stockton RFP27-04SignageServices.pdf

Request for Proposal

RFP 27-04

Signage Services

Stockton University Office of Procurement & Contracting

Division of Administration and Finance

101 Vera King Farris Drive: Upper N-Wing Galloway NJ 08205 609.652.4325

TABLE OF CONTENTS

Section Page

Schedule of Events Timetable…………………….……………………………………. 3

Inquiries & Questions…………………….………………………………………………… 3

Required Procurement Documents………………………….....………………….. 4

Purpose and Intent………………………………………………………………………….. 5

Definitions………………………………………………………………………………………. 6, 7

Project Introduction………………………………

Scope of Services……………………………………………………………………………… 8-12

Customer Service Requirements………………………………………………………. 13

Contractor’s Guarantee & Responsibilities……………………………………….. 14

Contractor Qualifications & Requirements……………………………………….. 15

Pricing & Payments………………………………………………………………………….. 16

Term of Contract & Termination Language……………………………………….. 18

Submission Requirements……………………………………………………………….. 19

Evaluation & Selection Criteria…………………………………………………………. 20

Submission Instructions……………………

Proposal Pages………………................................................................... 22-24

References………………………………………………………………………………………. 25

Terms & Conditions………………………………………….……………………………… 26

Schedule of Events Timetable

• Advertisement Date October 21, 2026

• Pre-Proposal Meeting (see table below for details) October 28, 2026, at 10:00 a.m.

• Bidder Questions/Inquiries Due November 03, 2026

• University Responses Posted to Website (Addendum) November 11, 2026

• Submissions Due (see table below for details) November 25, 2026, at 2:00 p.m.

Note: All times and dates regarding this project are Eastern Time.

Pre-Proposal Meeting Information Proposal Opening Information

• Interested parties may meet at Facilities and Operations, Building 70, located at 101 Vera King Farris Drive, Galloway, NJ 08205.

• Attending the Pre-Proposal meeting is not mandatory but is recommended.

• Bid Opening will be available via Zoom, and information will be posted in the project table within the Vendor Portal on the day submissions are due.

Galloway Campus Map Atlantic City Campus Map

In order to be considered for Contract award, all information must be received by the required date and time. Any RFP submission not received on time will be rejected.

Inquiries & Questions Bidders may submit inquiries concerning this RFP. All inquiries or questions must be submitted via email, to RFP-Purchasing@Stockton.edu and should contain the RFP Project Title within in the subject line.

• All inquiries and questions submitted will be addressed as part of an Addendum and posted on the Office of Procurement & Contracting website on the date indicated within the ‘Schedule of Events Timetable’ (located above on this page).

• Please limit inquiries to essential items in order to submit a viable submission in response to this RFP.

Requests for non-essential, or exhaustive information may receive a response of, “This information is not available.”

• Bidders are not to contact any other University Department or individual regarding this RFP.

Issues or concerns regarding opening, or accessing documents on the website should be sent to:

• The Office of Procurement & Contracting: RFP-Purchasing@stockton.edu

Required Procurement Documents

The items below are Procurement documents mandated by State regulation and University policy. All documents listed must be received in order for the University to issue a Notice of Intent to Award and/or Contract.

Required Procurement Documentation & Vendor’s Checklist

Items # 1, 2 & 3 of this Checklist MUST be Included with Submission

Failure to Include Items 1, 2 & 3 with Submission Will Result in Rejection of Bidder’s Proposal

Proposal Page(s) (Do Not Modify the formatting of the Proposal Pages) ‘Proposal Pages’ can be found within this RFP. Refer to the ‘Table of Contents’ for specific page number ‘Proposal Pages’ must be signed by a representative of the Bidder Please make every effort to include the ‘Proposal Pages’ at the beginning of submission

2 Acknowledgement of Receipt of Addenda If any Addendum is issued, documents will be available on the Office of Procurement & Contracting website.

Items 4 – 16 of this Checklist Should be Included in Submission and Shall be Required Before Contract Award

4 Disclosure of Investment Activities in Iran

5 Certification of Non-Involvement in Prohibited Activities in Russia or Belarus

6 Non-Collusion Affidavit Must be notarized and include stamp/seal

7 Subcontractor Utilization Form

8 Source Disclosure Form

9 Disclosure of Investigations & Other Actions Involving Vendor Form

10 Employee or Relative Disclosure Requirement

Exhibit A: Mandatory EEO Language for Goods, Professional Services and General Service Contracts Please note, one of the following forms is required as evidence of Exhibit ‘A’ EEO Language.

Letter of Federal Affirmative Action Plan Certificate of Employee Information Report Employee Information Report Form AA-302 (Submission may be made on the New Jersey Treasury website)

New Jersey Business Registration Certificate Vendors should verify their NJ BRC on the Online Business Registration Certificate Service NJ Business Registrations must be valid prior to Contract award

13 Taxpayer Identification Request (W-9)

Proof of Ability to Obtain Required Insurance See Insurance section of this RFP for specifications; provided by Bidder.

Certificate of Insurance must name Stockton University & the State of NJ as additional insureds

Note: If “N/A” is included next to a document, it is not required for this RFP. An initial screening of all submissions will be conducted to determine overall responsiveness. Submissions determined to be incomplete or non-responsive will not be considered by the University.

PURPOSE & INTENT

• The intent of this RFP is to award a contract to the responsible Bidder whose proposal, conforming to this RFP, is most advantageous to the University, price and other factors considered. This RFP and any resulting Contract does not guarantee the Contractor exclusive rights to the contracted services.

The University reserves the right to separately procure individual requirements that are the subject of the Contract during the Contract term, when deemed to be in the University’s best interest.

• The University reserves the right to reject any or all proposals or to award in whole or in part, or to one or multiple Bidders, if deemed to be most advantageous to the University, price, and other factors considered.

• Stockton University Terms and Conditions will apply to all contracts or purchase agreements made with the University. These terms are in addition to the terms and conditions set forth in this RFP and should be read in conjunction with them unless the RFP specifically indicates otherwise.

SUBMISSION INFORMATION

• Bidders shall follow the instructions contained in this RFP in preparing and submitting a response.

Failure to abide by the instructions may cause the proposal to be deemed non-responsive and may be cause for rejection.

• The Required Forms, Addenda, Questions and Answers, and all other related items can be accessed by logging into the Office of Procurement & Contracting Vendor Portal. In addition to notice in accordance with N.J.S.A. 18A:64-65(b), the University will send email notifications pertaining to all addenda as related to this RFP to registered users.

UNIVERSITY BACKGROUND

• Stockton University is a public institution of higher education organized under the laws of the State of New Jersey. Since its founding in 1969, the University has grown into one of the nation’s top 100 public institutions. Stockton University is proud to offer the academic, technological, and cultural advantages of a large university, while staying true to its liberal arts roots and commitment to student success.

• Stockton University has more than 8,100 undergraduate and graduate students and 500 dedicated faculty members. Stockton offers more than 160-degree programs across seven academic schools, along with continuing education and lifelong learning opportunities

• Stockton University is firmly rooted in southern New Jersey, with campuses stretching from the 1,600-acre Galloway site in the Pinelands National Reserve to the Boardwalk in Atlantic City and instructional sites in Hammonton, Manahawkin, and the Coastal Research Center in Port Republic.

As an Anchor Institution, Stockton collaborates with community partners, civic leaders, and industry stakeholders to meet workforce needs, expand educational access, and support economic and regional resilience.

• To learn more about Stockton University, please visit the following website: About Stockton

GENERAL DEFINITIONS

1. Addendum: Written clarification or revision to this RFP issued by the Office of Procurement & Contracting.

2. Affiliate: Any entity that (1) directly, indirectly, or constructively controls another entity; (2) directly, indirectly, or constructively controlled by another entity; (3) is subject to the control of a common entity. An entity controls another entity if it owns, directly or individually, more than 50% of the ownership in that entity.

3. All-Inclusive Price: A price that is all-inclusive of all direct and indirect costs, including, but not limited to, delivery, direct labor costs, overhead, fee or profit, equipment, materials, supplies, managerial support, documents, forms, reproductions thereof and any other costs. No additional fees or costs shall be paid by the University unless there is a change in the scope of work.

4. Amendment: A written clarification, revision, or modification made to any Contract resulting from this RFP.

An amendment is not effective until signed by the University’s Vice President for Administration and Finance and Chief Financial Officer, or designee.

5. Awarded Vendor: The Bidder issued a letter of Notice of Intent to Award resulting from this Bid solicitation.

6. Bidder: The entity providing a submission in response to this Request for Proposal (RFP).

7. Bid Proposal: The submission provided by the Bidder to the University in order to meet all the requirements, terms, and conditions of the Request for Proposal.

8. Bid Proposal Opening Date: Refers to the specific date and time Bidders must submit a Bid Proposal.

9. Business Day: Any weekday, excluding Saturdays, Sundays, State legal holidays, and State-mandated closings unless otherwise indicated.

10. Calendar Day: Any day, including Saturdays, Sundays, State legal holidays, and State-mandated closings unless otherwise indicated.

11. Change Order: An amendment, alteration, or modification of the terms of the Contract between the

University and the Contractor. A Change Order is not effective until it is signed and approved in writing.

12. Consultant: Either the Bidder, or the Contractor.

13. Contract: The Contract awarded as a result of this RFP and shall consist of any addenda to this RFP, this RFP document (including the University’s Standard Contract Terms and Conditions), the Bidder’s submission, Amendment(s), post award documents, including Change Orders, and the Contract incorporating these documents and signed by the Contractor, and the University’s Vice President for Administration and Finance and Chief Financial Officer or designee.

14. Contractor: The Bidder that is awarded a Contract resulting from this Request for Proposal (RFP).

15. Deliverable: Any goods, products, and/or services required by the Contractor under any Contract resulting from this RFP.

16. Eastern Prevailing Time (EPT): Eastern Prevailing Time or “EPT” means the time in effect in the Eastern Time

Zone of the Unites States of America, whether Eastern Standard Time or Eastern Daylight Savings Time.

17. Emergency: An occurrence or occasion affecting the health, safety, or welfare of occupants of University property, requiring immediate action, or delivery of materials or performance of work.

18. Evaluation: The process of the University evaluating a Bidder’s Bid Proposal based on pre-established criteria.

19. Evaluation & Selection Criteria: The prescribed scoring categories within this RFP by which the University will evaluate a Bidder’s Bid Proposal.

20. Firm: Either the Bidder, or the Contractor.

21. Fixed Price: A price that is all-inclusive of all direct and indirect costs, including, but not limited to, delivery, direct labor costs, overhead, fee or profit, equipment, materials, supplies, managerial support, documents, forms, reproductions thereof and any other costs. No additional fees or costs shall be paid by the University unless there is a change in the scope of work.

22. FOB Destination: Indicates that shipping costs are included in the price of the item, and that the shipped item is the legal property and responsibility of the Vendor until it is delivered at the correct University address.

23. Joint Venture: A business undertaking by two or more entities to share risk and responsibility for a specific project.

24. May: Denotes that which is permissible, but not mandatory.

25. Must: Denotes that which is a mandatory requirement.

26. Notice of Intent to Award: Letter sent by the University to all participating Bidders, detailing the responsible

Bidder(s) whose bid(s), conforming to the Request for Proposal, will be the most advantageous to the University, price and other factors considered.

27. Primary Account Manager: The Contractor’s representative for the University to serve as the point of contact for all business and Contract related matters without redirecting University employees to other representatives for assistance.

28. Project: The undertakings or services that are subject to this Request for Proposal (RFP).

29. Proposer: The entity providing a submission in response to this Request for Proposal (RFP).

30. Request for Proposal (RFP): This document establishing the Project and Contract requirements and solicits submissions to meet the needs of the University.

31. Required Procurement Documents: May refer to materials either required by the University within a

Proposal submission, or upon execution of a Contract resulting from this RFP. Items required at the time of submission cannot be modified or accepted after the established submission due date. Please refer to the ‘Required Procurement Documents’ table of this RFP for specific details.

32. Shall: Denotes that which is a mandatory requirement.

33. Should: Denotes that which is recommended, but not mandatory.

34. State: The State of New Jersey

35. Subcontractor/Subconsultant: An entity having an arrangement with the Contractor, whereby the

Contractor uses the products and/or services of that entity to fulfill some of its obligations under the Contract, while retaining full responsibility for the performance of all of its obligations under the Contract, including payment to the Subcontractor. The Subcontractor has no legal relationship with the University, only with the Awarded Contractor.

36. University, The University or Stockton: Refers to Stockton University.

37. Vendor: Either the Bidder, or the Contractor.

I. PROJECT INTRODUCTION & BACKGROUND

A. This Request for Proposal (RFP) issued by Stockton University (the “University”), seeks proposals from experienced and qualified Bidders for on-call signage services. The scope of work may include, but not necessarily limited to the following:

1. Sign Fabrication

2. Sign Installation & Removal

3. Design Services

4. General Maintenance Services

B. Service locations may include, but not necessarily be limited to, the following:

1. Galloway, NJ (it is anticipated that most services resulting from this RFP will be for Galloway, NJ location)

2. Atlantic City, NJ

3. Hammonton, NJ

4. Manahawkin, NJ

5. Woodbine, NJ

C. The intent of this RFP is to award a Contract to the primary responsible Bidder whose proposal, conforming to this RFP, will be most advantageous to the University, price and other factors considered. The University may also Contract with a responsible and advantageous secondary Contractor and utilize the Secondary Contractor when it is demonstrated that the primary Contractor is unable to meet the needs of the University; or if the primary Contractor’s costs are more expensive for equivalent services.

1. Pursuant to N.J.S.A. 18A:64-69, any award resulting from this RFP shall be made within sixty

(60) days from the Bid Proposal Due Date, except the bids of Bidders who consent thereto, either before or after the 60-day period, may at the request of the University, be held for consideration for such longer period of time as may be agreed.

D. The University emphasizes and values a committed relationship with the awarded Contractor, and expects quality service, and professional and thorough customer service.

E. IMPORTANT NOTICE - Bidder Evaluation: Bid Proposals will be assessed by a committee based on the evaluation and selection criteria established in this RFP. The University will evaluate proposals based solely upon materials submitted, and failure to include information pertaining to an evaluation category may result in a zero point assessment. For more information, please view the “Evaluation & Selection Criteria” section of this RFP.

II. SCOPE OF SERVICES

A. The Scope of work consists of “Firm” furnishing everything necessary for and incidental to the execution, fabrication, complete installation/removal, design and general maintenance of University signs.

B. The work includes and consists of, but is not necessarily limited to, all labor, services, setup, logistics, equipment, materials, delivery, supervision, coordination efforts, insurance, estimates and all other associated or incidental items necessary for the successful completion of the scope of work described in this RFP.

C. Firm shall supply all tools and equipment necessary for the successful completion for all standard services performed under this RFP. The University will not be responsible for obtaining or payment towards any items or upgrades for any work to be performed.

1.The University may, upon review and approval, provide compensation for specialty items such as lifts, cranes, dewatering equipment, boring tools, backhoes or other excavating equipment on an as-needed basis.

D. Firm will be responsible for any and all associated construction, such as but not necessarily limited to, electric, footings and foundations, trenching, etc. for the successful completion of projects.

E. Firm will be responsible for obtaining any permits or licenses and providing signed and sealed drawings as required by the Department of Community Affairs (DCA) for review.

F. Firm should be able to provide onsite project management and oversight.

G. The Work shall be under the charge and care of the Firm until final acceptance by the University H. University infrastructure components may have existing asbestos containing material (ACM). If the

Firm finds material that may contain asbestos or other harmful materials, work must stop immediately and the University Project Manager must be notified. Abatement will take place prior to the continuation and completion of work.

I. All work shall conform to all Local, State, and Federal requirements and in accordance with the requirements, terms, specifications, conditions and provisions of this RFP.

J. Sign Fabrication: Firm shall have the capability to produce signs of various sizes and materials with customizable options.

1. Fabrication may include, but will not necessarily be limited to the following work:

• Sign Frames

• Structures

• Supports

• Mounting Hardware

• Bases / Foundations

• Wall Attachments

• Panels

• Lettering, Symbols, Logos, etc.

2. Types of signs and material may include, but will not be limited to the following:

• Interior & Exterior

• Free Standing & Wall Mounted

• Acrylic

• Aluminum

• Banners

• Carved Wood

• Coroplast

• Corrugated (including plastic)

• Digital

• Fabri

• Glass

• Magnetic

• Menu Boards

• Metal

• Monument

• Neon

• Plastic

• PVC

• Site Locators

• Stone

• Traffic

• Vehicle Wraps & Graphics

• Vinyl

• Window Graphics / Floor Graphics / Pavement Graphics

• Wood

K. Sign Installation & Removal: Firm shall have the ability to install interior and exterior signs, ensuring safe and proper methods from qualified personnel. Firm must have the ability to install and remove any sign fabricated under this RFP, unless explicitly agreed upon otherwise by the University

1. Sign installation services shall be all-inclusive. Firm shall provide all the equipment, tools, materials, fasteners, adhesives, structures, mounting hardware, etc. necessary for proper installation of all signs and components.

2. Sign removal services shall be all-inclusive. Firm shall provide all equipment, tools, materials, etc.

3. Work areas shall be cleaned each day. Keep work areas clean, safe, and orderly. Remove all rubbish waste litter and other foreign materials. Remove any stains, spills, and debris. Remove all tools, installation equipment, and surplus materials.

4. Any areas surrounding the installation or removal site that are damaged as the result of the Firm’s vehicles (tire ruts, oil stains, etc.) must be restored/repaired by the contractor.

L. Design Services: Firm shall have the ability to assist the University with sign design. No work on signs shall commence until after the University reviews and approves any proofs. These services may include, but will not necessarily be limited to the following:

1. Receiving scope of work, data, goals and instruction from the University.

2. Creating samples for review by the University. Samples may require additional components in order for signs to be fully-functional and installed properly (such as bases).

3. Propose strategies for successful project completion from fabrication through installation. This may include items such as methodology to install signs on the top of a building.

4. Maintaining University publication standards and uniformity for items such as logos and color schemes.

5. Provide the University of any conditions that will have a negative impact on the appearance or design intent of any sign.

6. Provide the University of any conditions that may prevent signs from being properly, safely and securely installed or removed.

M. General Maintenance Services: Firm shall have the ability to provide maintenance services. These services may include, but will not be necessarily limited to the following:

1. Repair Services

2. Restoration Services

3. Cleaning Services N. Service Hours

1. Standard Hours: 7:00 a.m. to 3:00 p.m., Monday – Friday

2. Overtime Hours: 3:00 p.m. to 7:00 a.m., Monday – Friday & Saturday, Sunday and FederalHolidays

M. Service & Material Requirements

1. The Contractor shall have sufficient personnel, and resources to service up to two (2) separate projects simultaneously.

2. Contractor equipment shall be in good working order and conform to required safety standards.

3. Contractor should be familiar with and have experience in performing work and accommodating the needs within the setting of a University, or similar institution, by mitigating hindrances and interruptions within an environment comprised of students, faculty, and staff.

4. All service costs are all-inclusive and must include, but are not necessarily limited to, all labor, setup, logistics, equipment, tools, software, delivery, travel time, supervision, coordination efforts, insurance, estimates, personal protective equipment (PPE), fuel, profit, overhead, waste disposal, and all other associated or incidental items necessary for the successful completion of the scope of work described in this RFP.

5. The Contractor shall provide all equipment and tools necessary to perform services under this RFP at no additional cost. The Contractor may not charge for personal protective equipment (PPE) of any kind, such as knee pads or helmets. The Contractor may not charge the University for standard tools or equipment, such as brooms, cleaning products, rags, trash bags, or other items not made part of University property resulting from the work performed.

6. The Contractor may charge for certain items not subject to the all-inclusive pricing model:

1. In rare circumstances, the Contractor may request approval from the University to charge extra for specialized equipment or services. The University’s approval for the Contractor to charge additional fees for specialized equipment will only be applicable in situations where the equipment is not a reasonably foreseeable requirement to complete the scope of work under this RFP; or if the equipment is not generally required for the work listed herein. In all instances where the Contractor is approved to charge additional fees for specialized equipment, the Contractor may only utilize direct pass-through costs (no profit) from a third-party vendor. The Contractor shall make any such request, including costs for specialized equipment, and receive approval from the University, prior to beginning any work for which the Contractor is seeking additional payment. The University will not pay fees for additional specialized equipment costs without prior request from the Contractor, and approval from the University.

2. Specific examples of items that may not be subject to the all-inclusive pricing model include:

• Mobile garbage bin rental.

• Scissor lift, or other large non-standard equipment rental, if not owned by the Contactor.

• Permits.

7. Project areas shall be cleaned after work is complete, or at the end of each day, safe, and orderly. Contractor shall remove all rubbish, waste, litter, tools, installation equipment, and other foreign or surplus materials. Contractor shall remedy any stains, spills, and damage.

8. While on University property, Contractor shall ensure that safe and proper work methods and conditions from qualified personnel are being followed at all times.

9. Contractor shall adequately secure and protect tools, equipment, materials, and supplies. The University assumes no responsibility for any damage, theft, or negligent injury to or arising from the Contractor’s property, or to the property of any of its employees, agents, or subcontractors.

10. Proper Personal Protective Equipment (PPE) must be worn while performing work.

11. If applicable, Contractor shall be responsible for obtaining any permits or licenses (including application fees). Any associated costs can be charged to the University (please see the ‘Pricing & Payments Section’ below for further details).

12. The Contractor shall provide proper protection of University property, including the surrounding work site from damage as a result of service, vehicles (tire ruts, oil stains, etc.), equipment, materials workmanship, etc. Any damage must be restored or repaired by the Contractor at no cost to the University.

13. University infrastructure components may have existing asbestos containing material (ACM). If the Contractor encounters asbestos or other harmful materials, work must stop immediately, and the University Project Manager must be notified. Abatement will take place prior to the continuation and completion of service.

14. Except as may be specifically permitted through the Contract, the Contractor shall not delegate, subcontract, assign, or otherwise permit anyone other than the Contractor’s personnel to perform any of the work required under this RFP, or assign any of its rights or obligations hereunder, without written consent of the University, which consent may be withheld at its sole discretion.

15. Services performed shall be under the charge and care of the Contractor until final acceptance by the University.

16. Contractor shall be responsible for receiving, uncrating, assembly, and installation of all materials, and the removal of all debris, packaging, and equipment after work is completed.

17. All services shall be completed with the best commercial practices and the highest standards of workmanship.

18. The University reserves the right to request and obtain an estimate/proposal from the Contractor before authorizing any service and/or repair work. In no circumstance may the Contractor charge the University for estimates/proposals, including any travel-time.

N. Work Hours

1. All services under this RFP shall be performed (start through completion) during regular work hours, as prescribed in the applicable NJ Department of Labor and Workforce Development Prevailing Wage Determination schedule, unless otherwise directed and approved by the University.

2. If services are performed outside regular work hours, the Contractor shall utilize the applicable NJ Department of Labor and Workforce Development Prevailing Wage Determination schedule, in combination with the Contractor’s proposed ‘Regular Work Hourly Costs,’ to determine the rates for any shift differentials and overtime.

1. For Example: If second shift receives the regular rate plus an additional 10%, then the calculation for second shift work would be as follows: Contractor’s Regular Hourly Rate + 10% of Contractor’s Regular Hourly Rate.

2. Prevailing Wage Determinations, and additional information can be found on the

Department of Labor and Workforce Development website.

III. CUSTOMER SERVICE REQUIREMENTS

A. Standard Operational Services

1. The Contractor must provide a Primary Account Manager that will serve as the point of contact for all business-related matters. The Primary Account Manager shall handle all Contract matters, and issues, and cannot redirect University employees to other representatives for assistance. Contact information, and a brief resume for the primary account manager should be included in the RFP submission for evaluation purposes.

2. The University is looking to build a working relationship with the Contractor and the Account Manager is required to directly respond to routine phone calls, emails, general issues, and concerns. Providing generic contact information such as ‘1-800’ numbers or general-purpose email addresses should be avoided.

B. Response Times

1. Contractor must guarantee acknowledgement of a service request from the University within six (6) hours for all non-emergency work on standard business days. If the request is sent to the Contractor on a weekend or holiday, the acknowledgement shall be made by 12:00 p.m. on the next standard business day. After acknowledgement of a service request for non-emergency work, the University and Contractor will develop a schedule for the services to be performed.

The Contractor must have reasonable availability to service the University’s account, inclusive of all campus locations.

2. Contractor must guarantee acknowledgement of a service request from the University within two (2) hours for all emergency work, on any day. After acknowledgment of a service request for emergency work, the Contractor shall be able to respond and arrive on-site (at any University location) within four (4) hours, on any day.

C. Estimates & Invoicing

1. The Contractor must provide estimates/proposals and invoices based on the pricing established within the associated RFP Contract. All quotes and invoices shall be in an easy to read format, and include individual line items separated by the pricing categories as designated on the Proposal Pages of this RFP (as applicable).

2. The Contractor, upon request by the University, shall be required to visit service locations to provide cost estimates/proposals for goods and/or services, take measurements, and provide samples. Such services shall be included within proposal pricing and at no additional cost to the University.

3. Estimates/proposals to the University shall include, at a minimum, the following information with similar formatting (as applicable):

1. Service Costs: Type of Labor per Technician + Hours worked = Total Cost

2. Material Costs: Cost to the Contractor + Percent Markup = Total Cost to the University

4. The University reserves the right to have the Contractor modify information supplied on estimates, or invoices in order to process orders and ensure contractual pricing is being followed.

5. On all estimates/proposals, the Contractor shall provide an itemized, and clear list of all material for each project, inclusive of individual costs for each item.

6. The University reserves the right to request that the Contractor substantiate material costs by providing invoices, or receipts detailing the purchase price from the original manufacturer/vendor. Failure to fulfill such a request may be considered a breach of Contract.

7. Contractor shall invoice the University based only upon the actual services performed, and billable expenses.

1. In the event that the Contractor submits an estimate, or if the University issues a Purchase

Order containing costs in excess of the true invoiced amount, the University will only make payment on the actual services performed and billable expenses. The Contractor will make all necessary adjustments to resolve the account balance.

8. Separate invoices shall be submitted for each project, and billing shall occur in a timely manner.

9. Progress billing may be considered where applicable and approved at the sole discretion of the

University.

10. If the Contractor is required to price a service not accounted for as part of the pricing schedule on the Proposal Pages of this RFP, then the estimate shall indicate that the cost is at a negotiated rate.

11. The Contractor shall provide electronic invoicing to a designated Stockton email address.

IV. CONTRACTOR GUARANTEE & RESPONSIBILITIES

A. The Contractor shall provide any manufacturer’s normal warranty, but shall guarantee all items against manufacturing and installation defects for a period of at least one (1) year from the date of acceptance. Should a defect occur, the Contractor shall repair or replace any item at no charge to the University. Such repair or replacement shall be guaranteed by the Contractor for one (1) subsequent year. Contract expiration, or termination shall not release the Contractor of this obligation.

B. If any work is deemed unacceptable under Contract standards, as determined by the University, then the Contractor must take corrective measures within three (3) business days.

C. Any damage caused to University property by the Contractor shall be repaired/replaced to the satisfaction of the University by the Contractor at no cost to the University.

D. All equipment, parts, or supplies utilized under this contract shall be new, of first quality, and Original Equipment Manufacturer (OEM), unless otherwise agreed in writing by the University.

E. The Contractor is responsible for the quality, technical accuracy, timely completion, and delivery of all deliverables and other services to be furnished by the Contractor under the Contract. The Contractor agrees to perform in a good, skillful, and timely manner all services set forth in the Contract.

F. Contractor shall not shut down any equipment unless permission is obtained by the University’s Project Manager.

G. Contractor will be responsible for properly disposing of any materials removed or replaced.

H. The University reserves the right to make all final decisions to determine whether or not to proceed with any services.

I. Stockton reserves the right to retain any parts, or equipment which are replaced; this decision is at the sole discretion of the University.

J. The Contractor shall, without additional compensation, correct, or revise any errors, omissions, or other deficiencies in its services, and deliverables furnished under the Contract. The approval of interim deliverables furnished under the Contract shall not in any way relieve the Contractor of fulfilling all of its obligations under the Contract. The acceptance, or payment for any of the services rendered under the Contract shall not be construed as a waiver by the University of any rights under the agreement, or of any cause of action arising out of the Contractor’s performance of the Contract.

K. The acceptance of, approval of, or payment for any of the services performed by the Contractor under the Contract shall not constitute a release, or waiver of any claim the University has, or may have, for latent defects, errors, or other breaches of contract, including warranty, or negligence.

V. CONTRACTOR QUALIFICATIONS & REQUIREMENTS

A. The Contractor must have a minimum of five (5) years’ experience providing the services listed in this RFP, and have experience preferably with other similar institutions of higher education.

B. The Contractor shall have sufficient staff, equipment, materials, and overall capability to meet the scope of work under this RFP.

C. As applicable, the Contractor shall provide all services in accordance with current state adopted codes, repair service laws and/or ordinances, and all rules and regulations of health, public and or other authorities controlling or limiting the methods and materials to be used, or the actions of those engaged in the work.

D. The Contractor agrees that it is an Independent Contractor and not an employee of the University.

As an Independent Contractor, the Contractor agrees to be responsible for any payroll or withholding taxes and workers’ compensation or other fringe benefits which may be required for it or its employees. It is further expected that the Contractor’s staff to be employed on this engagement will be of the number and experience level as to be commensurate with the level of service being provided.

E. Contractor shall provide all services in accordance with current state adopted codes, repair service laws and/or ordinances, and all rules and regulations concerning health, public and/or other authorities controlling, or limiting the methods, and materials to be used, or the actions of those engaged in the work.

F. Contractor must hold a current License for any equipment and/or service(s) required by statute (if/where applicable) and a current business license. Proposing Bidder should submit a copy of any required licenses or certifications with submission.

G. Contractor must comply with all OSHA requirements, and regulatory requirements regarding safety standards at all times.

H. Proper personal protective equipment (PPE) must be worn while performing services.

I. Contractor, and all subcontractors (if applicable) must be registered in the state of New Jersey, including, but not limited to the NJ Business Registration.

VI. PRICING & PAYMENTS

A. Pricing for services shall be provided and established based on the following categories for each potential year of Contract. Pricing shall be all-inclusive (section ‘D’ below for further details).

1. Percent Markup for Materials by Project Cost

2. Hourly Rates for Installation Services

3. Hourly Rates for Removal Services

4. Hourly Rates for Design Services

5. Hourly Rates for Maintenance Service

6. On all estimates/proposals, the Contractor shall provide an itemized, and clear list of all material for each project, inclusive of individual costs for each item.

7. The University reserves the right to request and receive evidence of material costs to the

Contractor at any time. Upon request by the University, the Contractor must provide sufficient documentation, demonstrating and validating their material costs within three (3) business days. Failure to provide such evidence may be considered a breach of Contract, and grounds for Contract termination. The University reserves the right to withhold payment until sufficient evidence is provided

B. All pricing, agreed upon under the Contract resulting from this RFP, shall not increase for the duration of the Contract. Additionally, all pricing under Contract shall be considered a maximum value, not a minimum value. The Contractor may charge the University less than the Contractual pricing, in its sole discretion.

C. Specific dates for each Contractual year will be detailed and established within the Contract resulting from this RFP.

D. Costs are all-inclusive, and must include, but are not necessarily limited to, all labor, setup, logistics, equipment, tools, software, delivery, travel time, supervision, coordination efforts, insurance, estimates, personal protective equipment (PPE), fuel, profit, overhead, waste disposal, and all other associated or incidental items necessary for the successful completion of the scope of work described in this RFP.

1. Any travel time (fuel included), for which a Contractor is obligated, shall be considered as overhead, and included within the all-inclusive pricing model based on costs detailed on the Proposal Pages of this RFP. The University will not pay any additional fees for travel time by any employee, subcontractor, or affiliate of the Contractor.

E. In order to obtain pricing for evaluation purposes, the Bidder will need to complete the Proposal Pages of this RFP. The Proposal Pages are not necessarily exclusive, or exhaustive and serve for the purpose of expressing potential need for common goods and/or services. Additional goods and/or services may be purchased from the Contractor that are not specifically referenced, but are nonetheless reasonably part of the related scope of work and intent of this RFP, and associated Contract. The costs for these services will be at a negotiated rate between the Contractor, and the University. The Contractor shall make an effort to maintain pricing that is consistent, and within reason of similarly priced items or services.

1. The University’s issuance of a Purchase Order shall serve as the official acceptance for any negotiated rates under this RFP for that specific order only. No negotiated cost shall be assumed to be accepted by the University for future orders.

F. If applicable, the Contractor shall be responsible for securing and paying for all necessary permits, including application fees, where applicable and requested by the University. The Contractor will be reimbursed for permit and application costs on an as needed basis. Permitting costs are therefore not a component of the all-inclusive pricing structure and shall not be factored into the all-inclusive price.

G. All pricing in the submission (including the Proposal Page(s) of this RFP) must be typed or written in ink. Any price change (including "white-outs") must be initialed. Failure to initial next to price changes shall preclude a Bidder from Contract award.

H. All pricing submitted for this RFP must remain constant for the duration of the contract resulting from this RFP. No increases to the proposed pricing model will be allowed.

I. If the Bidder puts a zero (0) on an item on the ‘Proposal Pages,’ the University conclusively deems that price to be zero and that the Bidder is offering the item to the University at no cost. Any other notations, such as “N/A” or a blank unit price will be interpreted as an item which the Bidder cannot supply, or deliver and therefore, may result in the submission being deemed non-responsive.

J. Pricing will not be based on any minimum amount of goods and/or services to be provided, and the University makes no guarantee of volume, usage, or fees to be paid to any Contractor.

K. Pricing must be all inclusive. Any delivery costs are the responsibility of the Contractor and must be accounted for in the proposal pricing. The University will not pay separate shipping costs. All delivery for goods must be FOB destination, unless expressly specified otherwise by the University.

In the event of damage, shortage, or other loss resulting from shipment to any Stockton facility by the carrier, any claim for such damage, shortage, or other loss shall be a matter between the Firm and the carrier.

L. Vendor’s Bid Proposal, including pricing, must remain valid for no less than sixty (60) days from the submission due date. If awarded, Vendor agrees not to raise any price(s) for the duration of the Contract, except as allowed by the Contract.

M. All costs must be detailed on the Proposal Pages of this RFP in the format provided. Any edited or dissimilar formats may be rejected. Please do not modify the Proposal Page(s) of this RFP. The data should be entered as requested and any changes may result in rejection of submission.

-section of page left intentionally blank-

VII. TERM OF CONTRACT & TERMINATION LANGUAGE

A. The anticipated Contractual period will be for one (1) year, with the option to renew for two additional one (1) year terms each (Contract not to exceed three-years). There shall be no additional renewal periods beyond the three one-year terms.

B. The anticipated Contractual period will be for three (3) years, with no option to renew for an additional time period.

1. Specific start and termination dates for each year of award will be established in the Contract resulting from this RFP. Bidders acknowledge that the University may award a Contract up to sixty (60) days after submissions are due, and the start and termination dates will vary based on the Contract execution timeline.

C. Termination for Convenience

1. Notwithstanding any provision or language in a contract resulting from this offering, the

University may terminate this contract at any time, in whole or part, for convenience upon no less than thirty (30) days’ written notice to the awarded vendor.

D. Termination of Contract for Cause

1. Where an awarded vendor fails to perform or comply with a contract or a portion thereof, the

University may terminate the contract, in whole or part, upon thirty (30) days’ written notice to the Contractor with an opportunity to respond; and,

2. Where in the reasonable opinion of the University, Contractor continues to perform a contract poorly as demonstrated by e.g., formal complaints, late delivery, poor performance of service, short-shipping and there has been a failure on the part of the vendor to make progress towards ameliorating the issue(s) or problem(s) set forth in the complaint, the University may terminate the contract, in whole or in part, upon thirty (30) days’ notice to the vendor with an opportunity to respond.

E. Termination for Non-Appropriation of Funds

1. The University shall not be obligated to the Contract for any future renewal period until funds are appropriated. In the event funding appropriation is not approved, the University may, upon written notice, terminate the Contract in whole or in part and without penalty or expense to the University. The effect of such action shall terminate the Contract on the last day of the contractual period for which appropriations were made and approved.

F. In cases of emergency, the University may shorten the time periods of notification, and may dispense with an opportunity to respond.

G. In the event of termination under this section, the vendor shall be compensated for work performed in accordance with the Contract, up to the date of termination. Such compensation may be subject to adjustments.

VIII. POST AWARD

A. Upon review, and evaluation of submissions, the University may affirm one or more Awarded Vendors through a “Notice of Intent to Award a Contract”. The Awarded Vendor(s) may receive a Contract with a request to review terms, Deliverables, costs, and the University’s expectations in general. The Awarded Vendor(s) will be able to address any Contract questions or concerns at this time. If the Awarded Vendor(s) does not receive a Contract within seven business days of award, please email Robert.Yufer@stockton.edu for an update.

1. Any Vendor that is issued a “Notice of Intent to Award a Contract,” must provide all requested items detailed on the ‘Required Procurement Documents’ table of this RFP. The Awarded Vendor shall provide all procurement documents within ten (10) business days of request (excluding Federal Holidays). Failure to provide any required documentation may result in the Awarded Vendor being removed from consideration, at the University’s sole discretion.

IX. SUBMISSION REQUIREMENTS

A. In order to be considered, Bidders must submit a complete response to this RFP.

B. Submission should be presented in a straightforward, concise, and clear manner so that it can be easily comprehended and understood. The University highly prefers submissions in PDF format and as a single file (not conforming to this preference will not affect evaluations). Every effort should be made to avoid duplicating the information presented in the submission.

C. Submissions should not contain Uniform Resource Locators (URL) or web addresses. The internet contains dynamically changing content, and any inclusion of a URL or web address is indicative of potentially changing information. Inclusion of a URL or web address implies that the RFP’s content changes as the referenced web page changes.

D. Each team’s RFP should be organized by distinct sections corresponding to the ‘Evaluation & Selection Criteria’ and ‘Required Procurement Documents’ and in the same order as listed below:

E. Submission Format Submission should include a Table of Contents, identifying the ‘Section Titles,’ in the table below.

Firms should provide detailed information for each scoring category for evaluation purposes:

Section Section Title

Section 1 Proposal Page(s) / Pricing

Section 3 Vendor Qualifications: Experience & Capabilities of the Organization

Section 4 Project & Team Staffing Experience, Qualifications, and References

Section 6 Any additional/supplementary information the Bidder would like to submit for consideration

Section 7 ‘Required Procurement Documents’ (see page 4 of this RFP for a list of the required documents)

Bid Proposals will be assessed by a committee based on the evaluation and selection criteria established in this RFP. The University will evaluate proposals based solely upon material submitted, and failure to include information pertaining to an evaluation category may result in zero points. For more information, please view the “Evaluation & Selection Criteria” section of this RFP.

Evaluation and Selection Criteria

Selection of the Awarded Vendor(s) shall be based solely on the Review Committee’s evaluation of the submissions and criteria set forth below in the “Evaluation & Selection Criteria” table. The University reserves the right to interview, and/or hold presentations with the respondents or request written responses regarding a proposal. The University also reserves the right to negotiate the terms and conditions of the contract.