FINANCIAL SERVICES

REQUEST FOR PROPOSAL #27-2-CTY

UNIFORM AND JANITORIAL RENTAL SERVICES

Date of Issue: November 3, 2026

Pre-Proposal Vendor Fair: Tuesday, November 10, 2026, 9:45 AM – 12:00 PM EST

- RSVP by Monday, November 9, 2026, at 9:00 AM EST

Questions Due Date: Friday, November 13, 2026, at 12:00 PM EST

Proposal Due Date: Tuesday, November 24, 2026, at 2:00 PM EST

Direct all inquiries concerning this RFP to:

Sophia Pate

Purchasing Manager

Email: CumberlandPurchasing@cumberlandcountync.gov

Phone: 910-678-7743

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

Table of Contents

1.0 PURPOSE AND BACKGROUND

2.0 PROPOSAL INSTRUCTIONS & REQUIREMENTS

2.1 REQUEST FOR PROPOSAL DOCUMENT

2.2 PROPOSAL SUBMITTAL

2.3 PROPOSAL QUESTIONS

2.4 MANDATORY PRE-PROPOSAL VENDOR FAIR

2.5 RFP TERMS & CONDITIONS

3.0 NOTICES TO VENDOR

3.1 PROHIBITED COMMUNICATIONS AND CONFIDENTIALITY

3.2 PROPOSAL COMPLIANCE

3.3 PROPOSAL EVALUATION PROCESS

3.4 EVALUATION CRITERIA

3.5 METHOD OF AWARD

4.0 SCOPE OF WORK & VENDOR’S PROPOSAL CONTENT REQUIREMENTS

4.1 SCOPE OF WORK

4.2 VENDOR’S PROPOSAL REQUIREMENTS

5.0 CONTRACT TERMS AND CONDITIONS

5.1 IRAN DIVESTMENT ACT

5.2 E-VERIFY

5.3 DIVESTMENT FROM COMPANIES THAT BOYCOTT ISRAEL

5.4 CONTRACT CHANGES

5.5 CONTRACT TERM

5.6 PRICING

5.7 PAYMENT TERMS

5.8 APPROPRIATION OF FUNDS

5.9 FINANCIAL STABILITY

5.10 INSURANCE:

5.11 GENERAL INDEMNITY

5.12 ENTIRE CONTRACT

5.13 CONTRACT CANCELLATION

5.14 LAWS AND ORDINANCES

5.15 COMPLIANCE WITH LAWS

Proposal Number: RFP #27-2-CTY Uniform and Janitorial Rental Services

5.16 CONTRACTOR REPRESENTATIONS

ATTACHMENT A: INSTRUCTIONS TO VENDORS

ATTACHMENT B: EXECUTION OF PROPOSAL

ATTACHMENT C: UNIFORM COST

ATTACHMENT D: JANITORIAL ITEMS COST

ATTACHMENT E: CERTIFICATION OF FINANCIAL CONDITION

1.0 PURPOSE AND BACKGROUND

Cumberland County is soliciting proposals for uniform and janitorial rental services. The intended purpose of this RFP is to furnish, deliver, pick-up and launder uniform shirts, shorts, pants, coats and jackets for certain County employees.

In addition to uniforms, the County is also soliciting proposals for some janitorial-related items; such as rugs, mats, rags and mops. Employees who utilize these services perform a variety of job duties in the fields of building and equipment maintenance, healthcare and janitorial. A variety of types of items in each category are being requested in addition to a standard contracted discount rate for items not explicitly specified in this RFP. Some items will need to meet specific industry standards, certifications and quality. The County is seeking a contract that will result in a Countywide, organized and cost-effective uniform service system. The contract awarded from this RFP is expected to begin providing services within 10 days of contract award. New and unused uniforms shall be furnished to all employees at the beginning of the contract.

2.0 PROPOSAL INSTRUCTIONS & REQUIREMENTS

2.1 REQUEST FOR PROPOSAL DOCUMENT

The RFP is comprised of the base RFP document, any attachments, and any addenda released before contract award. All attachments and addenda released for this RFP in advance of any contract award are incorporated herein by reference.

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 County to receive a better proposal, the vendor is urged and cautioned to submit these items in the form of a question during the question and answer period in accordance with Section 2.3.

Vendors shall populate all attachments of this RFP that require the vendor to provide information and include an authorized signature where requested. Failure to include required documents and/or signatures, where requested, will result in rejection of submitted proposals.

2.2 PROPOSAL SUBMITTAL

Proposals, subject to the conditions made a part hereof and the receipt requirements described below, shall be received at the address indicated in the table below.

Mailing address for delivery of proposal via US Postal Service

Office address of delivery by any other method (special delivery, overnight, or any other carrier)

PROPOSAL TITLE:

RFP #27-2-CTY Uniform and Janitorial Rental Services

Cumberland County Purchasing Office

ATTN: Sophia Pate PO Box 1829

Fayetteville, NC 28302-1829

PROPOSAL TITLE:

RFP #27-2-CTY Uniform and Janitorial Rental Services

Cumberland County Purchasing Office

ATTN: Sophia Pate 117 Dick Street

4th Floor, Room 451 Fayetteville, NC 28301

IMPORTANT NOTE: All proposals shall be physically delivered to the office address listed above on or before Tuesday, November 24, 2026 at 2:00 PM EST, regardless of the method of delivery. All risk of late arrival due to unanticipated delay—whether delivered by hand, U.S. Postal Service, courier or other delivery service is entirely on the vendor. It is the sole responsibility of the vendor to have the proposal to the County department specified by the specified time and date of opening. Any proposal received after the proposal submission deadline will be rejected.

a) Submit one (1) signed, original executed proposal response, three (3) photocopies, and one (1) electronic copy on a flash drive.

b) The electronic copies of your proposal must be provided on a flash drive. The files shall NOT be password protected, shall be in .PDF or .XLS format, and shall be capable of being copied to other media including readable in Microsoft Word and/or Microsoft Excel.

All proposal addendums and/or corrections will be posted on the Cumberland County Vendor Self Service site https://cumberlandcountync.munisselfservice.com/vss/Vendors/default.aspx. Vendors who submit a notice of intent to bid to CumberlandPurchasing@cumberlandcountync.gov will receive addendums by e-mail.

2.3 PROPOSAL QUESTIONS

Written questions shall be e-mailed to CumberlandPurchasing@cumberlandcountync.gov by 12:00 PM EST on Friday, November 13, 2026. Vendors should enter “RFP #27-2-CTY Uniform and Janitorial Rental Services:

Questions” as the subject for the e-mail. Questions will not be answered by phone. Question submittals should include a reference to the applicable RFP section.

Questions received prior to the submission deadline date, the County’s response, and any additional terms deemed necessary by the County will be posted in the form of an addendum to the Cumberland County Vendor Self Service Site, https://cumberlandcountync.munisselfservice.com/vss/Vendors/default.aspx and shall become an Addendum to this RFP. Vendors who submit an intent to bid will receive addendums by e-mail. Vendors shall rely only on written material contained in an Addendum to this RFP. Vendors should not contact any other County employees, besides those listed above, during the bid process. Vendors who contact any other County employees may be disqualified.

Any questions considered minute in nature or that point to an error in the RFP or that the County determines will produce information required in order for all vendors to submit a responsible proposal, may be answered at the County’s discretion after the specified date and time. Such questions that are received after the deadline are not guaranteed to be answered and if the questions qualify as “minute in nature” shall be determined at the sole discretion of the County.

2.4 MANDATORY PRE-PROPOSAL VENDOR FAIR

Mandatory Pre-Proposal Vendor Fair:

Date: Tuesday, 11/10/2026 Time: 9:45 AM to 12:00 PM Eastern Time POC: Sophia Pate Contact #: 910-678-7743 RSVP: RSVP to CumberlandPurchasing@cumberlandcountync.gov by 9:00 AM Monday, November 9, 2026 Location: Cumberland County Department of Social Services (DSS), Conference Room B

1225 Ramsey Street, Fayetteville, NC 28301

Instructions: Vendors are required to attend a pre-proposal vendor fair on Tuesday, November 10, 2026. Attendees must arrive promptly at 9:45 AM Eastern Time at Cumberland County Department of Social Services (DSS) Conference Room B – 1225 Ramsey Street, Fayetteville, NC 28301. All attendees must sign in upon arrival. VENDORS WHO ARRIVE LATER THAN 15 MINUTES AFTER THE SPECIFIED TIME WILL NOT BE ALLOWED TO SIGN

IN AND PARTICIPATE IN THE PRE-PROPOSAL VENDOR FAIR. Once the sign-in process is complete, all other persons wishing to attend may do so to the extent that space and circumstances allow.

The purpose of this visit is for County departments to have the opportunity to see and feel samples of proposed items, prospective vendors to show samples of additional items that County departments may be interested in, and for prospective vendors to apprise themselves with the conditions and requirements which will affect the performance of the work called for by this Request for Proposal. See Section 4.2 D. Quality of Items for sample garments and janitorial items that Vendor shall display, at the minimum, at the Pre-Proposal Vendor Fair. Vendors must stay for the duration of the vendor fair. Arrival at 9:45 AM is to give vendors time to sign in and setup before County departments arrive.

Vendors are cautioned that any information released to attendees during the pre-proposal vendor fair, other than that involving the physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this Request for Proposal, must be confirmed by written addendum before it can be considered to be a part of this proposal.

2.5 RFP TERMS & CONDITIONS

It shall be the vendor’s responsibility to read the instructions, the County’s terms and conditions, all relevant exhibits and attachments, and any other components made a part of this RFP, and comply with all requirements and specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

Questions, issues, or exceptions regarding any term, condition, or other component within this RFP, must be submitted as questions in accordance with the instructions in Section 2.3 PROPOSAL QUESTIONS. Vendor’s proposal shall constitute a firm offer.

If a vendor desires modification of the terms and conditions of this solicitation, it is urged and cautioned to inquire during the question period, in accordance with the instructions in this RFP, about whether specific language proposed as a modification is acceptable to or will be considered by the County. It is the County’s sole discretion to accept or reject requested modifications and/or exceptions.

3.0 NOTICES TO VENDOR

3.1 PROHIBITED COMMUNICATIONS AND CONFIDENTIALITY

PROHIBITED COMMUNICATION: Each vendor submitting a proposal, including its representatives, subcontractors, and suppliers, is prohibited from having any communication with any employees or members of the board of commissioners of the County except those employees of the County’s Finance Department as designated in this RFP. A vendor who does not comply with this provision may be disqualified from award of a contract.

!IMPORTANT INFORMATION! CONFIDENTIAL INFORMATION: The proposal must not contain any information marked as “confidential” or as a “trade secret” or in any other manner as to indicate that it is information protected by the Trade Secrets Protection Act ( the “Act”) as set out in Article 24 of Chapter 66 of the North Carolina General Statutes, unless the vendor has noticed the County Finance Department of its intent to designate any information in the proposal as such and received permission from the County Finance Department to do so in writing. Vendor’s notice to the County Finance Department must be in writing and must describe the information for which confidentiality is requested and explain how the information is a “trade secret” as defined in G.S. § 66-152(3). If the County Finance Department determines the information for which confidentiality is requested is a “trade secret” covered by the Act, it will notify the vendor how to mark the information in the proposal and will identify the measures that County will take to protect the confidentiality of the information. Vendor’s submission of a proposal after receipt of this notice from the County Finance Department shall be deemed to be acceptance of the County Finance Department’s statement of how it will maintain confidentiality. If the County Finance Department determines the information for which confidentiality is requested is not a “trade secret” covered by the Act, it will notify vendor of that determination. Any proposal marked with any information as “confidential” or as a “trade secret” or in any other manner as to indicate that it is information protected by the Act in violation of this section shall be regarded as not responsive to the request for proposals and shall not be considered.

3.2 PROPOSAL COMPLIANCE

It is in the best interest of vendors to submit proposals that are clear, concise, and easily understood. Proposals should provide information essential for a straightforward and concise description of vendor capabilities to satisfy the requirements of the RFP specifications.

Vendor may include any optional data not provided for elsewhere and considered to be pertinent to this bid as an addendum.

Vendors are urged and cautioned to read the RFP completely through as noncompliance with requirements may result in bid rejection. Section 4.0 requirements and request for information must be in the same order with the same titles as listed in Section 4.0. Vendor proposals should be easy to follow and all sections should be easily identified.

The specifications included in this package describe the services that the County feels are necessary to meet the performance requirements of this RFP, and shall be considered the minimum standards expected of the Proposer.

However, the specifications are not intended to exclude potential bidders.

If the vendor is unable to meet any of the specifications as outlined therein, vendors are advised to submit questions and concerns regarding the specifications during the question and answer period described in Section 2.3.

If the vendor does not indicate or submit questions or concerns regarding the specifications, the County shall assume it is able to fully comply with these specifications. The County shall be the sole and final judge of compliance with all specifications.

The County further reserves the right to determine the acceptability or unacceptability of any and all alternatives or deviations.

3.3 PROPOSAL EVALUATION PROCESS

The County shall review all responses to this RFP to confirm that they meet the specifications and requirements of the RFP. The County shall not be required to hold interviews; however, depending on the number of responses and the information contained in the responses, the County may decide to conduct interviews with firms of its choice. The County reserves the right to request clarification of information submitted.

The County reserves the right to reject any and all proposals.

3.4 EVALUATION CRITERIA

All qualified proposals will be evaluated and award made based on considering the following criteria to result in an award most advantageous to the County:

1. Organizational Structure 5 points

2. Technical Approach 10 points

3. Uniform Cost 50 points

4. Non-Contracted Items Discount 15 points

5. Janitorial Items Cost 50 points

6. Quality of Items 30 points

7. Questions to Vendor 20 points

8. Vendor Experience 10 points

9. References 10 points 200 points

3.5 METHOD OF AWARD

RFP will be awarded based on best overall value method of award.

The County 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 County to do so.

The County reserves the right to reject any and all proposals and request one or more of the vendors submitting bids within a competitive range to submit a best and final offer (BAFO), based on discussions and negotiations with the County, if the initial responses to the RFP have been evaluated and determined to be unsatisfactory.

4.0 SCOPE OF WORK & VENDOR’S PROPOSAL CONTENT REQUIREMENTS

4.1 SCOPE OF WORK

Approximately 200 employees will be furnished uniforms. This number is only meant to serve as a base number for the purposes of this RFP. The County reserves the right to modify based on the needs during the contract period. In most cases the contractor will be required to furnish uniforms to cover two 5-day work weeks. Uniforms shall consist of any combination of male and female; work pants, work shirts (long sleeve and short sleeve) and jackets. The contracted vendor will be expected to work directly with departments to determine the uniform outfits/items that best fit their specific needs, in accordance with the final contract pricing, terms and conditions resulting from this RFP.

Vendors must begin coordinating orders for departments within 10 days of contract award notification to ensure that services are not interrupted.

A. DELIVERY

The contractor shall, at their expense, deliver the supplies to individual County departments/locations as directed at the time orders are placed. Uniforms shall be delivered on hangers, pressed, wrinkle free, stain free, and ready to wear. Any uniform delivered otherwise will be rejected and no rental fee paid. Mats shall be maintained in a satisfactory condition and picked up/dropped off weekly.

The Contractor shall deliver clean uniforms and pick up soiled uniforms once each week, on the day and time designated by Cumberland County. The awarded contractor shall be provided with a complete list of facility names, addresses and points of contact. Pick-up and delivery points may be changed, added or deleted as may be required by Cumberland County.

B. UNIFORM STYLE

The uniforms shall be the pants and shirt type. Contractor shall offer the option of selecting long sleeve and/or short sleeve shirts. Color shall be determined by each department after contract award.

C. UNIFORM MATERIALS

The descriptions listed below are meant to provide guidance to vendors for the standard and quality that the County is seeking. They are in no way meant to disqualify vendors. Vendors who cannot offer items that meet the exact descriptions listed below may provide alternatives but must clearly identify that the items proposed are alternatives and how they differ from these descriptions:

Shirts – Polo – Performance (Men’s, Women’s) – short sleeve, 100% polyester, with pocket on left side, soil release finish, snag-resistant, moisture wicking.

Shirts – Men’s Polo – Pro Knit – short sleeve, 100% microfiber polyester, pocketless, soil release finish, snag-resistant, moisture wicking.

Shirts – Women’s Polo – Pro Knit – short sleeve, 100% microfiber polyester, pocketless, soil release finish, snag-resistant, moisture wicking.

Shirts – Enhanced Visibility Polo Shirt – short sleeve, jersey knit, with pocket, fluorescent yellow.

Shirts – Comfort Shirt (Men’s, Women’s) – short sleeve and long sleeve, 65% polyester, 35% cotton.

Shirts – Oxford – long sleeve, 57% cotton, 43% polyester, tailored.

Shirts – Stretch Work Shirt – short sleeve and long sleeve, 65% polyester, 35% cotton, mesh paneling on back, with pockets.

Shirts – Work Shirt – short sleeve and long sleeve, 65% polyester, 35% cotton, with pockets.

Shirts – Enhanced Visibility Work Shirt – short sleeve and long sleeve, 65% polyester, 35% cotton, yellow reflective striping across the front, back, and sleeves, without ANSI requirements.

Shirts – High Visibility Work Shirt – short sleeve and long sleeve, 65% polyester, 35% cotton, ANSI Type R, Class 2, fluorescent yellow with reflective striping, moisture wicking.

Pants – Cargo Pants (Men’s, Women’s Slim, Women’s Curvy) - 65% polyester, 35% cotton, twill weave, durable press, soil release finish, pants to have a soft finish.

Pants – Men’s Flat Front Pants - 65% polyester, 35% cotton, twill weave, durable press, soil release finish, pants to have a soft finish.

Pants – Stretch Canvas Cargo Work Pant (Men’s, Women’s) – 51% polyester, 27% cotton canvas, 22% polyester stretch, stretch waistband, spacious cargo pockets.

Pants – Stretch Canvas Work Pant (Men’s) – 51% polyester, 27% cotton canvas, 22% polyester stretch, stretch waistband, gusset, spacious pockets.

Pants – Stretch Work Pant (Women’s) – 42% stretch polyester, 36% polyester stretch, 22% cotton, stretch lightweight twill, stretch waistband, spacious pockets, mid-rise waist, room through thigh, straight leg.

Pants – Workwear Carpenter Jean – denim, heavy duty.

Pants – Enhanced Visibility Work Pants – 65% polyester, 35% cotton twill, yellow reflective striping below the knees.

Shorts – Cargo (Men’s) – 65% polyester, 35% cotton, loose fit, top front pockets, side pockets.

Scrub Top/Pants – Unisex - short sleeve, v-neck, 65% polyester, 35% cotton, elastic waistband.

Jacket – Hip Length Jacket – 65% polyester, 35% cotton twill, permanent press and soil release finish.

Jacket – Carhartt Active Jacket – 100% cotton duck.

Jacket – Core Soft-Shell Jacket – 100% polyester shell, water-resistant, with 100% polyester microfleece lining.

Jacket – Enhanced Visibility Jacket – 65% polyester, 35% cotton, yellow reflective striping on front, back, and sleeves, without ANSI requirements.

Jacket – High Visibility Jacket – 100% polyester, retroreflective striping on front, back, and sleeves, ANSI Type R or P, Class 2.

Zip-In/Zip-Out Jacket Liner – 100% polyester, quilted nylon liner with insulation, for Enhanced Visibility Jacket and High Visibility Jacket.

Women’s Soft-Shell Vest – 100% polyester shell, 100% polyester microfleece lining.

Coveralls – 65% polyester, 35% cotton twill, two-way zipper closure, side entry pockets.

Coveralls – Insulated Coveralls – 100% cotton duck, medium weight, water repellant.

Coveralls – Enhanced Visibility Coveralls – 65% polyester, 35% cotton, retroreflective striping on front, back, and sleeves, without ANSI requirements.

Coveralls – Enhanced Visibility Flame Resistant Coveralls – 88% cotton, 12% nylon, flame resistant, retroreflective striping on upper back, under pockets, and around biceps, CAT 2 ATPV 8.6.

Lab Coat – Standard – 80% polyester, 20% cotton poplin, full length.

Lab Coat – White Knit Cuff Coat – 100% polyester with soil release.

D. JANITORIAL MATERIALS/STANDARDS

The descriptions listed below are meant to provide guidance to vendors for the standard and quality that the County is seeking. They are in no way meant to disqualify vendors. Vendors who cannot offer items that meet the exact descriptions listed below may provide alternatives but must clearly identify that the items proposed are alternatives and how they differ from these descriptions:

Wet Mop Head – Synthetic blend, antimicrobial fibers in various sizes.

Dust Mop Head – Yarn, lightweight in various sizes.

Mop Handle – Wooden mop handle with head clamp for use with mop heads in various sizes.

Mop Frame – Collapsible for use with mop heads in various sizes.

Standard Shop Towel – 100% cotton, industrial 18” x 18” all-purpose wiping towels.

Microfiber Cleaning Towel – Microfiber, 16” x 16”, multi-purpose.

Microfiber Glass-Cleaning Towel – Microfiber, 16” x 16”, only for glass. Must be white and have not been previously used in an industry/task that will cause streaking when used on glass. Must be washed with hospital grade cleaners independently of others.

Terry Cloth Towel – 100% cotton, 16” x 19” wiper, white.

Apron – 30” x 36”, no pockets.

Floor Mat with Logo – 100% nitrile, 90 mil thick rubber backing with beveled edges, nylon twist yard, ADA compliant, certified “high traction” by the National Floor Safety Institute (NFSI) in various sizes.

Floor Mat without Logo – 100% nitrile rubber backing with beveled edges, nylon pile, heavy-duty, ADA compliant, certified “high traction” by the National Floor Safety Institute (NFSI), meets the Federal Flammability Standards U.S.

Department of Commerce (DOC) FF 1-70 in various sizes.

Scraper Mat – 100% nitrile rubber with beveled edges, ADA compliant, molded bidirectional cleats, certified “high traction” by the National Floor Safety Institute (NFSI) in various sizes.

Anti-Fatigue Mat – 4’ x 6’, 100% nitrile rubber backing with beveled edges, sponge mats, ADA compliant, non-skid, certified “high traction” by the National Floor Safety Institute (NFSI).

E. STANDARDS

Contractors must comply with OSHA safety standards.

F. UNIFORM MAINTENANCE

All uniforms furnished at the beginning of the contract shall be new and unused. New employees added to the service after beginning of the contract shall also be furnished with new uniforms. New employees’ uniforms must be provided within 14 calendar days of request.

All garments shall be washed using methods in full accord with the State of North Carolina requirements governing commercial and industrial laundries. All garments/uniforms shall be laundered using detergents or cleaner, which leave garments odor free. Uniforms which retain an offensive smell or residual odor after laundering shall not be acceptable. All garments shall be neatly pressed, wrinkle free, stain free, and ready to wear. Pressing of uniforms shall be in accordance with acceptable standards and the best practices of the industry.

During the contract period, the Contractor shall inspect all soiled uniforms for rips, tears, lost or broken buttons, defective mechanical fasteners, etc., and necessary repairs shall be made before they are returned to the employee with no additional cost to the County. Where such repairs, during the contract periods means that such inspections should take place on a yearly basis, at a minimum. Contractor shall provide their definition of “normal wear and tear” and ensure that the County is not charged the same for “normal wear and tear” as lost or damaged items. Contractor shall have a process for inspecting uniforms for damage, documenting proof of such damage, communicating the damage to the County, and resolution of any disputes of damaged items. Any lost/non-receipt of uniforms, or those not in compliance (dirty, torn, ripped, odorous, etc.), shall be reported immediately to the Vendor by designated Department representative. Correction/rectification shall be made within 14 calendar days of notification.

G. INVENTORY TRACKING (INITIAL ISSUE, INVENTORY, CHANGES)

Contractor shall issue new standard uniforms to employees at the beginning of the contract period as specified by each Department. Thereafter, the Contractor shall maintain sufficient stock to provide complete new uniform sets within one to two weeks for newly hired employees or employees requiring changes or repairs. The inventory per person per week will be eleven (11) uniforms (shirts, pants, and coveralls, if applicable) and one (1) to two (2) jackets (if applicable) per employee per week. Employee will have the option to choose short sleeve shirts, long sleeve shirts or the combination thereof, so long as not to exceed eleven (11) uniform shirts in total. One extra uniform will also be accounted for, as the employee will be wearing a uniform. Some employees will be given additional shirts (fire-resistant shirts or enhanced/high visibility shirts), pants (fire-resistant pants or enhanced/high visibility pants) and/or coveralls to satisfy the requirements of the Department. Contractor shall track inventory of COUNTY ISSUE, CHANGES, replacement basis. This report shall be submitted to the County on a weekly basis for verification.

New employees’ uniforms and employees’ replacement uniforms (needing repairs or sizing changes) must be provided within 14 calendar days of request. The County must be notified of any exceptions.

1. Check In/Check Out

The Vendor shall establish a check-in/check-out inventory system of all locations where garments will be delivered and picked up. The check-in/check-out receipt at a minimum must show the number of shirts, pants, and jackets turned in by each employee and the number of shirts, pants, and jackets returned by the Vendor each week. The County shall have a designated employee to coordinate check-in/check-out at each location.

The Vendor shall have a means of identifying each unique garment (e.g. Barcode, Garment ID, etc.), to track the following information at a minimum:

Employee that garment is assigned to;

Date the garment was issued; and

Unique garment ID

2. Shortages Any shortages shall be immediately credited to the County on the subsequent invoice, to include pants, shirts, or jackets “MISSING” from clean garment return on previous pick-ups of soiled garments. Credits shall be based on a unit cost per person, per week.

3. Special Delivery If special delivery is required due to substantial count of uniforms missing, the Vendor shall provide a replacement garment within no more than one (1) business day to exact locations. The initial replacement may be a loaner of identical colors and type. A full replacement must be completed within one (1) week, which shall be new garments.

4. Back Up As a result of any catastrophe such as fire, flood, explosion, etc. that may damage the Vendor’s facilities, the Vendor shall guarantee back-up facilities so that the Services shall continue uninterrupted.

H. RENTAL CHANGES

When an employee is absent from work for more than two weeks, the Contractor’s route representative shall be notified, and rental payments stopped.

I. BILLING AND PAYMENT PROCEDURES

Contractor shall furnish each Cumberland County Department a separate monthly statement for uniform rental service. Terms of payment shall be net 30 days.

Billing ticket information shall include the following:

Total Rental

Total Tax

Grand Total

Item Number/Description

Name of Employees receiving uniforms

Note that only the exact number of shirts, pants, and products that were actually laundered, cleaned, repaired, replaced, furnished as new, wrinkle-free, and grouped and delivered to the correct County location are billable, NO

EXCEPTIONS.

J. INVOICING ERRORS AND CORRECTIONS

In the event that the County identifies an error, discrepancy, or unauthorized charge on any invoice submitted by the Contractor, the County shall notify the Contractor in writing of the error. The Contractor must investigate, resolve, and issue a corrected invoice or credit memo within ten (10) business days of receiving such notification. Payment terms for the disputed portion of the invoice shall be paused and shall resume only upon the Client’s receipt of the accurate, corrected invoice. Failure to provide a corrected invoice within this timeframe may result in a 1% discount on the disputed amount for every day the correction is delayed.

4.2 VENDOR’S PROPOSAL REQUIREMENTS

The vendor’s proposal must include the required information below. Proposals shall be tabbed, using the titles identified in this section, to identify the required information. Tabs must be in the same order as listed below. Failure to submit this information may render its proposal non-responsive. Vendors are urged and cautioned to read the notices in Section 3.1. Noncompliance with the confidentiality requirements will result in a proposal being considered nonresponsive.

A. ORGANIZATIONAL STRUCTURE

Vendor shall describe the organizational and operational structure it proposes to utilize for the work described in this RFP, and identify the key project team members by name, title and specific responsibilities.

B. TECHNICAL APPROACH

Vendor’s proposal shall include, in narrative, outline, and/or graph form the Vendor's approach to accomplishing the tasks outlined in the Scope of Work section of this RFP. Vendor should explain the various service options offered that will meet the County’s needs outlined in the Scope of Work. This portion of vendor’s proposal should explain cleaning standards, any period review processes and item replacement processes.

C. COST

Cost shall be all inclusive and submitted using Attachment C & D. The vendor shall list any other miscellaneous charges. ONLY listed and approved charges will be allowed during the contract period.

D. QUALITY OF ITEMS

Demonstrate the quality of material and uniforms offered by Vendor. Vendors are required to attend the Pre-Proposal Vendor Fair, per Section 2.4 of this RFP, where they will show County Departments samples of materials, uniform items and janitorial items as proposed in this RFP, and additional options available. Vendors can also provide samples to Cumberland County with proposal submission, at no cost to the County.

Vendor shall display, at the minimum, the following sample garments and janitorial items (or an alternate of the same quality and performance) at the Pre-Proposal Vendor Fair, and may also provide these samples to Cumberland County with Vendor’s proposal submission:

One Standard Uniform #1 o Pro Knit Polo (Men’s/Women’s) o Men’s Stretch Canvas Cargo Work Pant o Women’s Curvy Cargo Pant o Women’s Slim Cargo Pant

One Standard Uniform #2 o Performance Polo (Men’s/Women’s) o Men’s Cargo Pant o Women’s Stretch Canvas Cargo Work Pant

One Standard Uniform #3 o Comfort Shirt (Men’s/Women’s – Short Sleeve/Long Sleeve) o Men’s Stretch Work Shirt o Men’s Flat Front Pant o Hip Length Jacket

One Fleet Services Uniform o Men’s Stretch Work Shirt (Men’s - Short Sleeve/Long Sleeve) o Men’s Canvas Work Pant (Men’s)

One Enhanced Visibility Uniform o Enhanced Visibility Polo Shirt o Enhanced Visibility Work Shirt with Yellow Reflective Striping (Short Sleeve/Long Sleeve) o Enhanced Visibility Work Pant with Yellow Reflective Striping o Enhanced Visibility Jacket with Yellow Reflective Striping o Enhanced Visibility Coveralls with Yellow Reflective Striping

V-Neck Scrub Shirt (Unisex) and Scrub Pants

Core Soft-Shell Jacket

Carhartt Active Jacket

White Knit Cuff Coat

One Standard Barrier Lab Coat

Wet Mop

Dust Mop

Microfiber Cleaning Towels

Terry Cloth Towels

Standard Shop Towels

Floor Mat without Logo

Floor Mat with Logo

Scraper Mat

E. QUESTIONS TO VENDOR

Vendor shall respond to each of the following questions. Vendors are requested to keep responses straightforward and to the point and should not include generic marketing materials. Responses will be reviewed as part of the evaluation process.

1. Are you willing to offer the County a discount percentage for all non-contracted items.? If so, what percent?

2. Will rugs, rags, mops, mats, similar type items be replaced as needed at no additional cost? If not, what is the replacement cost?

3. Does your company offer a value less sets program (wash yourself)? If so, describe.

4. Is there a charge for normal wear and tear replacements? If so, how much? Please define in detail what is considered “normal wear and tear” for your company.

5. Where is your Company’s headquarters location?

6. What are the locations of any Company offices that would perform the services within a 100 miles radius of Fayetteville, NC?

7. Describe your process for new customer set up?

8. Describe the Company’s plan for the transition of services with implementation schedule, if selected.

9. Is there a one-time set up fee for new customers/garments? If so, what will the set-up fee be for the County?

10. What is the average tenure of your company’s route representatives (delivery drivers)? And Management staff?

11. Describe your clean/press process.

12. List items that are proprietary to your company?

13. Describe your garment tracking method (method to ensure that items picked up are the same items delivered)?

14. Describe the Company’s process for process for inspecting uniforms for damage (and verifying if it is outside of the “normal wear and tear”), documenting proof of such damage, communicating the damage to the County, and resolution of any disputes of damaged items. How will the Company ensure that the County is only being charged for actual damaged items and what proof or information will be provided to the County department of the damage that was found? What will the Company do in a situation where the County department inspected the uniform and confirmed it was not damaged when turned in, but the Company is saying it is damaged?

15. What technology systems does the Company have that will enhance service capabilities and improve the ease of doing business?

16. How does the Company handle customer service issues? Please include the resolution timeline and process.

17. How does the Company handle invoicing errors and corrections? Please include the process for how the Company will resolve issues within ten (10) business days, as required by Section 4.1 J Invoicing Errors and Corrections.

18. How does the Company make sure that pricing for items on a contract with a customer are per the contract that is in place? How does the Company make sure that any changes to pricing or new/additional charges are appropriately handled through a contract amendment before the changes are made effective? How does the Company monitor and track compliance and contract requirements on an ongoing basis?

19. How does the Company make sure that customer service representatives understand the contract requirements and pricing?

F. VENDOR EXPERIENCE

Provide company history and number of years in business. Demonstrate experience with public and/or private sector clients with similar or greater size and complexity to the County of Cumberland. List any projects or services terminated by a government entity. Please disclose the government entity that terminated and explain the reason for the termination.

G. REFERENCES

Vendors shall provide at least three (3) references for which your company has provided services of similar size and scope to that proposed herein.

COMPANY NAME CONTACT NAME TELEPHONE

NUMBER

EMAIL ADDRESS

5.0 CONTRACT TERMS AND CONDITIONS

5.1 IRAN DIVESTMENT ACT

As provided in N.C.G.S. 147-86.55-69, any person identified as engaging in investment activities in Iran, determined by appearing on the Final Divestment List created by the North Carolina State Treasurer pursuant to G.S. 147-86.57(6) c, is ineligible to contract with the County of North Carolina or any political subdivision of the COUNTY.

5.2 E-VERIFY

CONTRACTOR shall comply with the requirements of Article 2 of Chapter 64 of the General Statutes. Further, if Contractor utilizes a subcontractor, CONTRACTOR shall require the subcontractor to comply with the requirements of Article 2 of Chapter 64 of the General Statutes.

5.3 DIVESTMENT FROM COMPANIES THAT BOYCOTT ISRAEL

The CONTRACTOR certifies that it has not been designated by the North Carolina State Treasurer as a company engaged in the boycott of Israel pursuant to N.C.G.S. 147-86.81. It is the responsibility of each CONTRACTOR to monitor compliance with this restriction. Contracts valued at less than $1,000.00 are exempt from this restriction.

5.4 CONTRACT CHANGES

Contract changes, if any, over the life of the contract shall be implemented by contract amendments agreed to in writing by the COUNTY and CONTRACTOR.

5.5 CONTRACT TERM

The Contract shall have an initial term of two (2) years, beginning on the date of contract award (the “Effective Date”), with the option to extend the contract for one (1) additional two (2) year term upon mutual agreement of both parties..

The CONTRACTOR shall begin work under the Contract within 10 business days of the Effective Date.

5.6 PRICING

Proposal price shall constitute the total cost for complete performance in accordance with the requirements and specifications herein, including all applicable charges handling, administrative and other similar fees. CONTRACTOR shall not invoice for any amounts not specifically allowed for in this RFP.

5.7 PAYMENT TERMS

The CONTRACTOR will be paid net thirty (30) calendar days after the CONTRACTOR’S invoice is approved by the

COUNTY.

5.8 APPROPRIATION OF FUNDS

The parties intend that contractual performances by either party beyond the first fiscal year after the execution of this agreement be contingent upon the continued funding and appropriation by the County Board of Commissioners.

Therefore, the parties agree that services provided and payment due under this agreement will be provided upon a year-to- year basis contingent upon continued funding and appropriation. The fiscal year for Cumberland County begins on July 1 and ends June 30th.

5.9 FINANCIAL STABILITY

CONTRACTOR warrants that it has the financial capacity to perform and to continue perform its obligations under the contract; that CONTRACTOR has no constructive or actual knowledge of an actual or potential legal proceeding being brought against CONTRACTOR 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.

5.10 INSURANCE:

Providing and maintaining adequate insurance coverage is a material obligation of the CONTRACTOR and is of the essence of this Contract. All such insurance shall meet all laws of the County of North Carolina. Such insurance coverage shall be obtained from companies that are authorized to provide such coverage and that are authorized by the Commissioner of Insurance to do business in North Carolina. The CONTRACTOR shall at all times comply with the terms of such insurance policies, and all requirements of the insurer under any such insurance policies, except as they may conflict with existing North Carolina laws or this Contract. The limits of coverage under each insurance policy maintained by the CONTRACTOR shall not be interpreted as limiting the CONTRACTOR’S liability and obligations under the Contract. During the term of the Contract, the CONTRACTOR at its sole cost and expense shall provide commercial insurance of such type and with such terms and limits as may be reasonably associated with the Contract.

5.11 GENERAL INDEMNITY

The CONTRACTOR shall hold and save the COUNTY, its officers, agents, and employees, harmless from liability of any kind, including all claims and losses accruing or resulting to any other person, firm, or corporation furnishing or supplying work, services, materials, or supplies in connection with the performance of this Contract, and from any and all claims and losses accruing or resulting to any person, firm, or corporation that may be injured or damaged by the CONTRACTOR in the performance of this Contract and that are attributable to the negligence or intentionally tortious acts of the CONTRACTOR provided that the CONTRACTOR is notified in writing within 30 days that the COUNTY has knowledge of such claims. The CONTRACTOR represents and warrants that it shall make no claim of any kind or nature against the COUNTY’s agents who are involved in the delivery or processing of CONTRACTOR goods or services to the COUNTY. The representation and warranty in the preceding sentence shall survive the termination or expiration of this Contract.

5.12 ENTIRE CONTRACT

The contract formally entered into by the parties after the vendor is selected constitutes the entire understanding of the parties. In the event of a conflict between the COUNTY’S contract terms and the CONTRACTOR’S contract terms, the COUNTY’S terms shall be the overriding determining factor.

5.13 CONTRACT CANCELLATION

The COUNTY may terminate this contract at any time by providing 30 days’ notice in writing from the COUNTY to the CONTRACTOR. If the contract is terminated by the COUNTY as provided in this section, the COUNTY shall pay for services satisfactorily completed by the CONTRACTOR, less any payment or compensation previously made.

5.14 LAWS AND ORDINANCES

The contract will be governed by North Carolina law.

5.15 COMPLIANCE WITH LAWS

CONTRACTOR shall comply with all laws, ordinances, codes, rules, regulations, and licensing requirements that are applicable to the conduct of its business and its performance in accordance with this contract, including those of federal, state, and local agencies having jurisdiction and/or authority.

5.16 CONTRACTOR REPRESENTATIONS

CONTRACTOR warrants that qualified personnel shall provide services under this Contract in a professional manner.

“Professional manner” means that the personnel performing the services will possess the skill and competence consistent with the prevailing business standards in the industry. CONTRACTOR agrees that it will not enter any agreement with a third party that may abridge any rights of the COUNTY under this Contract.

If any services, deliverables, functions, or responsibilities not specifically described in this Contract are required for CONTRACTOR’S proper performance, provision and delivery of the service and deliverables under this Contract, or are an inherent part of or necessary sub-task included within such service, they will be deemed to be implied by and included within the scope of the contract to the same extent and in the same manner as if specifically described in the contract. Unless otherwise expressly provided herein, CONTRACTOR will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the CONTRACTOR to provide and deliver the Services and Deliverables.

CONTRACTOR certifies that it has not previously or currently:

a. Had any criminal felony conviction, or conviction of any crime involving moral turpitude, including, but not limited to fraud, misappropriation or deception, of CONTRACTOR, its officers or directors, or any of its employees or other personnel to provide services on this project, of which CONTRACTOR has knowledge.

b. Had any regulatory sanctions levied against CONTRACTOR or any of its officers, directors or its professional employees expected to provide services on this project by any governmental regulatory agencies within the past three years. As used herein, the term “regulatory sanctions” includes the revocation or suspension of any license or certification, the levying of any monetary penalties or fines, and the issuance of any written warnings.

c. Had any civil judgments against CONTRACTOR during the three (3) years preceding submission of its proposal herein.

Any personnel or agent of the CONTRACTOR performing services under any contract arising from this RFP may be required to undergo a background check at the expense of the CONTRACTOR, if so requested by the COUNTY.

The COUNTY may, in its sole discretion, terminate the services of any person providing services under this Contract.

Upon such termination, the COUNTY may request acceptable substitute personnel or terminate the contract services provided by such personnel.

Attachments to this RFP begin on the next page.

ATTACHMENT A: INSTRUCTIONS TO VENDORS

1. READ, REVIEW AND COMPLY: It shall be the vendor’s responsibility to read this entire document, review all enclosures and attachments, and any addenda thereto, and comply with all requirements specified herein, regardless of whether appearing in these Instructions to vendors or elsewhere in this RFP document.

2. LATE PROPOSALS: Late proposals, regardless of cause, will not be opened or considered, and will automatically be disqualified from further consideration. It shall be the vendor’s sole responsibility to ensure delivery at the designated office by the designated time.

3. ACCEPTANCE AND REJECTION: The County reserves the right to reject any and all proposals, to waive minor informality in proposals and to reject proposal with non-minor informalities, based on the sole discretion of the County.

4. EXECUTION: Failure to sign EXECUTION PAGE in the indicated space will render proposal non-responsive, and it shall be rejected.

5. GIFTS: Gifts and favors to the County of any kind in any amount are prohibited.

6. SUSTAINABILITY: To support the sustainability efforts of the County of Cumberland we solicit your cooperation in this effort. All copies of the proposal are printed double-sided.

7. SMALL BUSINESSES: Pursuant to General Statute 143-48, the County invites and encourages participation in this procurement process by small business contractors.

8. INFORMAL COMMENTS: The County shall not be bound by informal explanations, instructions or information given at any time by anyone on behalf of the County during the competitive process or after award. The County is bound only by information provided in this RFP and in formal Addenda issued through the State’s EVP site and the County’s Vendor Self Service website.

9. COST FOR PROPOSAL PREPARATION: Any costs incurred by vendor in preparing or submitting offers are the Vendor’s sole responsibility; the County of Cumberland will not reimburse any vendor for any costs incurred.

10. VENDOR’S REPRESENTATIVE: Each vendor shall submit with its proposal the name, address, and telephone number of the person(s) with authority to bind the firm and answer questions or provide clarification concerning the firm's proposal.

11. SUBCONTRACTING: The Contractor shall not assign or subcontract the work, or any part thereof, without the previous consent of Cumberland County, nor shall it assign, by power of attorney, operation of law, or otherwise, any moneys payable under the Contract without prior written consent of the County.

If the vendor proposes to subcontract work in this project, the subcontractor and the activity in this project are to be identified in the proposal.

All subcontractors must be approved by the County and must conform to and comply with the same terms, standards and specifications applicable to the contracting firm.

The vendor shall be fully responsible and accountable to the County for the acts and omissions of its subcontractors, and of persons directly or indirectly employed by him.

12. INSPECTION AT VENDOR’S SITE: The County reserves the right to inspect, at a reasonable time, the equipment/item, plant or other facilities of a prospective vendor prior to Contract award, and during the Contract term as necessary for the County determination that such equipment/item, plant or other facilities conform with the specifications/requirements and are adequate and suitable for the proper and effective…