1. No category

Solicitation RFP No. 13-MG18140552
Bidder/Offeror: ____________________________
THIS PAGE IS TO BE FILLED OUT AND RETURNED WITH YOUR BID. FAILURE TO DO SO
MAY SUBJECT YOUR BID TO REJECTION.
ATTENTION
Federal Employer Identification Number or alternate identification number
(e.g., Social Security Number) is used for internal processing, including bid tabulation.
Enter ID number here: _________________________________
Pursuant to N.C.G.S. 132-1.10(b) this identification number shall not be released to the public.
This page will be removed and shredded, or otherwise kept confidential,
before the procurement file is made available for public inspection.
THIS PAGE IS BLANK INTENTIONALLY
STATE OF NORTH CAROLINA
Request For Proposal (RFP)
RFP #13-MG18140552
TITLE:
Janitorial Services – Motor Fleet Management
Building
USING AGENCY:
State of North Carolina, Department of Administration
Facility Management Division
431 N Salisbury Street
Raleigh, North Carolina 27603
ISSUE DATE:
October 14, 2014
OPENING DATE:
October 29, 2014
ISSUING AGENCY:
North Carolina Department of Administration
Office of Fiscal Management - Purchasing Section
116 W. Jones Street, Room 2054
Raleigh, NC 27603-8003
Sealed Proposals subject to the conditions made a part hereof will be received until 2:00 p.m., October 29, 2014 for
furnishing services described herein.
SEND ALL PROPOSALS DIRECTLY TO THE ISSUING AGENCY ADDRESS AS SHOWN BELOW:
DELIVERED BY US POSTAL SERVICE
RFP NO. 13-MG18140552
Attn: Michele Goff
NC Department of Administration
Office of Fiscal Management – 2nd Floor
Purchasing Section
1306 Mail Service Center
Raleigh, NC 27699-1306
DELIVERED BY ANY OTHER MEANS (Preferred)
RFP NO. 13-MG18140552
Attn: Michele Goff
NC Department of Administration
Office of Fiscal Management – 2nd Floor
Purchasing Section
116 West Jones Street, Room 2054
Raleigh, NC 27603-8003
***********************************SPECIAL NOTE – PLEASE READ***********************************
The US Postal Service DOES NOT deliver any mail (US Postal Express Mail, Certified,
Priority, Overnight, etc.) to our physical address of 116 West Jones Street.
IMPORTANT NOTE: Indicate firm name and RFP #13-MG18140552 on the front of each sealed proposal envelope or
package, along with the date for receipt of proposals specified above. One (1) original and two (2) copies of the
complete proposal must be submitted.
ELECTRONIC OR FACSIMILE (FAX) PROPOSALS: Proposals and/or addenda submitted via telegraph, facsimile (FAX)
machine, telephone, and electronic means including but not limited to e-mail, in response to this Request for Proposals
will not be acceptable.
Direct all inquiries concerning this RFP to:
Michele Goff
NC Department of Administration
[email protected]
RFP #13-MG18140552
Page 3
MANDATORY PRE-PROPOSAL CONFERENCE AND TOUR OF BUILDING: A mandatory pre-proposal conference will
nd
be held on October 20, 2014, beginning at 2:00 PM in the DOA Human Resources Management Training Center, 2
Floor – Room 2087, 116 W. Jones Street, Raleigh, North Carolina. Please be prompt. Late arrivals will not be allowed to
attend the conference and tour once it has begun. It is recommended that you bring a copy of this RFP to the preproposal conference.
Parking is limited. Allow adequate time to secure parking. Visitor parking is available in Deck #75 at the Salisbury Street
entrance, or McDowell Street entrance. Limited parking is available at the Facility Management Building, 431 N. Salisbury
Street on a first come basis. Other parking can be found at the link below:
http://www.doa.nc.gov/parking/documents/VisitorParking.pdf
After the pre-proposal conference, a tour will be conducted by the Contract Administrator/Inspector to familiarize the
Offerors with the building and conditions, which may affect the performance of the services required.
Attendance at the pre-proposal conference and tour of the buildings is a prerequisite to submission of a
proposal. The vendor or a vendor representative may attend the pre-proposal conference.
ALL OFFERORS ATTENDING THE CONFERENCE AND TOUR MUST SIGN IN AT THE BEGINNING AND SIGN OUT
AT THE END OF THE TOUR.
QUESTIONS AND ANSWERS: Prospective bidders are to submit their written questions for this Request for Proposals by
2:00 PM on October 24, 2014 to Michele Goff, via email at [email protected] concerning the specifications in this
RFP. The bid number and description must be referenced in the “Subject” line of the email. NO QUESTIONS WILL
BE ACCEPTED AFTER THIS DATE AND TIME. RFP QUESTIONS BY TELEPHONE OR FAX WILL NOT BE
ACCEPTED.
It is the offeror’s responsibility to assure that all addenda have been reviewed and, if need be, signed and
returned. Internet address: https://www.ips.state.nc.us/ips/
E-VERIFY: As required by G.S. §143-48.5 (Session Law 2013-418), the Bidder certifies that it, and each of its
subcontractors for any contract awarded as a result of this solicitation, complies with the requirements of Article 2 of
Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in
North Carolina to verify the work authorization of its employees through the federal E-Verify system.
CONTRACT MONITORING
Per NC Senate Bill 1213 (Session Law 2010-194) any contract which results from the award of this Request For Proposals
shall include contract monitoring as a regular process of evaluating post award Vendor contract performance based on
measurable deliverables and verifying Vendor compliance with the terms and conditions in the contract.
The general purpose of monitoring will be to 1) improve Vendor contract performance through early identification of
questions and issue resolution; 2) identify potential contract problems, financial or technical, that may require additional
scrutiny; 3) evaluate Vendor contract performance controls to ensure there is a reliable basis for validating deliverables and
minimizing risk of contract default; 4) assure that Vendor financial documentation is adequate and accurate as it relates to
contract payments.
Specifically, contract monitoring may include but are not limited to the following areas;
 Verify contractor performance for purposes of payment;
 Identify material breach of contract by assessing the difference between contract performance and material
nonperformance;
 Determine if corrective action is necessary and take such action if required;
Monitoring Vendor compliance of any contract document which results from the award of this Request For Proposals shall
be the responsibility of Department of Administration. Monitoring shall occur for an on-going basis throughout the term of
the contract."
RFP #13-MG18140552
Page 4
VENDOR REGISTRATION AND SOLICITATION NOTIFICATION SYSTEM: Vendor Link NC allows vendors to
electronically register free with the State to receive electronic notification of current procurement opportunities for goods
and services available on the Interactive Purchasing System (IPS). Online registration and other purchasing information
are available on our Internet web site: https://www.ips.state.nc.us/Vendor/VendorPubMain.aspx
TABULATIONS: The State Division of Purchase and Contract has implemented an Interactive Purchasing System (IPS)
that allows the public to retrieve bid tabulations electronically from our Internet web site: https://www.ips.state.nc.us/ips/
E-PROCUREMENT REGISTRATION: Within two (2) days after notification of award of a contract, the vendor must
register in NC E-Procurement @ Your Service (ttp://vendor.ncgov.com
Prohibited Communications: FROM THE ISSUANCE DATE OF THIS RFP THROUGH THE DATE THE CONTRACT
IS AWARDED, EACH OFFEROR (INCLUDING ITS SUBCONTRACTORS AND/OR SUPPLIERS) IS PROHIBITED FROM
HAVING ANY COMMUNICATIONS WITH ANY PERSON INSIDE OR OUTSIDE THE USING AGENCY, ISSUING
AGENCY, OTHER GOVERNMENT AGENCY OFFICE, OR BODY (INCLUDING THE PURCHASER NAMED ABOVE,
DEPARTMENT SECRETARY, AGENCY HEAD, MEMBERS OF THE GENERAL ASSEMBLY AND/OR GOVERNOR’S
OFFICE), OR PRIVATE ENTITY, AND THE COMMUNICATION DISCUSSES THE CONTENT OF OFFEROR’S
PROPOSAL OR QUALIFICATIONS, THE CONTENTS OF ANOTHER OFFEROR’S PROPOSAL, ANOTHER
OFFEROR’S QUALIFICATIONS OR ABILITY TO PERFORM THE CONTRACT, AND/OR THE TRANSMITTAL OF ANY
OTHER COMMUNICATION OF INFORMATION THAT HAS THE EFFECT OF DIRECTLY OR INDIRECTLY
INFLUENCING THE EVALUATION OF PROPOSALS AND/OR THE AWARD OF THE CONTRACT. OFFERORS NOT IN
COMPLIANCE WITH THIS PROVISION SHALL BE DISQUALIFIED FROM CONTRACT AWARD, UNLESS IT IS
DETERMINED THAT THE BEST INTEREST OF THE STATE WOULD NOT BE SERVED BY THE DISQUALIFICATION.
AN OFFEROR’S PROPOSAL MAY BE DISQUALIFIED IF ITS SUBCONTRACTOR 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 THE DISCUSSIONS,
COMMUNICATIONS OR TRANSMITTALS OF INFORMATION AUTHORIZED BY THE ISSUING AGENCY IN THIS RFP
OR GENERAL INQUIRIES TO THE PURCHASER REGARDING THE STATUS OF THE CONTRACT AWARD ARE
EXEMPT FROM THIS PROVISION.
RFP #13-MG18140552
Page 5
1.
INTRODUCTION
The Department of Administration is seeking janitorial services as herein specified. The services shall consist of an
all-inclusive janitorial service with daily cleaning, including all necessary labor, supervision, materials, and equipment
in order to keep the contracted areas clean and properly supplied. Each Offeror is to submit a Cost Proposal with
the Contracting Agency furnishing consumable supplies. The Offeror will pick up supplies at the Facility
Management Warehouse located at 431 N. Salisbury Street, Raleigh, NC.
2.
BACKGROUND
The North Carolina Department of Administration, Facility Management Division is responsible for the administration
of the contract. The Facility Management Division is responsible for providing efficient, healthy, and safe janitorial
service for State buildings. Therefore, with this Request for Proposals, the Contracting Agency seeks proposals
from experienced, qualified Offerors to provide efficient and professional manpower with minimal interruption of
service upon termination of a previous contract.
3.
CONTRACTING AGENCY – ADMINISTRATOR
For the purpose of this contract, the NC Department of Administration, Facility Management Division, hereinafter is
referred to as the “Contracting Agency”. The Contract Administrator is Department of Administration, Facility
Management Division, Building Services and the contact person will be Stan Edwards at (919) 733-3855.
4.
CONTRACT PERIOD
The term of this contract will be one (1) year beginning on or about December 1, 2014 and ending November 30,
2015 with the option to renew for two (2) additional one (1) year periods at the option of the Contracting Agency
unless otherwise terminated as provided herein. All changes must be agreed to in writing and confirmed by change
order.
5.
WORK LOCATIONS
Motor Fleet Management
1915 Blue Ridge Road
Raleigh, NC 27607
6.
BUILDING DATA
Motor Fleet Management Building
Net Square Feet:
10,000
Floors Occupied:
1
Staircases:
0
Rest Rooms:
4 (4 ganged, 2 urinals, 5 lavatories, 7 toilets)
Showers
3
Elevators:
0
Carpet:
60%
Approximately
6,000 square feet
Tile:
35%
Approximately
3,500 square feet
Concrete
5%
Approximately
500 square feet
All figures are estimates for the building statistical data.
The Offeror is responsible for verifying dimensions and quantities
Official working hours of building occupants are from 7:30 am – 6:00 pm
7.
SCOPE
To provide complete and efficient janitorial services, as described below, which shall include daytime personnel.
Prospective Offeror will provide daily cleaning, including all necessary labor, supervision, materials, and equipment
in order to keep the contracted area clean and properly supplied. The areas to be cleaned consist of offices,
conference rooms, restrooms, hallways, corridors, porches, decks, ancillary spaces and storage areas. Each Offeror
is to submit a cost proposal with the Contracting Agency furnishing consumable supplies. The Offeror will be
RFP #13-MG18140552
Page 6
required to pick up consumable supplies at the Facility Management Division Warehouse, 431 N. Salisbury Street,
Raleigh, NC.
If any type of normal janitorial duties have been inadvertently omitted the contract is to be interpreted to include the
same.
SECTION I - GENERAL CLEANING
PERSONNEL
Daytime personnel, employees who work from 7:30 AM to 4:30 PM, will perform duties as listed in “General Duties of
Daytime Personnel” as listed herein. The daytime person(s) is considered separate from and is not to be used, during
daytime hours, to perform duties considered Daily General Cleaning, which is to be performed by employees who work
from 5:00 PM to 11:00 PM.
Motor Fleet Management Building
This building may be cleaned during the day or night depending on the decision of Motor Fleet Management.
SCHEDULE OF PERFORMANCE
Daily General Cleaning performed by the day person, for this contract, will be done between the hours of 7:30 AM and 4:30
PM. The exact times will be coordinated with the Contract Administrator.
General daily nightly cleaning duties for the contract will be performed between the hours of 5:00 PM and 11:00 PM. The
hours to be worked and the times will be coordinated with the Contract Administrator.
A. DAILY GENERAL CLEANING (BETWEEN HOURS OF BETWEEN 5:00 PM AND 11:00 PM.)
The following tasks must be accomplished during daily evening shift, Monday Friday, excluding State
holidays. The exact times will be coordinated with the Contract Administrator.
1.
Empty all ashtrays and trash cans (wash if needed). Plastic liners may be used if cans are cleaned initially.
Plastic liners must be changed twice a month or more often when needed.
2.
Deposit all trash in dumpsters or other areas designated for that purpose. Collect all boxes clearly marked with
the word "trash".
3.
Collect and breakdown all cardboard boxes and deposit in appropriate designated container/area.
4.
Wash and dry all standing plate glass doors and partitions.
5.
Sweep and damp mop all uncarpeted floors and mats (including hall, office and entrance areas). All floors must
be kept clean, dirt free and trash free. Spots or stains will be removed immediately (spray buff if necessary).
6.
Vacuum all carpeted areas daily and spot clean when necessary.
7.
Special cleanup of areas which have had furniture, equipment, cartons or carpet moved. These areas should
be brought up to the same level of cleanliness and appearance as surrounding or adjacent areas. The contract
administrator and the contractor may agree on a mutual completion date and time.
8.
Clean and shine all chrome fixtures, including but not limited to, drinking fountains, handrails and moldings.
9.
Clean up trash, paper, cigarette butts, litter, and pigeon droppings in and around the building (wash down if
necessary). Empty ash urns and trash receptacles at outside entrances.
10.
Dust all horizontal surfaces including desktops, tabletops, telephones, chairs, file cabinets, bookshelves, ledges
on walls, window ledges, partitions, and other surface areas (including fixtures and lamps).
11.
Sweep outside entrances, sidewalks, porches, loading dock, alleys, and driveways (hose down and scrub if
necessary).
12.
Daily Rest Room Maintenance: (Between hours of 5:00 PM and 11:00 PM)
RFP #13-MG18140552
Page 7
a. Replenish all rest room supplies (i.e. soap, deodorizer, tissue). The Offeror must provide sufficient quantity
to last all day, including replenishment during the day, if necessary. Rest rooms are to be checked and spot
cleaned every two (2) hours during the day.
b. Sweep floor. Wet mop with disinfectant cleaner or scrub with soap and water in order to keep the floor
clean and sanitary.
c.
Wash, sanitize and deodorize toilets, seats and urinals. Clean sinks and faucets.
d. Damp wipe, clean and polish all chrome surfaces and mirrors.
e. Dust and/or wash all walls, ledges, grills, and partitions to keep dust free, dirt free and clean.
f.
Empty all trash. Plastic liners must be changed daily.
g. Deodorize and disinfect all traps and drains.
13.
Change building light bulbs and tubes as requested.
14.
Turn out lights after completing daily cleaning.
B. WEEKLY (OUTLINED DUTIES SHALL BE COMPLETED BY THURSDAY NIGHTS WEEKLY)
The following outline of weekly services will be required from the Offeror:
1. Thoroughly wash all rest room walls and partitions.
2. Polish all stainless steel (elevator doors, moldings, etc.).
3. Vacuum upholstered chairs.
4. Remove all spots from all carpet.
5. All stairs and landings will be damp mopped and all handrails, stringers, risers wiped clean with a damp cloth.
6. Damp mop all uncarpeted floors.
C. BI-MONTHLY (TWO TIMES PER MONTH)
All bi-monthly duties to be completed no later than 7:00 PM on the 2nd and 4th Friday of each month
1. Thoroughly sweep, dust and spray buff all tile, polish stone, and terrazzo floors. (Must be done at night).
2. Wash and/or dust and spot clean all walls, woodwork, door frames, switch plates, ledges, fire extinguishers, and
other areas exposed to dust, hand prints, marks and smudges.
3. Dust all Blinds/Shades.
4. Pour bucket of water in all floor drains in building to prevent dry trap and back flow of sewer gases.
5. Vacuum all wall and ceiling vents for HVAC
D. GENERAL DUTIES OF DAYTIME PERSONNEL
Between the hours of 7:30 AM and 4:30 PM
1. Clean lobbies, lunchrooms, entrances, and break rooms. Tables, counters, loading docks, back entrance, side
entrances, and break areas also are to be cleaned.
2. Sweep outside entrances (includes public sidewalk), porches, alleys, loading dock, and driveways (hose down, if
necessary).
3. Monitor men and women’s rest rooms, replenishing supplies as necessary. Rest rooms are to be checked every
two (2) hours and corrections made (spot clean) when necessary.
4. Clean all counters and tables in the break areas after each break period and after lunch period.
5. Clean corridors and wall and ceiling HVAC vents and utility area daily.
6. Clean any conference rooms, on daily call, after each use.
7. Clean marks and handprints from painted surfaces daily.
RFP #13-MG18140552
Page 8
8. Clean all entrance doors and glass in lobbies daily.
9. Sweep and hose dock area twice a week.
10. Remove trash as needed throughout the building including snack bar area.
11. Sweep and mop break room.
12. Perform such other emergency cleaning duties as may be directed by the Contract Administrator.
13. Perform such general cleaning as time may permit and as directed by the Contracting Administrator.
14. Change building light bulbs and tubes as requested.
E. CARPET SHAMPOOING, FLOOR STRIPPING & SEALING
The Offeror shall provide the following services.
The approximate floor space with carpet, tile, wood and cement in the building is listed in the building data paragraph
herein. The Offeror is responsible for professional shampooing or steam cleaning carpet and to strip and seal, wax
and buff, uncarpeted floors once per year. These floors are to be maintained throughout the year until the next major
maintenance is performed a year later.
The Offeror must notify the Contract Administrator upon completion of major maintenance. The Contract
Administrator will then have the area inspected to determine that the service has been performed at an acceptable
level. There will be 50 hours added to the pricing model to cover the stripping, waxing, and carpet cleaning in the
Motor Fleet Management building; therefore, this will not be an additional billable item.
SECTION II - MAJOR MAINTENANCE (PERFORMED ONLY AS REQUESTED)
A. CARPET SHAMPOOING, FLOOR STRIPPING & SEALING (DUE TO RENOVATIONS, ADDITIONS AND SPECIAL
REQUESTS, ETC.)
In the event of renovations, additions to buildings, or special requests, etc., the Offeror shall provide the following
services as requested by the Contract Administrator. The Contract Administrator will contact the Offeror to schedule
all major floor maintenance listed below. Payment to the Offeror will be made after completion and inspection of each
task.
The Offeror is responsible for professional shampooing or steam cleaning carpet and to strip and seal, wax and buff,
uncarpeted floors on an as requested basis. All major floor maintenance will be performed on a per square foot basis.
When required, the Contract Administrator will notify the Offeror of the requirement and coordinate a schedule and the
time period for the service to be provided.
The Offeror must notify the Contract Administrator upon completion of the requested requirements. The Contract
Administrator will then have the area inspected to determine that the service has been performed at an acceptable
level.
All shampooing and stripping will be done on a cost per square foot basis. The Offeror must provide the price per
square foot to be charged for this service on the Cost Proposal Page.
NOTE: If any types of routine janitorial duties have been inadvertently omitted, the contract is to be
interpreted to include the same.
The Offeror must provide a designated, on-site, responsible supervisor/shift leader at all times when any services are
being performed under the terms of this contract. The supervisor/shift leader in charge must check and ensure that all
work performed by the Offeror’s employees is properly performed and acceptable.
B. SPECIAL CLEAN-UP
When special or unusual conditions not covered by the specifications warrant such action, the Contracting Agency
may call upon the Offeror for additional or supplemental services. No guarantee of any hours but only as required and
requested by the Contract Administrator. Labor and equipment will be furnished by contractor.
RFP #13-MG18140552
Page 9
THE FOLLOWING ITEMS ARE CONSIDERED MAJOR MAINTENANCE (As Requested):
1. Strip, wax and buff or seal tile, terrazzo and cement floors. (Due to additions, renovations, or special requests,
etc.)
2. Carpet shampooing. (Due to additions, renovations, or special requests, etc.)
SPECIAL REQUIREMENTS
Office Location – Location of Response personnel must be within one hour’s drive of Raleigh. Offeror must maintain a
management office within North Carolina, preferably with reasonable proximity to Raleigh.
Replace Bulbs – The Offeror will be responsible for replacing light bulbs and tubes (incandescent and fluorescent) as
needed, from a 6,8,10, 12, or 14 foot ladder (maximum 16 foot ceiling height). No light bulb or fluorescent tube will be out
of service for longer than forty-eight (48) hours. The Offeror will not be required to replace personal lamp bulbs. The
electrical shop of the Facility Management Division will be responsible for all light bulbs, tubes, and fixtures not accessible
from a 14 foot ladder (16 foot ceiling height). The Offeror will not be responsible for the purchase of ladders 8, 10, 12, and
14 feet. These ladders will be purchased by the warehouse and will be made available to the contractors for checkout as
needed. The Offeror can designate certain personnel to change the light tubes or bulbs; however, the Offeror agrees that
only properly trained staff (training provided by Facility Management) will change light bulbs.
Answering Service - 24 Hour and Pager - The Offeror will maintain a 24-hour local or Toll Free telephone number and
response time shall be within one hour by a responsible management official of the firm. If a daytime person(s) is
required, the Offeror will provide a pager in order for Work Control to contact Offeror’s personnel.
Repairs - The Offeror is required to notify Facility Management Division, Work Control, phone number (919) 733-2967, of
any item or equipment which malfunctions and requires repair - to include: All rest room equipment and fixtures and all
light fixtures which do not operate properly after bulb replacement.
Notices on Walls - The only authorized communications in State Government are to be posted on bulletin boards.
Offeror will be responsible for daily removal of any taped or tacked notices in corridors, lobbies, or elevators, which are not
permanently mounted (framed) or are not located on bulletin boards.
Keys - Keys for entry to the building will be provided by Facility Management Division. No deposit will be required;
however, a charge of $100.00 per key for keys lost or not returned will be required at the termination of this contract.
There shall also be a $100.00 charge for replacement keys and payment is due upon receipt of such key.
Work Control Service Order Paperwork – The Offeror is responsible for picking up service order paperwork from the
Contract Administrator’s office every Friday before 5:00 PM. This paperwork shall be returned the following Friday with the
following information: action taken, name of person completing order, hours charged, completion date, and the Offeror’s
signature verifying response time and completion of the order.
SCHEDULE OF PERFORMANCE
General daytime cleaning duties shall be performed between the hours of 7:30 AM and 4:30 PM.
General daily nightly cleaning duties will be performed between the hours of 5:00 PM and 11:00 PM. The hours to be
worked and the times will be coordinated with the Contract Administrator. The Offeror is to notify the State Capitol Police
at (919) 733-3333 when performing work at times not scheduled with the Contract Administrator.
SUBCONTRACTING
The major maintenance portions of the contract may be subcontracted by the Offeror. The normal day-to-day cleaning
cannot be subcontracted and must be performed by employees of the Offeror.
ENERGY CLAUSE
If mandatory conservation measures are applied to State Facilities, the Offeror will be expected to alter his work schedule
and work procedures as required for compliance.
RFP #13-MG18140552
Page 10
EQUIPMENT
The Offeror shall furnish all necessary equipment, and materials necessary for professionally performing all work in the
contract. The Offeror will reimburse losses to the Contracting Agency caused by inferior work quality, equipment, or
materials.
SUPPLIES
The Contracting Agency will furnish all consumable supplies (i.e., light tubes and bulbs, toilet tissue, paper towels, rest
room soaps, chemicals, deodorizers, cleaning supplies and trash can liners). The Offeror will pick up the consumable
supplies at the Facility Management Division Warehouse at 431 N. Salisbury Street, Raleigh, NC. The Offeror will submit
his supply request, for needed supplies, to the Contract Administrator, prior to 12:00 noon the workday before the items
are to be picked up. The Offeror must pick up all requested supplies the next workday after a request is submitted.
Supply pickup must be made during the hours of 8:00 AM - 12:00 noon and 1:00 PM - 4:00 PM only. The supply
warehouse is closed from 12:00 noon until 1:00 PM daily. Items not picked up on the scheduled date will be returned to
the warehouse stock and a new request must be submitted. All supplies that are provided by Facility Management should
remain in the building where assigned at all times.
UTILITIES
The Contracting Agency will provide the Offeror with all normal utilities necessary for performing this contract (electricity,
lights, water, etc.). Upon written request from the Contracting Agency, the Offeror will comply with all energy conservation
requirements initiated by State Government.
STORAGE
The Contracting Agency will provide the Offeror with sufficient storage space for equipment and materials. The
Contracting Agency will provide security to protect the Offeror from loss of equipment and supplies through the
normal security procedures in effect with the building. The Offeror shall keep all janitorial closets, storage
rooms, and other space assigned to his use clean, orderly and locked at all times. Any exceptions must have prior
written approval from the Contracting Agency.
WORK CONFERENCES
Periodically, as requested, the Offeror will meet the Contract Administrator of the Contracting Agency for a conference on
the past month's performance of the contract. A written monthly performance report, which will include details of how the
Offeror performs the work, may be requested by the Contract Administrator if the Offeror has at least one (1) prior failed
inspection.
INSPECTION
The Offeror must provide all services no less frequently than the schedule specified. The Contracting Agency will inspect
the premises to ascertain whether the services are being satisfactorily provided. At a minimum, once per month; the
Contracting Agency will conduct inspections of the contracted buildings during normal business hours.
1. Unannounced random inspections will be made at the discretion of the Contracting Agency. These random
inspections will be conducted by the Contracting Agency at any time, day or night.
2. The Contracting Agency will document the results of these inspections by use of an inspection check list and
rating scheme as included herein as 'Attachment A'. Inspection results will be reviewed by the Contract
Administrator and assigned the final rating of Passing or Failing. The Contract Administrator will provide a copy of
the rated inspection results to the Offeror. The Offeror will be responsible to correct any noted deficiencies within
a time as mutually agreed upon by the contract administrator and contractor.
CONTRACT COMPLAINT PROCEDURES
The Offeror shall correct all complaints and respond to special requests for services within one (1) day of complaints; and,
both major and minor complaints shall be investigated during the same working day. Any complaint which cannot be
corrected during the same working day or which cannot be dealt with for reasons beyond the Offeror’s control shall be
specifically reported to the Contract Administrator on the same day. Failure to do so may result in a letter of
RFP #13-MG18140552
Page 11
failure/unsatisfactory performance. The Offeror and contractor administrator will agree upon a written mutual time for
completion of uncorrected complaints, If the Offeror does not honor the written agreement then the Contract Administrator
shall have cause for any and all of the following actions on behalf of the Contracting Agency: Services will be obtained
from within the Contracting Agency’s own staff or from another available source without prior notice to the Offeror. Cost
for these services will be charged to the Offeror and a letter of failing/unsatisfactory performance will be provided to the
Offeror.
PERFORMANCE
A performance bond or other suitable performance guarantee will be required from the successful Offeror as provided by
law and without expense to the Contracting Agency. In case of default by the Offeror, the Contracting Agency may procure
the services from other sources and hold the Offeror responsible for excess cost occasioned through the default. See
page with Performance Guarantee for options on providing Performance Guarantee.
ADJUSTMENT PERIOD
The successful Offeror shall be given a sixty (60) day adjustment period to bring the building up to acceptable janitorial
standards. Inspections with a 'Failing Rating' during the first 60 days of the contract period will not be counted against the
Offeror nor counted in the cumulative total failings used for cancellation.
DEFAULT AND PENALTIES
Failure of the successful Offeror to consistently provide passing services as listed herein will be considered default.
Failure of the Offeror to receive a passing rating during any inspections or to correct complaints, in accordance with
paragraph titled ‘Contract Complaint Procedures’ will be considered unsatisfactory/failing performance. After the
adjustment period, the contract will be canceled upon receipt of three (3) Failing Ratings within the most recent six (6)
month period.
The contract will be cancelled upon thirty (30) days prior written notice to the Offeror. Such notice shall be made by
certified mail (return receipt requested) and either received or refused at the office of the Offeror listed in the contract.
Upon cancellation, the Offeror’s performance guarantee and payments due shall be held for a period not to exceed thirty
(30) days. During this period, the Contracting Agency will assess any costs or damages due the Contracting Agency. The
Offeror will be liable for any damages due and for any excess costs of obtaining the services for the balance of the original
contract period, or twelve (12) months, whichever is less. The Facility Management Division, Building Services will initiate
the recommendation for cancellation if the services are found to be failing or in default.
COMMUNICATION SERVICES
The Offeror shall constantly provide the contract administrator with an up-to-date list of local office location (address),
telephone numbers, a business office number, emergency contact number, a cell phone and or a pager and a fax number.
An e-mail address shall also be provided if available. The Offeror or a responsible management official of the firm shall
respond within one (1) hour after telephone contact from the contract administrator at all times. If e-mail addresses are
provided in the contract, the Offeror shall respond to any complaints within twenty-four (24) hours after receiving an e-mail
request.
EMERGENCY SERVICES
Offeror must respond to emergency requests within one (1) hour after contact from the contract administrator or
designated representative from Facility Management. Offeror must provide necessary equipment to extract water from
carpet and floors, to remove debris, trash, dirt, or mud resulting from leaks, floods or overflows.
Special Clean-up rates per hour listed on the cost proposal page will be used when billing for providing for
emergency services.
WORK PLAN
The Contracting Agency, at its option, may request a written work plan from the Offeror as a part of the evaluation for
award. When requested, Offeror must submit the requested work plan within five (5) working days. Failure to provide a
work plan when requested will be cause for disqualification of the proposal. The plan will describe how the Offeror
proposes to clean the building, including personnel to be assigned, supervision, and equipment.
RFP #13-MG18140552
Page 12
CONTRACTOR EMPLOYEE POLICY
The Offeror agrees to be responsible for and shall provide general supervision of all employees working under this
agreement. Whenever any employee(s) is/are working, there shall be a designated supervisor directing the work. The
Offeror shall ascertain that all employees abide by the following rules:
1. Employee shall wear an identification badge, and distinct uniform shirt, provided by the Offeror, with a 2 inch by 4
inch (minimum size) logo of the Offeror’s firm permanently affixed at all times while on the premises. The
Contracting Agency will provide picture I. D. Badges. Employee badges must be worn at all times while working in
State buildings. There will be a $10.00 charge for non-returned badges and replacement badges. Upon
termination of employment notification, all badges must be returned to the contract administrator in accordance
with the Criminal Check Paragraph.
2. Employee shall not disturb any papers, boxes or other materials except that in trash receptacles or designated
areas for trash or unless such material is properly identified as trash.
3. Employee shall report any property loss or damage to the supervisor immediately. The supervisor shall report
such damage immediately to the Contracting Agency in writing, specifying the location and extent of damage.
4. Employee shall not open drawers, file cabinets, or use any telephones except public pay phones unless given
specific prior approval by the Contracting Agency.
5. Employee shall not leave keys in doors or admit anyone in any building or office who is not a designated employee
of the Offeror. All doors, which were locked upon entry, will be immediately re-locked.
6. Employee shall not engage in idle or unnecessary conversation with State employees, other employees of the
Offeror, tenants or visitors to the building.
7. Employee shall not remove any articles or materials from the premises, regardless of its value or regardless of any
employee's or tenant's permission. This is to include the contents of, or any item found in, trash containers in or
around the premises. Trash items are to be placed in dumpsters or trashcans designated for that purpose.
8. Employee shall abide by rules and regulations set forth by the North Carolina Department of Administration that
affects the performance of the work.
9. Each employee of the Offeror should have at least 6 months to 1 year of experience as a janitorial employee.
Supervisory employees should have at least one year of experience as a cleaning supervisor. Each employee
shall be trained in proper procedures for handling blood borne pathogens per OSHA requirements and North
Carolina Administrative Code - 13NCAC 7C.0101 (a) (96). This training may be obtained by contacting the
Contract Administrator and must be completed within thirty (30) days of the effective date of the contract or within
thirty (30) days of a new employee’s effective date.
Janitorial personnel must successfully complete training requirements stated in this RFP within thirty (30) days of
the effective date of this contract or within thirty (30) days of a new employee’s effective date. Required training
will be coordinated by the Contract Administrator.
Asbestos awareness training and mold removal training for housekeepers will be provided through Facility
Management; this training is required for every employee, including the Offeror. The training must be completed
within thirty (30) days of the effective date of the contract or within thirty (30) days of a new employee’s
employment date. It shall be the responsibility of the Offeror to provide a list of employee names and to schedule
training. The asbestos awareness and mold removal training must be scheduled within thirty (30) days of the
employee beginning work. The Agency has the right to request that the Offeror terminate the contract and/or have
the untrained employees removed from working in the building. Their badges will be deactivated and the Offeror
will be in contract default if he/she fails to follow the training request.
References:
a. OSHA’s Bloodborne Pathogen regulation 29 CFR 1910.1030(d)(4)
b. OSHA’s Hazard Communication Standard 29 CFR 1910.1200(h)(1) 29 CFR 1910.1200(h)(3)-(h)(3)(iii)
c. OSHA’s Occupational Exposure to Hazardous Chemicals in laboratories 29 CFR 1910.1450(4)(i)(A)
d. Asbestos Awareness Standard 29 CFR 1910.1001, 29 CFR 1926.1101
RFP #13-MG18140552
Page 13
e. Fluorescent Lamp Recycle Training, CFR 40 Part 273 Standard for Universal Waste Management July
1999, NC Session Law 2010-180
f. Appendix A 4. Housekeeping, Maintenance and Inspections
10. Upon written request of the Contracting Agency to the Offeror, any Offeror’s employee who fails to abide by these
or other rules established by the Department of Administration will be immediately terminated.
CRIMINAL CHECK
It is the policy of the Department of Administration to provide a safe and crime free environment for State employees to
work. Therefore, the Department requires a criminal background check on owners, and each employee assigned to work
on State property. As a requirement of this contract, upon notification of award the successful Offeror must
provide a statement, signed by an official of the Company, that the required criminal check has been performed
on each employee assigned to work on State property. This statement must be provided to the Contract
Administrator prior to any employee performing work on State property. The statement must provide the
following information at a minimum: Employee's name, address, date of birth, and social security number. When
an employee is terminated, (within twenty four (24) hours of termination) the Offeror is required to collect the I.D. Badge,
provided by the Contracting Agency, and return it with written notification, to the Contract Administrator, that the employee
has been terminated. The Offeror should also call the Contracting Agency immediately so the badge can be deactivated.
During the term of the contract, prior to any new employee commencing work, the Offeror must follow the same
procedures for any new employees assigned to work on State property.
RFP #13-MG18140552
Page 14
Proposal Submission Requirements
The response to this Request for Proposal shall consist of the following sections:
1. Company/corporate background and history:
The Offeror shall provide a written summary of the company/corporation including when the firm was established,
the number of current employees, the types of facilities serviced and the volume of space cleaned currently and in
the past. The Offeror should include all similar contracts performed by the Offeror in the past three years. The
failure to list all similar contracts in the specified period may result in the rejection of the Offeror’s proposal. The
evaluators may check all public sources to determine whether Offeror has listed all contracts for similar work
within the designated period. If the evaluators determine that references for other public contracts for similar
contracts were not listed, the evaluators may contact the public entities to make inquiry into Offeror’s performance
of those contracts and the information obtained may be considered in evaluating Offeror’s proposal. The Offeror
must have cleaned a combined approximate minimum of 7,500 square feet (75% of total gross square
footage requested in this proposal.)
2. Scope of work:
The scope of work is provided in the Request for Proposal and states the requirements.
3. Offeror Data Sheet:
Information will be used to verify history of the Offeror’s experience with similar projects.
4. Performance Guarantee:
Performance bond or other suitable performance guarantee (as listed in the section Performance Guarantee) will
be required as provided by law without expense to the agency. In case of default by the Offeror, the agency may
procure the services from another source.
5. References:
The Offeror shall provide the names and address of other agencies and/or private firms for which similar or related
work has been performed during the past three years including contact persons and telephone numbers for whom
similar work has been performed shall be included.
6. Cost Proposal:
The Offeror shall provide all costs requested according to the cost proposal page.
7. Execution Page:
The authorized signature on this page indicates that the Offeror has attended the mandatory conference/site visit,
can obtain certificates of insurance, all labor costs are included in the cost and that the Offeror has read and
understands the conditions set forth in the proposal and agrees to them with no exceptions.
RFP #13-MG18140552
Page 15
Offeror Data
Offeror's Name: ___________________________________________________________
Offeror's Address: _________________________________________________________
Business Phone Number: _________________ 24 Hr. Pager #: ______________________
Answering Service Local/Toll Free Number: _______________________________________
Facsimile (Fax) Number: _______________________________________________________
Social Security #: ____________________ Federal ID# (EIN): ____________________
NC Corporate Identification #: __________________________________________________
Check One: Proprietorship _______ Partnership ________ Corporation/Inc. ________
Indicate if other than Large Business: (As defined under Historically Underutilized Definitions)
Woman Owned ____ Handicapped Owned ____ Disabled Owned _____
Small Business _____ Minority Owned ____
Date Firm Established ______________ Service Experience (years) __________________
Name of individual authorized to answer questions concerning the information contained herein:
Name __________________________________ Telephone #: _____________________
Note: If changed, the contracting agency must be notified.
Is your Company HUB certified as a MWBE or HUB Firm?
Yes ____ No ____
HISTORICALLY UNDERUTILIZED DEFINITIONS:
Woman Owned (51% owned and controlled by Women)
Handicapped Owned (51% owned & controlled by a physically handicapped person)
Disabled Owned (51% owned & controlled by a disabled person)
Small Business (Less than 100 Employees & yearly sales Less than $500,000.00)
Minority Owned (At least 51% of which is owned and controlled by minority group member Black, Asian, Hispanic,
American Indian)
If yes, then list certifying agency: _________________________
RFP #13-MG18140552
Page 16
Performance Guarantee (Must select one below.)
 The face amount of the performance bond shall equal one-third of the Offeror’s annual contract proposal cost and will
remain in force for the duration of the contract, including extensions. The bond must be delivered to the Office of
Fiscal Management-Purchasing Section within fifteen (15) days after written notification of award. Failure to deliver a
bona fide bond within the above-specified time will be cause for immediate cancellation of contract award. In lieu of the
above, the Offeror may elect to provide one of the following as a performance guarantee.
 For the first three months of the contract, the Offeror agrees to invoice the Contracting Agency ten (10) percent less
than the amount of the monthly invoice, and for the next nine (9) months of the contract, the Offeror agrees to invoice
the Contracting Agency five (5) percent less than the amount of the monthly invoice. This amount will be refunded
by the Contracting Agency along with final payment at the end of this agreement. However, in case of default,
this amount will be used to obtain these services from another source.
 Within fifteen (15) days after notification of award, the Offeror may submit a cashier's check or money order made
payable to the Contracting Agency in the amount of six (6) percent of the annual contract price. This amount will be
refunded by the Contracting Agency along with final payment at the end of this agreement. However, in case
of default, this amount shall be used to obtain these services from another source.
*** MUST CHECK ONE OF THE PERFORMANCE GUARANTEES ***
RFP #13-MG18140552
Page 17
References
Offeror must supply references of government agencies and/or private firms for which similar or related work has been
performed during the past three years. Offerors are cautioned to provide accurate reference information. References will
be checked during evaluation period.
NOTE: You may list the State buildings you are currently responsible for cleaning; however, you cannot use Stanley
Edwards or any other Facility Management Division employee as a reference. He is the Contract Administrator
representing the using agency.
Agency or Firm Name:
________________________________________________________
Business Address:
________________________________________________________
Contact Person:
________________________________________________________
Phone Number:
__________________________ E-Mail: ____________________________________
Square Footage Cleaned:
Date Employed:
From:
________________________
__________________________To:________________________________
Agency or Firm Name:
________________________________________________________
Business Address:
________________________________________________________
Contact Person:
________________________________________________________
Phone Number:
__________________________ E-Mail: ____________________________________
Square Footage Cleaned:
Date Employed:
From:
________________________
__________________________To:________________________________
Agency or Firm Name:
________________________________________________________
Business Address:
________________________________________________________
Contact Person:
________________________________________________________
Phone Number:
__________________________ E-Mail: ____________________________________
Square Footage Cleaned:
Date Employed:
From:
________________________
__________________________To:________________________________
Agency or Firm Name:
________________________________________________________
Business Address:
________________________________________________________
Contact Person:
________________________________________________________
Phone Number:
__________________________ E-Mail: ____________________________________
Square Footage Cleaned:
Date Employed:
From:
________________________
__________________________To:________________________________
(Duplicate This Page as Necessary)
RFP #13-MG18140552
Page 18
COST PROPOSAL
RFP #13-MG18140552 - JANITORIAL SERVICES
MOTOR FLEET MANAGEMENT BUILDING
Offeror will be required to provide sufficient labor hours, equipment and materials to complete all requirements as listed in
this contract to a passing level as determined by the contracting Agency.
SECTION I - GENERAL CLEANING
A. Motor Fleet Management Building (May be cleaned day or night at agency’s discretion)
Total Annual Cost Section I
$____________________/Month x 12 months = Total
SECTION II: MAJOR FLOOR MAINTENANCE (AS REQUESTED)
A.
FLOORS AND CARPETS
a. Shampoo or steam-clean carpet as requested.
$ _____________/Square Foot
b. Strip, wax, and buff tile and terrazzo floors as requested.
$ _____________/Square Foot
B. SPECIAL CLEAN-UP
When special or unusual conditions not covered by the specifications warrant such action, the Contracting Agency
may call upon the Offeror for additional or supplemental services. No guarantee of any hours but only as required and
requested by the Contract Administrator. Labor and equipment will be furnished under these requirements at:
$_____________/Hour per person
The above Price(s) is/are to include all labor cost including personnel, equipment, materials, insurance, overhead, and
profit.
Invoices must indicate Section, Number of days, hours, sq. ft. etc., and specified unit cost.
RFP #13-MG18140552
Page 19
THE PROCUREMENT PROCESS
The following is a general description of the process by which an Offeror will be selected to provide the required services.
1. Vendors who have registered on Purchase and Contract Division’s Vendor Link NC, for this commodity, will
receive electronic e-mail notification of this requirement/contracting opportunity.
2. A pre-proposal conference and deadline for written questions is set.
3. Proposals in one (1) original and two (2) copies will be received from each Offeror in a sealed envelope or
package. Each original shall be signed and dated by an official authorized to bind the firm. Unsigned proposals
will not be considered.
4. All proposals must be received by the issuing agency not later than the date and time specified on the cover sheet
of this RFP.
5. At that date and time the package containing the proposals from each responding firm will be announced.
Interested parties are cautioned that these costs and their components are subject to further evaluation for
completeness and correctness and therefore may not be an exact indicator of an Offeror’s pricing position.
6. At their option, the evaluators may request oral presentations or discussion with any or all offerors for the purpose
of clarification or to amplify the materials presented in any part of the proposal. However, offerors are cautioned
that the evaluators are not required to request clarification; therefore, all proposals should be complete and reflect
the most favorable terms available from the Offeror.
7. Proposals will be evaluated according to completeness, content, and experience with similar projects, ability of the
Offeror and its staff, and cost. Award of a contract to one Offeror does not indicate that the other proposals lacked
merit, but that, all factors considered, the selected proposal was deemed most advantageous to the Agency.
8. In order to evaluate the reasonableness of each proposal, each bidder’s proposed cost will be tested against the
pricing model set forth immediately below. This model is based upon the number of square feet that, for the
purposes of this model only, an average individual is reasonably able to clean in one hour, depending on the
density of the building cleaned. Dividing this figure by the total square feet to be cleaned gives an estimate of the
number of man hours required to clean each building. That number is then multiplied by the minimum wage rate to
calculate a total cost for cleaning each building. The cost of any worker with a specific task, instead of general
cleaning, should also be added. Any proposal that varies either by more than twenty percent (20%) below or by
more than thirty-five percent (35%) above the value calculated by this pricing model will receive a lower ranking on
the cost component of the evaluation than a proposal that falls within that specified range, unless the proposal
contains data showing that the greater variance is reasonable under the circumstances.
The Model Calculation is not the amount you are to bid. It is only a means to assess the reasonable likelihood
that your proposal will result in satisfactory performance of the work required, given the amount you choose to
bid.
Office Density Chart (used in the pricing model)
Congested Office: Square Feet cleaned in one man-hour
2,000
Average Office: Square Feet cleaned in one man-hour
2,500
Open Space Office: Square Feet cleaned in one man-hour
3,000
RFP #13-MG18140552
Page 20
Example of pricing model calculation used to evaluate bid proposal:
170,000 (Net Square Footage) ÷ 2,500 (Average Office Space) = 68 man hours per day
68 man-hours (Daily Cleaning) x 5 days = 340 man-hours per week
340 man-hours x $7.25 (Minimum Wage) = $2,465.00 per week
$2,465.00 per week x 52 weeks = $128,180.00 per year
8 man-hours (Daytime Person) x 5 days = 40 man-hours per week
40 man-hours per week x $7.25 (minimum Wage) = $290.00 per week
$290.00 per week x 52 weeks = $15,080.00 per year
160 man hours x $7.25 = $1,160.00 for yearly stripping and waxing floors, carpet cleaning
$128,180.00 (Daily Cleaning Cost) + $15,080.00 (Daytime Person) + $1,160.00 (yearly stripping and waxing floors,
carpet cleaning) = $144,420.00 Total Real Labor Cost
Wage Rate Calculations:
Daily General Cleaning
Man Hours
Day Person Man Hours
Stripping, Waxing
Floors, Clean Carpets
Total Labor Cost
Daily
Hours
Weekly
Hours
Yearly
Hours
Minimum
Wage Rate
Yearly Cost
68.00
340
17,680
$7.25
$128,180.00
8.00
40
2,080
$7.25
$15,080.00
160
7.25
1,160.00
$144,420.00
Payroll Taxes/Expenses:
FICA
SUI
FUI
Worker’s Comp
General Liability Ins.
7.65%
2.70%
0.80%
6.20%
1.70%
$11,048.13
$3,899.34
$1,155.36
$8,954.04
$2,455.14
Total Employee Payroll
Taxes and Expenses
19.05%
$27,512.01
Total Payroll Costs
$171,932.01
Note: The numbers used above are for purposes of the Example only, and do not necessarily reflect the numbers
that will be used to apply the pricing model to the space required to be cleaned under this RFP.
9. Offerors are cautioned that this is a request for offers, not a request to contract, and the Agency reserves the
unqualified right to reject any and all offers when such rejection is deemed to be in the best interest of the Agency.
RFP #13-MG18140552
Page 21
Execution of Proposal
By submitting this proposal, the potential Offeror certifies the following:
______
This proposal is signed by an authorized representative of the firm.
______
Insurance certificates can be obtained as required within 15 calendar days after notice of award.
______
The cost and availability of all equipment, materials, and supplies associated with performing the services
described herein have been determined and included in the proposed cost.
______
All labor costs, direct and indirect, have been determined and included in the proposed cost.
______
The Offeror has attended the mandatory conference/site visit and is aware of prevailing conditions
associated with performing these services.
______
The Offeror can and will provide the specified performance bond or alternate performance guarantee.
______
The Offeror has read and understands the conditions set forth in this RFP and agrees to them with no
exceptions.
Therefore, in compliance with this Request for Proposals, and subject to all conditions herein, the undersigned offers and
agrees, if this proposal is accepted within ninety (90) days from the date of the opening, to furnish the subject services for
the prices quoted within five (5) days of notification.
OFFEROR: __________________________________________________________
ADDRESS: __________________________________________________________
CITY, STATE, ZIP: ____________________________________________________
TELEPHONE NUMBER: _____________________ FAX: _____________________
E-MAIL: _____________________________________________________________
Principal Place of Business if different from above (See General Information on Submitting Proposals, Item 18.):
____________________________________________________________________
Will any of the work under this contract be performed outside the United States?
(If yes, describe in technical proposal.)
Yes
No
N.C.G.S. § 133-32 and Executive Order 24 prohibit the offer to, or acceptance by, any State Employee 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 any
response in this procurement, you attest, 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.
BY: _________________________________ TITLE: ________________________ DATE: __________________
(Signature)
_________________________________
(Printed name)
*******************************************************************************************************************************
ACCEPTANCE OF PROPOSAL
(Department of Administration)
BY: __________________________________ TITLE: ______________________________ DATE: _____________
THIS PAGE MUST BE SIGNED AND INCLUDED IN YOUR PROPOSAL
Unsigned proposals will not be considered.
RFP #13-MG18140552
Page 22
Where Service Contracts Will Be Performed
In accordance with NC General Statute 143-59.4 (Session Law 2005-169), this form is to be completed and submitted with
the offeror’s (technical) proposal/proposal.
Issuing Agency:
North Carolina Department of Administration
Office of Fiscal Management - Purchasing Section
116 W. Jones Street, Room 2054
Raleigh, NC 27603-8003
Contact:
Michele Goff
Solicitation Title/Type of Services:
RFP #13-MG18140552 - Janitorial Services - Motor
[email protected]
Fleet Management Building
Offeror:
______________________________________________________________________
City, State:
______________________________________________________________________
Location(s) from which services will be performed by the contractor:
Service
City/Province/State
Country
_________________________________________
___________________________
________________
_________________________________________
___________________________
________________
_________________________________________
___________________________
________________
Location(s) from which services are anticipated to be performed outside the U.S. by the contractor:
Service
City/Province/State
Country
_________________________________________
___________________________
________________
_________________________________________
___________________________
________________
Location(s) from which services will be performed by subcontractor(s):
Service
City/Province/State
Country
_________________________________________
___________________________
________________
_________________________________________
___________________________
________________
_________________________________________
___________________________
________________
Location(s) from which services are anticipated to be performed outside the US by the subcontractor(s):
Service
City/Province/State
Country
_________________________________________
___________________________
________________
_________________________________________
___________________________
________________
(Attach additional pages if necessary.)
RFP #13-MG18140552
Page 23
ATTACHMENT A - INSPECTION REPORT CHECKLIST
Housekeeping Services
Inspection Report
BUILDING: ______________________________
DATE: __________ TIME: ________ INSPECTOR: ______________ BUILDING GRADE: ____________
FLOOR
OFFICE/WORK AREA
Trash Cans
Furniture
Ash Trays
Window Sills
Blinds
Partition Tops
Baseboards
Vents
Floor Carpet
Floor Tile/Other
COMMON AREAS
Entrances
Directory Board
Elevators
Trash Cans
Ash Trays
Doors
Walls
Drinking Fountains
Stairwells
Rails
Floor Carpet
Floor Tile/Other
Baseboards
LABS
Trash Cans
Floors
Lights
Return Air Grill
RESTROOMS
Basins
Urinals
Commodes
Mirrors
Polished Metal
Dispensers
Soap
Paper Products
Floor
Trash Cans
Baseboards
Radiators
Vents
Window Sills
Walls
Partitions
Doors
GRADE POINT
Grading System: Passing - 36 or more per floor
Failing: 35 or less per floor Building: Passing - Average 36 or more per floor
See Inspector's comments attached. NOTE: Items Not applicable in a building will be rated as passing.
RFP #13-MG18140552
Failing: Average 35 or less per floor
Page 24
GENERAL INFORMATION ON SUBMITTING PROPOSALS
1.
EXCEPTIONS: All proposals are subject to the terms and conditions outlined herein. All responses shall be controlled
by such terms and conditions and the submission of other terms and conditions, price lists, catalogs, and/or other
documents as part of an offeror's response will be waived and have no effect either on this Request for Proposals or on
any contract that may be awarded resulting from this solicitation.
Offeror specifically agrees to the conditions set forth in the above paragraph by signature to the proposal.
2.
CERTIFICATION: By executing the proposal, the signer certifies that this proposal is submitted competitively and without
collusion (G.S. 143-54), that none of our officers, directors, or owners of an unincorporated business entity has been convicted of
any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S.
143-59.2), and that we are not an ineligible vendor as set forth in G.S. 143-59.1. False certification is a Class I felony.
3.
ORAL EXPLANATIONS: The State shall not be bound by oral explanations or instructions given at any time during the
competitive process or after award.
4.
REFERENCE TO OTHER DATA: Only information which is received in response to this RFP will be evaluated; reference to
information previously submitted shall not be evaluated.
5.
ELABORATE PROPOSALS: Elaborate proposals in the form of brochures or other presentations beyond that necessary to
present a complete and effective proposal are not desired.
In an effort to support the sustainability efforts of the State of North Carolina we solicit your cooperation in this effort.
It is desirable that all responses meet the following requirements:

All copies are printed double sided.

All submittals and copies are printed on recycled paper with a minimum post-consumer content of 30% and indicate this
information accordingly on the response.

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. Three-ringed binders, glued
materials, paper clips, and staples are acceptable.

Materials should be submitted in a format which allows for easy removal and recycling of paper materials.
6.
COST FOR PROPOSAL PREPARATION: Any costs incurred by offerors in preparing or submitting offers are the offerors' sole
responsibility; the State of North Carolina will not reimburse any offeror for any costs incurred prior to award.
7.
TIME FOR ACCEPTANCE: Each proposal shall state that it is a firm offer which may be accepted within a period of 90 days.
Although the contract is expected to be awarded prior to that time, the 90 day period is requested to allow for unforeseen delays.
8.
TITLES: Titles and headings in this RFP and any subsequent contract are for convenience only and shall have no binding force
or effect.
9.
CONFIDENTIALITY OF PROPOSALS: In submitting its proposal the offeror agrees not to discuss or otherwise reveal the
contents of the proposal to any source outside of the using or issuing agency, government or private, until after the award of the
contract. . Only those communications with the using agency or issuing agency authorized by this RFP are permitted. All offerors
are advised that they are not to have any communications with the using or issuing agency during the evaluation of the proposals
(i.e., after the public opening of the proposals and before the award of the contract), unless the State’s purchaser contacts the
offeror(s) for purposes of seeking clarification. An offeror shall not: transmit to the issuing and/or using agency any information
commenting on the ability or qualifications of other offerors to perform the advertised contract and/or the other offerors’ p roposals
and/or prices at any time during the procurement process; or engage in any other communication or conduct attempting to
influence the evaluation and/or award of the contract that is the subject of this RFP. Offerors not in compliance with this provision
may be disqualified, at the option of the State, from contract award. Only discussions authorized by the issuing agency are
exempt from this provision.
10. RIGHT TO SUBMITTED MATERIAL: All responses, inquiries, or correspondence relating to or in reference to the RFP, and all
other reports, charts, displays, schedules, exhibits, and other documentation submitted by the offerors shall become the prop erty
of the State when received.
11. OFFEROR’S REPRESENTATIVE: Each offeror shall submit with its proposal the name, address, and telephone number of the
person(s) with authority to bind the firm and answer questions or provide clarification concerning the firm's proposal.
12. SUBCONTRACTING: Offerors may propose to subcontract portions of the work provided that their proposals clearly indicate
what work they plan to subcontract and to whom and that all information required about the prime contractor is also included for
each proposed subcontractor.
RFP #13-MG18140552
Page 25
13. PROPRIETARY INFORMATION: Trade secrets or similar proprietary data which the offeror does not wish disclosed to other than
personnel involved in the evaluation or contract administration will be kept confidential to the extent permitted by NCAC
T01:05B.1501 and G.S. 132-1.3 if identified as follows: Each page shall be identified in boldface at the top and bottom as
"CONFIDENTIAL". Any section of the proposal which is to remain confidential shall also be so marked in boldface on the title
page of that section. Cost information may not be deemed confidential. In spite of what is labeled as confidential, the
determination as to whether or not it is shall be determined by North Carolina law.
14. HISTORICALLY UNDERUTILIZED BUSINESSES: Pursuant to General Statute 143-48 and Executive Order #150, the State
invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled
business enterprises and non-profit work centers for the blind and severely disabled.
15. PROTEST PROCEDURES: When an offeror wants to protest a contract awarded by the Secretary of Administration or by an
agency over $25,000 resulting from this solicitation, they must submit a written request to the State Purchasing Officer at
Purchase and Contract, 1305 Mail Service Center, Raleigh, NC 27699-1305. This request must be received in the Division of
Purchase and Contract within thirty (30) consecutive calendar days from the date of the contract award. When an offeror wants to
protest a contract awarded by an agency or university resulting from this solicitation that is over $10,000 but less than $25,000 for
any agency, or any contract awarded by a university, they must submit a written request to the issuing procurement officer at the
address of the issuing agency. This request must be received in that office within thirty (30) consecutive calendar days from the
date of the contract award. Protest letters must contain specific reasons and any supporting documentation for the protest. Note:
Contract award notices are sent only to those actually awarded contracts, and not to every person or firm responding to this
solicitation. Contract status and Award notices are posted on the Internet at http://www.pandc.nc.gov/ . All protests will be
handled pursuant to the North Carolina Administrative Code, Title 1, Department of Administration, Chapter 5, Purchase and
Contract, Section 5B.1519.
(See Protest Information at http://www.pandc.nc.gov/protests.pdf for more information.)
16. TABULATIONS: The Division has implemented an Interactive Purchasing System (IPS) that allows the public to retrieve bid
tabulations electronically from our Internet web site: http://www.pandc.nc.gov/ . Click on the IPS BIDS icon, click on Search for
Bid, enter the RFP number, and then search. Tabulations will normally be available at this web site not later than one working day
after opening. Lengthy tabulations may not be available on the Internet, and requests for these verbally or in writing cannot be
honored.
17. VENDOR REGISTRATION AND SOLICITATION NOTIFICATION SYSTEM: Vendor Link NC allows vendors to electronically
register free with the State to receive electronic notification of current procurement opportunities for goods and services available
on the Interactive Purchasing System. Online registration and other purchasing information are available on our Internet web site:
http://www.pandc.nc.gov/ .
18. RECIPROCAL PREFERENCE: G.S. 143-59 establishes a reciprocal preference law to discourage other states from applying instate preferences against North Carolina’s resident offerors. The “Principal Place of Business” is defined as the principal place
from which the trade or business of the offeror is directed or managed.
RFP #13-MG18140552
Page 26
NORTH CAROLINA GENERAL CONTRACT TERMS AND CONDITIONS
(Contractual and Consultant Services)
NOTE: For “Agency”, substitute “Department”, “University”, etc., as applicable.
1.
GOVERNING LAW: This contract is made under and shall be governed and construed in accordance with the laws of the State of
North Carolina.
2.
SITUS: The place of this contract, its situs and forum, shall be North Carolina, where all matters, whether sounding in contract or
tort, relating to its validity, construction, interpretation and enforcement shall be determined
3.
INDEPENDENT CONTRACTOR: The Contractor shall be considered to be an independent contractor and as such shall be
wholly responsible for the work to be performed and for the supervision of its employees. The Contractor represents that it has, or
will secure at its own expense, all personnel required in performing the services under this agreement. Such employees shall not
be employees of, or have any individual contractual relationship with the Agency.
4.
KEY PERSONNEL: The Contractor shall not substitute key personnel assigned to the performance of this contract without prior
written approval by the Agency’s Contract Administrator. The individuals designated as key personnel for purposes of this
contract are those specified in the Contractor’s proposal.
5.
SUBCONTRACTING: Work proposed to be performed under this contract by the Contractor or its employees shall not be
subcontracted without prior written approval of the Agency’s Contract Administrator. Acceptance of an offeror’s proposal shall
include any subcontractor(s) specified therein.
6.
PERFORMANCE AND DEFAULT: If, through any cause, the Contractor shall fail to fulfill in timely and proper manner the
obligations under this agreement, the Agency shall thereupon have the right to terminate this contract by giving written notice to
the Contractor and specifying the effective date thereof. In that event, all finished or unfinished deliverable items under this
contract prepared by the Contractor shall, at the option of the Agency, become its property, and the Contractor shall be entitled to
receive just and equitable compensation for any satisfactory work completed on such materials. Notwithstanding, the Contract or
shall not be relieved of liability to the Agency for damages sustained by the Agency by virtue of any breach of this agreement, and
the Agency may withhold any payment due the Contractor for the purpose of setoff until such time as the exact amount of
damages due the Agency from such breach can be determined.
In case of default by the Contractor, the State may procure the services from other sources and hold the Contractor responsible
for any excess cost occasioned thereby. The State reserves the right to require a performance bond or other acceptable
alternative performance guarantees from successful offeror without expense to the State.
In addition, in the event of default by the Contractor under this contract, the State may immediately cease doing business wi th the
Contractor, immediately terminate for cause all existing contracts the State has with the Contractor, and de-bar the Contractor
from doing future business with the State
Upon the Contractor filing a petition for bankruptcy or the entering of a judgment of bankruptcy by or against the Contractor, the
State may immediately terminate, for cause, this contract and all other existing contracts the Contractor has with the State, and
de-bar the Contractor from doing future business
Neither party shall be deemed to be in default of its obligations hereunder if and so long as it is prevented from performing such
obligations by any act of war, hostile foreign action, nuclear explosion, riot, strikes, civil insurrection, earthquake, hurricane,
tornado, or other catastrophic natural event or act of God.
7.
TERMINATION: The Agency may terminate this agreement at any time by thirty (30) days notice in writing from the Agency to the
Contractor. In that event, all finished or unfinished deliverable items prepared by the Contractor under this contract shall, at the
option of the Agency, become its property. If the contract is terminated by the Agency as provided herein, the Contractor shall be
paid for services satisfactorily completed, less payment or compensation previously made.
8.
PAYMENT TERMS: Payment terms are Net not later than 30 days after receipt of correct invoice(s) or acceptance of services,
whichever is later, or in accordance with any special payment schedule identified in this RFP. The using agency is responsib le for
all payments to the contractor under the contract. Payment by some agencies may be made by procurement card and it shall be
accepted by the contractor for payment if the contractor accepts that card (Visa, Mastercard, etc.) from other customers. If
payment is made by procurement card, then payment may be processed immediately by the contractor.
9.
AVAILABILITY OF FUNDS: Any and all payments to the Contractor are dependent upon and subject to the availability of funds to
the Agency for the purpose set forth in this agreement.
RFP #13-MG18140552
Page 27
10. CONFIDENTIALITY: Any information, data, instruments, documents, studies or reports given to or prepared or assembled by the
Contractor under this agreement shall be kept as confidential and not divulged or made available to any individual or organization
without the prior written approval of the Agency.
11. CARE OF PROPERTY: The Contractor agrees that it shall be responsible for the proper custody and care of any property
furnished it for use in connection with the performance of this contract or purchased by it for this contract and will reimburse the
State for loss of damage of such property.
12. COPYRIGHT: No deliverable items produced in whole or in part under this agreement shall be the subject of an application for
copyright by or on behalf of the Contractor.
13. ACCESS TO PERSONS AND RECORDS: The State Auditor and the using agency’s internal auditors shall have access to
persons and records as a result of all contracts or grants entered into by State agencies or political subdi visions in accordance with
General Statute 147-64.7 and Session Law 2010-194, Section 21 (i.e., the State Auditors and internal auditors may audit the
records of the contractor during the term of the contract to verify accounts and data affecting fees or performance).
14. ASSIGNMENT: No assignment of the Contractor’s obligations nor the Contractor’s right to receive payment hereunder shall be
permitted.
However, upon written request approved by the issuing purchasing authority, the State may:
a. Forward the contractor’s payment check(s) directly to any person or entity designated by the Contractor, or
b. Include any person or entity designated by Contractor as a joint payee on the Contractor’s payment check(s).
In no event shall such approval and action obligate the State to anyone other than the Contractor and the Contractor shall remain
responsible for fulfillment of all contract obligations.
15. COMPLIANCE WITH LAWS: The Contractor shall comply with all laws, ordinances, codes, rules, regulations, and licensing
requirements that are applicable to the conduct of its business, including those of federal, state, and local agencies having
jurisdiction and/or authority.
16. AFFIRMATIVE ACTION: The Contractor shall take affirmative action in complying with all Federal and State requirements
concerning fair employment and employment of people with disabilities, and concerning the treatment of all employees without
regard to discrimination by reason of race, color, religion, sex, national origin, or disability.
17. INSURANCE: During the term of the contract, the contractor at its sole cost and expense shall provide commercial insurance of
such type and with such terms and limits as may be reasonably associated with the contract. As a minimum, the contractor sha ll
provide and maintain the following coverage and limits:
a.
Worker’s Compensation - The contractor shall provide and maintain Worker’s Compensation Insurance, as
required by the laws of North Carolina, as well as employer’s liability coverage with minimum limits of
$150,000.00, covering all of Contractor’s employees who are engaged in any work under the contract.
If any work is subcontracted, the contractor shall require the subcontractor to provide the same coverage
for any of its employees engaged in any work under the contract.
b.
Commercial General Liability - General Liability Coverage on a Comprehensive Broad Form on an occurrence
basis in the minimum amount of $500,000.00 Combined Single Limit. (Defense cost shall be in excess of the
limit of liability.
c.
Automobile - Automobile Liability Insurance, to include liability coverage, covering all owned, hired and
non-owned vehicles, used in connection with the contract. The minimum combined single limit shall be
$150,000.00 bodily injury and property damage; $150,000.00 uninsured/under insured motorist; and
$1,000.00 medical payment.
Providing and maintaining adequate insurance coverage is a material obligation of the contractor and is of the essence of thi s
contract. All such insurance shall meet all laws of the State of North Carolina. Such insurance coverage shall be obtained from
companies that are authorized to provide such coverage and that are authorized by the Commissioner of Insurance to do busines s
in North Carolina. The contractor shall at all times comply with the terms of such insurance policies, and all requirements of the
insurer under any such insurance policies, except as they may conflict with existing North Carolina laws or this contract. The limits
of coverage under each insurance policy maintained by the contractor shall not be interpreted as limiting the contractor’s liability
and obligations under the contract.
18. ADVERTISING: The offeror shall not use the award of a contract as part of any news release or commercial advertising.
19. ENTIRE AGREEMENT: This contract and any documents incorporated specifically by reference represent the entire agreement
between the parties and supersede all prior oral or written statements or agreements. This Request for Proposals, any addenda
thereto, and the offeror’s proposal are incorporated herein by reference as though set forth verbatim.
All promises, requirements, terms, conditions, provisions, representations, guarantees, and warranties contained herein shall
RFP #13-MG18140552
Page 28
survive the contract expiration or termination date unless specifically provided otherwise herein, or unless superseded by
applicable Federal or State statutes of limitation.
20. AMENDMENTS: This contract may be amended only by written amendments duly executed by the Agency and the Contractor.
The NC Division of Purchase and Contract shall give prior approval to any amendment to a contract awarded through that office.
21. TAXES: G.S. 143-59.1 bars the Secretary of Administration from entering into contracts with vendors if the vendor or its affiliates
meet one of the conditions of G. S. 105-164.8(b) and refuse to collect use tax on sales of tangible personal property to purchasers
in North Carolina. Conditions under G. S. 105-164.8(b) include: (1) Maintenance of a retail establishment or office, (2) Presence of
representatives in the State that solicit sales or transact business on behalf of the vendor and (3) Systematic exploitation of the
market by media-assisted, media-facilitated, or media-solicited means. By execution of the proposal document the vendor certifies
that it and all of its affiliates, (if it has affiliates), collect(s) the appropriate taxes.
22. YEAR 2000 COMPLIANCE/WARRANTY: Vendor shall ensure the product(s) and service(s) furnished pursuant to this agreement
(“product” shall include, without limitation, any piece of equipment, hardware, firmware, middleware, custom or commercial
software, or internal components, subroutines, and interfaces therein) which perform any date and/or time data recognition
function, calculation, or sequencing, will support a four digit year format, and will provide accurate date/time data and leap year
calculations on and after December 31, 1999, at the same level of functionality for which originally acquired without additio nal cost
to the user. This warranty shall survive termination or expiration of the agreement.
23. GENERAL INDEMNITY: The contractor shall hold and save the State, its officers, agents, and employees, harmless from liability
of any kind, including all claims and losses accruing or resulting to any other person, firm, or corporation furnishing or supplying
work, services, materials, or supplies in connection with the performance of this contract, and from any and all claims and l osses
accruing or resulting to any person, firm, or corporation that may be injured or damaged by the contractor in the performance of this
contract and that are attributable to the negligence or intentionally tortious acts of the contractor provided that the contr actor is
notified in writing within 30 days that the State has knowledge of such claims. The contractor represents and warrants that it shall
make no claim of any kind or nature against the State’s agents who are involved in the delivery or processing of contractor goods to
the State. The representation and warranty in the preceding sentence shall survive the termination or expiration of this contract.
24. OUTSOURCING: Any vendor or subcontractor providing call or contact center services to the State of North Carolina shall
disclose to inbound callers the location from which the call or contact center services are being provided.
If, after award of a contract, the contractor wishes to outsource any portion of the work to a location outside the United St ates, prior
written approval must be obtained from the State agency responsible for the contract.
Vendor must give notice to the using agency of any relocation of the vendor, employees of the vendor, subcontractors of the
vendor, or other persons performing services under a state contract outside of the United States.
25. By EXECUTIVE ORDER 24, issued by Governor Perdue, and N.C. G.S.§ 133-32, it is unlawful for any vendor or contractor ( i.e.
architect, bidder, contractor, construction manager, design professional, engineer, landlord, offeror, seller, subcontractor, supplier,
or vendor), to make gifts or to give favors to any State employee of the Governor’s Cabinet Agencies (i.e., Administration,
Commerce, Correction, Crime Control and Public Safety, Cultural Resources, Environment and Natural Resources, Health and
Human Services, Juvenile Justice and Delinquency Prevention, Revenue, Transportation, and the Office of the Governor). This
prohibition covers those vendors and contractors who:
(1) have a contract with a governmental agency; or
(2) have performed under such a contract within the past year; or
(3) anticipate bidding on such a contract in the future.
For additional information regarding the specific requirements and exemptions, vendors and contractors are encouraged to rev iew
Executive Order 24 and G.S. Sec. 133-32.
Executive Order 24 also encouraged and invited other State Agencies to implement the requirements and prohibitions of the
Executive Order to their agencies. Vendors and contractors should contact other State Agencies to determine if those agencies
have adopted Executive Order 24.”
Revised 10/25/2010
RFP #13-MG18140552
Page 29