Landscaping Services.pdf

STATE OF NORTH CAROLINA

Forsyth Technical Community College

Request for Proposal #: 2026298

Non-Main Campus Landscaping Services

Date of Issue: July 01, 2026

Proposal Opening Date: July 21, 2026

At 2:00 PM ET

Direct all inquiries concerning this RFP to:

Matt Shiver

Ex. Director of Purchasing and Auxiliary Services

Email: mshiver@forsythtech.edu

Ver: 11/2025

Request for Proposal # 2026298

For internal State agency processing, including tabulation of proposals, provide your company’s eVP (Electronic Vendor Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page shall be filled out and returned with your proposal.

Failure to do so may subject your proposal to rejection.

Vendor Name

Vendor eVP#

Note: For a contract to be awarded to you, your company (you) must be a North Carolina-registered Vendor in good standing. You must enter the Vendor number assigned through eVP (Electronic Vendor

Portal). If you do not have a Vendor number, register athttps://evp.nc.gov/SignIn

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

https://evp.nc.gov/SignIn

Proposal Number: 2026298 Vendor: ____________________________________

Ver: 11/2024

Forsyth Technical Community College

Refer ALL Inquiries regarding this RFP to:

Matt Shiver- mshiver@forsythtech.edu

Request for Proposal #: 2026298 Proposals will be publicly opened:

Using Agency: Forsyth Technical Community College

Commodity No. and Description: 721029 Facility Maintenance and Repair Services

Requisition No.:

EXECUTION

In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.

By executing this proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies that:

this proposal is submitted competitively and without collusion (G.S. 143-54), none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of

Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and it is not an ineligible Vendor as set forth in G.S. 143-59.1.

Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor’s knowledge and belief, that:

it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency.

As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.

As required by Executive Order 24 (2017), the undersigned Vendor certifies will comply with all Federal and State requirements concerning fair employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of any Contract arising from this solicitation.

G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this response to the RFP, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor is not aware that any such gift has been offered, accepted, or promised by any employees of your organization.

By executing this bid, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL TERMS AND CONDITIONS incorporated herein. These documents can be accessed from the Ariba Sourcing Tool.

Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals shall not be accepted.

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:

Proposal Number:2026298] Vendor: ____________________________________

Ver: 11/2025 2

VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL:

VALIDITY PERIOD

Offer shall be valid for at least 120 days from date of bid opening or if extended by mutual agreement of the parties in writing.

Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this RFP.

ACCEPTANCE OF PROPOSAL

If your proposal is accepted, all provisions of this RFP, along with the written results of any negotiations, shall constitute the written agreement between the parties (“Contract”). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply. Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.

FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on

The attached certification, by ____________________________________________________________________.

(Authorized Representative of Forsyth Technical Community College)

Ver: 11/2025 3

Contents

1.0 PURPOSE AND BACKGROUND

1.1 CONTRACT TERM

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

2.2 E-PROCUREMENT FEE

2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

2.4 RFP SCHEDULE

2.5 SITE VISIT

2.6 PROPOSAL QUESTIONS

2.7 PROPOSAL SUBMITTAL

2.8 PROPOSAL CONTENTS

2.9 ALTERNATE PROPOSALS

2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING

EVALUATION

3.3 PROPOSAL EVALUATION PROCESS

3.4 EVALUATION CRITERIA

3.5 PERFORMANCE OUTSIDE THE UNITED STATES

3.6 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 PRICING

4.2 FINANCIAL STABILITY

4.3 HUB PARTICIPATION

4.4 REFERENCES

4.5 BACKGROUND CHECKS

4.6 PERSONNEL

4.7 VENDOR’S REPRESENTATIONS

4.8 FINANCIAL STABILITY

4.9 AGENCY INSURANCE REQUIREMENTS MODIFICATION

4.10 SUBCONTRACTORS

4.11 SECRETARY OF STATE REGISTRATION

4.12 MANDATORY REQUIREMENTS (PASS/FAIL)

Ver: 11/2025 4

4.13 SECRETARY OF STATE REGISTRATION

5.0 SPECIFICATIONS AND SCOPE OF WORK

5.1 GENERAL

5.2 SPECIFICATIONS

5.3 TASKS/DELIVERABLES

5.4 TECHNICAL APPROACH

6.0 CONTRACT ADMINISTRATION

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

6.2 INVOICES

6.3 POST AWARD BUSINESS REVIEW MEETINGS

6.4 CONTINUOUS IMPROVEMENT

6.5 ACCEPTANCE OF WORK

6.6 FAITHFUL PERFORMANCE

6.7 TRANSITION ASSISTANCE

6.8 DISPUTE RESOLUTION

6.9 CONTRACT CHANGES

7.0 ATTACHMENTS

ATTACHMENT A: PRICING FORM

ATTACHMENT B: INSTRUCTIONS TO VENDORS

ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS

ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

ATTACHMENT E: CUSTOMER REFERENCE FORM

ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR

ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION

ATTACHMENT H: VENDOR REQUEST FOR EO50 PRICE-MATCHING

ATTACHMENT I: TECHNICAL APPROACH QUESTIONS

Ver: 11/2025 5

1.0 PURPOSE AND BACKGROUND

Forsyth Technical Community College is soliciting proposals from qualified and experienced vendors to provide landscaping services for designated non-main campus locations. The College intends to award an Agency-Specific Contract to the responsive and responsible vendor whose proposal is determined to be in the best interest of the College. The selected vendor shall furnish all labor, supervision, equipment, materials, tools, transportation, and other resources necessary to perform the landscaping services in accordance with the specifications, terms, conditions, and requirements set forth in this solicitation. Services shall be provided at the campus locations identified herein and throughout the term of the resulting contract.

1.1 CONTRACT TERM

The Contract shall have an initial term of one (1) year, beginning on the date of final Contract execution (the “Effective Date”). The Vendor shall begin work under the Contract within ten (10) business days of the Effective Date.

At the end of the Contract’s initial term, the State shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to two (2) additional one-year terms. The State will give the Vendor written notice of its intent to exercise each option no later than thirty (30) days before the end of the Contract’s then-current term. In addition to any optional renewal terms, and with the Vendor’s concurrence, the State reserves the right to extend the Contract after the last active term.

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

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award, which are incorporated herein by reference.

2.2 E-PROCUREMENT FEE

ATTENTION: The E-Procurement fee may apply to this solicitation. See the paragraph entitled ELECTRONIC PROCUREMENT of the North Carolina General Terms and Conditions.

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

2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to review and comply with the Instructions to Vendors, the North Carolina General Terms and Conditions, all exhibits, attachments, and any issued addenda in connection with this IFB.

Questions or issues regarding this RFB, must be submitted in accordance with the PROPOSAL QUESTIONS section.

Any resulting changes will be made in the form of an RFP addendum.

Except as permitted under 01 NCAC 05B.0503, the State will not consider any additional or modified terms and conditions submitted with a Vendor’s bid. Any such terms, whether included intentionally or inadvertently, shall have no force or effect and will be disregarded unless expressly agreed to during negotiations and incorporated into a Best and Final Offer (BAFO).

Vendor’s bid shall constitute a firm offer that shall be held open for the period required herein (“Validity Period” above). Any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s bid as nonresponsive http://eprocurement.nc.gov/

Ver: 11/2025 6

2.4 RFP SCHEDULE

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

Event Responsibility Date and Time Issue RFP State As posted within NCeVP Hold Pre-Proposal Meeting/Site Visit State See Section 2.5 of This Document Submit Written Questions Vendor July 13, 2026, by 2:00 PM EST Provide Response to Questions State July 15, 2026, by 2:00 PM EST Submit Proposals Vendor As posted within NCeVP Contract Award State On or before July 30, 2026;

however, this may vary at the College’s Sole discretion.

2.5 SITE VISIT

Mandatory Site Visits

Date: July 09, 2026 Time: 9:00 AM Eastern Time Location: Forsyth Technical Community College

2100 Silas Creek Parkway, Winston-Salem, NC 27103 Facilities Department Breakroom (2nd Floor)

Contact E-mail: mshiver@forsythtech.edu

Instructions: Attendance at the [site visit OR pre-proposal conference] shall be MANDATORY. Each prospective vendor must have at least one (1) authorized representative present.

Representatives shall arrive on time and sign in upon arrival, clearly identify the vendor represented. Failure to sign in prior to the start time shall result in the vendor being considered non-attending. Late arrivals shall not be permitted to sign in or participate.

Failure to attend and sign in as required shall result in the vendor’s proposal being deemed non-responsive and ineligible for award.

Vendors shall remain for the duration of the [site visit or pre-proposal conference].

The purpose of this [site visit or pre-proposal conference] is to allow vendors to become familiar with existing conditions and requirements that may affect performance under the resulting contract. Submission of a bid shall constitute acknowledgement that the vendor has investigated and is satisfied with all such conditions.

No allowance shall be made for any conditions that a prudent vendor would have discovered through attendance at the [site visit or pre-proposal conference].

Any information provided at the [site visit or pre-proposal conference] shall not modify the RFP unless confirmed by written addendum issued by the issuing agency.

2.6 PROPOSAL QUESTIONS

Upon review of the RFP documents, Vendors may submit written questions for clarify or interpretation.

Ver: 11/2025 7

Vendors shall submit questions by the “Submit Written Questions” date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum.

Questions shall be submitted exclusively via email to mshiver@forsythtech.edu.

Submission shall include:

• Subject Line: RFP# XXXXXXXXXXXX

• Reference to the applicable RFP section, page number, or requirement

• Clear and concise question language

Responses to timely submitted questions, as well as any revisions to the RFP and the State’s response, and any additional terms deemed necessary by the State will be posted in the eVP in the form of an addendum and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in the RFP and an addendum to this

RFP.

2.7 PROPOSAL SUBMITTAL

Proposals must be received by the issuing agency no later than the date and time specified in the RFP Schedule.

Late proposals will not be opened or considered.

The Vendor bears sole responsibility for ensuring timely delivery of its proposal. Delays caused by the U.S. Postal Service, courier services, weather conditions, traffic, or other circumstances shall not excuse late receipt. Any proposal, or portion thereof, received after the proposal deadline shall be rejected.

Responses will only be accepted in written form and delivered to the address below:

PROPOSAL NUMBER: [Enter Proposal Number]

Forsyth Technical Community College Attn: Matt Shiver, Purchasing Office 2100 Silas Creek Parkway Winston-Salem, NC 27103

Proposals submitted by facsimile (FAX), telephone, email, or any other method not expressly authorized by this RFP will not be accepted.

The Vendor shall:

a. Submit two (2) signed original proposal responses.

b. Submit the proposal in a sealed package clearly marked with:

• Vendor name;

• RFP number; and

• Proposal due date.

The sealed package shall be addressed as specified above.

c. Include both the Technical Proposal and Cost Proposal in the submission unless otherwise instructed in this RFP.

Confidential Information

If the proposal contains confidential or proprietary information, the Vendor shall also submit one (1) signed redacted copy of the proposal.

Confidential information may include trade secrets as defined by N.C. Gen. Stat. § 66-152 and other information exempt from disclosure under N.C. Gen. Stat. § 132-1.2. The Vendor is responsible for identifying and redacting only information that qualifies for protection under applicable law.

By submitting a redacted copy, the Vendor represents that it has made a good-faith determination that the redacted information is confidential and exempt from public disclosure.

mailto:mshiver@forsythtech.edu

Ver: 11/2025 8

Price information shall not be designated as confidential.

If a redacted copy is not provided with the proposal, the College may release the unredacted proposal in response to a public records request.

The redacted proposal package shall be clearly labeled with:

• Vendor name;

• RFP number;

• Proposal due date; and

• “Technical and Cost Proposal – Redacted Copy.”

Failure to submit a proposal in accordance with these instructions may result in rejection of the proposal.

Vendors are responsible for monitoring the electronic Vendor Portal (eVP) for addenda issued prior to the proposal due date. Vendors shall be deemed to have reviewed and accepted all addenda issued in connection with this RFP.

2.8 PROPOSAL CONTENTS

Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an authorized signature where requested. Failure to provide all required items, or Vendor’s submission of incomplete items, may result in the State rejecting Vendor’s proposal, in the State’s sole discretion.

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

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

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

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

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

e) Vendor’s Proposal addressing all Specifications of this RFP. The Vendor’s Proposal must address the mandatory questions from Attachments I & J.

f) Completed version of ATTACHMENT A: PRICING FORM

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

h) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM

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

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

k) Completed version of ATTACHMENT I: TECHNICAL APPROACH QUESTIONS

2.9 ALTERNATE PROPOSALS

Alternate Proposals will not be accepted.

2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

Relevant definitions for this RFP are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found below which are incorporated herein by this reference.

Forsyth Technical Community College may also be referred to as “State” or “College”.

Ver: 11/2025 9

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

Proposals submitted by responsible Offerors and determined to be responsive to the requirements of this RFP will be evaluated in accordance with the evaluation criteria set forth herein.

North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the State’s best interest. All qualified proposals will be evaluated, and awards will be made to the Vendor(s) meeting the specific RFP Specifications and achieving the highest and best final evaluation, based on the criteria described below.

While the intent of this RFP is to award a Contract(s) to Single Vendor, the State reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items or to cancel this RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the State to do so.

The College reserves the right to waive minor informalities, irregularities, or technicalities in proposals received when doing so does not prejudice other Offerors or compromise the fairness of the procurement process.

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

From the date of issuance of this RFP through the date of contract award or cancellation (the “Restricted Period”), Vendors shall not engage in any communication intended to influence the evaluation or award of this procurement.

Each Vendor, including its employees, agents, subcontractors, suppliers, subsidiaries, and affiliates, shall not communicate with any State employee, official, or representative involved in this procurement, including but not limited to personnel of the using agency, issuing agency, evaluation team members, or any other individual involved in the decision-making process, regarding:

• The content of the Vendor’s proposal

• The content of another Vendor’s proposal

• The qualifications or capabilities of any Vendor

• Any matter that could reasonably be considered to influence the evaluation process or award decision

All communications regarding this RFP shall be directed exclusively through the methods identified in this RFP, and only as permitted by the terms of this RFP.

The following communications are permitted:

• Submission of written questions in accordance with Section 2.6 (prior to the question deadline)

• Communications initiated by the State for purposes of clarification, verification, or evaluation

• Inquiries to the designated procurement contact regarding administrative matters or the status of the procurement (after bid submission), provided such inquiries do not attempt to influence the evaluation or award

Any attempt by a Vendor to influence the evaluation or award through prohibited communications may result in disqualification of the Vendor’s proposal. A Vendor may also be disqualified for the actions of its employees, agents, subcontractors, or suppliers.

3.3 PROPOSAL EVALUATION PROCESS

Only responsive submissions will be evaluated.

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

Ver: 11/2025 10

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

All proposals must be received by the issuing agency not later than the date and time specified in the RFP SCHEDULE Section above, unless modified by Addendum. Late proposals will not be opened or considered.

At the date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum, the proposal from each responding Vendor will be opened publicly and all offers (except those that have been previously withdrawn, or voided bids) will be tabulated. The tabulation shall be made available for public inspection as required by law.

When negotiations after receipt of proposals are authorized pursuant to G.S. 143-49 and 01 NCAC 05B.0503, only the names of offerors and the Goods and Services offered shall be tabulated at the time of opening, cost and price shall become available for public inspection at the time of the award.

The State may request clarification of a proposal for the sole purpose of understanding the Vendor’s submission or resolving minor informalities or technicalities. Clarifications shall not result in modification of pricing or material terms.

Upon completion of the evaluation process, the State will make award(s) based on the evaluation and post the award(s) to the State’s eVP website under the RFP number for this solicitation.

The State reserves the right to negotiate with one or more vendors, or to reject all original offers and negotiate with one or more sources of supply that may be capable of satisfying the requirement, and in either case to require Vendor to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the State.

3.4 EVALUATION CRITERIA

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

Technical: (800 Maximum Points)- Attachment I: Technical Approach Questions

As specified in the Technical Approach Questions Worksheet, the Vendor shall indicate whether it will comply with each individual requirement and shall provide a detailed supporting narrative in the space provided. The supporting narrative shall clearly describe the Vendor’s approach, qualifications, methodologies, and any other information necessary to demonstrate compliance with the applicable requirement. To be deemed responsive, responsible, and eligible for award, the Vendor must satisfy all requirements identified in the Technical Approach Questions Worksheet. Failure to meet any mandatory scored requirement may result in the disqualification of the Vendor’s proposal from further consideration. The Vendor’s narrative responses, together with any required supporting documentation or materials, shall be reviewed and evaluated by the evaluation team for compliance with the requirements of this Request for Proposals (RFP).

After review, the evaluation team will award points in accordance with this RFP.

Price (200 Maximum Points)- Attachment A: Pricing Form

The lowest price receives the maximum points, and each other proposal receives a percentage of the maximum, based on a comparison of that proposal price with the lowest price.

Example: The State will determine low cost by normalizing the scores as follows:

The proposal with the lowest cost will receive a score of 200. All other competing proposals will be assigned a portion of the maximum score using the formula:

EVALUTION METHOD:

200 x the cost of the lowest cost proposal the cost of the cost proposal being evaluated

Ver: 11/2025 11

All qualified proposals will be evaluated, and award made based on considering the following criteria listed in descending order of importance, to result in an award most advantageous to the State:

1. The Vendor’s Technical Approach, which includes all responses and information provided in Attachments I and J.

2. Vendor’s Pricing for non-supplemental items.

3.5 PERFORMANCE OUTSIDE THE UNITED STATES

Vendor shall complete ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this RFP, the State may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the State:

a) Total cost to the State

b) Level of quality provided by the Vendor

c) Process and performance capability across multiple jurisdictions

d) Protection of the State’s information and intellectual property

e) Availability of pertinent skills

f) Ability to understand the State’s business requirements and internal operational culture

g) Particular risk factors such as the security of the State’s information technology

h) Relations with citizens and employees

i) Contract enforcement jurisdictional issues

3.6 INTERPRETATION OF TERMS AND PHRASES

This RFP serves two primary purposes: (1) to inform prospective Vendors of the scope, parameters, and functional requirements of the solution sought by the State; and (2) to establish, together with all documents incorporated by reference, the terms and conditions of the Contract that may result from this procurement.

The use of terms such as “shall,” “must,” “required,” and “requirements” is intended to denote mandatory and enforceable contractual obligations. In evaluating proposals and determining whether a proposals should be considered or rejected, the State will assess the extent to which a Vendor has proposed, or failed to propose, a solution that satisfies the State’s stated needs and mandatory requirements.

Except where expressly stated otherwise in this RFP, no single requirement shall be deemed an automatic basis for disqualification. However, the State retains the sole and exclusive discretion to determine whether a Vendor’s failure to comply with any requirement—whether individually or in combination with other deficiencies—warrants rejection of the proposal in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements, and terms and conditions stated in this RFP. If a Vendor is unclear about a requirement or specification, or believes a change to a requirement would allow for the State to receive a better proposal, the Vendor is urged to submit these items in the form of a question during the question-and-answer period in accordance with the Proposal Questions Section above.

Failure to request clarification during the designated period shall not relieve the Vendor of its obligation to comply with all requirements as written, nor shall it serve as a basis for protest or for claiming ambiguity after proposal submission.

4.1 PRICING

Proposal price shall constitute the total cost to the State for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees. Complete ATTACHMENT A: PRICING FORM and include in Vendor’s proposal. The pricing

Ver: 11/2025 12 provided in ATTACHMENT A, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract.

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

4.2 FINANCIAL STABILITY

As a condition of award, the Vendor shall certify that:

• It has the financial capacity to perform and continue to perform its obligations under the resulting Contract

• It has no actual or constructive knowledge of any pending or threatened legal proceedings that would materially adversely affect its ability to perform the Contract

• Execution of the Contract will not violate any other agreement or court order applicable to the Vendor

Each Vendor shall complete and submit ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION as part of its bid.

From the date of certification through the term of the Contract, the Vendor shall notify the State in writing within thirty (30) days of any event or condition that materially alters the accuracy of the certification.

The State reserves the right to require additional financial information or periodic recertification of financial stability during the term of the Contract.

4.3 HUB PARTICIPATION

Pursuant to North Carolina General Statute G.S. 143-48, it is State policy to encourage and promote the use of small, minority, physically handicapped, and women contractors in purchasing Goods and Services. As such, this RFP will serve to identify those Vendors that are minority owned or have a strategic plan to support the State’s Historically Underutilized Business program by meeting or exceeding the goal of 10% utilization of diverse firms as 1st or 2nd tier subcontractors. Vendor shall complete ATTACHMENT D: HUB SUPPLEMENTAL VENDOR

INFORMATION.

4.4 REFERENCES

Vendor must provide at least three (3) references, using ATTACHMENT E: CUSTOMER REFERENCE FORM, for which it has provided Services of similar size and scope to those proposed herein. References shall not be from the same company or from the soliciting State entity. . In addition, Vendor shall provide references for and identify other government contracts it has received, for which your company has provided services of similar size and scope. The State shall contact these users to determine whether the Services provided are substantially similar in scope to those proposed herein and whether the Vendor’s performance has been satisfactory. The information obtained shall be considered in the evaluation of the Proposal.

4.5 BACKGROUND CHECKS

Vendor and its personnel are required to provide or undergo background checks at Vendor’s expense prior to beginning work with the State. As part of Vendor background, the following details must be provided to the State:

a) Any criminal felony conviction, or conviction of any crime involving moral turpitude, including, but not limited to fraud, misappropriation or deception, by Vendor, its officers or directors, or any of its employees or other personnel to provide Services on this project, of which Vendor has knowledge, or provide a statement that Vendor is aware of none;

b) Any criminal investigation for any offense involving moral turpitude, including, but not limited to fraud, misappropriation, falsification or deception pending against Vendor of which it has knowledge, or provide a statement Vendor is aware of none;

c) Any regulatory sanctions levied against Vendor or any of its officers, directors or its professional employees expected to provide Services on this project by any state or federal regulatory agencies within the past three years or a statement that there are none. As used herein, the term “regulatory sanctions” includes the

Ver: 11/2025 13 revocation or suspension of any license or certification, the levying of any monetary penalties or fines, and the issuance of any written warnings;

d) Any regulatory investigations pending against Vendor or any of its officers, directors or its professional employees expected to provide Services on this project by any state or federal regulatory agencies of which Vendor has knowledge or a statement that there are none.

e) Any civil litigation, arbitration, proceedings, or judgments pending against Vendor during the three (3) years preceding submission of its proposal herein or a statement that there are none.

Vendor’s response to these requests shall be considered a continuing representation, and Vendor’s failure to notify the State within thirty (30) days of any criminal litigation, investigation or proceeding involving Vendor or its then current officers, directors or persons providing Services under this Contract during its term shall constitute a material breach of contract. The provisions of this paragraph shall also apply to any subcontractor utilized by Vendor to perform Services under this Contract.

4.6 PERSONNEL

The Vendor warrants that all personnel performing Services under the Contract shall be qualified and shall perform such Services in a professional manner. For purposes of this Contract, “professional manner” means that personnel possess the skill, competence, and experience consistent with prevailing industry standards.

The Vendor shall serve as the prime contractor and shall be fully responsible for the performance, supervision, and payment of all approved subcontractors. The use of subcontractors shall not relieve the Vendor of any obligations under the Contract.

The identification of any third-party vendors or subcontractors in Contract documents is for convenience only and shall not limit the Vendor’s responsibility for performance.

The Vendor shall maintain appropriate executive and technical oversight necessary to manage and integrate the work of any subcontractors.

Key Personnel

If the Vendor’s proposal results in an award, the Vendor shall not substitute key personnel assigned to the Contract without prior written approval from the Contract Lead.

Requests for substitution shall be submitted in writing and shall include:

• The name and qualifications of the proposed substitute

• Relevant experience and references

The State shall approve or disapprove such requests within a reasonable timeframe.

Removal and Replacement of Personnel

The State reserves the right to require the removal of any personnel performing Services under the Contract if, in the State’s judgment, such personnel are not performing in a satisfactory or professional manner.

Upon such request, the Vendor shall promptly replace the individual with qualified personnel, subject to the State’s approval.

Failure to provide acceptable replacement personnel may result in termination of the affected Services or the Contract, at the State’s discretion.

4.7 VENDOR’S REPRESENTATIONS

If the Vendor’s proposal results in an award, the Vendor shall not enter into any agreement with a third party that conflicts with or diminishes the rights of the State under the resulting Contract.

The Vendor acknowledges that the Contract includes all Services, deliverables, functions, and responsibilities necessary for complete performance, whether or not such items are expressly identified in this RFP. Any work that is reasonably required for the proper performance and delivery of the Services and deliverables shall be deemed included within the scope of the Contract at no additional cost to the State, unless otherwise expressly provided.

Ver: 11/2025 14

Unless otherwise specified in the Contract, the Vendor shall provide all resources necessary to perform the Services, including but not limited to management, supervision, labor, facilities, equipment, software, supplies, and materials.

4.8 FINANCIAL STABILITY

As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction

Each Vendor shall certify it is financially stable by completing the ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION. The State is requiring this certification to minimize potential performance issues from Contracting with a Vendor that is financially unstable. This Certification shall be deemed continuing, and from the date of the Certification to the expiration of the Contract, the Vendor shall notify the State within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification.

4.9 AGENCY INSURANCE REQUIREMENTS MODIFICATION

The Procurement Entity has conducted a risk assessment and determined that certain default coverage provisions in the North Carolina General Terms and Conditions, paragraph entitled Insurance, must be increased from the minimums stated. Increased or additional insurance coverage amounts for this Solicitation are as follows.

Coverages not changed here remain as stated in the General Terms and Conditions.

a) Employer’s Liability $1,000,000.00

b) Commercial General Liability $1,000,000,00 Each Occurrence Limit

c) Commercial General Liability $2,000,000.00 General Aggregate Limit

d) Automobile $1,000,000.00 Combined Single Limit

e) Umbrella Liability $2,000,000.00

4.10 SUBCONTRACTORS

No portion of the work shall be subcontracted without prior written consent of the State. In the event that the Vendor desires to subcontract some part of the work specified herein, the Vendor shall furnish with their bid the names, qualifications, and experience of their proposed subcontractors. The Vendor shall, however, remain solely and fully liable and responsible for the work done by its subcontractor(s) and shall assure compliance with all the requirements and specifications of the contract.

4.11 SECRETARY OF STATE REGISTRATION

Prior to entering into a contract with the State, the awarded Vendor(s) must complete registration with the NC Secretary of State. Upon notification of award, the selected Vendor(s) must furnish evidence of filing within 10 business days. Failure to provide this documentation may result in the disqualification of the Vendor(s) bid from further consideration for the award. No purchase orders shall be issued prior to confirmation of completed registration with the Secretary of State.

No purchase orders shall be issued prior to confirmation of completed registration with the Secretary of State.

A contract award under the above-referenced solicitation, and the resulting purchase orders, will produce repeated orders and transactions in North Carolina and will constitute “transacting business” in the State, which requires a certificate of authority from the North Carolina Secretary of State as provided in G.S. §55-15-01 (corporations) or §57D-7-01 (LLCs). Please go to: https://www.sosnc.gov/ to register.

4.12 MANDATORY REQUIREMENTS (PASS/FAIL)

Failure to satisfy any mandatory requirement may result in the proposal being deemed non-responsive and removed from further consideration. You must select “Yes” or “No” for each Item in the chart below.

https://www.sosnc.gov/

Ver: 11/2025 15

Item # Requirements

1 Vendor shall meet with the College Project Manager or their designee to determine a monthly work schedule. The Vendor's work schedule must be pre-approved in writing by the College Project Manager or their designee before the Vendor shall be permitted to perform any work.

☐ YES ☐ NO

2 All work shall be performed by the contractor from 7 a.m. till dusk. ☐ YES ☐ NO

3 Equipment utilized by the Contractor shall have all manufacturer’s safety devices installed, guards, chutes, etc.…

☐ YES ☐ NO

4 Must have a minimum of one team member per crew that is bi-lingual.

They must be efficient in verbal and written communication in the languages of English and Spanish.

☐ YES ☐ NO

5 Contractor has and will have sufficient personnel and equipment to perform all requires as referenced throughout this solicitation

☐ YES ☐ NO

6 Has the Company received a cure notice from a government entity in the past three (3) years? If so, please explain the reason and outcome.

☐ YES ☐ NO

7 Provide a copy of your North Carolina Pesticide Application License with your solicitation response.

☐ YES ☐ NO

8 This RFP requires a Vendor's company to have been in business within the U.S. for five (5) years. Has your company been in business within the U.S.

for five (5) years?

☐ YES ☐ NO

9 Provide a copy of your North Carolina Landscape Contractor's License with your solicitation response.

☐ YES ☐ NO

10 Do you agree with and can your entity ensure that all requirements are met listed in section 5.2 Specifications?

☐ YES ☐ NO

4.13 SECRETARY OF STATE REGISTRATION

Prior to entering into a contract with the State, the awarded Vendor(s) must complete registration with the NC Secretary of State. Upon notification of award, the selected Vendor(s) must furnish evidence of filing within 10 business days. Failure to provide this documentation may result in the disqualification of the Vendor(s) bid from further consideration for the award. No purchase orders shall be issued prior to confirmation of completed registration with the Secretary of State.

No purchase orders shall be issued prior to confirmation of completed registration with the Secretary of State.

A contract award under the above-referenced solicitation, and the resulting purchase orders, will produce repeated orders and transactions in North Carolina and will constitute “transacting business” in the State, which requires a certificate of authority from the North Carolina Secretary of State as provided in G.S. §55-15-01 (corporations) or §57D-7-01 (LLCs). Please go to: https://www.sosnc.gov/ to register.

5.0 SPECIFICATIONS AND SCOPE OF WORK

5.1 GENERAL

Forsyth Technical Community College is requesting proposals for grounds maintenance at the installations below.

All of the items described in this section are service levels and/or terms and conditions that the State expects to be satisfied by the selected Vendor. Each Vendor must indicate its willingness and ability to satisfy these requirements in the appropriate worksheets and in the selections made throughout this document.

Aviation Center-2739 Aviation Dr., Winston-Salem, NC 27105

North West Center- 3111 Big Oaks Drive, King, NC 27021 https://www.sosnc.gov/

Ver: 11/2025 16

Woodruff Center- 4905 Lansing Drive, Winston-Salem, NC 27105

West Campus Center-1300 Bolton Street, Winston-Salem, NC 27103

Transportation Center- 4255 N. Patterson Avenue, Winston-Salem, NC 27105

Swisher Center- 1251 Dudley Products Drive, Kernersville, NC 27284 (Including Natural Area between Swisher Center and Dudley Products)

5.2 SPECIFICATIONS

Item # Mowing Services Specifications

1. Mowing shall be performed on a weekly basis during peak growing seasons. During periods of hot, dry weather in the summer months, mowing may be reduced to a bi-weekly schedule upon prior written approval of the College. During winter months, mowing shall be performed on an as-needed basis, as determined by the College Project Manager or their designee, to maintain an orderly and well-maintained appearance.

2. The Vendor shall, taking into account site topography and field conditions, utilize appropriate and properly sized mowing equipment to ensure a consistent, high-quality cut. All equipment selection and operation shall be conducted in accordance with industry best practices and in a manner that preserves turf integrity and minimizes site damage.

3. All mowable areas shall be maintained at a cutting height of three and one-half inches (3-1/2"), unless otherwise directed in writing by the College Project Manager or their designee. Any deviation from the specified cutting height shall be performed only upon written authorization from the College.

4. At no time are any mowers to exceed seven (7) mph on any turf area due to the increased risk of an unexpected injury to staff. Mowers must have shrouds in the down position at all times.

5. The Vendor shall operate all equipment in a manner that prevents damage to turf and other landscaped areas. Abrupt turning, skidding, or sliding of equipment that results in turf scarring, rutting, or other damage shall be strictly prohibited. Any damage resulting from improper equipment operation shall be promptly repaired by the Vendor at its sole cost and expense to the satisfaction of the College Project Manager or their designee.

6. The Vendor shall ensure that all vegetative debris, including but not limited to grass clippings, fallen tree or shrub branches, limbs, pruning residue, and any other related organic material generated during the performance of services, is promptly collected and removed from College property upon completion of each service visit. The Vendor shall dispose of all such debris in accordance with applicable laws, regulations, and approved disposal practices. The use of bagging attachments or other debris collection systems is recommended; however, such use shall not be required, provided that the Vendor remains fully responsible for ensuring complete cleanup and removal of all vegetative debris.

7. The Vendor shall exercise due care in the use of blowers or similar equipment to ensure that debris is not directed in a manner that causes injury to persons or damage to private, public, or College property, including landscaped areas and vegetation beds. The Vendor shall be responsible for any damage resulting from negligent or improper operation of such equipment and shall promptly repair or replace any affected property to the satisfaction of the College Project Manager or their designee.

8. The Vendor shall be responsible for mowing and maintaining vegetation in and around water basins, drainage ponds, drainage ditches, retention ponds, lakes, and similar areas up to the then-existing water’s edge. The Vendor shall adjust mowing operations as necessary to accommodate fluctuating

Ver: 11/2025 17 water levels and shall ensure that all work is performed in a safe and environmentally responsible manner in accordance with applicable laws, regulations, and best management practices.

9. All mowed areas are to be cut with a rotary-type mower with sharp blades, giving the mowed area a neat and clean cut. Mowing equipment shall have cutting blades maintained in optimal condition to ensure grass is evenly cut without a "tearing" and/or scalping effect, which would negatively affect the growth, health, and appearance of grass. Grass clipping must not be discharged toward the water.

10. Parking lots, driveways, walkways, and all other similar paved or hard-surface areas on the grounds shall be thoroughly cleared of all cuttings, debris, and related materials resulting from the performance of services. Such cleaning shall be accomplished through the use of mechanical, power-operated, and/or hand equipment as necessary to ensure complete removal of debris and to maintain a clean, safe, and orderly condition. The Vendor shall ensure that all affected areas are restored to a condition satisfactory to the College Project Manager or their designee upon completion of each service.

Item # Trimming and Weeding Service Specifications

1. Trimming shall be performed on a weekly basis during peak growing seasons. During periods of hot, dry weather in the summer months, trimming may be reduced to a bi-weekly schedule upon prior written approval of the College. During winter months, trimming shall be performed on an as-needed basis, as determined by the College Project Manager or their designee, to maintain a neat and orderly appearance in accordance with Contract requirements.

2. Trimming shall be done in front of, behind, under, or around, and beyond roadside obstacles, around landscaped beds, along curb bullnoses, roadway curbs, walls, fences, established/planted trees, non-landscape area shrubs, and wildflower areas to provide an attractive appearance.

3. “Roadside Obstacles” shall mean all fixed or semi-fixed objects located within or adjacent to maintained areas, including but not limited to posts, poles, towers, buildings, light fixtures, signage, trees, public utility installations, sprinkler heads, valves, and any other similar obstructions encountered during mowing operations. The Vendor shall take appropriate measures to avoid damage to such obstacles during each mowing cycle and shall perform trimming or supplemental cutting as necessary to ensure a clean and uniform finish in accordance with the Contract requirements.

4. Trimming shall be done by hand-carried equipment, or by…