RFP - 3000011715 - Parking Decks Interior Cleaning program.pdf

STATE OF NORTH CAROLINA

THE UNIVERSITY OF NORTH CAROLINA AT CHAPEL HILL

Request for Proposal #: 3000011715

Parking Decks Interior Cleaning program

Date Issued: 04-22-2024

Proposal Opening Date: 05-09-2024

At 1:00 PM EDST

Direct all inquiries concerning this RFP to:

Mark Thomas Sillman

Associate Director Purchasing Services

Email: Mark_sillman@unc.edu

Ver. 11/2023

Request for Proposal #

3000011715

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 at https://vendor.ncgov.com/vendor/login

Electronic responses ONLY will be accepted for this solicitation.

https://vendor.ncgov.com/vendor/login

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EXECUTION

In compliance with this Request for Proposal (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), that 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 Contract; 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 are not aware that any such gift has been offered, accepted, or promised by any employees or agents of Vendor’s organization.

By executing this proposal, 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 ATTACHMENTS page within this document.

The University of North Carolina at Chapel Hill

Refer ALL Inquiries regarding this RFP to:

Mark Thomas Sillman

Request for Proposal # : 3000011715 Proposals will be publicly opened: 05-09-2024 @ 1:00 PM EDST

Using Agency: UNC - Chapel Hill Requisition No.:

Proposal Number: 3000011715 Vendor: ____________________________________

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FOR STATE USE ONLY: Offer accepted and Contract awarded this ____ day of _______________, 20____, as indicated on the attached certification, by ______________________________________________________

Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals cannot 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: FAX NUMBER:

VENDOR’S AUTHORIZED SIGNATURE: DATE: E-MAIL:

VALIDITY PERIOD

Offer shall be valid for at least sixty (60) days from date of bid opening, unless otherwise stated here: ______ days, 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.

(Authorized Representative of The University of North Carolina at Chapel Hill)

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1.0 PURPOSE AND BACKGROUND

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 or PRE-PROPOSAL CONFERENCE

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 CONTRACT TERM

4.5 WARRANTY

4.8 HUB PARTICIPATION

4.9 VENDOR EXPERIENCE

4.10 REFERENCES

4.11 VENDOR’S REPRESENTATIONS

4.12 FINANCIAL STABILITY

4.13 AGENCY INSURANCE REQUIREMENTS MODIFICATION

5.0 PRODUCT SPECIFICATIONS AND SCOPE OF WORK

SPECIFICATIONS

GENERAL

5.3 ACCEPTANCE OF WORK

PROJECT ORGANIZATION; PERSONNEL

TECHNICAL APPROACH

6.0 ATTACHMENTS

ATTACHMENT A: PRICING

ATTACHMENT B: INSTRUCTIONS TO VENDORS

ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS

ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

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ATTACHMENT E: CUSTOMER REFERENCE FORM

ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR

ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION

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1.0 PURPOSE AND BACKGROUND

The UNC Chapel Hill Department of Transportation and Parking is an essential part of UNC Chapel Hill and is The UNC Chapel Hill Department of Transportation and Parking is an essential part of UNC Chapel Hill and is department strives to provide a high level of service to students, employees and visitors who work, live, and visit the University and UNC Health Care System. Transportation & Parking (T&P), partners with stakeholders and customers to manage this key University infrastructure system effectively and efficiently balancing limited resources and the diverse needs of the campus community.

The department manages 10 parking decks and 160 surface parking areas with approximately 23,000 parking spaces providing employee, student, patient/visitor, and event access to the UNC campus.

The University of North Carolina at Chapel Hill Transportation and Parking Department (UNC T&P) is actively seeking a Contractor to clean, and pressure wash the interior of for ten (10) parking decks on the University’s campus structures at on a rotation at least every three (3) years. These locations will include Bell Tower, Business School, Cardinal, Cobb, Craige, Dogwood, Jackson, McCauley, Rams Head, and School of Government.

UNC T&P will require information on project approaches and their unique benefits, considerations, and challenges. RFP factors include the amount of time required to complete each deck, equipment, and chemicals to be utilized, cleaning methods, and hazardous material recovery and disposal in compliance with local, state and federal regulations.

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

The intent of this solicitation is to award an Agency Contract.

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

The 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

THIS SECTION INTENTIONALLY OMITTED AS NOT APPLICABLE TO UNIVERSITY SOLICITATIONS.

2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to read the Instructions to Vendors, the North Carolina General 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.

If Vendors have questions or issues, regarding any component within this RFP, those must be submitted as questions in accordance with the instructions in the PROPOSAL QUESTIONS Section. If the University determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum. The University may also elect to leave open the possibility for later negotiation of specific provisions of the Contract that have been addressed during the question-and-answer period, prior to contract award.

Other than through the process of negotiation under 01 NCAC 05B.0503, the University rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s proposal. This applies to any language appearing in or attached to the document as part of the Vendor’s proposal that purports to vary any terms and conditions or Vendors’ instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor’s proposal shall constitute a firm offer that shall be held open for the period required herein (“Validity Period” above).

The University may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon through negotiation and incorporated by way of a Best and Final Offer (BAFO) . Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s proposal as nonresponsive.

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2.4 RFP SCHEDULE

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

Event Responsibility Date and Time

Issue RFP University 04-22-2024 Hold Pre-Proposal Conference/Site Visit University 04-29-2024 @ 11:00 AM EDST Submit Written Questions Vendor N/A Provide Responses to Questions University N/A Submit Proposals Vendor 05-09-2024 NLT 1:00 PM EDST Contract Award University ASAP

2.5 SITE VISIT or PRE-PROPOSAL CONFERENCE

Mandatory Site Visit / Pre-Proposal Conference

Date: 04-29-2024 Time: 11:00 AM EDST Location: Public Safety Building, EOC Conference Room 003, 285 Manning Drive, Chapel Hill, 27514, Contact #: 919-962-3951

Instructions: It shall be MANDATORY that each Vendor representative be present for a pre-proposal site visit / pre-proposal conference. Attendees must meet promptly. All attendees must sign in upon arrival and clearly indicate each prospective Vendor represented on the sign in sheet. LATE ARRIVALS WILL NOT BE ALLOWED TO SIGN IN, PARTICIPATE IN THE SITE VISIT / PRE-PROPOSAL CONFERENCE NOR SHALL THEIR PROPOSAL BE CONSIDERED. 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 / conference is for all prospective Vendors to apprise themselves with the conditions and requirements which will affect the performance of the work called for by this RFP. Vendors shall stay for the duration of the site visit / conference. No allowances will be made for unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by this RFP.

Vendors are cautioned that any information released to attendees during the site visit/ conference, other than that involving the physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this RFP, must be confirmed by written addendum before it can be considered to be a part of this RFP and any resulting contract.

2.6 PROPOSAL QUESTIONS

Upon review of the RFP documents vendors may ask their questions at the pre-proposal site visit / pre-proposal conference only. The University’s response, and any additional terms deemed necessary by the University will be posted in the form of an addendum to the electronic Vendor Portal (eVP), https://evp.nc.gov, and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any University 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 an Addendum to this RFP.

https://evp.nc.gov/

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2.7 PROPOSAL SUBMITTAL

IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered, and will be automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to unintended or unanticipated delay. It is the Vendor’s sole responsibility to ensure its proposal has been received as described in this RFP by the specified time and date of opening. The date and time of receipt will be marked on each proposal when received. Any proposal or portion thereof received after the proposal submission deadline will be rejected.

All proposal shall be submitted via eVP

If applicable to this RFP and using eVP, all proposal responses shall be submitted electronically via the electronic Vendor Portal (eVP). Additional information can be found at the eVP updates for Vendors link: https://eprocurement.nc.gov/news-events/evp-updates-vendors.

If confidential and proprietary information is included in the proposal, also submit one (1) signed, REDACTED copy of the proposal. Such information may include trade secrets defined by N.C. Gen. Stat. § 66-152 and other information exempted from the Public Records Act pursuant to N.C. Gen. Stat. §132- 1.2. Vendor may designate information, Products, Services or appropriate portions of its response as confidential, consistent with and to the extent permitted under the statutes and rules set forth above. By so redacting any page, or portion of a page, the Vendor warrants that it has formed a good faith opinion, having received such necessary or proper review by counsel and other knowledgeable advisors, that the portions determined to be confidential and proprietary and redacted as such, meet the requirements of the Rules and Statutes set forth above.

However, under no circumstances shall price information be designated as confidential.

If the Vendor does not provide a redacted version of the proposal with its proposal submission, the Department may release an unredacted version if a record request is received.

Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a Vendor’s proposal(s). Vendors are strongly encouraged to allow sufficient time to upload proposals.

Critical updated information may be included in Addenda to this RFP. It is important that all Vendors responding on this RFP periodically check the University’s eVP website for any Addenda that may be issued prior to the proposal opening date. All Vendors shall be deemed to have read and understood all information in this RFP and all Addenda thereto.

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 University rejecting Vendor’s proposal, in the University’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 Vendor 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 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.

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e) Vendor’s Proposal addressing all Specifications of this RFP.

1. Company Identification:

• Provide the name of company,

• Company’s principal place of business

• Name and telephone number of the contact person.

• Company federal tax identification number

2. Corporate Background and Experience

• Background information on the organization including years of experience in this work.

• Details of experience with similar projects

• Three (3) references (including contact persons and telephone numbers) for which similar work has been performed.

3. Description of Services

• Describe the project approach(es) including:

o Cleaning methods o Equipment and chemicals to be used.

o Waste recovery and disposal methods.

o Any other relevant considerations o If applicable, include a detailed description of any alternative methodologies.

• Describe the means and process of water acquisition if water is not available at deck

• Include a description of any unique benefits, special services, product characteristics, or other advantages unique to the company’s products and services.

• Describe any anticipated challenges or difficulties in providing the services listed and how the company intends to manage these, including any assistance the company will require from UNC T&P.

• Provide any work reports from other projects similar to scope.

4. Scheduling

• Submit a work plan with timeframes and key milestones for services.

• Include a list of tasks to be performed for each deck and a timeframe to complete identified tasks.

• Provide an estimate of time required for completion of each deck, including square footage or levels to be completed per day. Include company availability in low-use times including evenings, weekends, and holidays/University breaks.

• Presume that the decks are to be cleaned every three years according to the proposed schedule in this request document.

5. Service , Safety and Support

• Provide a description of the company’s safety and quality assurance program.

• Provide a description of all current licenses and certifications the company is in possession of, relevant to this project.

• Describe the company’s means of minimizing inconvenience to parking patrons and policies dealing with customer notifications and complaints including water staining and/or damage to any parked vehicles.

6. Cost proposal:

• Provide a separate and complete breakdown of pricing for cleaning each of the parking decks listed in this request document.

• For each deck, include line-item pricing for performing each of the tasks listed in this request document.

• Provide a separate rate per square foot for additional, miscellaneous pre-cleaning and pressure washing requested by UNC T&P in addition to or in conjunction with the primary project.

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f) Completed version of ATTACHMENT A: PRICING

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 and signed version of CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS and

OMB STANDARD FORM LLL

2.9 ALTERNATE PROPOSALS

Unless provided otherwise in this RFP, Vendor may submit alternate proposals for comparable Goods, various methods or levels of Service(s), or that propose different options. Alternate proposals must specifically identify the RFP requirements and advantage(s) addressed by the alternate proposal. Any alternate proposal, in addition to the marking described above, must be clearly marked with the legend: “Alternate Proposal #___ [for ‘name of Vendor’]”. Each proposal must be for a specific set of Goods and Services and must include specific pricing. If a Vendor chooses to respond with various offerings, each must be offered with a separate price and be contained in a separate proposal. Each proposal must be complete and independent of other proposals offered.

2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

Intentionally Removed.

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

North Carolina G.S. 143-52 provides a general list of criteria the University 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 University’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

While the intent of this RFP is to award a Contract(s) to a single Vendor for all line items, the University 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 University to do so.

The University reserves the right to waive any minor informality or technicality in proposals received.

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3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

While this RFP is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See Paragraph 29 of the Instructions To Vendors entitled COMMUNICATONS BY VENDORS.

Each Vendor submitting a proposal to this RFP, including its employees, agents, subcontractors, suppliers, subsidiaries and affiliates, is prohibited from having any communications with any person inside or outside the using agency; issuing agency;

other government agency office or body (including the purchaser named above, any department secretary, agency head, members of the General Assembly and Governor’s office); or private entity, if the communication refers to the content of Vendor’s proposal or qualifications, the content of another Vendor’s proposal, another Vendor’s qualifications or ability to perform a resulting contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals, the award of a contract, or both.

Any Vendor not in compliance with this provision shall be disqualified from evaluation and award. A Vendor’s proposal may be disqualified if its subcontractor and/or supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement until the date of contract award or cancellation of the procurement). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency for this RFP or inquiries directed to the purchaser named in this RFP regarding requirements of the RFP (prior to proposal submission) or the status of the award (after submission) are excepted from this provision.

3.3 PROPOSAL EVALUATION PROCESS

Only responsive submissions will be evaluated.

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

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. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the University reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the University.

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 public at the time it is created. When negotiations after receipt of bids is 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. If negotiation is anticipated, cost and price shall become available for public inspection at the time of the award. Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor’s pricing position.

.At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the proposal. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all proposals should be complete and reflect the most favorable terms available from the Vendor.

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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 University:

EVALUTION METHOD: Narrative and by consensus of the evaluating committee, explaining the strengths and weaknesses of each proposal and why the recommended awardee(s) provide the best value to the University.

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 University:

1. Background References – 20%

2. Project Methodology – 30%

3. Scheduling – 25%

4. Pricing – 25%

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 University 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 University:

a) Total cost to the University

b) Level of quality provided by the Vendor

c) Process and performance capability across multiple jurisdictions

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

e) Availability of pertinent skills

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

g) Particular risk factors such as the security of the University’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 functions: (1) to advise potential Vendors of the parameters of the solution being sought by the University;

and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether proposals should be evaluated or rejected, the University will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the University’s needs as described in the RFP. Except as specifically stated in the RFP, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the University exercising its discretion to reject a 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 in a requirement would allow for the University to receive a better proposal, the Vendor is encouraged to submit these items in the form of a question during the question-and-answer period in accordance with the Proposal Questions Section above.

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4.1 PRICING

Proposal price shall constitute the total cost to the University 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.

4.2 CONTRACT TERM

This contract shall be binding on both parties for a three (3) year period beginning on the date of the contract award. The University shall have the option of extending the contract for two (2) additional three (3) year terms. The University shall give the Vendor written notice of its intent to renew no less than ninety (90) calendar days prior to the expiration and if the University elects to renew, the terms of said renewal shall be specified in writing as part of the written notice. Vendor shall respond within thirty (30) calendar days of this notice with any exceptions or changes to the original contract terms. The exceptions shall be negotiated between the University and the Vendor during the remaining sixty (60) calendar days of the notice period. If there are no exceptions taken or, upon mutual contract of the parties concerning renewal terms, the Vendor shall sign the renewal notice and send it back to the University. The total term of this contract, including all renewals, shall not exceed ten (10) years.

4.5 WARRANTY

The manufacturer’s standard warranty shall apply. Vendors shall include a copy of the manufacturer’s standard warranty with the proposal response.

4.8 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.

4.9 VENDOR EXPERIENCE

In its Proposal, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to the University. Vendor shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person.

4.10 REFERENCES

Vendors shall provide at least three (3) references, using ATTACHMENT E: CUSTOMER REFERENCE FORM, for which your company has supplied the exact model of equipment offered. The University shall contact these users to determine the quality level of the offered equipment; as well as, but not limited to user satisfaction with Vendor performance. Information obtained shall be considered in the evaluation of the proposal.

4.11 VENDOR’S REPRESENTATIONS

If the proposal results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the University under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the Service and deliverables under a resulting 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, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables.

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4.12 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 University 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 University within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification.

4.13 AGENCY INSURANCE REQUIREMENTS MODIFICATION

See paragraph 16 of the attached General Terms and Conditions.

4.14 BACKGROUND CHECKS

Vendor shall, at no additional cost to the University, secure comprehensive criminal background checks on all employees and subcontractors of Vendor who will be involved in rendering services to the University on the University’s campus. These background checks shall include a complete criminal history, including traffic records, and be performed by a reputable company providing statewide North Carolina searches covering a minimum of the last seven (7) years. Out of state searches shall be required for persons living in the state of North Carolina for less than seven (7) years. This documentation shall be provided to the Contract Lead at least twenty-four (24) hours prior to any employee or subcontractor of Vendor performing work under this contract. This is an ongoing requirement that will apply, in addition to current employees, to any new employees hired after the contract has been awarded. Persons without this documentation may be turned away and not allowed to work on any property owned or utilized by the University until proper documentation is submitted and approved by the Contract Lead. The University reserves the right to keep any person from being assigned to work on its property if that person (1) has been convicted of a criminal offense since the age of eighteen (18), or (2) has an outstanding warrant or a pending court case, or, (3) if related to his/her work at the University, has current habitual problems with traffic-related issues such as no driver’s license, no vehicle tags, and/or no insurance.

5.0 PRODUCT SPECIFICATIONS AND SCOPE OF WORK

SPECIFICATIONS

The term of the contract issued as a response to this solicitation will be for every three (3)-year cleaning of the following parking decks on a prescribed schedule as shown in this request document. The vendor must supply all personnel, equipment, and supplies necessary to completely pressure the interior of the parking decks which includes all walls, floors (including uppermost and roof levels) ceilings, columns, stairwells, and walkways to “like new” condition. Cleaning of each parking deck shall encompass the following tasks:

1. Pre-cleaning included, but not limited to blowing, sweeping, and removal of loose trash.

2. Take necessary precautions to protect all signage, as well as gate control, elevator, electrical, and fire safety equipment.

3. Pressure washing all interior concrete and brick surfaces. (Many deck ceilings will require a softer pressure to reduce potential damage).

4. Removing graffiti, stickers, and hand-posted signs at the locations specified.

5. Pressure washing safety railings.

6. A minimum of 3,000 PSI of water is required for all pressure washing, unless otherwise specified to prevent damage.

7. Wastewater removal and treatment of hazardous and non-hazardous waste derived from remediation of site in accordance with local, state, and federal laws.

Ver: 11/2023 14

Structure Spaces Levels Square Footage Proposed Cleaning

Bell Tower Deck 748 5 252,466 2024

Business School Deck 520 5 181,863 2025

Cardinal Deck 1,471 6 511,119 2024

Cobb Deck 468 5 206,088 2025

Craige Deck 2,401 9 770,760 2025

Dogwood Deck 1,623 5 470,250 2024

Jackson Deck 809 6 276,526 2025

McCauley Deck 137 2 50,460 2025

Rams Head Deck 698 3 72,300 2024

School of Govt Deck 186 2 79,919 2025

TOTALS 9,061 48 3,071,751

GENERAL

The vendor must supply all personnel, equipment, and chemicals necessary to completely clean the interior of the parking decks which includes all walls, floors, ceilings, columns, and walkways. Cleaning of each parking deck shall encompass the following tasks:

• Pre-cleaning includes but not limited to blowing, sweeping, and removal of all loose trash.

• Take necessary precautions to protect all signage, as well as all gate control, elevator, electrical and fire safety equipment.

• Thorough treatment and cleaning of all areas including but not limited to oil drippings, battery acids, radiator fluids, carbon buildup, tire rubber, pigeon waste, dirt, mildew staining, gum, and spilled liquids.

• Pressure cleaning all concrete and brick surfaces inside of decks. (Some deck ceilings have been painted and will require a softer pressure washing tip to reduce potential damage.)

• Removing graffiti, stickers, and hand-posted signs.

• Cleaning safety railings.

Waste water removal and treatment of hazardous and non-hazardous waste derived from remediation of site in a manner consistent with State of North Carolina’s policies.

A. The vendor is responsible for all waste and wastewater recovery and disposal and any associated costs in accordance with local, state, and federal laws.

B. The vendor must be able to schedule work for times when parking decks use is minimal. This may include evenings and overnights, weekends, and University breaks.

C. The vendor may be asked at certain facilities to develop a cleaning schedule that would not require a complete shut-down of the facility, but execute a phased-cleaning approach, cleaning one are of the facility while still allowing vehicles and patrons to safely utilize another area.

Ver: 11/2023 15

D. The vendor shall ensure that the chemicals, equipment, and cleaning processes used do not damage or degrade the surfaces serviced. The vendor shall be responsible for replacing or repairing any and all property damaged during the cleaning process. This will be verified by the vendor taking pictures and providing a summary report of areas and fixtures to be cleaned before and after the cleaning process.

E. The vendor is not responsible for cleaning / power washing exteriors of the decks within the scope of this project and should take great care of ensuring interior cleaning methods do not result in soiling / staining the exterior portions of the decks.

If such a case does arise, it is the vendor's responsibility to remediate the issue at no additional charge to the Owner.

F. The vendor shall take all reasonable precautions to ensure the safety of parking deck customers and vehicles. The vendor shall coordinate with UNC T&P to display appropriate warning signage and barricade off areas as necessary. The vendor shall not at any time operate cleaning equipment around or near parking deck customers or vehicles.

G. The vendor shall have in place and practice a comprehensive safety plan that includes a qualified safety officer that makes site visits during work being performed to ensure compliance with all applicable OSHA regulations and worker safety.

In addition, the vendor shall have all insurance and certifications required by law and UNC Chapel Hill to provide this type of work.

5.3 ACCEPTANCE OF WORK

In the event acceptance criteria for any work or deliverables is not described in contract documents or work orders hereunder, the University shall have the obligation to notify Vendor, in writing ten (10) calendar days following completion of such work or deliverable described in the Contract that it is not acceptable. The notice shall specify in reasonable detail the reason(s) it is unacceptable. Acceptance by the University shall not be unreasonably withheld; but may be conditioned or delayed as required for reasonable review, evaluation, installation, or testing, as applicable of the work or deliverable. Final acceptance is expressly conditioned upon completion of all applicable assessment procedures. Should the work or deliverables fail to meet any requirements, acceptance criteria or otherwise fail to conform to the contract, the University may exercise all rights hereunder, including, for deliverables, such rights provided by the Uniform Commercial Code as adopted in North Carolina.

PROJECT ORGANIZATION; PERSONNEL

The vendor shall describe the organizational and operational structure it proposes to utilize for the work described in this RFP and identify the responsibilities to be assigned to each person Vendor proposes to staff the work. Vendor shall provide information as to the qualifications and experience of the personnel to be assigned to this project, including resumes citing experience with similar projects.

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. A description of each task and deliverable and the schedule for accomplishing each shall be included.

The remainder of this page is intentionally left blank

Attachments to this RFP begin on the next page.

Ver: 11/2023 16

6.0 ATTACHMENTS

**IMPORTANT NOTICE**

RETURN THE REQUIRED ATTACHMENTS WITH YOUR RESPONSE

FOLLOW THE LINKS TO ACCESS EACH ATTACHMENT

ATTACHMENT A: PRICING

Complete and return the Pricing associated with this RFP, which can be found at the following link OR in the table below:

Cost Proposal Instructions:

• Provide a separate and complete breakdown of pricing for cleaning each of the parking decks listed in this request document.

• For each deck, include line-item pricing for performing each of the tasks listed in this request document.

• Provide the TOTAL cost per deck only below.

• Provide a separate rate per square foot for additional, miscellaneous pre-cleaning and pressure washing requested by UNCT&P in addition to or in conjunction with the primary project.

Structure Spaces Levels Square Footage Total Cost

Bell Tower Deck 748 5 252,466 $__________

Business School Deck 520 5 181,863 $__________

Cardinal Deck 1,471 6 511,119 $__________

Cobb Deck 468 5 206,088 $__________

Craige Deck 2,401 9 770,760 $__________

Dogwood Deck 1,623 5 470,250 $__________

Jackson Deck 809 6 276,526 $__________

McCauley Deck 137 2 50,460 $__________

Rams Head Deck 698 3 72,300 $__________

School of Govt Deck 186 2 79,919 $__________

TOTALS 9,061 48 3,071,751 $__________

Separate per square foot of additional cleaning if and when required: $__________

Note: You may use additional paper if necessary.

Ver: 11/2023 17

ATTACHMENT B: INSTRUCTIONS TO VENDORS

THE UNIVERSITY OF NORTH CAROLINA AT CHAPEL HILL INSTRUCTIONS TO VENDORS

I. READ, REVIEW AND COMPLY

It shall be the Vendor’s responsibility to read this entire document; review all enclosures, attachments, and any Addenda; and comply with all requirements specified, whether appearing in these Instructions to Vendors or elsewhere in the Solicitation document.

Any gender-specific pronouns used herein, whether masculine or feminine, shall be read and construed as gender neutral, and the singular of any word or phrase shall be read to include the plural and vice versa.

II. REQUEST FOR OFFERS

Vendors are cautioned that this is a request for Offers, not an offer or request to contract, and the University reserves the unqualified right to reject any and all bids at any time if such rejection is deemed to be in the best interest of the University.

By submitting Your Bid or Proposal, you are offering to enter into a contract with the University.

The Contract is a separate document that represents the Vendor’s and the University’s entire agreement. If Your bid is accepted and results in a Contract, You will be expected to accept the North Carolina General Terms And Conditions included in the Solicitation document as part of the Contract. Depending upon the good or service being offered, other terms and conditions may apply.

III. DUTY TO INQUIRE

The Offer, by submitting an Offer, represents that it has read and understands the Solicitation and that its Offer is made in compliance with the Solicitation. Offerors are expected to examine the Solicitation thoroughly and should request an explanation for any ambiguities, discrepancies, errors, omissions, or conflicting statements in the Solicitation. Failure to do so will be at the Offeror's risk. All ambiguities, discrepancies, errors, omissions, or conflicting statements in the Solicitation shall be interpreted to require the better quality or greater quantity of work and/or materials, unless otherwise directed by Addendum. Offeror assumes responsibility for any patent ambiguity in the Solicitation that Offeror does not bring to the University's attention.

IV. DEFINITIONS, ACRONYMS AND ABBREVIATIONS

The following definitions, acronyms, and abbreviations may be used within the Solicitation document.

1. AGENCY SPECIFIC TERM CONTRACT: A contract generally intended to cover all normal requirements for a commodity for a specified period of time based on estimated quantities for a single entity.

2. ADDENDUM: a document issued to supplement or modify the original Solicitation document. Addenda may be issued following a pre-bid/pre-proposal conference or as a result of a specification or work scope changes to the Solicitation.

3. BAFO: Best and Final Offer, submitted by a Vendor to alter its initial bid, made in response to a request by the issuing agency.

4. BUYER: The employee of the University or Other Eligible Entity that places an order with the Vendor.

5. COMMUNITY COLLEGE: Any of the fifty-eight (58) public North Carolina Community Colleges.

6. CONTRACT: A contract resulting from or arising out of Vendor responses to this Solicitation.

7. CONTRACT ADMINISTRATOR: A representative of the Agency who is responsible for the functions that are performed after all parties have signed a contract, including any modifications to the contract.

8. CONTRACT MANAGER: A representative of the agency or awarded vendor who ensures compliance with the contract terms and conditions while giving attention to the achievement of the stated output and outcome of the contract.

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9. Electronic Vendor Portal (eVP): System for vendors to do business with the State of North Carolina, including registering to do business, responding to bid opportunities, and certifying as a HUB and/or NCSBE

10. E-PROCUREMENT SERVICES: The program, system, and associated services through which the University conducts electronic procurement.

11. FOB-DESTINATION: Title changes hand from Vendor to purchaser at the destination point of the shipment;

Vendor owns the commodity in transit and files any claims. The vendor pays all freight and any related transportation charges. A Solicitation may request that a Vendor separately identify freight charges in its bid, but no amount or charge not included as part of the total bid price will be paid.

12. HUB: Historically Underutilized Business https://ncadmin.nc.gov/businesses/hub

13. IFB: Invitation for Bids (a type of Solicitation document)

14. LOT: A grouping of similar products within this…