STATE OF NORTH CAROLINA

The University of North Carolina Asheville

Request for Proposal #: 64-830

STUDENT LIFE HOUSEKEEPING SERVICES

Date Issued:

Jun 23, 2026

Proposal Opening Date:

Aug 3, 2026

Direct all inquiries concerning this RFP to:

Jonathan Clancy Procurement Agent

Email: Jonathan Clancy

Phone: 828-232-2285 mailto:jclancy1@unca.edu

STATE OF NORTH CAROLINA

Request for Proposal #

64-830

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 eVP Vendor Login.

Ver. 6/2026 https://evportalprd.b2clogin.com/4784d4ed-828b-42cb-adad-51efaaf54c47/b2c_1_doa-evp-prd-signupsignin1/oauth2/v2.0/authorize?client_id=962c87ce-31a8-4007-b3e8-3ac8daeb30ca&redirect_uri=https%3A%2F%2Fevp.nc.gov%2Fsignin-aad-b2c_1&response_type=code%20id_token&scope=openid&state=OpenIdConnect.AuthenticationProperties%3Dg77GQ4r_q9PqXLVk2Hcx7pKTMXFD4i6AuuJGR4fTB8UXmHtsRkZAMNSgbv7UcrZSbYJFW5KA1Ec7m8fzPq_hkhLfjwMXzJAphKR0R6w5AsyVRISlk2J8P3BPuIxxWQxXlvFblHDPbIsVXxWgRLF19v1Q18qkWrOiuGhBpi9tEl_Okxb0PfNRQJ5794cNmRM-Rg9vIwlj06fb0XAN5Qs_RTJEGaKljOrydXeqLP-qaaalXQEW4-kIBvsvgDfz53o1Eu25lMzyHmDpqMUA-vSimX259vnMn6Y2VmCCuUurAagzVFVf0Ug-pX5M2F37I5Wz7zD3e96YdsYopMvioxDCI-4NUa4Wp8hYPggfSKSvegOjNUDuGnXd_KlBZjyFWrX5VeKZ-Tdixg22QL1Spot-98p9nPVcEXNiHE5sm60fYTBvoEs4C02h_-Mm66WtgKf2fiHjL-jyEgnIzwD28lqHa9mpAxzluGXO66wt_BmuQDcZQ1RidlNSNvlhsjDAVC0shp0F7IJHCF9gV-D7_DAVCcOtBbnVod64Oq9hu9-0yEw&response_mode=form_post&nonce=639016870631173981.NDk3NTM3YmEtYmY3NC00ZDMzLWI4NmUtOTlhMThjZTg1OTAxMzM1NGY3MWUtNWZlMi00OTg3LTk3NTUtODdkNDI0YTIzYTYw&ui_locales=en-US&x-client-SKU=ID_NET472&x-client-ver=6.35.0.0

AGENCY: THE UNIVERSITY OF NORTH CAROLINA ASHEVILLE

REQUEST FOR PROPOSALS NUMBER: 64-830

Refer all inquiries to Jonathan Clancy, Procurement Agent

Jonathan Clancy Phone: 828-232-2285 Fax: 828-251-6743

Deadline to submit responses to this RFP: at 5:00 PM Jul 30, 2026

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 is 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.

Failure to execute/sign a proposal prior to submission may render the proposal invalid and it MAY BE REJECTED. Late proposals cannot be accepted.

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

Ver: 6/2026 1

Proposal Number: 64-830 Vendor: ____________________________________

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 Asheville)

Vendor Checklist

By signing the Execution Page of this RFP, you are acknowledging the following items have been reviewed, signed and attached with the Vendor response.

Failure to include this information with bid response may render the proposal invalid and it MAY BE REJECTED.

Initials Description

Pricing – Attachment A

Instructions to Vendor – Attachment B

North Carolina General Terms & Conditions – Attachment C

HUB Supplemental Vendor Information – Attachment D

Customer References – Attachment E

Location of Workers – Attachment F

Certification of Financial Condition – Attachment G

Invoices – Section 6.6

Scope of Work – Section 5.0

Any Published Addenda on the electronic Vendor Portal (eVP) for this RFP

Ver: 6/2026 2 https://evp.nc.gov/

1.0 PURPOSE AND BACKGROUND 5

1.1 SERVICE SCHEDULE

ADJUSTMENTS………………………………………………………………………………………………………5

1.2 CONTRACT

TERM…………………………………………………………………………………………………………………

……………… 5

2.0 GENERAL INFORMATION 6

2.1 REQUEST FOR PROPOSAL

DOCUMENT………………………………………………………………………………………………… 6

2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND

CONDITIONS……………………………………………………….. 6

2.3 RFP

SCHEDULE……………………………………………………………………………………………………………

……………………….. 6

2.4 PROPOSAL

QUESTIONS…………………………………………………………………………………………………………

…………….. 7

2.5 MANDATORY SITE

VISIT…………………………………………………………………………………………………………………

……..7

2.6 PROPOSAL

SUBMITTAL…………………………………………………………………………………………………………

……………… 8

2.7 PROPOSAL

CONTENTS……………………………………………………………………………………………………………

…………….8

2.8 DEFINITIONS, ACRONYMS, AND

ABBREVIATIONS………………………………………………………………………………… 9

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS 10

3.1 METHOD OF

AWARD………………………………………………………………………………………………………………

…………..10

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING

EVALUATION…………………………………10

3.3 PROPOSAL EVALUATION

PROCESS………………………………………………………………………………………………………10

3.4 EVALUATION

CRITERIA……………………………………………………………………………………………………………

…………. 11

3.5 PERFORMANCE OUTSIDE THE UNITED

STATES…………………………………………………………………………………… 12

3.6 INTERPRETATION OF TERMS AND

PHRASES………………………………………………………………………………………. 12

Ver: 6/2026 3

3.7 HUB

PARTICIPATION………………………………………………………………………………………………………

………………….. 12 3.8

REFERENCES…………………………………………………………………………………………………………

…………………………… 13

3.9 VENDOR’S

REPRESENTATIONS…………………………………………………………………………………………………

………… 13

3.10 FINANCIAL

STABILITY……………………………………………………………………………………………………………

……………. 13

3.11 AGENCY INSURANCE REQUIREMENTS

MODIFICATION………………………………………………………………………. 13

4.0 REQUIREMENTS 14

4.1

PRICING………………………………………………………………………………………………………………

…………………………….. 14

4.2 TRANSPORTATION, MOBILIZATION, AND

IDENTIFICATION………………………………………………………………….14

4.3 CONTRACTOR-FURNISHED EQUIPMENT AND

SUPPLIES………………………………………………………………………14

4.4 VENDOR EXPERIENCE

4.5 BACKGROUND

CHECKS………………………………………………………………………………………………………………

……… 15 4.6

PERSONNEL…………………………………………………………………………………………………………

……………………………..15

5.0 SERVICE SPECIFICATIONS AND SCOPE OF WORK 15

5.1

GENERAL……………………………………………………………………………………………………………

……………………………… 15

5.2 SPECIFICATIONS / FACILITIES AND SERVICES

LIST………………………………………………………………………………..15

5.3 HIGHSMITH STUDENT

UNION……………….……………………………………………………………………………………………16

5.4 BROWN

HALL…………………………………………………………………………………………………………………

…………………..16

5.5 118 WT

WEAVER………………………………………………………………………………………………………………

……..…………17

5.6 WEIZENBLATT

HALL…………………………………………………………………………………………………………………

….……..17

Ver: 6/2026 4

6.0 CONTRACT ADMINISTRATION 17

6.1 CONTRACT MANAGER AND CUSTOMER

SERVICE………………………………………………………………………………. 17

6.2 ON-SITE

SUPERVISOR…………………………………………………………………………………………………………

……………….18

6.3 CONTINUOUS

IMPROVEMENT………………………………………………………………………………………………………

……18

6.4 POST AWARD MANAGEMENT REVIEW

MEETINGS………………………………………………………………………………19

6.5 ACCEPTANCE OF

WORK………………………………………………………………………………………………………………

……… 19 6.6

INVOICES……………………………………………………………………………………………………………

……………………………… 19

6.7 SERVICE COMPLETION CHECKLIST

REQUIREMENT………………………………………………………………………………19

6.8 DISPUTE

RESOLUTION…………………………………………………………………………………………………………

…………….. 19

6.9 USE OF THIS CONTRACT BY THE UNC

SYSTEM…………………………………………………………………………………… 20

6.10 CONTRACT

CHANGES……………………………………………………………………………………………………………

…………… 20

6.11 ACH PAYMENT

AGREEMENT…………………………………………………………………………………………………………

…….20

7.0 ATTACHMENTS 20

ATTACHMENT A: PRICING

FORM……………………………………………………………………………………………………………………

……. 21

ATTACHMENT B: INSTRUCTIONS TO

VENDORS……………………………………………………………………………………………………. 21

ATTACHMENT C: NORTH CAROLINA GENERAL TERMS &

CONDITIONS……………………………………………………………….. 21

ATTACHMENT D: HUB SUPPLEMENTAL VENDOR

INFORMATION………………………………………………………………………… 21

ATTACHMENT E: CUSTOMER REFERENCE

FORM………………………………………………………………………………………………….. 21

Ver: 6/2026 5

ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY

VENDOR………………………………………………………………………… 21

ATTACHMENT G: CERTIFICATION OF FINANCIAL

CONDITION………………………………………………………………………………. 21

Ver: 6/2026 6

1.0 PURPOSE AND BACKGROUND

The requested housekeeping services are for complete porter and housekeeping services in four (4) Student Life areas of UNC

Asheville. The facilities are used heavily by the University community, prospective students, and visitors to the University. The expectation of APPA Level 2 Ordinary Tidiness or Level 3 Causal Inattention is the desired level of cleaning daily.

The primary facility is Highsmith Student Union and will be referred to throughout the rest of the document as “Highsmith”.

The secondary facility is Brown Hall. The tertiary facility is 118 WT Weaver. The quaternary facility is Weizenblatt Hall.

Proposals should include pricing for each and a total overall pricing structure based on the details and scope provided within this document.

Detailed scope of work can be found in Section 5; complete list of facilities, services, and specifications can be found in Section

5.2. 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 Specific Contract.

1.1 SERVICE SCHEDULE ADJUSTMENTS

The schedules identified within this solicitation represent the University's anticipated normal operating schedules. Certain facilities may require housekeeping services seven (7) days per week, while others may require services only Monday through

Friday.

The University reserves the right to modify, suspend, reduce, or increase housekeeping service requirements based on operational needs, facility usage, occupancy levels, academic calendars, University holidays, scheduled breaks, summer operations, special events, renovations, emergency closures, or other circumstances that affect building availability.

At various times throughout the contract term, specific facilities or portions of facilities may be closed or have reduced occupancy. During such periods, housekeeping services may not be required or may be required at a reduced frequency. The

Contractor shall adjust staffing and service schedules accordingly upon notification from the University.

The University will provide reasonable advance notice whenever practicable of anticipated schedule changes or facility closures. However, the University does not guarantee a minimum number of service days for any individual facility.

1.2 CONTRACT TERM

The Contract shall have an initial term of three (3) years, beginning on the date of contract award (the “Effective Date”).

At the end of the Contract’s current term, UNC Asheville shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to a total of one (1) additional one-year (1) term. UNC Asheville will give the

Vendor written notice of its intent to exercise said one-year (1) option no later than thirty (30) days before the end of the

Contract’s then-current term. In addition to any optional terms, and with the Vendor’s concurrence, UNC Asheville reserves the right to extend a contract term for a period of up to one-hundred and eighty (180) days in ninety (90) day-or-less increments.

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

Ver: 6/2026 7

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

The RFP consists of the base RFP document, any attachments, and any addenda released before Contract award, which 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 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 UNC Asheville 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. UNC

Asheville 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, UNC Asheville 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).

UNC Asheville 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.

2.3 RFP SCHEDULE

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

Event Responsibility Date and Time

Issue RFP State Jun 23, 2026

Mandatory Site Visit State from 2:30 PM - 4:30 PM Jul 13, 2026

Submit Written Questions Vendor at 5:00 PM Jul 20, 2026

Provide Responses to Questions State at 5:00 PM Jul 23, 2026

Submit Proposals Vendor at 5:00 PM Jul 30, 2026

Contract Award State at 5:00 PM Aug 7, 2026

Contract Effective Date State at 12:00 AM Aug 17, 2026

Ver: 6/2026 8 https://www.doa.nc.gov/north-carolina-general-terms-and-conditions-5-2025/open https://www.oah.nc.gov/documents/rules/rrc/06182020-department-administration/download

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 “Submit

Written Questions” date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum.

Written questions shall be e-mailed to by the date and time specified above. Vendors will enter “RFP # Jonathan Clancy

64-830 Questions” as the subject for the email. Question submittals will include a reference to the applicable RFP section and be submitted in a format shown below:

Reference Vendor Question

RFP Section, Page Number Vendor question …?

Questions received prior to the submission deadline date, UNC Asheville’s response, and any additional terms deemed necessary by UNC Asheville will be posted in the form of an addendum to the electronic Vendor Portal (eVP), North Carolina electronic Vendor Portal, and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in an Addendum to this RFP.

2.5 MANDATORY SITE VISIT

When: July 13, 2026 at 2:30 PM to 4:30 PM (visitors should expect the tour to take a couple of hours)

Where: One University Heights - Highsmith Student Union Mt. Mitchell Room 226 Asheville, NC 28804

Instructions: It shall be MANDATORY that each Vendor representative be present for a pre-proposal site visit on July 13, 2026.

Attendees must meet promptly at 2:30 PM EST in One University Heights - Highsmith Student Union Mt. Mitchell Room 226

Asheville, NC 28804. All attendees must sign-in upon arrival.

LATE ARRIVALS WILL NOT BE ALLOWED TO SIGN-IN, PARTICIPATE IN THE SITE VISIT, NOR SHALL THEIR PROPOSALS 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 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 Request for Proposal. Vendors must stay for the duration of the site visit.

No allowances will be made for unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by this proposal.

Vendors are 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. UNC Asheville will not provide hard copies of this RFP at the Site Visit. Vendors may bring their own copy for reference.

Parking on Campus: Campus visitors should allow time to find a visitor parking space. All visitors must park in designated visitor spaces with their license plates visible, as this will constitute your parking permit. Visitor parking passes are $3.00 and can be obtained by visiting the UNC Asheville Parking Services website.

Ver: 6/2026 9 https://evp.nc.gov https://evp.nc.gov https://go.unca.edu/campus-map/ https://parking.unca.edu/parking-permits/visitor-parking/

2.6 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. Vendors 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.

[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: eVP Updates for Vendors | NC eProcurement.

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 the form of Addenda to this RFP. It is important that all Vendors responding to this RFP periodically check the North Carolina 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.

2.7 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

UNC Asheville rejecting Vendor’s proposal, in UNC Asheville’s sole discretion.

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

● 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.

● Title Page: Include the company name, address, phone number and authorized representative along with the Proposal

Number.

● Completed and signed version of EXECUTION PAGES, along with the body of the RFP.

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

● Vendor’s Proposal addressing all Specifications of this RFP.

Ver: 6/2026 10 https://eprocurement.nc.gov/news-events/evp-updates-vendors https://www.ncleg.net/EnactedLegislation/Statutes/PDF/BySection/Chapter_66/GS_66-152.pdf https://www.ncleg.gov/EnactedLegislation/Statutes/PDF/BySection/Chapter_132/GS_132-1.2.pdf https://evp.nc.gov/

● Completed version of ATTACHMENT A: PRICING

● Completed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

● Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM

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

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

2.8 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

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

The following definitions, acronyms, and abbreviations are also relevant to this RFP:

● BAFO:

a. Best and Final Offer, submitted by a vendor to alter its initial offer, made in response to a request by the issuing agency.

● BUYER:

a. The employee of UNC Asheville or Other Eligible Entity that places an order with the Vendor.

● CONTRACT LEAD:

a. Representative of UNC Asheville who corresponds with potential Vendors in order to identify and contract with that Vendor providing the greatest benefit to UNC Asheville and who will administer the contract for UNC Asheville

● FOB-DESTINATION:

a. Title changes from Vendor to purchaser at the destination point of the shipment; Vendor owns commodity in transit and files any claims, and Vendor pays all freight and any related transportation charges. A solicitation may request Vendors to separately identify freight charges in their proposal, but no amount or charge not included as part of the total proposal price will be paid.

● ON-TIME DELIVERY:

a. The delivery of all items within a single order to the receiving point designated by the order entity within the delivery time required.

● PLANNED MAINTENANCE (PM):

a. At minimum, annual major servicing, inspection, minor repairs, cleaning, lubrication, alignment and adjustment.

● QUALIFIED PROPOSAL:

a. A responsive proposal submitted by a responsible Vendor.

● RFP:

a. Request for Proposal

● STATE:

a. The State of North Carolina, including any of its sub-units recognized under North Carolina law.

● STATE AGENCY:

a. Any of the more than 400 sub-units within the executive branch of the State, including its departments, boards, commissions of higher education and other institutions.

● UNIVERSITY OF NORTH CAROLINA AT ASHEVILLE:

a. The University of North Carolina at Asheville (UNC Asheville) is one of the 17 schools in the State University

System. Also referred to herein as “The University” or “University”.

Ver: 6/2026 11 https://www.oah.nc.gov/doa-original-rule-filings/open#:~:text=rules%20cited%20as%2001%20NCAC,DEFINITIONS

● VENDOR:

a. Supplier, contractor, bidder, prosper, company, firm, corporation, partnership, individual or other entity submitting a response to a Request for Proposal.

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

UNC Asheville may award a Contract to one Vendor or to multiple Vendors, in whole or in part, as determined to be in the best interest of the University. Awards may be made by facility, by group of facilities, or a combination thereof. UNC Asheville further reserves the right to not award one or more line items, or to cancel this RFP in whole or in part, if it is determined to be most advantageous to the University to do so.

UNC Asheville reserves the right to waive any minor informality or technicality in proposals received.

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 the Paragraph 28 of the Instructions To

Vendors entitled COMMUNICATIONS 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

UNC Asheville shall review all Vendor responses to this RFP to confirm that they meet the specifications and requirements of the RFP. UNC Asheville reserves the right to waive any minor informality or technicality in proposals received. Only responsive submissions will be evaluated.

UNC Asheville will conduct a One-Step evaluation of Proposals:

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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 UNC Asheville 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 UNC Asheville.

At the date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum, the proposal from each responding Vendor will be accessed via the eVP and all offers (except those that have been previously withdrawn, or voided bids) will be noted. Since 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 noted at the time of opening.

Interested parties are cautioned that proposals and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor’s final 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.

Upon completion of the evaluation process, UNC Asheville will make award(s) based on the evaluation and post the award(s) to the electronic Vendor Portal (eVP), North Carolina electronic Vendor Portal, under the RFP number for this solicitation. Award of a Contract to one Vendor does not mean that the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed most advantageous and represented the best value to UNC Asheville.

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

3.4 EVALUATION CRITERIA

BEST VALUE: "Best Value" procurement methods are authorized by N.C.G.S. §§143-135.9 and 143B-1350(h). The award decision is made based on multiple factors, including: total cost of ownership, meaning the cost of acquiring, operating, maintaining, and supporting a product or service over its projected lifetime; the evaluated technical merit of the Vendor's offer; the Vendor's past performance; and the evaluated probability of performing the specifications stated in the solicitation on time, with high quality, and in a manner that accomplishes the stated business objectives and maintains industry standards compliance. The intent of "Best Value" procurement is to enable Vendors to offer and the Agency to select the most appropriate solution to meet the business objectives defined in the solicitation and to keep all parties focused on the desired outcome of a procurement.

A ranking method of source selection will be utilized in this procurement using evaluation criteria listed in order of importance in the EVALUATION CRITERIA section below to allow UNC Asheville to award this RFP to the Vendor(s) providing the Best Value and recognizing that Best Value may result in award other than the lowest price or highest technically qualified offer. By using this method, the overall ranking may be adjusted up or down when considered with, or traded-off against, other non-price factors.

EVALUATION 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 UNC Asheville.

Ver: 6/2026 13 https://evp.nc.gov/ https://www.oah.nc.gov/documents/rules/rrc/06182020-department-administration/download https://www.oah.nc.gov/documents/rules/rrc/06182020-department-administration/download https://evp.nc.gov https://www.ncleg.gov/EnactedLegislation/Statutes/PDF/BySection/Chapter_143/GS_143-135.9.pdf https://www.ncleg.net/enactedlegislation/statutes/pdf/bysection/chapter_143b/gs_143b-1350.pdf

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 listed in descending order of importance, to result in an award most advantageous to UNC Asheville:

1. Total Cost (ATTACHMENT A: PRICING FORM)

2. Vendor Technical Approach

3. Vendor Qualifications

3.1. Response must include a brief history of the organization, along with qualifications and experience of personnel who will be completing the work described in this RFP.

4. Vendor References (ATTACHMENT E: CUSTOMER REFERENCE FORM)

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, UNC Asheville 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 UNC Asheville:

● Total cost to UNC Asheville

● Level of quality provided by the Vendor

● Process and performance capability across multiple jurisdictions

● Protection of UNC Asheville’s information and intellectual property

● Availability of pertinent skills

● Ability to understand UNC Asheville’s business requirements and internal operational culture

● Particular risk factors such as the security of UNC Asheville’s information technology

● Relations with citizens and employees

● 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 UNC

Asheville; 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, UNC Asheville will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy UNC Asheville’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 UNC Asheville exercising its discretion to reject a proposal in its entirety.

3.7 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 UNC Asheville’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.

Ver: 6/2026 14 https://www.ncleg.net/EnactedLegislation/Statutes/HTML/BySection/Chapter_143/GS_143-52.html https://www.doa.nc.gov/divisions/historically-underutilized-businesses-hub https://www.ncleg.net/enactedlegislation/statutes/html/bysection/chapter_143/gs_143-48.html

3.8 REFERENCES

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

3.9 VENDOR’S REPRESENTATIONS

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.

If the Vendor’s proposal results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of UNC Asheville 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.

A. 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.

3.10 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.

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

3.11 AGENCY INSURANCE REQUIREMENTS MODIFICATION

A. Default Insurance Coverage will be provided by the Purchasing Agency from the General Terms and Conditions applicable to this Solicitation:

☐ Small Purchases

X Contract value in excess of the Small Purchase threshold, but up to $1,000,000.00

☐ Contract value in excess of $1,000,000.00

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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 UNC Asheville 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 2.4) above.

The scope of this Contract shall not be construed to restrict the Owner from taking any necessary actions to ensure the timely and cost-effective procurement and deployment of housekeeping services for University owned facilities. Such actions shall not relieve the Vendor of any obligations or responsibilities under this Contract.

The Vendor shall coordinate with UNC Asheville for delivery and deployment of housekeeping equipment and other required on-site setup during the hours of 7:00 a.m. to 5:00 p.m., Monday through Friday, and 1:00 p.m. to 9:00 p.m. on Saturdays.

Saturday delivery hours are provided for convenience and shall not incur additional charges.

4.1 PRICING

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

ATTACHMENT A, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract.

4.2 TRANSPORTATION, MOBILIZATION, AND IDENTIFICATION

The Vendor shall be responsible for all transportation, mobilization, equipment, labor, and related costs necessary to perform the required services at UNC Asheville facilities, and such costs shall be included in the proposal price.

Vendor personnel and vehicles performing services on Univeri shall be clearly identified with company name and/or logo and shall comply with all University access, parking, and safety requirements. Services shall be performed only upon authorization by UNC Asheville in accordance with the terms and conditions of the Contract.

4.3 CONTRACTOR-FURNISHED EQUIPMENT AND SUPPLIES

The Contractor shall provide all equipment, tools, machinery, cleaning products, materials, and supplies necessary to perform the services described in this solicitation. All equipment shall be maintained in safe working condition and operated in accordance with applicable laws and regulations, and manufacturer recommendations.

Upon contract award and transition to service, the University will remove its housekeeping equipment and related materials from the facilities included in this solicitation. The Contractor shall be responsible for furnishing, storing, maintaining, repairing, and replacing all equipment and supplies required to perform the contracted services throughout the term of the agreement.

The University will provide reasonable access to designated storage areas for the Contractor’s equipment and supplies.

The Contractor shall not use any University equipment, supplies, products, or materials without written permission from the

University representative.

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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 UNC Asheville. Vendor shall provide information as to the qualifications and experience of professional personnel to be assigned to this project.

4.5 BACKGROUND CHECKS

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

4.6 PERSONNEL

Vendor will serve as the prime contractor under the Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by UNC Asheville. Names of third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third-party subcontractor(s).

Should the Vendor’s proposal result in an award, the Vendor shall be required to agree that it will not substitute key personnel assigned to the performance of the Contract without prior written approval by the Contract Lead. Vendor shall further agree that it will notify the Contract Lead of any desired substitution, including the names and references of Vendor’s recommended substitute personnel. UNC Asheville will approve or disapprove the requested substitution in a timely manner. UNC Asheville may, in its sole discretion, terminate the Services of any person providing Services under this Contract. Upon such termination, UNC Asheville may request acceptable substitute personnel or terminate the contract Services provided by such personnel.

5.0 SERVICE SPECIFICATIONS AND SCOPE OF WORK

5.1 GENERAL

All vendor personnel involved in delivery, service, or support activities shall conduct themselves in a professional and competent manner at all times. Employees shall be courteous, maintain a neat appearance, and wear visible vendor identification while on University property. Vendor use of University-owned equipment or property is not permitted without prior written approval from the Contract Lead.

University property, including telephones or other resources, may not be used for personal purposes unless explicitly authorized by a University representative. Smoking is strictly prohibited in all University buildings and on University grounds.

If access to secured areas is required, the vendor will be issued appropriate credentials or access key sets. The vendor shall not duplicate any University-issued keys or credentials under any circumstances.

5.2 SPECIFICATIONS / FACILITIES AND SERVICES LIST

The specific University facilities and any service specifications that the Purchasing Agency is seeking are listed below. Services offered by the Vendor must meet or exceed the listed Specifications to be considered for award.

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5.3 HIGHSMITH STUDENT UNION

Highsmith is an active multi level facility on campus where students and others from the University community come to eat in the food court, utilize study or meeting spaces, pass through, visit the student mail center, game room or bookstore, attend campus events, or engage in a variety of University activities. There are three sets of restrooms in Highsmith and three sets of interior stairs. These spaces listed previously need to be cleaned daily and then kept up throughout the day from 7:00 AM -

11:00 PM Monday - Friday and 9:00 AM - 11:00 PM on Saturday and Sunday. There are also offices throughout the facility that need to have trash removed and tidied up once a day Monday - Friday. Housekeeping extends to the exterior of the building immediately adjacent to Highsmith including exterior glass that is reachable, areas around exterior doors, and outdoor furniture in the immediate vicinity. Because of the nature of use of this facility, the vendor must have personnel present in the building consistently through the day and be ready to respond to housekeeping needs or emergencies as needed.

General Cleaning seven (7) days per week from 7:00 AM - 11:00 PM Monday - Friday and 9:00 AM - 11:00 PM on…