Facilities_Grounds-Request For Information (RFI)_71202501.doc

RFI – #71-2025-01

Refer ALL Inquiries regarding this RFI to:

Kimberly Locklear -kimberly.locklear@uncp.edu

Commodity No. and Description:

Ground Maintenance Management and Service Issue Date: 10/01/205

RFI SUBMITTAL: Vendor’s response to this RFI must be submitted through the Sourcing Tool. For training on how to use the Sourcing Tool to Vendors should go to the following site: https://eprocurement.nc.gov/training/vendor-training.

Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888-211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM EST to 5:00 PM EST.

NOTICE TO VENDOR

Request for Information (RFI) will be received at this office by Tuesday, October EST on the day of opening.

QUESTIONS

Submit questions until Friday, October 10, 2025. Questions may be submitted by e-mail to kimberly.locklear@uncp.edu Please insert “RFI No. 71-2025-01 Questions” in the subject matter of your e-mail. A summary of all questions and answers will be posted to the electronic Vendor Portal (eVP), https://evp.nc.gov), as an addendum to this RFI.

EXECUTION

AUTHORIZED SIGNATURE:

DATE:

1.0 OBJECTIVE & pURPOSE

The intent of this Request for Information (RFI) is to gather information for a possible future solicitation, which may result in a contract for the University of North Carolina at Pembroke Facilities- Grounds Maintenance Management and Service THE DEPARTMENT MAKES NO COMMITMENT TO ACQUIRE ANY SERVICES UNDER THIS RFI. DEPARTMENT WILL NOT PAY FOR INFORMATION RECEIVED IN RESPONSE TO THE RFI. THE VENDOR SOLEY BEARS ANY COSTS INCURRED IN PREPARATION AND SUBMISSION OF A RESPONSE.

This RFI is issued for information and planning purposes only and does not constitute a solicitation. Responses to the RFI will not be returned nor will the Department confirm receipt of the RFI response. Whatever information is provided in response to this RFI will be used to assess tradeoffs and alternatives available for determining how to proceed in the acquisition process. Responses to this RFI are not offers and cannot be accepted by the Department to form a binding contract.

All interested vendors are requested to provide a written response to the questions below. A response to this RFI is necessary to assist the Department in determining the potential levels of interest, adequate competition, market maturity, and service capabilities within the business community.

The Department requests detailed vendor specific and industry standard information on how your firm would address the items in the following sections of this RFI.

2.0 INTRODUCTION

The Department is issuing this RFI as part of its market research efforts to identify key factors and considerations for a potential future solution, as outlined in this document. The selected contractor shall provide a dedicated, qualified supervisor responsible for overseeing all aspects of the grounds maintenance contract. The supervisor will serve as the primary point of contact with the University, ensure adherence to contract specifications, direct and coordinate on-site staff, monitor performance, and resolve any issues in a timely manner.

The contractor is expected to deliver a turnkey solution, furnishing all labor, equipment, materials, and services necessary to provide complete grounds maintenance in compliance with University standards. This includes, but is not limited to, mowing, edging, trimming, fertilization, pest control, debris removal, and other landscape management tasks as required.

Based on the responses to this RFI, Department may further solicit for the requirements that most meet its needs regarding cost, performance, delivery method, growth potential, scalability and least disruptive to operations.

3.0 BACKGROUND & CURRENT STATUS

GENERAL SPECIFICATIONS

UNC-PEMBROKE GROUNDS MAINTENANCE SPECIFICATIONS

Contractors shall provide at their own risk and cost, all labor, materials, tools, equipment, transportation, hauling, dumping, fertilizers, insecticides, all chemicals with data sheets and any other items needed to safely perform the necessary landscape management and maintenance work according to the following specifications.

I. MAINTENANCE TASKS

1. MOWING

All turf areas must be mowed a minimum of one (1) time weekly during the growing season (approximately 34 mowings) to provide a neat uniform appearance. The mowing height shall be no more than three (3) inches and no less than two and half (2.5) inches. No more than one third (1/3) of leaf blade shall be removed at one time. Excessive clippings shall be removed through physical removal or blowing where appropriate. Areas not accessible by mowers shall be trimmed mechanically to maintain a neat uniform appearance.

2. EDGING/STRING TRIM

All walks and curbs will be edged, string trimmed, and debris blown off once weekly during the mowing season. In addition, all landscape beds need to be bed edged twice annually.

3. BLOWING

Blowing will be required to keep travel areas clear of debris for safe egress. Blowing off roadways, curbs, and crosswalks each time turf has been mowed, edged or string trimmed. General blowing off of hardscapes to be done no less than three (3) times weekly.

4. LITTER

All litter on the general grounds, parking lots, and in landscape beds shall be removed once daily.

5. LEAF REMOVAL

Leaves shall be removed from the shrub beds and grounds weekly throughout fall (November-January) and again from March-April.

6. SHRUB, ORNAMENTAL GRASSES AND SMALL TREE MAINTENANCE PRUNING

1. All shrubs will be pruned a minimum of one (1) time per month, but not when plants are in flower in accordance with landscape standards for maintenance regarding the specific plant. Shrubs are to be pruned for removal of dead material, natural shaping, and any corrective measures. The contractor is responsible for disposal of leaves, turf clippings, and shrub pruning.

2. Trees shall be pruned to maintain their natural shape, whether specifically mentioned or not. Trees shall be pruned to select and develop permanent scaffold branches smaller than the trunk. Provide orientation to ensure there is no overlay (rubbing) of branches, identify weak points to prevent toppling and wind damage. All shoots and suckers are to be removed from the bases of trees as needed. All pruning cuts must be made in accordance with ANSI-300, the proper arboriculture practices for the specific plant species to ensure proper health. Tree basins shall have a clear and defined circle (edge) that is maintained around plants to reduce competition for nutrients by lawns and prevent damage to mowing equipment.

3. Ornamental grasses are to be pruned once (1) yearly during dormancy period after the last frost.

7. WEED CONTROL

All shrub/ landscape beds shall be maintained reasonably free of weeds by use of pre-emergence herbicides in combination with necessary applications of post emergent weed control during the growing season and by use of manual weeding when necessary. All sidewalk cracks, curbs and parking lots must be sprayed with post emergent weed control to kill weeds growing in them. All herbicides used must be applied by or under supervision of a North Carolina Certified Pesticide Applicator in accordance with label use and approved.

8. WINTER MAINTENANCE

November through March the property sidewalks, curbs and parking areas shall be blown a minimum of three (3) times weekly.

1. Sticks, and litter removed from turf areas, landscape beds, sidewalks, and parking lots once daily.

2. The turf shall be mowed once monthly (November-March).

3. All walkways/hardscapes shall be edged and string trimmed once monthly (November- March)

II. MULCHING/PINESTRAW

1. Forest Brown Hardwood mulch will be added early spring (April) to all beds and trees to maintain a two to three (2-3”) inch layer. The contractor is responsible for all materials and labor associated with the application. Mulch is to be applied in accordance with the landscape standards as to not create mulch “volcanoes.”

2. Longleaf Pine straw is used in various bed locations throughout campus. Pine straw is to be applied with awareness of historical location use to prevent incidental slips or falls.

III. SHRUB FERTILIZATION AND PEST CONTROL

1. Fertilization of shrubs, ground covers, and small trees with 10-10-10 with micronutrients or an approved equal; will be applied in early spring according to soil samples.

2. Contractors will inspect plant material for insect damage and or infestation and will apply necessary insecticides to control pests. All insecticides used will be applied by or under supervision of a North Carolina Certified Pesticide Applicator in accordance with the label. directions and approved industry practices. All chemicals must be pet friendly. All chemical applications must be documented for record reference for a minimum of three (3) years.

IV. SUPERVISION AND INSPECTION

Quality assurance and administration of this maintenance service will be carried out by the Grounds Manager, Vincent Garzo, and Channing Alred, Sr. Lead. To ensure a high standard of maintenance, UNC-Pembroke reserves the right to inspect the contractors’ work and to recall contractors at no expense to UNC-Pembroke for poor workmanship. Inspection of contracted service will be monitored weekly.

V. QUALIFICATIONS AND REQUIREMENTS

1. The contractor shall provide their proposal with a statement that they have regularly engaged in the business of ground maintenance as covered by these specifications for a minimum of three (3) years.

2. The contractor must have a North Carolina Landscape Contractor’s License and a North Carolina Applicators Pesticide License, and a copy of both licenses shall be submitted with your bid.

3. Contractors shall provide a Certificate of Insurance with their proposal.

4. All employees must always wear some type of identification while working on the University Grounds. This is to be able to recognize contractors on site and what company they are working for.

5. The contractor shall provide their proposal with a list of a minimum of three (3) references where you have performed a similar service and size to that proposed.

6. Additional buildings and areas may be added or removed during this contract period. Contractor will be asked to submit a quote on any new areas and if agreed upon between the Contractor and the Grounds Manager, a change order will be issued to add areas to the contract. Any deletions and pricing will be taken from the pricing given in your proposal.

7. All work shall be completed during regular business hours, 7am-5pm Monday through Friday. Work performed during weekend hours is required to be approved by UNCP Staff.

4.0 RFI Procedures

The Department recognizes that considerable effort may be required in preparing a response to this RFI. However, respondents are advised that this is a request for information only, and not a request for services. Respondents shall bear all costs for preparing their RFI response. Respondents to this RFI are asked to be thorough and concise.

Entities who submit documentation in response to this RFI may be invited to present their ideas. An in-person presentation by an entity that submits documentation or participates in discussion or demonstrations in response to this RFI will not serve as a basis for precluding that entity from responding to any future solicitation regarding handling and disposition services.

All responses, inquiries, or correspondence relating to or in reference to this RFI, and all documentation submitted by the various respondents shall become the property of the Department when received. The responses to this RFI, any follow-up questions and presentations to the Department may be used to develop any future solicitation.

5.0 Schedule

Respondents will have 2 weeks to prepare their submissions to this RFI. Responses must be received by the date and time specified in this RFI. Respondents may also be invited to present and discuss their solutions. This could be virtually or in person. Respondents will be notified of the specific date and time at least two (2) weeks in advance of their presentation.

6.0 Clarification Questions

Clarification questions regarding this RFI will be accepted until specified time on the cover sheet of this RFI. All questions must be submitted in writing to the email address specified on the cover sheet of this RFI. An addendum containing clarification questions, and their answers will be issued as an addendum to this RFI, though eVP.

7.0 Response

The Vendor shall provide the following in their response:

1. Transmittal Letter

The transmittal letter should be in the form of a standard business letter and should be signed by a respondent-authorized individual. It should note the following:

a) A statement that deviations are included, if applicable.

b) A statement that proprietary information is included, if applicable.

2. General Information

Respondent information:

a) Name of Company

b) Contact Person

c) Address, Telephone Number, Email Address

d) Brief history of company

3. Content

Interested firms shall submit a response to this RFI together with:

· Marketing materials including information on your firm

· Detailed description of the product(s), services and capabilities available to the Department

· Representative cost estimates

· Recommended implementation strategy

· Timeline estimates

· References from current clients who received the same services as described in the RFI response

· The response should define all services that will be required by the proposed solution. The response should also include:

· The vendor’s understanding of the project and services by addressing the Department’s business requirements;

· An estimated total cost of ownership for the solution including continued compliance with emerging industry standards.

· The contractor shall provide their proposal with a statement that they have regularly engaged in the business of ground maintenance as covered by these specifications for a minimum of three (3) years.

· The contractor must have a North Carolina Landscape Contractor’s License and a North Carolina Applicators Pesticide License, and a copy of both licenses shall be submitted with your bid.

· The Contractor shall provide a Certificate of Insurance with their proposal.

· All employees must always wear some type of identification while working on the University Grounds. This is to be able to recognize contractors on site and what company they are working for.

· The Contractor shall provide their proposal with a list of a minimum of three (3) references where you have performed a similar service and size to that proposed.

· Additional buildings and areas may be added or removed during this contract period. The Contractor will be asked to submit a quote on any new areas and if agreed upon between the Contractor and the Grounds Manager, a change order will be issued to add areas to the contract. Any deletions and pricing will be taken from the pricing given in your proposal.

· All work shall be completed during regular business hours, 7am-5pm Monday through Friday. Work performed during weekend hours is required to be approved by UNCP Staff.

4. Cost and Schedule Estimates

These cost estimates are not formal quotes and have no bearing on any future solicitation for solutions. This information is for research and planning purposes only.

i) Cost Estimates for initial solution implementation to include hardware, software and services.

ii) Cost Estimate for total cost of ownership

iii) Define any limitations to cost estimates

iv) Describe DEPARTMENT resources required to implement and support solution

v) Describe all related charges or fees, for a solution proposed.

5. Response A turnkey solution is preferred; but will accept multiple responses will be accepted from a single vendor provided that each response is comprehensive, meets all of the state’s requirements, and is truly unique. Please submit responses separately and clearly indicate responses as “Response #1, Response #2, etc.

8.0 CONFIDENTIAL INFORMATION

In accordance with 09 NCAC 06B.0103 the State may maintain confidentiality of certain types of information described in N.C. Gen. Stat. 132-1 et. seq. Such information may include trades secrets defined by N.C. Gen. Stat. 132-1.2. Respondents may designate appropriate portions of its response confidential, consistent with and to the extent permitted under the Rules and Statutes set forth above, by marking the pages containing confidential information with boldface type at the top and bottom of each such page stating “CONFIDENTIAL.” By so marking any page, the Respondent warrants that is has formed a good faith opinion, having received such necessary or proper review by counsel and other knowledgeable advisers that the portions marked confidential meet the requirements of the Rules and Statutes set forth above. The State may serve as custodian of Respondent’s confidential information and not as an arbiter of claims against Respondent’s assertion of confidentiality. If an action is brought pursuant to N.C. Gen. Stat. 132-9 to compel the State to disclose information marked confidential, the Respondent agrees that it will intervene in the action through its counsel and participate in defending the State, including any public official(s) or public employee(s). The Respondent agrees that it shall hold the State and any official(s) and individual(s) harmless from any and all damages, costs, and attorney’s fees awarded against the State or official or individual in the action. The State agrees to promptly notify the Respondent in writing of any action seeking to compel disclosure of Respondent’s confidential information. The State shall have the right, at its option and expense, to participate in the defense of the action through its counsel. The State shall have no liability to Respondent with respect to the disclosure of Respondent’s confidential information ordered by a court of competent jurisdiction pursuant to N.C. Gen. Stat. 132-9 or other applicable law.

All information received in response to the RFI that is marked Confidential will be handled accordingly. The Department shall not be liable for or suffer any consequential damages for any proprietary information submitted and not properly identified. Proprietary information will be safeguarded in accordance with the applicable state regulations.

Version 11.2024