RFI-Housekeeping_71-RFI20270901A.docx

RFI – #71-RFI20270901A

Refer ALL Inquiries regarding this RFI to:

Kimberly Locklear, Chief Director of Procurement Kimberly.locklear@uncp.edu Commodity No. 761100 Description: University Management, and Full Operations of Cleaning and Janitorial Services Issue Date: Monday, September 14, 2026

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

I. Request for Information (RFI) will be received at virtually on eVP Thursday, October 29, 2026, until 5:00 p.m. EST.

II. URGED & CAUTIONED SITE VISIT:

Maps & Directions | The University of North Carolina at Pembroke

III. QUESTIONS

Submit written questions to Kimberly Locklear until 2:00 P.M. September 29, 2026. Questions may be submitted by e-mail to kimberly.locklear@uncp.edu. Please insert 71-RFI20270901A- Questions- University Cleaning Management, Services and Operations” 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 about October 7th or 8th, 2026.

EXECUTION

AUTHORIZED SIGNATURE:

DATE:

1.0 OBJECTIVE & PURPOSE

Purpose and Objective The purpose of this Request for Information (RFI) is to obtain information from qualified vendors regarding their ability to provide comprehensive Campus Housekeeping services for UNC Pembroke’s which includes all specials, sports events, residence life, off campus locations, and others to be determined. The University is considering a turnkey solution in which the selected contractor would assume full responsibility for the operation and management of the University’s housekeeping services. Responses must include all anticipated costs associated with the proposed services, including staffing, personnel management, scheduling, training, quality control, equipment, supplies, and compliance with all applicable University policies, procedures, and requirements. UNC Pembroke will provide vendors with the relevant information necessary to prepare and submit a complete and informed response to this RFI.

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 conducting this RFI as market research to determine variables to consider for a possible 2028 Solution but, to be defined.

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

Under the supervision of the Assistant Vice Chancellor for Facilities, Facilities Management comprises of two departments – Facilities Operations; and Facilities Planning and Construction. The primary mission is delivering required services, financial oversight, and providing a liaison with appropriate Federal, State, and local agencies on matters related to planning, constructing, operating and maintaining the physical campus environment. Facilities Management strives to provide a safe, clean, accessible, and attractive environment which enhances the abilities of academic and administrative departments to provide a personalized education experience.

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 three (3) weeks to prepare their submissions to this RFI. Responses must be received by the date and time specified in this RFI.

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. *REFER TO PAGE 1

7.0 Response

The Department is not interested in brochures or “boilerplate” responses. Instead, responses should clearly define how the Vendor’s proposed solution(s) would meet the Department’s business requirements. Any issues or exceptions to the Department’s requirements should also be identified and explained in detail. 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 Is your firm interested in a potential partnership with Department to prove 2027-28 0r 2028-29?

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.

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 – Full operation, management

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. - all costs should be included in the RFI to take full responsibility of Management of the Campus Housekeeping Operation

5. Multiple Responses 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.

Refer to all addendums on eVP.

RFI Schedule

Version 11.2024