University of North Carolina at Charlotte

Transcription

1 STATE OF NORTH CAROLINA University of North Carolina at Charlotte Request for Proposal # TS Parking Decks Interior Cleaning Program Date of Issue: Thursday, December 21, 2017 Proposal Opening Date: Wednesday, February 7, 2018 At 2:00 PM ET Direct all inquiries concerning this RFP to: Trever Swint Purchasing Agent wswint@uncc.edu

2 STATE OF NORTH CAROLINA UNIVERSITY OF NORTH CAROLINA AT CHARLOTTE Request for Proposal # TS For internal State agency processing, including tabulation of proposals in the Interactive Purchasing System (IPS), please provide your company s Federal Employer Identification Number or alternate identification number (e.g. Social Security Number). Pursuant to G.S (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 is to be filled out and returned with your proposal. Failure to do so may subject your proposal to rejection. ID Number: Federal ID Number or Social Security Number Vendor Name

3 Refer ALL Inquiries regarding this RFP to: STATE OF NORTH CAROLINA University of North Carolina at Charlotte Request for Proposal # TS Trever Swint wswint@uncc.edu Proposals will be publicly opened: Wednesday, February 7, 2018 at 2:00 PM ET Contract Type: Service Using Department: Parking and Transportation Services EXECUTION In compliance with this Request for Proposals, 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 certifies that this proposal is submitted competitively and without collusion (G.S ), that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S ), and that it is not an ineligible Vendor as set forth in G.S False certification is a Class I felony. 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 section of the North Carolina General Statutes, the Contractor certifies that it, and each of its subcontractors, verifies the work authorization of each of its employees under E-Verify. G.S and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public Contract of any gift from anyone with a Contract with the State, or from any person seeking to do business with the State. By execution of this response to the RFP, the undersigned certifies, for your entire organization and its employees or agents, that you are not aware that any such gift has been offered, accepted, or promised by any employees of your organization. Failure to execute/sign proposal prior to submittal shall render proposal invalid and it WILL BE REJECTED. Late proposals cannot and will NOT be accepted. VENDOR: STREET ADDRESS: P.O. BOX: ZIP: CITY & STATE: COUNTY: TELEPHONE NUMBER: PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #10): PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER: VENDOR S AUTHORIZED SIGNATURE: DATE: Offer valid for at least 60 days from date of proposal opening, unless otherwise stated here: days. After this time, any withdrawal of offer shall be made in writing, effective upon receipt by the University. ACCEPTANCE OF PROPOSAL If any or all parts of this proposal are accepted by the University, an authorized representative of the UNC Charlotte shall affix his signature hereto and this document and all provisions of this Request For Proposal along with the Vendor proposal response and the written results of any negotiations shall then constitute the written agreement between the parties. A copy of this acceptance will be forwarded to the successful Vendor(s). FOR UNIVERSITY USE ONLY: Offer accepted and Contract awarded this day of, 2017, as indicated on the attached certification, by (Authorized Representative of UNC Charlotte). Page 1 of 26

4 Table of Contents 1.0 PURPOSE AND BACKGROUND GENERAL INFORMATION REQUEST FOR PROPOSAL DOCUMENT NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS RFP SCHEDULE MANDATORY PRE-PROPOSAL CONFERENCE PROPOSAL QUESTIONS PROPOSAL SUBMITTAL PROPOSAL CONTENTS ALTERNATE PROPOSALS DEFINITIONS, ACRONYMS, AND ABBREVIATIONS METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS METHOD OF AWARD CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION PROPOSAL EVALUATION PROCESS EVALUATION CRITERIA PERFORMANCE OUTSIDE THE UNITED STATES INTERPRETATION OF TERMS AND PHRASES REQUIREMENTS CONTRACT TERM PRICING FINANCIAL STABILITY VENDOR EXPERIENCE REFERENCES BACKGROUND CHECKS PERSONNEL VENDOR S REPRESENTATIONS SCOPE OF WORK GENERAL OBJECTIVES PROJECT ORGANIZATION TECHNICAL APPROACH ACCEPTANCE OF WORK Rev: 10/2017 Page 2 of 26

5 6.0 CONTRACT ADMINISTRATION PROJECT MANAGER AND CUSTOMER SERVICE POST AWARD MANAGEMENT REVIEW MEETINGS CONTINUOUS IMPROVEMENT DISPUTE RESOLUTION CONTRACT CHANGES ATTACHMENT A: INSTRUCTIONS TO VENDORS ATTACHMENT B: NORTH CAROLINA GENERAL CONTRACT TERMS & CONDITIONS ATTACHMENT C: PRICING ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR ATTACHMENT E: VENDOR INFORMATION FORM Rev: 10/2017 Page 3 of 26

6 1.0 PURPOSE AND BACKGROUND The University of North Carolina at Charlotte was established in 1965 by the North Carolina General Assembly which transformed Charlotte College, with beginnings in 1946, into a campus of The University of North Carolina. It is organized into the following seven colleges: College of Arts & Architecture, College of Liberal Arts & Sciences, College of Business, College of Education, College of Engineering, College of Health and Human Services, and the College of Computing and Informatics. It offers a broad array of degree programs at the undergraduate, graduate, and doctoral levels and also in graduate certificate programs Enrollment is approximately 28,000 with 19 percent of the students pursuing graduate degrees. The University is expected to reach enrollment of 30,000 students by the year University of North Carolina at Charlotte Parking and Transportation Services manages the operation of ten (10) parking decks. There are approximately 8,400 spaces for a total of 2,690,325 square feet in the ten (10) decks. The Union Deck expansion project should be completed in May 2018 and will add approximately 500 spaces to the already existing structure. UNC Charlotte PaTS is soliciting Proposals to establish a contract to clean and pressure wash the interior of all parking decks on a rotation that would include each of the ten (10) structures at least every three (3) years. UNC Charlotte PaTS will require information on project approaches and their unique benefits, considerations, and challenges. RFP factors include amount of time required to complete each deck, equipment and chemicals to be utilized, cleaning methods, and hazardous material recovery and disposal in compliance with local, state and federal regulations. Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto. 2.0 GENERAL INFORMATION 2.1 REQUEST FOR PROPOSAL DOCUMENT The RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award. All attachments and addenda released for this RFP in advance of any Contract award are incorporated herein by reference. Information submitted in response to this RFP will become the property of UNC Charlotte. UNC Charlotte will not pay for any information herein requested, nor will it be liable for any other costs incurred by any respondent related to the preparation or delivery of the response to this RFP. Proposals that do not address each item of this Request for Proposal shall be disqualified and not considered for contract. By submitting a response, the Vendor agrees that UNC Charlotte may copy the response information for purposes of facilitating review or to respond to a Freedom of Information Request. The Vendor consents to such copying by submitting a response and warrants that such copying will not violate the rights of any third-party. As part of your response to this RFP, you may include any additional comments or suggestions that your company believes would be helpful. UNC Charlotte will have the right to use ideas or adaptations presented in the response. Any request for confidential treatment of proprietary information must be included in a cover letter with the Vendor s RFP response. The request must also include the name, address, and telephone number of the person authorized by the Vendor to respond to any inquiries concerning the confidential status of the materials. All materials which are requested to be held confidential are to be marked confidential. You may withdraw your proposal at any time prior to the date and time set for closing. 2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS It shall be the Vendor s responsibility to read the Instructions, the State s terms and conditions, all relevant exhibits and attachments, and any other components made a part of this RFP, and comply with all requirements and specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP. If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within this RFP, those must be submitted as questions in accordance with in the instructions in the PROPOSAL QUESTIONS section. If Rev: 10/2017 Page 4 of 26

7 the University determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum. The University may also elect to leave open the possibility for later negotiation and amendment of specific provisions of the Contract that have been addressed during the question and answer period. Other than through this process, the University rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor s proposal. This applies to any language appearing in or attached to the document as part of the Vendor s proposal that purports to vary any terms and conditions or Vendors instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor s proposal shall constitute a firm offer. 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. Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor s proposal as nonresponsive. If a Vendor desires modification of the terms and conditions of this solicitation, it is urged and cautioned to inquire during the question period, in accordance with the instructions in this RFP, about whether specific language proposed as a modification is acceptable to or will be considered by the University. Identification of objections or exceptions to the State s terms and conditions in the proposal itself shall not be allowed and shall be disregarded or the proposal rejected. Contact with anyone working for or with the University regarding this RFP other than the University Contract Specialist named on the face page of this RFP in the manner specified by this RFP shall constitute grounds for rejection of said Vendor s offer, at the University s election. 2.3 RFP SCHEDULE The table below shows the schedule for this RFP. The University will make every effort to adhere to the intended contract award schedule. Event Responsibility Date and Time Issue RFP University Thursday, December 21, 2017 MANDATORY Pre-Bid Meeting / Site Visit University Tuesday, January 16, 10:00 AM ET Submit Written Questions Vendor Friday, January 19, 2018 by 12:00pm Provide Response to Questions University Friday, January 26, 2018 Submit Proposals Vendor Wednesday, February 7, 2:00 PM ET Contract Award University TBD Contract Effective Date University TBD 2.4 MANDATORY PRE-PROPOSAL CONFERENCE Mandatory Pre-Bid Meeting / Site Visit Date: Tuesday January 16, 2018 Time: 10:00am Eastern Time Instructions: It shall be MANDATORY that each Vendor representative be present for a pre-proposal conference on Tuesday, January 16, Attendees must meet promptly at 10:00am Eastern Time at the Popp Martin Student Union, 2 nd Floor room 261, UNC Charlotte, 9201 University City Blvd, Charlotte, NC, A campus map is available at and Vendors are strongly encouraged to arrive early because parking on campus is difficult to obtain. All attendees must sign in upon arrival and LATE ARRIVALS WILL NOT BE ALLOWED TO SIGN IN, PARTICIPATE IN THE CONFERENCE, NOR SHALL THEIR PROPOSAL BE CONSIDERED. Once the sign-in process is complete, all other persons wishing to attend may do so to the extent that space and circumstances allow. The purpose of this visit is for all prospective Vendors to apprise themselves with the conditions and requirements which will affect the performance of the work called for by this Request for Proposals. Vendors must stay for the duration of the conference. No allowances will be made for unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by this proposal. Rev: 10/2017 Page 5 of 26

8 Vendors are cautioned that any information released to attendees during the conference, other than that involving the physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this Request for Proposal, must be confirmed by written addendum before it can be considered to be a part of this proposal. 2.5 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 above due date. Written questions shall be ed to wswint@uncc.edu by the date and time specified above. Vendors should enter RFP # TS: Questions as the subject for the and should include a reference to the applicable RFP section. Questions received prior to the submission deadline date, the University s response, and any additional terms deemed necessary by the University will be posted in the form of an addendum to the Interactive Purchasing System (IPS), and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any University personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in an Addendum to this RFP. IT IS THE VENDOR S RESPONSIBILITY TO CHECK THE IPS WEBSITE FOR ADDENDA AND UPDATES. 2.6 PROPOSAL SUBMITTAL Sealed proposals, subject to the conditions made a part hereof and the receipt requirements described below, shall be received at the address indicated in the table below, for furnishing and delivering those items or services as described herein. Mailing address for delivery of proposal via US Postal Service or by any other carrier PROPOSAL NUMBER: TS Attn: Trever Swint UNC Charlotte Purchasing Office 9201 University City Blvd. Reese Building, 3 rd Floor Charlotte, NC IMPORTANT NOTE: All proposals shall be physically delivered to the office address listed above on or before the proposal deadline in order to be considered timely, regardless of the method of delivery. This is an absolute requirement. All risk of late arrival due to unanticipated delay whether delivered by hand, U.S. Postal Service, courier or other delivery service is entirely on the Vendor. It is the sole responsibility of the Vendor to have the proposal physically in this Office by the specified time and date of opening. The time of delivery will be marked on each proposal when received, and any proposal received after the proposal submission deadline will be rejected. Sealed proposals, subject to the conditions made a part hereof, will be received at the address indicated in the table in this Section, for furnishing and delivering the commodity as described herein. Note that the U.S. Postal Service generally does not deliver mail to a specified street address but to the University 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 University 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. Attempts to submit a proposal via facsimile (FAX) machine, telephone or electronic means, including but not limited to , in response to this RFP shall NOT be accepted. Rev: 10/2017 Page 6 of 26

9 a) Submit one (1) signed, original executed proposal response and one (1) electronic copy on CD, DVD or flash drive to the address identified in the table above. 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) The electronic copies of your proposal must be provided on CD s, DVD s or flash drives. The files shall NOT be password protected, shall be in.doc,.pdf or.xls format, and shall be capable of being copied to other media. 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. Vendor RFP responses shall include the following items and those attachments should be arranged in the following order: a. Cover Letter b. Title Page: Include the company name, address, phone number, authorized representative name with address, and the Proposal Number. c. Completed and signed version of EXECUTION PAGE, any RFP document pages requiring Vendor input, and signed receipt pages of any addenda released in conjunction with this RFP (if required to be returned). d. Each response should include the following information in the order shown below: 1. Company Identification: Provide the name of the company, Company's principal place of business Name and telephone number of the contact person Company federal tax identification number 2. Corporate Background and Experience Background information on the organization including years of experience in this type of work Details of experience with similar projects Three (3) references (including contact persons and telephone numbers) for which similar work has been performed 3. Description of Services Describe the project approach(es) including: o Cleaning methods o Equipment and chemicals to be used o Waste recovery and disposal methods o Any other relevant considerations o If applicable, include a detailed description of any alternative methodologies. Describe the means and process of water acquisition if water is not available at deck Include a description of any unique benefits, special services, product characteristics, or other advantages unique to the company s products and services. Describe any anticipated challenges or difficulties in providing the services listed and how the company intends to manage these, including any assistance the company will require from UNCC PaTS. Provide any work reports from other projects of similar scope. 4. Scheduling: Submit a work plan with timeframes and key milestones for services Include a list of tasks to be performed for each deck and a timeframe to complete identified tasks. Rev: 10/2017 Page 7 of 26

10 Provide an estimate of time required for completion of each deck, including square footage to be completed per day. Include company availability in low-use times including evenings, weekends, and holidays/university breaks. Presume that the decks are to be cleaned every three years according to proposed schedule in this request document. 5. Service, Safety and Support: Provide a description of the company s safety and quality assurance program Provide a description of all current licenses and certifications the company is in possession of, relevant to this project. Describe the company s means of minimizing inconvenience to parking patrons and policies dealing with customer notifications and complaints including water staining and/or damage to any parked vehicles 6. Cost Proposal: Provide a separate and complete breakdown of pricing for cleaning each of the parking decks listed in this request document. For each deck, include line-item pricing for performing each of the tasks listed in this request document. Provide a separate rate per square foot for additional, miscellaneous pre-cleaning and pressure washing requested by UNCC PaTS in addition to or in conjunction with the primary project. e. ATTACHMENT A: INSTRUCTIONS TO VENDORS f. ATTACHMENT B: NORTH CAROLINA GENERAL CONTRACT TERMS AND CONDITIONS g. Completed version of ATTACHMENT C: PRICING h. Completed and signed version of ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR i. Completed and signed version of ATTACHMENT E: VENDOR INFORMATION FORM j. Copy of Certificate of Liability Insurance 2.8 ALTERNATE PROPOSALS If alternate methodologies are included in the proposal, a separate cost proposal must be completed for each methodology. Vendor may submit alternate proposals for various methods or levels of service(s) or that propose different options. Alternate proposals must specifically identify the RFP requirements and advantage(s) addressed by the alternate proposal. Any alternate proposal, in addition to the marking described above, must be clearly marked with the legend: Alternate Proposal # [for name of Vendor ]. Each proposal must be for a specific set of services and must include specific pricing. If a Vendor chooses to respond with various service 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. 2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS a) BAFO: Best and Final Offer, submitted by a Vendor to alter its initial offer, made in response to a request by the University. b) BUYER: The employee of the University that places an order with the Vendor. c) COMMUNITY COLLEGE: Any of the fifty-eight (58) public North Carolina Community Colleges. d) CONTRACT LEAD: Representative of the University who corresponds with potential Vendors in order to identify and contract with that Vendor providing the greatest benefit to the University and who will administer this contract for the University. e) FOB-DESTINATION: Title changes hand from Vendor to purchaser at the destination point of the shipment; Vendor owns commodity in transit and files any claims, and Vendor pays all freight and any related transportation charges. A solicitation may request Vendors to separately identify freight charges in their proposal, but no amount or charge not included as part of the total proposal price will be paid. f) LOT: A grouping of similar products within this RFP. Rev: 10/2017 Page 8 of 26

11 g) ON-TIME DELIVERY: The delivery of all items within a single order to the receiving point designated by the ordering entity within the delivery time required. h) QUALIFIED PROPOSAL: A responsive proposal submitted by a responsible Vendor. i) RFP: Request for Proposal j) STATE: The State of North Carolina, including any of its sub-units recognized under North Carolina law. k) STATE AGENCY: Any of the more than 400 sub-units within the executive branch of the State, including its departments, boards, commissions, institutions of higher education and other institutions. l) VENDOR: Supplier, bidder, proposer, company, firm, corporation, partnership, individual or other entity submitting a response to a Request for Proposal. 3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS 3.1 METHOD OF AWARD All qualified proposals will be evaluated and awards will be made to the Vendor(s) meeting the RFP requirements and achieving the highest and best final evaluation, based on the criteria described below While the intent of this RFP is to award a Contract to a single Vendor, the University reserves the right to make separate awards to different Vendors for one or more portions, to not award one or more portions or to cancel this RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the University to do so. The University reserves the right to waive any minor informality or technicality in proposals received. 3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION During the evaluation period from the date proposals are opened through the date the contract is awarded each Vendor submitting a proposal (including its representatives, sub-contractors and/or suppliers) is prohibited from having any communications with any person inside or outside the University, other government agency office, or body (including the purchaser named above, department secretary, agency head, members of the general assembly and/or governor s office), or private entity, if the communication refers to the content of Vendor s proposal or qualifications, the contents of another Vendor s proposal, another Vendor s qualifications or ability to perform the contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals and/or the award of the contract. A Vendor not in compliance with this provision shall be disqualified from contract award, unless it is determined in the University s discretion that the communication was harmless, that it was made without intent to influence and that the best interest of the University would not be served by the disqualification. A Vendor s proposal may be disqualified if its sub-contractor and supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement to the date of contract award). Only those discussions, communications or transmittals of information authorized or initiated by the University for this RFP or general inquiries directed to the purchaser regarding requirements of the RFP (prior to proposal submission) or the status of the contract award (after submission) are excepted from this provision. 3.3 PROPOSAL EVALUATION PROCESS The University shall review all Vendor responses to this RFP to confirm that they meet the specifications and requirements of the RFP. The University reserves the right to waive any minor informality or technicality in proposals received. The University will conduct a One-Step evaluation of Proposals: Proposals will be received from each responsive Vendor in a sealed envelope or package. All proposals must be received by the University not later than the date and time specified on the cover sheet of this RFP. Rev: 10/2017 Page 9 of 26

12 At that date and time, the package containing the proposals from each responding firm will be opened publicly and the name of the Vendor will be announced. Interested parties are cautioned that these proposals and their components are subject to further evaluation for completeness, correctness, and negotiation. Therefore, they may not be an exact indicator of a Vendor s final position. At their option, the evaluators may request oral presentations or discussion with any or all Vendors for the purpose of clarification or to amplify the materials presented in any part of the proposal. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification and often do not. Therefore, all proposals should be complete and reflect the most favorable terms available from the Vendor. Proposals will generally be evaluated according to completeness, content, and experience with similar projects, ability of the Vendor and its staff, and cost. Specific evaluation criteria are listed in 3.4 EVALUATION CRITERIA, below. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the University reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of The University reserves the right to reject all original offers and request one or more of the Vendors submitting proposals within a competitive range to submit a best and final offer (BAFO), based on discussions and negotiations with the University, if the initial responses to the RFP have been evaluated and determined to be unsatisfactory. Upon completion of the evaluation process, the University will make Award(s) based on the evaluation and post the award(s) to IPS under the RFP number for this solicitation. Award of a Contract to one Vendor does not mean that the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed most advantageous and represented the best value to the University. 3.4 EVALUATION CRITERIA All qualified proposals will be evaluated and award made based on considering the following criteria, to result in an award most advantageous to the University: Evaluation of each proposal relative to the others shall be given due consideration according to the following selection criteria. 1. Company Background 15% Experience, qualifications, references, and credentials 2. Project Methodology 35% Implementation approach, equipment, and safety information 3. Scheduling 30% Flexibility of scheduling, time to completion, and disruption to University activities 4. Price 20% Line-item, per area, per square foot, and total pricing 3.5 PERFORMANCE OUTSIDE THE UNITED STATES Vendor shall complete ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this RFP, the University may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the University: Total cost to the University Level of quality provided by the Vendor Process and performance capability across multiple jurisdictions Protection of the University s information and intellectual property Rev: 10/2017 Page 10 of 26

13 Availability of pertinent skills Ability to understand the University s business requirements and internal operational culture Particular risk factors such as the security of the University s information technology Relations with citizens and employees Contract enforcement jurisdictional issues 3.6 INTERPRETATION OF TERMS AND PHRASES This Request for Proposal serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the University; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. As such, all terms in the Request for Proposal shall be enforceable as contract terms in accordance with the General Contract Terms and Conditions. The use of phrases such as shall, must, and requirements are intended to create enforceable contract conditions. In determining whether proposals should be evaluated or rejected, the University will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the University s needs as described in the Request for Proposal. Except as specifically stated in the Request for Proposal, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the University exercising its discretion to reject a proposal in its entirety. 4.0 REQUIREMENTS This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements and terms and conditions stated in this RFP. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for the University to receive a better proposal, the Vendor is urged and cautioned to submit these items in the form of a question during the question and answer period in accordance with Section CONTRACT TERM The term of the contract issued as a response to this solicitation will be for every three (3)-year cleaning of the following parking decks on a prescribed schedule as shown in this request document. The contract may be amended to include additional structures as they are constructed. The contract awarded shall be for a term of three (3) calendar years, with the option to renew for two (2) supplemental three (3)-year terms, not to exceed a total term of nine (9) years. The University will give the Vendor written notice of its intent to exercise each option before the end of the Contract s then-current term. In addition, the University reserves the right to extend a contract term for a period of up to 180 days in 90-day-or-less increments. 4.2 PRICING Proposal price shall constitute the total cost to Buyer for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, administrative and other similar fees. Vendor shall not invoice for any amounts not specifically allowed for in this RFP. Complete ATTACHMENT C: PRICING FORM and include in Proposal. 4.3 FINANCIAL STABILITY Each Vendor shall submit documentation with its Proposal to demonstrate the company is financially stable and able to provide the requested services to the University. Financial information, statements and/or documents submitted with a proposal shall be evaluated to determine: whether the Vendor has sufficient ability to perform the contract; whether the Vendor is able to meet its short term obligations, debts, liabilities, payroll, and expenses; whether Vendor has provided complete, reliable and accurate financial information regarding its business operation; whether the Vendor is financially solvent; and whether Vendor has sufficient cash flow and/or available financing from a financial institution to perform the proposed contract. Financial information of non-public entities may be marked as confidential in accordance with paragraph 11 of ATTACHMENT A: INSTRUCTIONS TO VENDORS. Rev: 10/2017 Page 11 of 26

14 4.4 VENDOR EXPERIENCE In its Proposal, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to the University. Vendor shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person. 4.5 REFERENCES Vendors shall provide three (3) references for which your company has provided services of similar size and scope to that proposed herein. The University may contact these users to determine the services provided are substantially similar in scope to those proposed herein and Vendor s performance has been satisfactory. Such information may be considered in the evaluation of the proposal. COMPANY NAME CONTACT NAME TELEPHONE NUMBER AND ADDRESS 4.6 BACKGROUND CHECKS Any personnel or agent of the Vendor performing services under any contract arising from this RFP may be required to undergo a background check at the expense of the Vendor, if so requested by the University. 4.7 PERSONNEL Vendor shall not substitute key personnel assigned to the performance of this Contract without prior written approval by the Contract Lead. Vendor shall notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor s recommended substitute personnel. The University will approve or disapprove the requested substitution in a timely manner. The University may, in its sole discretion, terminate the services of any person providing services under this Contract. Upon such termination, the University may request acceptable substitute personnel or terminate the contract services provided by such personnel. 4.8 VENDOR S REPRESENTATIONS a) Vendor warrants that qualified personnel shall provide services under this Contract in a professional manner. Professional manner means that the personnel performing the services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the University under this Contract. 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 University. 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). b) If any services, deliverables, functions, or responsibilities not specifically described in this Contract are required for Vendor s proper performance, provision and delivery of the service and deliverables under this Contract, or are an inherent part of or necessary sub-task included within such service, they will be deemed to be implied by and included within the scope of the contract to the same extent and in the same manner as if specifically described in Rev: 10/2017 Page 12 of 26

15 the contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and Deliverables. c) Vendor warrants that it has the financial capacity to perform and to continue perform its obligations under the contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction. 5.0 SCOPE OF WORK The term of the contract issued as a response to this solicitation will be for every three (3)-year cleaning of the following parking decks on a prescribed schedule as shown in this request document. Structure Spaces Levels Square Footage Cone Deck ,121 Cone Deck ,896 CRI Deck ,000 East Deck ,598 East Deck ,058 East Deck ,167 North Deck ,000 Union Deck ,700 Union Deck Exp ,067 West Deck ,575 South Village Deck ,210 TOTALS ,880, GENERAL The vendor must supply all personnel, equipment, and chemicals necessary to completely clean the interior of the parking decks which includes all walls, floors, ceilings, columns and walkways. Cleaning of each parking deck shall encompass the following tasks: Pre-cleaning to include but not limited to blowing, sweeping, and removal of all loose trash. Take necessary precautions to protect all signage, as well as all gate control, elevator, electrical and fire safety equipment. Thorough treatment and cleaning of all areas including but not limited to oil drippings, battery acids, radiator fluids, carbon buildup, tire rubber, pigeon waste, dirt, mildew staining, gum, and spilled liquids. Pressure cleaning all concrete and brick surfaces inside of decks. (Many deck ceilings have been painted and will require a softer pressure washing tip to reduce potential damage.) Removing graffiti, stickers, and hand-posted signs. Cleaning safety railings. Waste water removal and treatment of hazardous and non-hazardous waste derived from remediation of site in a manner consistent with State of North Carolina s policies. Rev: 10/2017 Page 13 of 26

16 A The vendor is responsible for all waste and wastewater recovery and disposal and any associated costs in accordance with local, state, and federal laws. B C D E F The vendor must be able to schedule work for times when the parking deck use is minimal. This may include evenings and overnights, weekends, and University breaks. The vendor may be asked at certain facilities to develop a cleaning schedule that would not require a complete shut-down of the facility, but execute a phased-cleaning approach, cleaning one area of the facility while still allowing vehicles and patrons to safely utilize another area. The vendor shall ensure that the chemicals, equipment, and cleaning processes used do not damage or degrade the surfaces serviced. The vendor shall be responsible for replacing or repairing any and all property damaged during the cleaning process. This will be verified by the vendor taking pictures and providing a summary report of areas and fixtures to be cleaned before and after the cleaning process. The vendor is not responsible for cleaning / power washing the exteriors of the decks within the scope of this project and should take great care to ensure interior cleaning methods do not result in soiling / staining the exterior portions of the decks. If such a case does arise, it is the vendor s responsibility to remediate the issue at no additional charge to the Owner. The vendor shall take all reasonable precautions to ensure the safety of parking deck customers and vehicles. The vendor shall coordinate with UNCC PaTS to display appropriate warning signage and barricade off areas as necessary. The vendor shall not at any time operate cleaning equipment around or near parking deck customers or vehicles. G The vendor shall have in place and practice a comprehensive safety plan that includes a qualified safety officer that makes site visits during work being performed so as to ensure compliance with all applicable OSHA regulations and worker safety. In addition, the vendor shall have all insurance and certifications required by law and UNC Charlotte to provide this type of work. 5.2 OBJECTIVES Sample proposed schedule Parking Deck Proposed year to be cleaned East Deck East Deck West Deck 2018 East Deck Cone Deck Cone Deck Union Deck 2019 North Deck 2020 CRI Deck 2020 South Village Deck 2020 Rev: 10/2017 Page 14 of 26

17 5.3 PROJECT ORGANIZATION Vendor shall describe the organizational and operational structure it proposes to utilize for the work described in this RFP, and identify the responsibilities to be assigned to each person Vendor proposes to staff the work. 5.4 TECHNICAL APPROACH Vendor s proposal shall include, in narrative, outline, and/or graph form the Vendor's approach to accomplishing the tasks outlined in the Scope of Work section of this RFP. A description of each task and deliverable and the schedule for accomplishing each shall be included. 5.5 ACCEPTANCE OF WORK In the event acceptance criteria for any work or deliverables is not described in contract documents or work orders hereunder, the University shall have the obligation to notify Vendor, in writing ten (10) calendar days following completion of such work or deliverable described in the Contract that it is not acceptable. The notice shall specify in reasonable detail the reason(s) it is unacceptable. Acceptance by the University shall not be unreasonably withheld; but may be conditioned or delayed as required for reasonable review, evaluation, installation or testing, as applicable of the work or deliverable. Final acceptance is expressly conditioned upon completion of all applicable assessment procedures. Should the work or deliverables fail to meet any requirements, acceptance criteria or otherwise fail to conform to the contract, the University may exercise any and all rights hereunder, including, for deliverables, such rights provided by the Uniform Commercial Code as adopted in North Carolina. 6.0 CONTRACT ADMINISTRATION 6.1 PROJECT MANAGER AND CUSTOMER SERVICE The Vendor shall designate and make available to the University a project manager. The project manager shall be the University s point of contact for contract related issues and issues concerning performance, progress review, scheduling and service. 6.2 POST AWARD MANAGEMENT REVIEW MEETINGS The Vendor, at the request of the University, shall meet quarterly, at minimum, with the University for Project Review meetings. The purpose of these meetings will be to review project progress reports, discuss Vendor and University performance, address outstanding issues, review problem resolution, provide direction, evaluate continuous improvement and cost saving ideas, and discuss any other pertinent topics. 6.3 CONTINUOUS IMPROVEMENT The University encourages the Vendor to identify opportunities to reduce the total cost the University. A continuous improvement effort consisting of various ideas to enhance business efficiencies will be discussed at the periodic Business Review Meetings. 6.4 DISPUTE RESOLUTION The parties agree that it is in their mutual interest to resolve disputes informally. A claim by the Vendor shall be submitted in writing to the University s Contract Lead for resolution. A claim by the University shall be submitted in writing to the Vendor s Project Manager for resolution. The Parties shall negotiate in good faith and use all reasonable efforts to resolve such dispute(s). During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their respective duties and responsibilities under this Contract. If a dispute cannot be resolved between the Parties within thirty (30) days after delivery of notice, either Party may elect to exercise any other remedies available under this Contract, or at law. This term shall not constitute an agreement by either party to mediate or arbitrate any dispute. Rev: 10/2017 Page 15 of 26

18 6.5 CONTRACT CHANGES Contract changes, if any, over the life of the contract shall be implemented by contract amendments agreed to in writing by the University and Vendor. The remainder of this page is intentionally left blank Attachments to this RFP begin on the next page. Rev: 10/2017 Page 16 of 26

19 ATTACHMENT A: INSTRUCTIONS TO VENDORS 1. READ, REVIEW AND COMPLY: It shall be the Vendor s responsibility to read this entire document, review all enclosures and attachments, and any addenda thereto, and comply with all requirements specified herein, regardless of whether appearing in these Instructions to Vendors or elsewhere in this RFP document. 2. LATE PROPOSALS: Late proposals, regardless of cause, will not be opened or considered, and will automatically be disqualified from further consideration. It shall be the Vendor s sole responsibility to ensure delivery at the designated office by the designated time. 3. ACCEPTANCE AND REJECTION: The University reserves the right to reject any and all proposals, to waive any informality in proposals and, unless otherwise specified by the Vendor, to accept any item in the proposal. If either a unit price or an extended price is obviously in error and the other is obviously correct, the incorrect price will be disregarded. 4. BASIS FOR REJECTION: Pursuant to 01 NCAC 05B.0501, the University reserves the right to reject any and all offers, in whole or in part, by deeming the offer unsatisfactory as to quality or quantity, delivery, price or service offered, non-compliance with the requirements or intent of this solicitation, lack of competitiveness, error(s) in specifications or indications that revision would be advantageous to the University, cancellation or other changes in the intended project or any other determination that the proposed requirement is no longer needed, limitation or lack of available funds, circumstances that prevent determination of the best offer, or any other determination that rejection would be in the best interest of the University. 5. EXECUTION: Failure to sign EXECUTION PAGE in the indicated space will render proposal non-responsive, and it shall be rejected. 6. ORDER OF PRECEDENCE: In cases of conflict between specific provisions in this solicitation or those in any resulting contract, the order of precedence shall be (high to low) (1) any special terms and conditions specific to this RFP, including any negotiated terms; (2) requirements and specifications in Sections 4, 5 and 6 of this RFP; (3) North Carolina General Contract Terms and Conditions in ATTACHMENT B: NORTH CAROLINA GENERAL CONTRACT TERMS AND CONDITIONS; (4) Instructions in ATTACHMENT A: INSTRUCTIONS TO VENDORS; and (5) Vendor s Proposal. 7. INFORMATION AND DESCRIPTIVE LITERATURE: Vendor shall furnish all information requested and in the spaces provided in this document. Further, if required elsewhere in this proposal, each Vendor must submit with their proposal sketches, descriptive literature and/or complete specifications covering the products offered. Reference to literature submitted with a previous proposal or available elsewhere will not satisfy this provision. Proposals that do not comply with these requirements shall be subject to rejection without further consideration. 8. SUSTAINABILITY: To support the sustainability efforts of the State of North Carolina we solicit your cooperation in this effort. Pursuant to Executive Order 156 (1999), it is desirable that all responses meet the following: All copies of the proposal are printed double sided. All submittals and copies are printed on recycled paper with a minimum post-consumer content of 30%. Unless absolutely necessary, all proposals and copies should minimize or eliminate use of non-recyclable or non-reusable materials such as plastic report covers, plastic dividers, vinyl sleeves, and GBC binding. Threeringed binders, glued materials, paper clips, and staples are acceptable. Materials should be submitted in a format which allows for easy removal, filing and/or recycling of paper and binder materials. Use of oversized paper is strongly discouraged unless necessary for clarity or legibility. 9. HISTORICALLY UNDERUTILIZED BUSINESSES: Pursuant to General Statute and Executive Order #150 (1999), the University invites and encourages participation in this procurement process by businesses owned Rev: 10/2017 Page 17 of 26