RFP 367-OC5440 Landscape and Grounds Maintenance Services.pdf

Orange County Government Request for Proposal RFP#: 367-OC 5440

Request for Proposals to Provide Landscape and Grounds Maintenance Services at Orange County Facilities

Date of Issue: October 29, 2024

Proposal Opening Date: November 27, 2024 At 2:00 P.M. ET

Direct all inquiries concerning this RFP to:

Jovana Amaro

Purchasing Agent Email: jamaro@orangecountync.gov

Electronic responses ONLY will be accepted for this solicitation.

mailto:jamaro@orangecountync.gov

1. PURPOSE AND BACKGROUND

Orange County, North Carolina is releasing this Request for Proposals (hereafter ‘RFP’) seeking responses from qualified landscaping and grounds maintenance firms with the staffing and expertise capable of maintaining grounds at Orange County buildings and facilities (not including parks) for the calendar year 2025. The Department of Environment, Agriculture, Parks, and Recreation (DEAPR) will be administering the contract(s).

Proposals may be submitted three different ways - for either 1) Hillsborough-Effland Area Locations, 2) Chapel Hill-Area Locations, or 3) both Hillsborough-Effland area and Chapel Hill area (all locations). A list of the specific sites and locations to be maintained is listed in Section 5: Scope of Services of this document, and in Appendix A.

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

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

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.

2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to read the Instructions, Orange 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.

If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within this RFP, those must be submitted as questions in accordance with the instructions in Section 2.4 PROPOSAL QUESTIONS. If the Orange County 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.

2.3 RFP SCHEDULE

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

Event Responsibility Date and Time Issue RFP OC October 29, 2024 Hold Pre-Proposal Meeting/Site Visit OC November 12, 2024, at 1:30 pm Submit Written Questions Vendor November 13, 2024 Provide Response to Questions OC November 20, 2024 Submit Proposals Vendor November 27, 2024, at 2:00 pm Contract Award OC TBD Contract Effective Date OC TBD

Non-Mandatory Recommended Site Visit Conference (Highly Recommended)

Date: 11/12/2024 Time: 01:30 PM Eastern Time

Instructions: Vendor representatives are urged to attend this site visit, which is one of many sites included in the proposal and apprise themselves of the conditions and requirements which will affect the performance of the work called for by this Request for Proposal. A non-mandatory (but highly recommended) site visit is scheduled for 01:30 PM Eastern Time at the David Price Farmers Market Pavilion, 144 East Margaret Lane, Hillsborough, NC.

Vendor is cautioned that any information released to attendees during the site visit, 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.

2.4 PROPOSAL QUESTIONS

Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the above due date.

Written questions shall be emailed to finance-purchasing@orangecountync.gov and jamaro@orangecountync.gov by the date and time specified above. Vendors should enter “RFP#: 367-OC 5440: Questions” as the subject for the email. Questions submittals should include a reference to the applicable RFP section.

Questions received by the deadline date, Orange County’s response, and any additional terms deemed necessary by the Orange County will be posted in the form of an addendum to Orange County website https://www.orangecountync.gov/Bids.aspx and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any Orange County 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.

2.5 PROPOSAL SUBMITTAL

IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk for late submission due to unintended or unanticipated delay. Any proposal submitted after the proposal deadline will be rejected.

Vendors should enter “RFP#: 367-OC5440: Company’s name, Landscape and Grounds Maintenance Services at Orange County Facilities” as the subject for the email. One Electronic (PDF Format) submittals should be less than 15MB in size and submitted by 2:00 p.m. EST on November 27, 2024.

Electronic submittals shall be emailed to Jovana Amaro, Purchasing Agent at jamaro@orangecountync.gov copying David Stancil, DEAPR Director, at dstancil@orangecountync.gov by the date specified above.

Please note the existence of Appendix A to this RFP, which lists the locations to be covered by this proposal.

mailto:finance-purchasing@orangecountync.gov mailto:jamaro@orangecountync.gov https://www.orangecountync.gov/Bids.aspx mailto:jamaro@orangecountync.gov mailto:dstancil@orangecountync.gov

Critical updated information may be included in Addenda to this RFP. It is important that all Vendors proposing on this RFP periodically check the Orange County’s website https://www.orangecountync.gov/Bids.aspx for any Addenda that may be issued prior to the bid opening date. All Vendors shall be deemed to have read and understood all information in this RFP and all Addenda thereto.

2.6 PROPOSAL CONTENTS

Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an authorized signature where requested. Vendor RFP responses shall include the following items and those attachments should be arranged in the following order:

a) Cover Letter (Identify Project Manager)

b) A written narrative response to address the Project Organization

c) A written narrative response to address the Technical Approach

d) Vendor Experience and Qualifications

e) Total cost for the proposed services for Hillsborough-Efland Area Locations per month and per year.

Include the cost breakdown by type of service/activity by each location.

f) Total cost for the proposed services for Chapel Hill Area Locations per month and per year. Include the cost breakdown by type of service/activity by each location.

g) Total cost for the proposed services for both Hillsborough-Efland and Chapel Hill Area Locations per month and per year. Include the cost breakdown by type of service/activity by each location.

h) Completed Appendix B: Business Informational form.

i) Acknowledgement of receipt of any addenda.

j) Living Wage Contractor Policy form

k) Completed and notarized E-Verify form.

l) Completed and signed Orange County Non-Discrimination Certification form

m) Completed Supplemental Vendor Information: Historically Underutilized Businesses form.

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

All qualified proposals will be evaluated, and awards will be made to the Vendor(s) meeting the RFP requirements and achieving the highest and best final evaluation, based on the criteria described below.

While the intent of this RFP is to award a Contract(s) to single Vendor, Orange 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.

Orange County reserves the right to waive any minor informality or technicality in proposals received.

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING

EVALUATION

During the evaluation period—from the date proposals are opened through the date the contract is awarded—each Vendor submitting a proposal (including its representatives, sub-contractors and/or suppliers) 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, department secretary, agency head, members of the general assembly and/or governor’s office), or private https://www.orangecountync.gov/Bids.aspx entity, if the communication refers to the content of Vendor’s proposal or qualifications, the contents of another Vendor’s proposal, another Vendor’s qualifications or ability to perform the 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 and/or the award of the contract. A Vendor not in compliance with this provision shall be disqualified from contract award, unless it is determined in Orange County’s discretion that the communication was harmless, that it was made without intent to influence and that the best interest of Orange County would not be served by the disqualification.

A Vendor’s proposal may be disqualified if its sub-contractor and supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement to the date of contract award). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency for this RFP or general inquiries directed to the purchaser regarding requirements of the RFP (prior to proposal submission) or the status of the contract award (after submission) are excepted from this provision.

3.3 PROPOSAL EVALUATION PROCESS

Orange County shall review all Vendor responses to this RFP to confirm that they meet the specifications and requirements of the RFP.

Proposals will be received from each responsive Vendor according to the method of submission specified in Section 2.5 of this RFP.

All proposals must be received by Orange County not later than the date and time specified on the cover sheet of this RFP.

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.

Proposals will generally be evaluated according to completeness, content, and experience with similar projects, ability of the Vendor and its staff, and cost. Specific evaluation criteria are listed in 3.4 EVALUATION CRITERIA, below.

Vendors are cautioned that this is a request for offers, not an offer or request to contract, and Orange County 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 County.

Upon completion of the evaluation process, the County will make Award(s) based on the evaluation criteria.

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 Orange County:

Criteria Maximum Point Value

1. Vendor experience as it relates to the scope of services of the RFP 25

2. Technical approach in providing service and support. 25

3. Project Organization 25

4. Vendor has the size and capacity to perform project 25 Total 100

4.0 REQUIREMENTS

4.1 CONTRACT TERM

The Contract shall commence on the date of contract award (the “Effective Date”). Work shall be performed in accordance with specific dates and the growing season as listed in this RFP with all work to be completed by December 31, 2025.Up on mutual agreement between the County and the Vendor, the contract may be extended for additional periods of one (1) year.

4.2 PRICING

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

IMPORTANT: The proposals shall provide both a total cost to perform all work, as well as a cost breakdown by type of activity (mowing, pruning, edging, debris removal, etc.) for each location shown in Appendix A.

4.3 INVOICES

Invoices must include an accurate description of the work for which the invoice is being submitted, the invoice date, the period of time covered, the amount of fees due to the Vendor and the original signature of the Vendor’s project manager.

Payment will be made by the County within thirty (30) days of receipt of an accurate invoice, approved by the DEAPR Department. Invoices shall be sent to:

Orange County DEAPR PO Box 8181

1020 US 70 West Hillsborough, NC 27278

4.4 VENDOR EXPERIENCE

In its Proposal, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to Orange County. Vendor shall provide information as to the qualifications and experience of personnel to be assigned to this project. Vendors familiar with sustainable landscaping principles and practices preferred.

4.5 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. Orange County may contact these users to determine the Services provided are substantially similar in scope to those proposed herein and Vendor’s performance has been satisfactory. The information obtained may be considered in the evaluation of the proposal.

COMPANY NAME CONTACT NAME TELEPHONE NUMBER

4.6 PERSONNEL

Vendor shall not substitute key personnel assigned to the performance of this Contract without prior written approval by the Contract Lead. Vendor shall notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. Orange County will approve or disapprove the requested substitution in a timely manner. Orange County may, in its sole discretion, terminate the services of any person providing services under this Contract. Upon such termination, Orange County may request acceptable substitute personnel or terminate the contract services provided by such personnel.

4.7 VENDOR’S REPRESENTATIONS

a) Vendor 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. Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of Orange County under this Contract. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s).

b) If any Services, deliverables, functions, or responsibilities not specifically described in this Contract are required for Vendor’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, 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 Deliverables.

c) Vendor warrants that it has the financial capacity to perform and to continue 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.

d) A sample of the Services Contract – RFP/RFQ that will be executed with the selected vendor is included.

4.8 SUBCONTRACTING

The vendor shall perform the duties described in the RFP. Subcontracting any part of the entire contract is not permitted.

5.0 SCOPE OF SERVICES

The contractor shall perform regular maintenance and upkeep of County lawns, grounds, and landscaped areas at the locations identified in Appendix A, as also shown below:

Category 1 – Hillsborough/Efland Area Locations

• Main County Campus – several adjacent and proximate locations in downtown Hillsborough. See Appendix A for sub listing.

• Orange County West Campus – West Margaret Lane

• Orange County North Campus – 1020 US 70 West

• Whitted Center/Central Recreation Center – 300/302 West Tryon Street

• Emergency Services Center – 510 Meadowlands Drive

• Piedmont Food and Agricultural Processing Center – 500 Valley Forge Road

• Passmore Senior Center – 103 Meadowlands Drive

• Asset Management Center – 306 Revere Road

• Motor Pool Complex – 600 NC 86 North

• EMS Substation – 209 Mt. Willing Rd

• EMS Station – 3800 US 70 West, Efland

Category 2 – Chapel Hill Area Locations

• Southern Human Services Center / Seymour Senior Center – 2501/2551 Homestead Road

• Animal Services Center – 1601 Eubanks Road

• Rogers Road Community Center – 101 Edgar Street

Maps of the above locations may be found in Appendix A.

This regular maintenance and upkeep will include:

1) Routine Maintenance - For all properties, services would include mowing, trimming and edging, blowing, debris and trash collection, clipping cleanup and routine bed maintenance. These tasks are to be performed during the growing seasons. Regular maintenance will also include leaf blowing and or removal where necessary during fall. Note: Per Orange County policy vendor agrees to prohibit the use of the herbicide “Roundup” on County property.

2) Regular/Periodic Maintenance – Pruning of trees and shrubbery, shrub trimming, weeding/landscaping as needed; mulching as needed and agreed to as part of the site visit and conference.

3) Winter Service – periodical visits from mid-November through mid-February to check for litter, debris, fallen or broken limbs and other hazards.

5.1 TASKS/DELIVERABLES

Please see Appendix A for locations and addresses to be maintained.

This list includes 11 locations in the general Hillsborough area with varying degrees of size and landscaped areas, from the main County campus in downtown Hillsborough to small buildings and sites in and around Hillsborough and the nearby village of Efland.

The list also includes three locations in the Chapel Hill area, which range from a large Southern Human Services center campus on Homestead Road to a small community center.

A plan for the services described above in Section 5.0 at each location should be part of the proposal.

Additional Information:

1) Orange County has a living wage ordinance that applies to its contractors. The living wage as of

July 2024 is $17.65 per hour.

2) Orange County’s Strategic Plan and ordinances encourage the use of sustainable landscaping and the use of native vegetation. The successful vendor should adhere to and show proof of sustainable landscaping principles in its proposal. If the contractor notes areas of invasive species on properties being maintained, they should contact the County liaison and a procedure for removal will be identified.

3) Upon selection, the contractor will meet with County staff (via the designated liaison) and walk the sites to be maintained and confirm the exact level of service to be performed.

4) On occasion, it is anticipated that the contractor and./or County may identify special projects, or a short-term or long-term plan (such as a Grounds Improvement Strategy) based on observation or aesthetic opportunity to address situations or matters that need attention. In these cases, either contractor or County will communicate the potential to the other, and the parties will discuss whether to pursue such issues as an additional project.

5.2 PROJECT ORGANIZATION

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 or internal group Vendor proposes to staff the work.

5.3 TECHNICAL APPROACH

Vendor’s proposal shall include, in narrative, outline, and/or graph form the Vendor's approach to accomplishing the Scope of Services of this RFP. A description of each task and the schedule for accomplishing each shall be included.

5.4 INSURANCE REQUIREMENTS

The Provider shall obtain, at its sole expense, Commercial General Liability Insurance, Automobile Insurance, Workers’ Compensation Insurance, and any additional insurance as may be required by County’s Risk Manager as such insurance requirements are described in the Orange County Risk Transfer Policy and Orange County Minimum Insurance Coverage Requirements https://www.orangecountync.gov/DocumentCenter/View/1866/MinimumInsurance- CoverageRequirements-PDF Provider shall not commence work until such insurance is in effect and certification thereof has been received by the County’s Risk Manager.

https://www.orangecountync.gov/DocumentCenter/View/1866/MinimumInsurance-CoverageRequirements-PDF https://www.orangecountync.gov/DocumentCenter/View/1866/MinimumInsurance-CoverageRequirements-PDF

5.5 NORTH CAROLINA PUBLIC RECORDS

All proposals received by Orange County shall be considered public information subject to lawful disclosure under North Carolina Public Records Law. Any proposal material deemed by the vendor to constitute either proprietary or trade secret material shall be designated as such, and each page or section of a page containing such material shall be marked by the vendor. In addition, it shall be the sole responsibility of the vendor to demonstrate to a court of competent jurisdiction that their designation is proper.

5.6 BUSINESS REGISTRATION

The firm selected under this RFP will be required to have an active business registration with the North Carolina Secretary of State.

6.0 CONTRACT ADMINISTRATION

6.1 PROJECT MANAGER AND CUSTOMER SERVICE

The Vendor shall designate and make available to Orange County a project manager. The project manager shall be the County’s point of contact for contract related issues and issues concerning performance.

6.2 INSPECTION AND REVIEW PERFORMANCE

The Vendor shall accompany a representative of the County on special inspections of the work during business hours of the County. The County reserves the right to make determinations as to whether service is being performed satisfactorily. The Vendor will meet with the County representatives for a conference and tour to evaluate the performance of the contract as needed.

LIVING WAGE & E-VERIFY

Living Wage

Orange County is committed to providing its employees with a living wage and encourages agencies it funds to pursue the same goal. A copy of Orange County’s Living Wage Contractor Policy is included at the end of this RFP.

E-Verify

HB789 imposes E-Verify requirements on contractors who enter into certain contracts with state agencies and local governments. The legislation specifically prohibits governmental units from entering into certain contracts “unless the contractor and the contractor’s subcontractors comply with the requirements of Article 2 of Chapter 65 of the General Statues.” (Article 2 of Chapter 65 establishes North Carolina’s E-Verify requirements for private employers.) It is important to note that the verification requirement applies to subcontractors as well as contractors. The new laws specifically prohibit governmental units from entering into contracts with contractors who have not (or their subcontractors have not) complied with E-Verify.

Appendix A

Locations for Grounds Maintenance and Landscaping Services Request for Proposals

Category 1 – Hillsborough-Efland Area Locations

Building Name Address Main County Campus:

- Orange County Courthouse and Justice Facilities Grounds.

- Old Courthouse

- Court Street/ Old

Jail / Annex

- District Attorney office

- Old Purchasing

- Visitors Center

- Link Center

- Board of Elections

- River Park

106 East Margaret Lane, Hillsborough

104 E King St 125 Court St

144 E Margaret Ln

129 East King St 150 E King St 200 S Cameron St 208 S Cameron St (Please see map. Note:

stormwater features and special stream restoration area present)

West Campus:

- Orange County

Library

- Eno River Parking

Deck

- West Campus

Office Building

137 West Margaret Lane

Nash and Kollock St

131 W Margaret Lane

North Campus

- Bonnie B. Davis

EAC

- Parks Operations

Base

- Detention Center

1020 US-70 W

1100 US-70 W

1200 US-70 W

Whitted Center and Central Recreation Center

300/302 West Tryon Street

Emergency Services 510 Meadowlands Dr Piedmont Food and Agriculture Processing

500 Valley Forge Road

Passmore Senior Center 103 Meadowlands Drive

Asset Management Building

306 Revere Road

Motor Pool Complex 600 NC-86 EMS Substation 209 Mt Willing Rd EMS Station 3800 US Hwy 70

Category 2 – Chapel Hill Area Locations

Building Name Location Southern Human Services Center / Seymour Senior Center / County Veterans Memorial and Pond

2501/2551/2501 Homestead Road, Chapel Hill

Animal Services Center 1601 Eubanks Road, Chapel Hill

Rogers Road Community Center

101 Edgar Street

Proposals may include Category 1, Category 2, or both groups.

GIS Aerial Images (areas outlined in red/orange are sites)

MAIN COUNTY CAMPUS

WEST CAMPUS

NORTH CAMPUS

Whitted Center 300/302 W Tryon St

Emergency Services 510 Meadowlands Dr

500 Valley Forge

306 Revere Road

103 Meadowland Dr

600 NC 86 N

209 Mt Willing Rd

3800 US 70 W

CHAPEL HILL LOCATIONS

2502/2501/2551 Homestead Rd

1601 Eubanks Rd

101 Edgar St

Appendix B

Business Informational Form All interested vendors submitting a bid for RFP#: 367-OC5440: Landscape and Grounds Maintenance Services at Orange County Facilities will be required to submit the Business Informational Form with their bid. The form should be completed by an individual who has the authority to enter the business into contract.

OWNER AND BUSINESS INFORMATION

Owner’s Name: _____________________________________________________________

Legal Business or Trade Name: ________________________________________________

Business Address: ___________________________________________________________

Business Phone: _____________________________________________________________

Email Address: ______________________________________________________________

License Number: ____________________________________________________________

Federal I.D. No. _____________________________________________________________

We have been in Business for ________________ years.

We have __________ years’ experience performing this work as required?

Do you have the available personnel to perform this work as required? YES or NO

Provide the name of the Project Manager from your company who will be working with the DEAPR representative should your company be selected.

jamaro Stamp

ADDENDUM ACKNOWLEDGEMENT FORM

Consultants must acknowledge receipt of addendums posted by Orange County before the RFP/RFQ deadline. Please initial for Addendums received.

Addendum No 1 ________________

Addendum No 2 ________________

Addendum No 3 ________________

Section I: General Government and Administration Policy 10.0: Living Wage Contractor Policy Reviewed by: County Attorney/County Manager Approved by: County Manager Original Effective Date: April 21, 2016 Revisions: August 1, 2016

Policy Statement It is the policy of Orange County to ensure its employees, and all individuals who provide services for Orange County, are paid a living wage.

Purpose To encourage all vendors and contractors to pay a living wage to all employees who perform work pursuant to a contract with Orange County.

Applicability Applies to all Orange County contracts and purchases.

Policy

10.1 Living Wage

10.1.1 Orange County is committed to providing its employees with a living wage and encourages all contractors and vendors doing business with Orange County to pursue the same goal. Orange County’s living wage is as reflected in the adopted Orange County Budget and as that budget document is amended from time to time. To the extent possible, Orange County recommends that contractors and vendors seeking to do business with Orange County provide a living wage to their employees.

10.1.2 Prior to final execution of a contract with Orange County all contractors and vendors seeking to do business with Orange County shall submit to the County’s representative a statement indicating whether those employees who will perform work on the Orange County contract are paid at least the living wage amount set out above. If such employees do not make at least the living wage amount set out above the contractor or vendor shall indicate in the statement, the actual amount paid to such employees. For bid projects this statement should be submitted as part of the bid packet.

This policy may be reviewed annually and updated as needed by the Manager’s Office

Acknowledged Receipt by:

Company Name:

Date: __

STATE OF NORTH CAROLINA

AFFIDAVIT

ORANGE COUNTY

I, ____________________________(the individual attesting below), being duly authorized by and on behalf of

________________________________ (the entity bidding on project hereinafter "Employer") after first being duly sworn hereby swears or affirms as follows:

1. Employer understands that E-Verify is the federal E-Verify program operated by the United States

Department of Homeland Security and other federal agencies, or any successor or equivalent program used to verify the work authorization of newly hired employees pursuant to federal law in accordance with NCGS §64-25(5).

2. Employer understands that Employers Must Use E-Verify. Each employer, after hiring an employee to work in the United States, shall verify the work authorization of the employee through E-Verify in accordance with

NCGS§64-26(a).

3. Employer is a person, business entity, or other organization that transacts business in this State and that employs 25 or more employees in this State. (mark Yes or No)

a. YES _____, or

b. NO _____

4. Employer's subcontractors comply with E-Verify, and if Employer is the winning bidder on this project

Employer will ensure compliance with E-Verify by any subcontractors subsequently hired by Employer.

This ____ day of _______________, 20__.

Signature of Affiant Print or Type Name: _________________________

State of North Carolina, _________ County

Signed and sworn to (or affirmed) before me, this the _____ day of ________________, 20__.

My Commission Expires:

Notary Public

(Affix O fficial/N otarial Seal)

ORANGE COUNTY NONDISCRIMINATION CERTIFICATION

The undersigned bidder or proposer hereby certifies and agrees that the following information is correct:

1. In preparing its enclosed bid or proposal, the undersigned bidder or proposer has considered all bids and proposals submitted from qualified, potential subcontractors and suppliers, and has not engaged in discrimination as defined in Section 12-52 of the Orange County Non-discrimination Ordinance.

2. Without limiting any other remedies that Orange County may have for a false certification, it is understood and agreed that, if this certification is false, such false certification will constitute grounds for Orange County to reject the bid or proposal submitted with this certification, and terminate any contract awarded based on such bid or proposal. It shall also subject the bidder or proposer to disqualification from participating in county contracts or bid processes for up to two years.

3. As a condition of contracting with Orange County, the undersigned bidder or proposer agrees to promptly provide to Orange County all information and documentation that may be requested by Orange County from time to time regarding the solicitation and selection of suppliers and subcontractors in connection with this solicitation process. Failure to maintain or failure to provide such information constitutes grounds for Orange County to reject the bid or proposal and to terminate, without penalty to Orange County, any contract awarded on such bid or proposal. All such information and documentation shall be maintained for a period of three years after the expiration of the contract.

4. As part of its bid or proposal, the undersigned bidder or proposer shall provide to Orange County a list of all instances within the past ten years where a complaint was filed or pending against bidder or proposer in a legal or administrative proceeding alleging that bidder or proposer discriminated against its subcontractors, vendors, suppliers, or commercial customers, and a description of the status or resolution of that complaint, including any remedial action taken.

5. As a condition of submitting a bid or proposal to Orange County the undersigned bidder or proposer agrees to comply with the Orange County Non-discrimination Ordinance. Falsification of this certification shall constitute a violation of the Orange

County Non-Discrimination Ordinance and shall be grounds for rejection of the bid or proposal or termination of an existing contract, without fault or further obligation to Orange County.

6. As a condition of submitting a bid or proposal to Orange County the undersigned bidder or proposer agrees that Orange County may consider the information submitted as part of this certification in its determination of the responsibility of the undersigned bidder or proposer. The undersigned bidder or proposer, as the case may be, waives the right to challenge the rejection of a bid or proposal when such rejection is based, in its entirety, on information submitted as part of this certification.

The bidder or proposer certifies the undersigned has full authority to sign on its behalf.

By:________________________________________

Printed Name and Title

On behalf of _________________________________

Company or Corporate name

Supplemental Vendor Information: HISTORICALLY UNDERUTILIZED BUSINESSES

Company Name: ____________________________________________________ Date: _________

Historically Underutilized Businesses (HUBs) consist of minority, women and disabled business firms that are at least fifty-one percent owned and operated by an individual(s) of the categories. Also included in this category are disabled business enterprises and non-profit work centers for the blind and severely disabled.

Pursuant to G.S. 143B-1361(a), 143-48 and 143-128.4, the County invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled. This includes utilizing subcontractors to perform the required functions in this RFP/RFQ. Any questions concerning NC HUB certification, contact the North Carolina Office of Historically Underutilized Businesses at (919) 807- 2330. The Vendor shall respond to question #1 and #2 below.

1) Is Vendor a Historically Underutilized Business? Yes No

2) Is Vendor Certified with North Carolina as a Historically Underutilized Business? Yes No

If so, state HUB classification:

http://ncadmin.nc.gov/businesses/hub

Revised 01/24 1

[Departmental Use Only]

TITLE

FY

NORTH CAROLINA

SERVICES AGREEMENT RFP/RFQ

ORANGE COUNTY

This Services Agreement (hereinafter “Agreement”), made and entered into this day of , 20 , (“Effective Date”) by and between Orange County, North Carolina a political subdivision of the State of North Carolina (hereinafter, the "County") and , (hereinafter, the "Provider").

WITNESSETH:

That the County and Provider, for the consideration herein named, do hereby agree as follows:

1. Services

a. Scope of Work.

i) This Services Agreement (“Agreement”) is for services to be rendered by

Provider to County with respect to (insert type of project):

ii) By executing this Agreement, the Provider represents and agrees that Provider is qualified to perform and fully capable of performing and providing the services required or necessary under this Agreement in a fully competent, professional and timely manner.

iii) Time is of the essence with respect to this Agreement.

iv) The services to be performed under this Agreement consist of Basic Services, as described and designated in Section 3 hereof. Compensation to the Provider for

Basic Services under this Agreement shall be as set forth herein.

2. Responsibilities of the Provider

a. Services to be provided. The Provider shall provide the County with all services required in Section 3 to satisfactorily complete the Project within the time limitations set forth herein and in accordance with the highest professional standards.

b. Standard of Care.

i) The Provider shall exercise reasonable care and diligence in performing services under this Agreement in accordance with the highest generally accepted standards of this type of Provider practice throughout the United States and in accordance with applicable federal, state and local laws and regulations applicable to the performance of these services. Provider is solely responsible for the professional

Revised 01/24 2 quality, accuracy and timely completion and submission of all work related to the

Basic Services.

ii) Provider shall be responsible for all errors or omissions of its agents, contractors, employees, or assigns in the performance of the Agreement. Provider shall correct any and all errors, omissions, discrepancies, ambiguities, mistakes or conflicts at no additional cost to the County.

iii) The Provider shall not, except as otherwise provided for in this Agreement, subcontract the performance of any work under this Agreement without prior written permission of the County. No permission for subcontracting shall create, between the County and the subcontractor, any contract or any other relationship.

iv) Provider is an independent contractor of County. Any and all employees of the

Provider engaged by the Provider in the performance of any work or services required of the Provider under this Agreement, shall be considered employees or agents of the Provider only and not of the County, and any and all claims that may or might arise under any workers compensation or other law or contract on behalf of said employees while so engaged shall be the sole obligation and responsibility of the Provider.

v) If activities related to the performance of this Agreement require specific licenses, certifications, or related credentials Provider represents that it or its employees, agents and subcontractors engaged in such activities possess such licenses, certifications, or credentials and that such licenses certifications, or credentials are current, active, and not in a state of suspension or revocation.

vi) Should this Agreement involve project designs, the construction or creation of which is to be bid out or fulfilled by other contractors, and bidding or negotiation with contractors produce prices which, when added to the other elements of the approved total project cost, produce a cost that is in excess of the approved total project cost, the Provider shall participate with the County in negotiation and design adjustments to the extent such are necessary to obtain prices within the approved total project cost. All activity of the Provider with respect to these matters shall constitute Basic Services and shall be performed by the Provider without additional compensation. If negotiation and design adjustments fail to bring costs within the total project cost the County may reject all bids and

Provider will redesign or reduce portions of the project in an effort to reduce the bid prices to within the total project cost and rebid the project. One such redesign is included within Basic Services. If this second letting for bids does not produce bids that are within the approved total project cost initially or after negotiations with the contractor the cost is not reduced to an amount within the total project cost, the Provider is not obligated to engage in further redesign.

3. Basic Services

a. Basic Services.

Revised 01/24 3

i) The Provider shall perform as Basic Services the work and services described herein and as specified in the County’s Request for Proposals or Request for

Qualifications (the “RFP”) “RFP Number for “ ” issued , 20 , and the Provider’s proposal, which are fully incorporated and integrated herein by reference together with Attachments (designate all attachments).

In the event a term or condition in any referenced document or attachment conflicts with a term or condition of this Agreement the term or condition in this

Agreement shall control. Should such conflict arise the priority of documents shall be as follows: This Agreement, the County’s RFP together with attachments, Provider’s Proposal together with attachments.

ii) The Basic Services will be performed by the Provider in accordance with the following schedule: (Insert milestones task list, dates and fees. If milestones are not established mark N/A under Milestone Task 1.)

Milestone Task Milestone Date Milestone Fee

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

iii) Should County reasonably determine that Provider has not met the Milestone

Dates established in Section 3(a)(ii), County shall notify Provider of the failure to meet the Milestone Date. The County, at its discretion may provide the Provider seven (7) days to cure the breach. County may withhold the accompanying payment without penalty until such time as Provider cures the breach. In the alternative, upon Provider’s failure to meet any Milestone Date the County may modify the Milestone Date schedule. Should Provider or its representatives fail to cure the breach within seven (7) days, or fail to reasonably agree to such modified schedule, County may immediately terminate this Agreement in writing, without penalty or incurring further obligation to Provider. This section shall not be interpreted to limit the definition of breach to the failure to meet Milestone Dates.

4. Duration of Services

a. Term. The term of this Agreement shall be from to .

b. Scheduling of Services

i) The Provider shall schedule and perform its activities in a timely manner so as to meet the Milestone Dates listed in Section 3.

Revised 01/24 4

ii) Should the County determine that the Provider is behind schedule, it may require the Provider to expedite and accelerate its efforts, including providing additional resources and working overtime, as necessary, to perform its services in accordance with the approved project schedule at no additional cost to the

County.

iii) The Commencement Date for the Provider's Basic Services shall be .

5. Compensation

a. Compensation for Basic Services. Compensation for Basic Services shall include all compensation due the Provider from the County for all services satisfactorily (as determined by the County) performed pursuant to this Agreement. The maximum amount payable for Basic Services is Dollars ($ ). In the event the amount stated on an invoice is disputed by the County, the County may withhold payment of all or a portion of the amount stated on an invoice until the parties resolve the dispute.

Payment for Basic Services shall become due and payable in direct proportion to satisfactory services performed and work accomplished. Payments will be made as

Project milestones as set out in Section 3(a)(ii) are achieved up to the corresponding milestone fee. (For example, Provider may invoice for the amount listed as the milestone fee corresponding to the first milestone task upon County’s acknowledgement of the satisfactory completion of Task one. Upon the County’s acknowledgement that the second Task has been satisfactorily completed Provider may invoice for that corresponding milestone fee.) Milestone fees shall be the maximum amount payable for its corresponding milestone task which shall not be altered except by written amendment.

b. Additional Services. County shall not be responsible for costs related to any services in addition to the Basic Services performed by Provider unless County requests such additional services in writing and such additional services are evidenced by a written amendment to this Agreement.

6. Responsibilities of the County

a. Cooperation and Coordination. The County has designated ( ) to act as the

County's representative with respect to the Project who shall have the authority to render decisions within guidelines established by the County Manager or the County Board of

Commissioners and who shall be available during working hours as often as may be reasonably required to render decisions and to furnish information.

7. Insurance

a. General Requirements. Provider shall obtain, at its sole expense, Commercial General

Liability Insurance, Automobile Insurance, Workers’ Compensation Insurance, and any additional insurance as may be required by County’s Risk Manager as such insurance requirements are described in the Orange County Risk Transfer Policy and Orange

County Minimum Insurance Coverage Requirements (each document is incorporated herein by reference and may be viewed at http://www.orangecountync.gov/departments/purchasing_division/contracts.php.) If http://www.orangecountync.gov/departments/purchasing_division/contracts.php

Revised 01/24 5

County’s Risk Manager determines additional insurance coverage is required such additional insurance shall consist of (if no additional insurance required mark

N/A as being not applicable). Provider shall not commence work until such insurance is in effect and certification thereof has been received by the County's Risk Manager.

8. Indemnity

a. Indemnity. To the extent authorized by North Carolina law the Provider agrees, without limitation, to defend, indemnify and hold harmless the County from all loss, liability, claims or expense, including attorney's fees, arising out of or related to the Project and arising from property damage or bodily injury including death to any person or persons caused in whole or in part by the negligence or misconduct of the Provider except to the extent same are caused by the negligence or willful misconduct of the County. It is the intent of this provision to require the Provider to indemnify the County to the fullest extent permitted under North Carolina law.

9. Amendments to the Agreement

a. Changes in Basic Services. Changes in the Basic Services and entitlement to additional compensation or a change in duration of this Agreement shall be made by a written

Amendment to this Agreement executed by the County and the Provider. The Provider shall proceed to perform the Services required by the Amendment only after receiving a fully executed Amendment from the County.

10. Termination

a. Termination for Convenience of the County. This Agreement may be terminated without cause by the County and for its convenience upon seven (7) days prior written notice to the Provider.

b. Other Termination. The Provider may terminate this Agreement based upon the County's material breach of this Agreement; provided, the County has not taken all reasonable actions to remedy the breach. The Provider shall give the County seven (7) days' prior written notice of its intent to terminate this Agreement for cause. Either party may terminate this Agreement upon notice to the other party that obligations pursuant to this

Agreement are made impractical due to declarations of emergency by Orange County or by North Carolina due to events directly impacting Orange County. Both parties shall remain responsible for all payment and performance due up to the receipt of such notice, but shall have no further obligation or responsibility beyond that date provided the terminating party has taken all reasonable steps to complete the performance of its obligations.

c. Compensation After Termination.

i) In the event of termination, the Provider shall be paid that portion of the fees and expenses that it has earned to the date of termination, less any costs or expenses incurred or anticipated to be incurred by the County due to errors or omissions of the Provider. Upon request of the County, the Provider shall submit to County all

Revised 01/24 6 relevant documentation, including but not limited to, job cost records, to support its claims for final compensation.

ii) Should this Agreement be terminated, the Provider shall deliver to the County within seven (7) days, at no additional cost, all deliverables including any electronic data or files relating to the Project.

d. Waiver. The payment of any sums by the County under this Agreement or the failure of the County to require compliance by the Provider with any provisions of this Agreement or the waiver by the County of any breach of this Agreement shall not constitute a waiver of any claim for damages by the County for any breach of this Agreement or a waiver of any other required compliance with this Agreement.

e. Suspension. County may suspend the Basic Services and this Agreement at any time for

County’s convenience and without penalty to County upon three (3) days’ notice to

Provider. Upon any suspension by County, Provider shall discontinue the Basic

Se…