendar days after official notification from the County.

Form A. Pricing Worksheet Pricing must be all-inclusive and cover every aspect of the Project. Cost must be in United States dollars.

If there are additional costs associated with the Services, please add to this chart. Your Price Proposal must reflect all costs for which the County will be responsible.

Service Proposed Cost per Dispositioned Body

Disposition of Unclaimed and/or Abandoned Bodies

Year 1 Year 2 Year 3

Cremation: Decedent up to 1 year old

Cremation: Decedent between 1 year and 11 years

Cremation: Descendent 12 year and older

Burial: Decedent up to 1 year old

Burial: Decedent between 1 year and 11 years

Burial: Descendent 12 year and older

Hydrolysis: Decedent up to 1 year old

Hydrolysis: Decedent between 1 year and 11 years

Hydrolysis: Descendent 12 year and older

*Mecklenburg County will pay a maximum rate of $900.00 per disposition.

Form B. Vendor Company Information - Background and Experience Vendor Background

Question Response

Vendor Identification Vendor Legal Name:

Vendor Assumed or DBA Name:

Vendor Address:

Vendor Contact Information:

Corporate Notes Ownership:

State company ownership status

• Business

• Sole Proprietor

• Partnership

• Corporation

• Limited Liability Corporation (LLC)

• Other

State what city and state the company was legally formed.

State the date the company was formed.

Certified Partnerships:

Identify certifications held for implementing another firm’s products. Include how long the partnership or certification has been effect.

Organization Size:

Describe organization, including any parent companies, subsidiaries, affiliates and other related entities.

• If a Subsidiary o # Of employees of proposing company/division o Identify revenues of proposing company/division

Vendor Experience Customer Base:

# Of public sector clients.

# Of clients that are municipalities/counties

# Of clients served similar in size to the County

Terminated Projects:

List any terminated projects. Please disclose the jurisdiction and explain the reason for the termination.

Litigation:

List any litigation that you have been involved with during the past two (2) years regarding services provided.

Additional Narrative Response Background:

Describe company in terms of size, type of services offered, and clientele served.

Describe track record for providing services and/or deliverables similar to the Scope of Work in the Solicitation.

Financial Information:

State whether the company or its parent company (if any) has ever received any sanctions or is currently under investigation by any regulatory or government body.

Minority Women Business Enterprise (MWBE) Participation Provide a brief explanation of your company’s approach to internal diversity and inclusion.

• Provide diversity in demographics within your organization

• Provide community involvement with diverse stakeholders/organizations.

Briefly explain your company’s approach to utilizing NC Office of Historically Underutilized Businesses Minority and Women sub-firms and how they will contribute as part of the project team.

Provide good faith information on previous projects, similar in scope and scale and the achieved diversity and inclusion on those projects.

Project Team Describe the project team key individuals responsible for performing the Statement of Work services and/or deliverables.

• Provide resume with information regarding o Experience o Qualifications o Professional certifications/licensures o Other information as deemed necessary

Provide organizational chart, listing key individuals and responsibilities, including location of office(s).

• A percentage/ratio of male to female employees and the percentage/ratio of minority employees within the prime consultant firm. You may also choose to provide other examples or types of diversity within the firm.

• A percentage/ratio of male to female employees and the percentage/ratio of minority employees within the sub- firms.

Sub-firms may also choose to provide other examples or types of diversity within their firms.

• Identify any MBE /WBE certified sub-firms included on your team, and identify which certification (M, W) those sub-firms have.

• Any additional information you may have regarding any efforts on the part of the prime or sub-firms towards inclusion and diversity.

This may include any professional agency or university outreach efforts, internship, or education programs, etc.

Communication Describe communication scheme you will use to keep the County informed about services?

What risks are associated with project? What contingencies have been built in to mitigate those risks?

Form C. Vendor Reference Form

Please provide the following information for three (3) customers of comparable size and scope as outlined in this Solicitation, particularly North Carolina public sector customers that the vendor has been under Contract with during the past five (5) years, as well as any additional municipality references.

References may be called at any time during the procurement process. The County will not notify Vendors before reference checks begin.

The County reserves the right to check any other reference(s) that might be indicated through the explicitly specified contacts or that result from communication with other entities involved with similar projects.

If your Bid/Quote includes a Third-Party Provider, you must also submit a separate copy of this form for each Third-Party Provider.

REFERENCE 1:

Name of Client: ________________________________________________ Phone: ___________

Address:

Primary Contact: ____________________________ Title: _______________________________

Email Address: ____________________________________ Phone: ___________________________

Service Dates:

Summary and Scope of Services Provided:

Client Operating Budget: $_____________________ Client # of Employees: _________________

REFERENCE 2:

Name of Client: _________________________________________________ Phone: ___________

Address:

Primary Contact: ____________________________ Title: _______________________________

Email Address: ____________________________________ Phone: ___________________________

Service Dates:

Summary and Scope of Services Provided:

Client Operating Budget: $________________________ Client # of Employees:

REFERENCE 3:

Name of Client: ________________________________________________ Phone: ___________

Address:

Primary Contact: ____________________________ Title: _______________________________

Email Address: ____________________________________ Phone: ___________________________

Service Dates:

Summary and Scope of Services Provided:

Client Operating Budget: $_____________________ Client # of Employees: _________________

10/2018

Attachment 1: BDI Solicitation Coversheet

BUSINESS DIVERSITY & INCLUSION (BDI) PROGRAM PROVISIONS GUIDE

Mecklenburg County Government Formal Documents

BDI SOLICITATION COVERSHEET

The County maintains a strong commitment to the inclusion of MWBEs in the County’s contracting and procurement process. Accordingly, BDI provides information and forms that Bidders will supply to be considered for the Program.

Bidders are expected to review the entire BDI Program Provisions Guide and this BDI Solicitation Coversheet as they are planning to submit the BDI form(s) with their Bid/Proposal.

The Bid/Proposal should outline any supplies and/or services to be provided by Subcontractors, including each certified Minority Business Enterprise (MBE) and Women Business Enterprise (WBE) for the Contract. Submittals (forms) and time frames can be referenced in Section-4.

PROJECT NAME:

INDUSTRY CATEGORY

Architect & Engineering Construction Professional Services Other Services Goods

Review the established participation goal type selected with the below for this specific solicitation.

PARTICIPATION GOAL TYPES

*Note: the goals must be achieved independently and not in combination

Required Bid forms associated with this participation goal type are:

• [Form A] Listing of Good Faith Efforts (GFE)

• [Form B] Identification of Subcontractor Participation

• Joint Ventures Documentation (include when is selected)

• [Form B] Identification of Subcontractor Participation

• [Form C] Statement of Intent to Perform Contract with Own Workforce

• [Form D] MWBE Inclusion Plan

• [Form D] MWBE Inclusion Plan

A. CONTRACT-BY-CONTRACT GOALS

THE ESTABLISHED PARTCIPATION GOALS FOR THIS PROJECT ARE:

MBE WBE

B. ACHIEVEMENT GOALS

THE ESTABLISHED PARTICIPATION GOALS FOR THIS PROJECT ARE:

% MBE % WBE

C. SPECIAL PROJECTS

THE ESTABLISHED PARTICIPATION GOALS FOR THIS PROJECT ARE:

MBE WBE

McCandies, Tracy Have BDI complete information on this form

List Solicitation Title followed by word Solicitation and the number: Equity Investment Consultant Services – Solicitation # 487-TM-MGR-004017

Professional Occupational Services: Accounting, Advertising, Laboratory Testing, Land Legal, Management, Not Classified, Professional, and Technical Services and etc.

Other Services: Child Care, Landscaping/Lawn Maintenance, Maintenance and Repair, Not Classified, Printing, Recruiting, Security Services, Telecommunications and Temporary Help and etc.

Send to BDI to complete, save email in retention folder with selected Participation Goal Type and MBE WBE percentages

Document Effective: 20220701 | Revised: XXXXXXXX

Attachment 2: BDI Form B – Identification of Subcontractor Participation

Form B – Identification of Subcontractor Participation [Submit with Bid]

The County maintains a strong commitment to the inclusion of MWBEs in the County’s contracting and procurement process when there are viable subcontracting opportunities. Bidders must submit this form with their Bid/Proposal outlining any supplies and/or services to be provided by all Subcontractors, including each MBE, WBE, and non-certified firms for the Contract.

***Prior to submission, review your documents for accuracy and ensure all items are complete***

I, the Authorized Person, do hereby certify that on this Contract, we intend to use the following certified MWBEs and non-certified firms as Subcontractors (subconsultants, vendors, suppliers, and/or providers of professional and/or other services). We intend to expend the amounts/percentages below of the total dollar amount of the contract with the businesses listed **MBE and WBE Certification with the NCHUB Office is required to be counted toward participation goals.

Total Utilization Amount

Total Utilization

Percentage

Total MBE Amount

Total MBE Percentage

Total WBE Amount

Total WBE Percentage

Total Non- Certified Amount

Total Non- Certified

Percentage

Firm Name /

Contact Person Telephone /

Email County /

State

Scope of Work MBE Amount

WBE

Amount

Non- Certified Amount

Name of Bidder:

(Company Name)

Certification Status (check all that apply):

MBE WBE NCSBE

CBI-SBE NCDOT-DBE

Project Name: Solicitation #: Total Bid Amount:

Authorized Person: Telephone: Email:

(add additional sheets if needed)

Pursuant to GS143-128.2(d), the undersigned will enter into a formal agreement with the firms listed on this form, conditional upon execution of a contract with the Owner. Failure to fulfill this commitment may constitute a breach of the contract, giving rise to all contract and/or statutory remedies, including but not limited to cancellation of the contract.

The undersigned hereby certifies that he or she has read the BDI Program Provisions Guide and the terms of this commitment and is authorized to bind the Bidder to the commitment herein set forth.

Signature of Authorized Person Title Date

Attachment 3: BDI Form C – Statement of Intent to Perform Contract with OWN Workforce

Form C – Statement of Intent to Perform Contract with OWN Workforce [Submit with Bid]

I hereby certify that it is our intent to perform 100% of the contract required for this Contract.

1. In making this certification, the Bidder states that the Bidder does not customarily subcontract elements of this type of project, normally performs, has the capability to perform, and will perform all elements of the work (labor) on this project with his/her own current workforces – including any aggregation of material, equipment or supplies required for the project provided by the Bidder’s company for utilization on a County Project, with the total value of which is ten percent (10%) or more of the value of the contract or $2,000, whichever is less; and

The Bidder agrees to provide any additional information or documentation requested by the owner in support of the above statement.

2. If it should become necessary to subcontract some portion of the work at a later date, the Bidder will comply with all "Good Faith Efforts" requirements in providing equal opportunity to MWBE firms to Subcontract the Work. The BDI Program Office should be notified immediately and approved, and respective BDI Program Provisions and Forms should be adhered to.

The undersigned hereby certifies that he or she has read the BDI Program Provisions Guide and this certification and is authorized to bind the Bidder to the commitments herein contained.

State of , County of Subscribed and sworn to before me this day of 20 Notary Public Name/Signature My commission expires

Name of Bidder:

(Company Name)

Certification Status:

MBE WBE NCSBE

CBI-SBE NCDOT-DBE

Telephone: Emails:

Project Name: Solicitation #:

Total Bid Amount:

Date: Name of Authorized Person:

Signature:

Title:

SEAL

Attachment 4: BDI Form D – MWBE Inclusion Plan

Form D – MWBE Inclusion Plan [Submit with Bid, when selected in the BDI Solicitation Coversheet]

Create a detailed description of the strategies and actions the Bidder will take to outreach fairly and equitably, support, and contract with MWBEs.

The following are elements to incorporate into the MWBE Inclusion Plan to help collaborate with MWBEs by addressing the following, but not be limited to:

• the firms you contacted, when, and how you made contact, and their contact information, the outreach strategy used to meet this Contract’s MWBE achievement goals;

• the specific resources and resource contacts utilized to locate MWBE firms for this Contract;

• the plan for building a connection with MWBEs and developing a project team;

• the plan to strengthen business relationships;

• the methods that will be used to improve lines of communication;

• the approach(es) that will be taken to resolve disputes;

• detailed description of the supportive services and activities that will be established for business development and how the plan will be executed;

• the mentorship opportunities that will be made available and how those opportunities will be executed; and

• the efforts that will be made available for capacity building and how those efforts will be executed.

(add additional sheets if needed)