RFP042424A Recycling Services B.pdf

STATE OF NORTH CAROLINA

Appalachian State University

Request for Proposal #: RFP55-042524A

Recycling Services

Date of Issue: 04/25/24

Mandatory Prebid Meeting: 5/14/24 2:00 PM

@ 265 Dale St, Boone, NC 28608

Proposal Opening Date: 5/28/24

At 2:00 PM ET

Direct all inquiries concerning this RFP to:

Jeff Talbot

Purchasing Manager

Email: talbotjd@appstate.edu

Phone: 828-262-8773

RFP55-042524A

Ver: 03/2023

Request for Proposal #

55-042524A

For internal State agency processing, including tabulation of proposals, provide your company’s eVP (Electronic Vendor Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public.

This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page shall be filled out and returned with your proposal.

Failure to do so may subject your proposal to rejection.

Vendor Name

Vendor eVP#

Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered vendor in good standing. You must enter the vendor number assigned through eVP (Electronic Vendor

Portal). If you do not have a vendor number, register at https://vendor.ncgov.com/vendor/login https://vendor.ncgov.com/vendor/login

Refer ALL Inquiries regarding this RFP to:

Jeff Talbot talbotjd@appstate.edu (828)262-8773

Request for Proposal #: 55-042524A

Proposals will be publicly opened: 05/28/24 at 2:00 PM ET ASU Facilities Management 265 Dale St.

Boone, NC 28608

Using Agency: Appalachian State University Commodity No. and Description: Recycling Services Requisition No.:

EXECUTION

In compliance with this Request for Proposals (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), 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 contracts; 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 of your organization.

Appalachian State University mailto:talbotjd@appstate.edu

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 proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals shall not be accepted.

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER:

VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL:

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 offere0.d, other terms and conditions may apply, as mutually agreed.

FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on

The attached certification, by ____________________________________________________________________.

(Authorized Representative of Appalachian State University)

Contents

1.0 PURPOSE AND BACKGROUND

1.1 CONTRACT TERM

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

2.2 E-PROCUREMENT FEE

2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

2.4 RFP SCHEDULE

2.5 PROPOSAL QUESTIONS

2.6 PROPOSAL SUBMITTAL

2.7 PROPOSAL CONTENTS

2.8 ALTERNATE PROPOSALS

DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 PROPOSAL EVALUATION PROCESS

3.4 EVALUATION CRITERIA

3.5 PERFORMANCE OUTSIDE THE UNITED STATES

3.6 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 PRICING

4.2 INVOICES

4.3 FINANCIAL STABILITY

4.4 HUB PARTICIPATION

4.5 VENDOR EXPERIENCE

4.6 REFERENCES

4.7 BACKGROUND CHECKS

4.8 PERSONNEL

4.9 VENDOR’S REPRESENTATIONS

4.10 AGENCY INSURANCE REQUIREMENTS MODIFICATION

5.0 SPECIFICATIONS AND SCOPE OF WORK

Ver: 03/2023

OFFERORS SHALL PROVIDE A MINIMUM OF TWO (2) REFERENCES FOR WHOM THEY HAVE

PERFORMED SIMILAR WORK IN THE PAST THREE (3) YEARS

6.0 CONTRACT ADMINISTRATION

6.1 20

CONTRACT MANAGER AND CUSTOMER SERVICE

6.2 CONTINUOUS IMPROVEMENT

6.3 DISPUTE RESOLUTION

6.4 CONTRACT CHANGES

7.0 ATTACHMENTS

ATTACHMENT A: PRICING

ATTACHMENT B: INSTRUCTIONS TO VENDORS

ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS

ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

ATTACHMENT E: CUSTOMER REFERENCE FORM

ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR

ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION

1.0 PURPOSE AND BACKGROUND

Appalachian State University’s Facilities Operations (hereafter referred to as University) seeks proposals from qualified vendors to perform Recycling Services at our Boone, NC campus.

1.1 CONTRACT TERM

The Contract shall have an initial term of 1 year, beginning on approximately 10/1/24.

At the end of the Contract’s initial term, the State shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to 2 additional one-year terms. Pricing will be reviewed at the end of the first year. The State will give the Vendor written notice of its intent to exercise each option no later than 60 days before the end of the Contract’s then-current term. Pricing will remain fixed for the initial term, and any changes for additional years must be approved by both parties. In addition to any optional renewal terms, and with the Vendor’s concurrence, the State reserves the right to extend the Contract after the last active term.

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

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2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award, which are incorporated herein by reference.

2.2 E-PROCUREMENT FEE

E-Procurement fees DO NOT apply to this solicitation.

General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/.

2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Vendors are also 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 of this RFP, those must be submitted as questions in accordance with the instructions in the PROPOSAL QUESTIONS Section. If the State determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum. The State may also elect to leave open the possibility for later negotiation of specific provisions of the Contract that have been addressed during the question-and-answer period, prior to contract award.

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

The State 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.

2.4 RFP SCHEDULE

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

Event Responsibility Date and Time Issue RFP State 4/25/24 Mandatory Prebid Meeting State & Vendor 5/14/24 at 2:00 PM Submit Written Questions Vendor 5/16/24 by 3:00 PM Provide Response to Questions State 5/20/24 by 3:00 PM Submit Proposals Vendor 5/28/24 by 2:00 PM Contract Award State 6/4/24 http://eprocurement.nc.gov/

Ver: 03/2023

2.5 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 emailed to talbotjd@appstate.edu by the date and time specified above. Vendors should enter “RFP # 55-042524A: Questions” as the subject for the email. Question submittals should include a reference to the applicable RFP section and be submitted in the format shown below:

Reference Vendor Question

RFP Section, Page Number Vendor question …?

Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be posted in the form of an addendum to the Interactive Purchasing System (IPS), http://www.ips.state.nc.us, 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 the RFP and an addendum to this RFP.

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. Vendor shall bear the sole risk of late submission due to unintended or unanticipated delay. It is the Vendor’s sole responsibility to ensure its proposal has been received as described in this RFP by the specified time and date of opening. The time and date of receipt will be marked on each proposal when received. Any proposal or portion thereof received after the proposal deadline will be rejected.

By Mail Mailing address for delivery of proposal via US Postal Service

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

PROPOSAL NUMBER: RFP55-042524A

Appalachian State University Attn: Jeff Talbot Box 32105 Boone, NC 28608-2105

PROPOSAL NUMBER: RFP55-042524A

Appalachian State University Attn: Jeff Talbot 265 Dale Street Boone, NC 28608

CAUTION: For proposals submitted via U.S. mail, please note that the U.S. Postal Service generally does not deliver mail to a specified street address but to the State’s Mail Service Center. Vendors are cautioned that proposals sent via U.S. Mail, including Express Mail, may not be delivered by the Mail Service Center to the agency’s purchasing office on the due date in time to meet the proposal deadline. All Vendors are urged to take the possibility of delay into account when submitting a proposal by U.S. Postal Service, courier, or other delivery service. Attempts to submit a proposal via facsimile (FAX) machine, telephone, or email in response to this RFP shall NOT be accepted.

a) Submit a signed, original executed proposal response, 1 un-redacted copies on CD, DVD or flash drive and, if required, 1 redacted (Proprietary and Confidential Information Excluded) copies on CD, DVD or flash drive of your proposal simultaneously to the address identified in the table above.

http://www.ips.state.nc.us/

Ver: 03/2023

b) Submit your proposal in a sealed package. Clearly mark each package with: (1) Vendor name; (2) the RFP number; and (3) the due date. Address the package(s) for delivery as shown in the table above. If Vendor is submitting more than one (1) proposal, each proposal shall be submitted in separate sealed envelopes and marked accordingly. For delivery purposes, separate sealed envelopes from a single Vendor may be included in the same outer package. Proposals are subject to rejection unless submitted with the information above included on the outside of the sealed proposal package.

c) Copies of proposal files must be provided on separate read-only CD’s, DVD’s or flash drives. File contents shall NOT be password protected but shall be in .PDF or .XLS format and shall be capable of being copied to other sources.

Volume One must contain the entire Technical and Cost Proposal including any proprietary information and have the following label affixed to the disc: 1) Vendor name; (2) the RFP number; (3) the due date; and (4) the words “Volume One - Technical and Cost Proposal Non-Redacted.”

Volume Two.

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.

The following label must be affixed to the file: (1) Vendor name; (2) the RFP number; (3) the due date; and (4) the words “Volume Two Technical and Cost Proposal– Redacted Copy”.

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 the State rejecting Vendor’s proposal, in the State’s sole discretion.

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

a) Cover Letter, which must contain the following: (i) a statement that confirms that the proposer has read the RFP in its entirety, including all links, and all Addenda released in conjunction with the RFP, (ii) a statement that the Vendor agrees to perform in accordance with the scope of work, requirements, and specifications contained herein; and (iii) Vendor’s agreement to comply with all instructions, terms and conditions, and attachments.

b) Title Page: Include the company name, address, phone number and authorized representative along with the Proposal Number.

c) Completed and signed version of all EXECUTION PAGES, along with the body of the RFP.

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

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

f) Completed version of ATTACHMENT A: PRICING MATRIX C

g) Completed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

h) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM

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

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

2.8 ALTERNATE PROPOSALS

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

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.

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 the State’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 based upon a point system detailed in section 3.4.

While the intent of this RFP is to award a Contract(s) to single vendor, the State 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 State to do so.

The State 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 29 of the Instructions to Vendors entitled

COMMUNICTIONS 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

Ver: 03/2023 procurement is active (i.e., the issuance date of the procurement until the date of contract award or cancellation of the procurement). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency for this RFP or inquiries directed to the purchaser named in this RFP regarding requirements of the RFP (prior to proposal submission) or the status of the award (after submission) are excepted from this provision.

3.3 PROPOSAL EVALUATION PROCESS

Only responsive submissions will be evaluated.

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

Proposals will be received according to the method stated in the Proposal Submittal Section above.

All proposals must be received by the issuing agency not later than the date and time specified in the RFP SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the State 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 State.

At the date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum, the proposal from each responding Vendor will be opened publicly and all offers (except those that have been previously withdrawn, or voided bids) will be tabulated. The tabulation shall be made public at the time it is created. When negotiations after receipt of bids is authorized pursuant to G.S. 143-49 and 01 NCAC 05B.0503, only the names of offerors and the Goods and Services offered shall be tabulated at the time of opening. If negotiation is anticipated, cost and price shall become available for public inspection at the time of the award.. Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor’s pricing position.

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

3.4 EVALUATION CRITERIA

In addition to the general criteria in G.S. 143-52 which may or may not be relevant to this RFP, all qualified proposals will be evaluated, and award made based on considering the following criteria, to result in an award most advantageous to the State:

Criteria for Evaluation

The University will evaluate each proposal based on price, contract terms and conditions, customer service, and experience.

3.5 PERFORMANCE OUTSIDE THE UNITED STATES

Vendor shall complete ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this RFP, the State may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the State:

a) Total cost to the State

b) Level of quality provided by the Vendor

c) Process and performance capability across multiple jurisdictions

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

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e) Availability of pertinent skills

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

g) Particular risk factors such as the security of the State’s information technology

h) Relations with citizens and employees

i) Contract enforcement jurisdictional issues

3.6 INTERPRETATION OF TERMS AND PHRASES

This RFP serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the State; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether proposals should be evaluated or rejected, the State will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the State’s needs as described in the RFP. Except as specifically stated in the RFP, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the State exercising its discretion to reject a proposal in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements, and terms and conditions stated in this RFP. If a Vendor is unclear about a requirement or specification, or believes a change to a requirement would allow for the State to receive a better proposal, the Vendor is urged to submit these items in the form of a question during the question and answer period in accordance with the Proposal Questions Section above.

4.1 PRICING

Proposal price shall constitute the total cost to the State for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees. Complete ATTACHMENT A: PRICING FORM and include in Vendor’s proposal. The pricing provided in ATTACHMENT C Pricing Matrix, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract.

4.2 INVOICES

Vendor shall invoice the Purchasing Agency. The standard format for invoicing shall be Single Invoices meaning that the Vendor shall provide the Purchasing Agency with an invoice for each order. Invoices shall include detailed information to allow Purchasing Agency to verify pricing at point of receipt matches the correct price from the original date of order. The following fields shall be included on all invoices, as relevant:

Vendor’s Billing Address, Customer Account Number, NC Contract Number, Order Date, Buyer’s Order Number, Manufacturer Part Numbers, Vendor Part Numbers, Item Descriptions, Price, Quantity, and Unit of Measure.

INVOICES MAY NOT BE PAID UNTIL AN INSPECTION HAS OCCURRED AND THE GOODS OR SERVICES ACCEPTED.

4.3 FINANCIAL STABILITY

Each Vendor shall certify it is financially stable by completing ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION. The State is requiring this certification to minimize potential issues from contracting with a Vendor that is financially unstable. From the date of the Certification to the expiration of the Contract, the Vendor shall notify the State within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification. The Contract Manager may require annual recertification of the Vendor’s financial stability.

4.4 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

Ver: 03/2023

Vendors that are minority owned or have a strategic plan to support the State’s Historically Underutilized Business program by meeting or exceeding the goal of 10% utilization of diverse firms as 1st or 2nd tier subcontractors. Vendor shall complete

ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION.

4.5 VENDOR EXPERIENCE

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

4.6 REFERENCES

Vendor shall provide at least three (3) references, using ATTACHMENT E: CUSTOMER REFERENCE FORM, for which it has provided Services of similar size and scope to those proposed herein. The State shall contact these users to determine whether the Services provided are substantially similar in scope to those proposed herein and whether Vendor’s performance has been satisfactory. The information obtained shall be considered in the evaluation of the Proposal.

4.7 BACKGROUND CHECKS

Any personnel or agent of 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 the State.

4.8 PERSONNEL

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 will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the State. Names of any 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 name(s) and references of Vendor’s recommended substitute personnel. The State will approve or disapprove the requested substitution in a timely manner. The State may, in its sole discretion, terminate the Services of any person providing Services under this Contract. Upon such termination, the State may request acceptable substitute personnel or terminate the contract Services provided by such personnel.

4.9 VENDOR’S REPRESENTATIONS

If 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 the State under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the Service and deliverables under a resulting Contract, or are an inherent part of or necessary sub-task included within such Service, they will be deemed to be implied by and included within the scope of the Contract to the same extent and in the same manner as if specifically described in the Contract.

Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables.

4.10 AGENCY INSURANCE REQUIREMENTS MODIFICATION

A. Default Insurance Coverage from the General Terms and Conditions applicable to this Solicitation:

☐ Small Purchases

☒ 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

5.0 SPECIFICATIONS AND SCOPE OF WORK

SCOPE OF WORK

Contractor to provide Recycle Waste Collection Services, per the requirements and objectives below. Contractor is to provide all labor, equipment and necessary licenses and fees to accomplish Recycling Collection Services for Appalachian State University.

5.0 REQUIREMENTS

a) Contractor shall furnish all labor and equipment to properly provide the services specified herein.

Contractor shall be responsible for providing and servicing (emptying) under a schedule of regular intervals as specified herein by the University in accordance with Attachment C-1

b) Contractor must accept mixed/commingled/single stream recycling; to include glass.

c) The contractor will ensure that all vehicles will be kept in sanitary and good working condition and are well painted.

d) Campus aesthetics are of importance to the University and its Administration. The Contractor will cooperate with the University in keeping all collection sites clean. When picking up bags, emptying carts, unloading dumpsters or removing and returning compactors or roll-offs, any spillages must be picked up and the area left in a sanitary and litter-free condition. It will be the Contractor’s responsibility to keep the area within ten (10) feet around each container free from trash and accumulating debris during the life of the contract. Contractor will pick up all loose material in and around the container. Contractor shall ensure that anything which falls out of the truck or the container while servicing will be cleaned up prior to leaving each pick up location.

e) Contractor will provide and maintain containers in clean and sanitary manner and will be required to pressure wash inside and out or change out the 96 gallon totes during the months of March, May, July, and October; any associated costs should be inclusive in the pricing submitted on (Attachment C-1).

f) Contractor will perform regularly scheduled pick-ups at the intervals as specified herein (Attachment C-

1) and for those costs prescribed in the awarded contract cost schedule (Attachment C-1).

g) Contractor will make call-in pick-ups at the request of the University and within 24 hours of this request.

Costs for call-in pickups will be as established under the awarded contract cost schedule (Attachment C- 1).

h) Route Sheets & Weekly Service Logs: Contractor will be required to submit a weekly service log to the University. The purpose of the weekly service log is for the University to receive regular information regarding container usage, recording blocked containers, missed pickups, containers in need of repair and other related information for monitoring quality of service on a weekly basis. Contractor and University must agree on a standard format for the service log. Completed service logs will be submitted to Campus Contact Person on a weekly basis in electronic format. Bidders must submit a sample of their Weekly Service Log to the University along with their bid.

i) Contractor will perform call-backs at the request of the University and at no additional costs, such as missed services. Note: The most common problem resulting in call-back services is the failure of the driver to

Ver: 03/2023 properly seat bins in the correct position.

j) Contractor shall commence performance of services upon the date specified in the contract award document at the frequency prescribed by (Attachment C-1).

k) All collections will be made between the hours of 5:00 a.m. and 8:00 a.m. for academic buildings and between the hours of 7:00 a.m. and completed no later than 10:00 a.m. for residential buildings. This schedule is to be maintained in accordance with the schedule put forth in Attachment C. Unplanned variations to the schedule are to be reported to the contract monitor the same day as the variation. Planned variations will require prior approval of the contract monitor. The contractor will be responsible for the schedule and collection routes. The schedule and route will be always made available to the University upon request. In no event shall a change in a route, or schedule result in a change or alteration of the scheduled day of the pick-up without the prior written approval of the University. Contractor will transport collected materials as follows:

1) Recyclables will be taken to an approved MRF.

Note: The Contractor will notify the University and Office of Landscape Services if the receiving facility is to be changed.

SCOPE OF WORK ( Continued)

Contractor to provide Solid Waste Collection Services, per the requirements and objectives below. Contractor is to provide all labor, equipment and necessary licenses and fees to accomplish Solid Waste Collection Services for Appalachian State University.

5.0.1 REQUIREMENTS

a) Contractor shall furnish all labor and equipment to properly provide the services specified herein.

Contractor shall be responsible for providing and/or servicing (emptying) under a schedule of regular intervals as specified herein by the University in accordance with Attachment C-2.

b) The contractor will ensure that all vehicles will be kept in sanitary and good working condition and are well painted.

c) Campus aesthetics are of importance to the University and its Administration. The Contractor will cooperate with the University in keeping all collection sites clean. When picking up bags, unloading dumpsters or removing and returning compactors and roll-offs, any spillages must be picked up and the area left in a sanitary and litter-free condition. It will be the Contractor’s responsibility to keep the area within ten (10) feet around each container free from trash and accumulating debris during the life of the contract. Contractor will pick up all loose material in and around the container. Contractor shall ensure that anything which falls out of the truck or the container while servicing will be cleaned up prior to leaving each pick up location.

d) Contractor will perform regularly scheduled pick-ups at the intervals as specified herein (Attachment C-

2) and for those costs prescribed in the awarded contract cost schedule (Attachment C-2).

e) Contractor will make call-in pick-ups at the request of the University and within 24 hours of this request.

Costs for call-in pickups will be as established under the awarded contract cost schedule (Attachment C- 2).

f) Route Sheets & Weekly Service Logs: Contractor will be required to submit a weekly service log to the University. The purpose of the weekly service log is for the University to receive regular information regarding container usage, recording blocked containers, missed pickups, containers in need of repair and other related information for monitoring quality of service on a weekly basis. Contractor and University must agree on a standard format for the service log. Completed service logs will be submitted to Campus Contact Person on a weekly basis in electronic format. Bidders must submit a sample of their Weekly Service Log to the University along with their bid.

g) Contractor will perform call-backs at the request of the University and at no additional costs, such as missed services. Note: The most common problem resulting in call-back services is the failure of the driver to properly seat bins in the correct position.

h) Contractor shall commence performance of services upon the date specified in the contract award document at

Ver: 03/2023 the frequency prescribed by (Attachment C-2).

i) All collections will be made as stated in Attachment C-2. Unplanned variations to the schedule are to be reported to the contract monitor the same day as the variation. Planned variations will require prior approval of the contract monitor. In no event shall a change in a route, or schedule result in a change or alteration of the scheduled day of the pick-up without the prior written approval of the University.

m) Contractor will transport solid waste to a University approved landfill site.

1) Yard waste material will not be taken to a landfill.

2) Construction and Demolition debris will be disposed of at landfills certified for the sole purpose of receiving construction and demolition waste. Priority shall be given to those landfills that recycle the construction and demolition waste opposed to those placing them in landfill. If the load is rejected by the Construction/Demolition landfill, it may be taken to a solid waste landfill. A copy of the rejection ticket from the Construction/Demolition landfill must be faxed immediately to the Office of Landscape Services.

Note: Contractor may include alternative methods of recycling C&D material in its bid information.

Under no circumstances will the driver make the determination of where loads of vegetative waste, clean wood waste, commingled materials, cardboard or construction/demolition debris will be taken. The University reserves the right to change hauling locations for all materials. Contractor shall be notified in writing by the contract coordinator to determine whether the adjustment is permanent or for a specific time.

The Contractor will notify the University and Office of Landscape Services if the receiving facility is to be changed

5.1 DELIVERY/CONTRACT PERFORMANCE

a) Contractor will provide the University with names and phone numbers of Contractor’s dispatch area and all appropriate personnel for communication during off hours and in emergencies. Contractor’s vehicle operators must have communications devices (i.e., two way radio, cell phone) that will allow communications from the University to be relayed at all times. Contractor will perform Call-In services within 24 hours of the call being placed by the University.

b) Contractor shall maintain an office in the local geographical area with toll-free telephone access. The telephone number (as identified in the bid) will serve to receive and resolve discrepancy reports and complaints filed by the University. Contractor will provide the University with a method of contacting the driver directly while on campus; the driver will have contact information for the contract monitor. Service requests will be called into the service number; however, the contract monitor must have access to the driver to address issues like blocked containers, improper materials in containers, etc. Contractor will maintain a log to record such complaints from the time of registry until resolution; such logs will be made available to the University upon request. Contractor will maintain reliable communications with their drivers.

Note: Contractor shall include an attachment to its bid a recommended manner and method in which Contractor is to communicate with the University and the University with the Contractor to resolve difficulties with rendering pick-up service.

c) Contractor will perform Call-Back services within 24 hours of the call being placed by the University. In order to avoid Call-Back services when the contractor is unable to empty a container because a container is blocked, this difficulty must be communicated with the Office of Landscape Services. The contractor may proceed with the route. The University will work to alleviate the situation and the contractor will return to the location before leaving campus. If the area is still blocked the contractor may leave campus without servicing the blocked container. If the contractor fails to notify the Office of Landscape Services of a blocked container and is unable to service the container as scheduled, the contractor must return within 4 hours to empty the container at no additional cost to the University or credit the basic service fee for the container in question at the University's discretion.

d) Contractor shall be responsible for debris and waste caused or left by its collections. Contractor is responsible for assuring that collection sites are left in a clean and sanitary condition after each collection.

The University may require a call-back or assess the Contractor the costs for the removal of such debris or waste when such is determined by the University as to have been caused by the Contractor.The Contractor

Ver: 03/2023 will be responsible for debris and waste surrounding a container when the cause of such is determined to be the Contractor's collection practices or work. Where the container is overflowing or debris and waste are habitually present prior to collection, it is the Contractor's responsibility to immediately notify the University's contract monitor to assign responsibility and corrective action.

e) The Contractor will be required to report in writing any occurrences or observations of damage to University property, public relations problems, hazardous conditions, or any work assignment that will not be completed as agreed, immediately to the University’s Liaison.

f) Contractor must have a spill prevention and cleanup plan in place. If at any time while on University property, fuel, motor oil, hydraulic fluid or other vehicle fluids leak and or spill from the contractor's vehicle, the driver must immediately report the incident to the Campus Contact or his/her designee. The contractor is responsible for cleaning up any spills directly or will cover the costs associated with clean up if conducted by the University. All incidents and clean up are subject to inspection by University Risk Management/Environmental Safety Facility personnel.

g) The University may alter the Contractor's schedule of services (Attachment C) to meet the needs of the campus. Such alterations may result in increases or decreases in collection frequency or number of containers. Where the costs of such services are affected, the University and the Contractor will negotiate in good faith to establish an adjustment to the contract costs. Any adjustment will be recorded in a bilateral Change Order.

h) Contractor shall only use equipment (front loader trucks and roll-off haulers) judged by the University to be in a good state of repair and operational condition. The University reserves the right to (a) conduct a pre-award survey of the Contractor's equipment proposed to be used in performing the services hereunder and use such in determining its award and (b) require the removal of any equipment from the performance of this contract which the University finds objectionable, or a safety or health hazard.

i) Contractor personnel shall be uniformed and clearly identified as employees of the Contractor. Contractor personnel shall use proper etiquette and decorum while on the campus of the University. The University reserves the right to require the Contractor to remove any employee performing services on the campus which the University finds of unacceptable presence on the campus.

5.2 CONTRACTOR REPORTS

a) Contractor shall provide the University on a monthly basis a report of the total weights of all collections. This report shall be provided to the contract monitor no later than 15 days after the last day of the previous month.

The report will separately report refuse, construction, and demolition collections. Note: Contractor shall include an attachment to its bid to recommended manner and method in which the University may collect from the Contractor accurate data that records the amounts of refuse, construction and demolition collections.

Contractor's proposal will include type of data that could be reported and frequencies in which reports would be made to the University. The Contractor shall provide the University daily weight tickets for all roll offs called in.

b) Contractor will retain the expertise to perform semi-annual recycle waste audits. Contractor will use these audits to update the University on the services it performs and to provide options for change so that the most economical structuring of its solid waste and recycling disposal program may be attained.