STATE OF NORTH CAROLINA

Transcription

1 STATE OF NORTH CAROLINA NORTH CAROLINA AGRICULUTRAL AND TECHNICAL STATE UNIVERSITY Request for Proposal #: #59-P2318 University Pest Control Services Date of Issue: June 17, 2016 Proposal Opening Date: July 8, 2016 At 3:00 PM ET Direct all inquiries concerning this RFP to: GARRY PIERCE Phone:

2 NORTH CAROLINA AGRICULTURAL and TECHNICAL STATE UNIVERSITY Request for Proposal #59-P2318 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 North Carolina General Statute (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 NORTH CAROLINA AGRICULTURAL & TECHNICAL STATE UNIVERSITY Refer ALL Inquiries regarding this RFP to: Garry Pierce ( ) (336) (Telephone) (336) (Fax) Request for Proposal # 59-P2318 Proposals will be publicly opened: July 8, 2016 Contract Type: Open Market Commodity No. and Description: University Pest Control Services Using Agency: Facilities 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 G.S , the undersigned Vendor certifies that it, and each of its sub-contractors for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system. 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 be accepted. VENDOR: STREET ADDRESS: P.O. BOX: ZIP: CITY & STATE: TELEPHONE NUMBER: TOLL FREE TEL. NO: 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 agency issuing this RFP. Ver: 4/15/16 Page 1 of 43

4 ACCEPTANCE OF PROPOSAL If any or all parts of this proposal are accepted by the State of North Carolina, an authorized representative of the North Carolina Agricultural & Technical State University shall affix his/her 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, 2016, as indicated on the attached certification, by. (Authorized Representative of North Carolina Agricultural & Technical State University). Ver: 4/15/16 Page 2 of 43

5 Table of Contents I. INTRODUCTION AND PURPOSE... 5 II. GENERAL INFORMATION... 5 A. REQUEST FOR PROPOSAL DOCUMENT... 5 B. NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS... 5 C. RFP SCHEDULE... 6 D. MANDATORYSITE VISIT... 7 E. BIDDER QUESTIONS... 7 F. PROPOSAL SUBMITTAL... 8 H. PROPOSAL CONTENTS... 9 I. NO ALTERNATE PROPOSALS... 9 III. METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS A. METHOD OF AWARD B. Introduction C. CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION13 D. PERFORMANCE OUTSIDE THE UNITED STATES E. INTERPRETATION OF TERMS AND PHRASES IV. CONTRACTUAL REQUIREMENTS A. CONTRACT TERM B. PRICING C. INVOICES D. PAYMENT TERMS E. FINANCIAL STABILITY F. VENDOR EXPERIENCE G. REFERENCES H. BACKGROUND CHECKS I. PERSONNEL J. VENDOR S REPRESENTATIONS V. SCOPE OF WORK A. GENERAL OBJECTIVES, WORK DESCRIPTIONS AND TASKS B. INITIAL BUILDING INSPECTIONS C. STRUCTUAL MODIFICATIONS AND RECOMMENDATIONS D. ADDITIONAL CONTRACTOR REQUIREMENTS Ver: 4/15/16 Page 3 of 43

6 E. CONTRACT SCHEDULING/PERFORMANCE & DUTIES AND RESPONSIBILITIES..22 F. CONTRACTOR REPORTS G. RECORD KEEPING H. PROJECT ORGANIZATION I. TECHNICAL APPROACH J. ACCEPTANCE OF WORK K. LIQUIDATED DAMAGES L. CERTIFICATION AND SAFETY LABELS M. QUESTIONS TO VENDOR N. TRANSITION ASSISTANCE VI. CONTRACT ADMINISTRATION A. PROJECT MANAGER AND CUSTOMER SERVICE B. POST AWARD MANAGEMENT REVIEW MEETINGS C. CONTINUOUS IMPROVEMENT D. PERIODIC MONTHLY STATUS REPORTS E. DISPUTE RESOLUTION F. CONTRACT CHANGES ATTACHMENT A: INSTRUCTIONS TO VENDORS ATTACHMENT B: NORTH CAROLINA GENERAL CONTRACT TERMS & CONDITIONS 28 ATTACHMENT C: PRICING ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR ATTACHMENT E: CERTIFICATION OF FINANCIAL CONDITION ATTACHMENT F: IRAN DIVESTMENT ACT CERTIFICATION ATTACHMENT G: STAFFING INFORMATION ATTACHMENT H: TECHNICAL PROPOSAL & WORK SCHEDULE Ver: 4/15/16 Page 4 of 43

7 I. INTRODUCTION AND PURPOSE A. INTRODUCTION North Carolina A & T State University is located in Greensboro, North Carolina and has a population of 10,050 students. It is a public comprehensive, land-grant institution, one of only three engineering colleges in the state, and is a part of the University of North Carolina system. The University's mission is to provide undergraduate and graduate instruction, scholarly, creative research, and effective public service. The University offers undergraduate and graduate programs with an emphasis on engineering, technology, science, mathematics, business, arts, agriculture, teaching, and nursing. B. PURPOSE North Carolina Agricultural and Technical State University (NC A&T) seeks proposals from qualified licensed contractors to provide a proactive Integrated Pest Management program (IPM) to eliminate or reduce pest activity. The service primarily includes interior and exterior servicing of administrative and academic facilities, residence halls and food service areas throughout the University s campus. The purpose of this RFP is to provide efficient, effective, safe treatment and control of pestilence as referred to by NCDA&CS, as defined in GS to maintain a clean and pest free Campus for University students, faculty, staff, and, alumni who need and expect a safe and attractive environment for study, work, and recreation. This Request for Proposal (RFP) solicits proposals to provide Integrated Pest Management Services for NC A&T State University to include suppression, abatement, and removal of pests from the facilities at NC A&T State University. The objective of contracting the services described in this RFP is to implement Integrated Pest Management and process for achieving long term environmentally sound pest suppression through the use of a wide variety of technological and management practices. Control strategies in an Integrated Pest Management Program extend beyond the application of pesticides ( spray and pray ) to include structural and procedural modifications that reduce food, water, harborage, and access used by pests. This is a Request for Proposal, not a bid process. Financial considerations are important but will not be the sole determinant for the award. Within this RFP, NC A&T challenges the proposers to carefully study and research the unique aspects of campus life and to submit unique proposals that demonstrate the ability to provide Integrated Pest Management. Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto. II. GENERAL INFORMATION A. 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. B. NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS It shall be the Vendor s responsibility to read the Instructions, the University 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. Ver: 4/15/16 Page 5 of 43

8 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 Section 2.6 PROPOSAL QUESTIONS. If the University determines that any changes will be made as a result of the points raised, 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 of specific components 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. 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 a specific, proposed language modification is acceptable to or will be considered by the University. Identification of objections or exceptions to the University s terms and conditions in the proposal itself shall not be allowed and shall be disregarded or the proposal rejected. A Vendor may, however, attach a separate page to its proposal, titled Request for Proposed Modifications to Terms and Conditions, and identify specific modifications that it requests the University to consider. The University will evaluate all proposals without regard to any proposed modifications. Once a proposal has been identified as the one for which an award recommendation has been made but prior to approval of the recommendation, the University, in its sole and absolute discretion, may consider any proposed modifications attached to that proposal. Any modification(s) to the terms and condition agreed to by the University will be identified in the Certification of Award. Any ambiguity, vagueness, inconsistency or conflict, either internal to such modification(s) or arising when read in conjunction with other portions of the Contract, shall be construed strictly in favor of the University. Only those proposed modifications identified in the award certification shall be part of the Contract, and the University may ignore all proposed modifications, accept one or more and ignore others, accept all or, through negotiations prior to certification of award, agree to compromise language concerning one or more proposed modifications. By executing and submitting its proposal in response to this RFP, Vendor understands and agrees that the University may exercise its discretion not to consider any and all proposed modifications Vendor(s) may request. 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. C. RFP SCHEDULE The table below shows the intended schedule for this RFP. N.C. A&T will make every effort to adhere to this schedule. Event Responsibility Date and Time Issue RFP N.C. A&T June 17, 2016 Mandatory Site Visit Vendor / N.C. A&T June 24, 10:00 a.m. Submit Written Questions Vendor June 28, 12:00 noon Provide Response to Questions N.C A&T June 30, 5:00 p.m. Submit Proposals Vendor July 8, 3:00 p.m. Contract Award University July 12, 2016 Contract Effective Date University July 12, 2016 Ver: 4/15/16 Page 6 of 43

9 D. MANDATORYSITE VISIT MANDATORY SITE VISIT Date: June 24, 2016 Time: 10:00 AM Eastern Time Instructions: It shall be MANDATORY that each Vendor representative be present for a pre-proposal site visit to visit the site and apprise themselves of the conditions and requirements which will affect the performance of the work called for by this Request for Proposal. A mandatory site visit is scheduled for 10:00 AM Eastern Time in the Facilities Building, DeHuguley Conference Room located at 602 Benbow Road, Greensboro, NC All attendees must sign in upon arrival. LATE ARRIVALS WILL NOT BE ALLOWED TO SIGN IN, PARTICIPATE IN THE SITE VISIT, 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. Submission of a proposal shall constitute sufficient evidence of this compliance and no allowance will be made for unreported conditions which a prudent Vendor would recognize as affecting the performance of the work called for in this proposal. Vendor is cautioned that any information released to attendees during the site visit, other than that involving the physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this Request for Proposal, must be confirmed by written addendum before it can be considered to be a part of this proposal. E. BIDDER 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 Garry Pierce at gpierce@ncat.edu by the date and time specified above. Vendors should enter RFP #59-P2318 Questions as the subject for the . Questions submittals should include a reference to the applicable RFP section and be submitted in a format shown below: Reference RFP Section, Page Number Vendor Question Vendor question? 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. Ver: 4/15/16 Page 7 of 43

10 F. 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 PROPOSAL NUMBER: #59-P2318 Attn: Garry Pierce Dowdy Administration Building Purchasing Department Suite 200 North Carolina A&T State University 1601 E. Market Street Greensboro, North Carolina G. 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 specified street address but to the State s Mail Service Center. Vendors are cautioned that proposals sent via U.S. Mail, including Express Mail, may not be delivered by the Mail Service Center to the agency s purchasing office on the due date in time to meet the proposal deadline. All Vendors are urged to take the possibility of delay into account when submitting a proposal. 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. a) Submit Three (3) signed, original executed proposal responses and one (1) un-redacted electronic copy on CD, DVD or flash drive and of your proposal simultaneously 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 separate read-only CD s, DVD s or flash drives. The files on the discs shall NOT be password protected, shall be in.pdf or.xls format, and shall be capable of being copied to other media including readable in Microsoft Word and/or Microsoft Excel. Disc One must contain the entire proposal including Contractor s Technical Info and Costs. Proposal including any proprietary information and have the following label affixed to the disc: 1) Vendor name; (2) the RFP number; (3) the due date; and (4) the words Disc One Technical and Cost Proposal Non-Redacted. Ver: 4/15/16 Page 8 of 43

11 H. 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) A Transmittal Letter signed, by the individual who signed the Proposal Execution Page; b) Completed and signed version of EXECUTION PAGES, along with the body of the RFP and signed receipt pages of any addenda released in conjunction with this RFP. Unsigned proposals shall not be reviewed. c) ATTACHMENT A: INSTRUCTIONS TO VENDORS d) ATTACHMENT B: NORTH CAROLINA GENERAL CONTRACT TERMS AND CONDITIONS e) Completed version of ATTACHMENT C: ROUTINE PRICING SCHEDULE, INTEGRATED PEST MANAGEMENT f) Completed version of ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR g) Completed version of ATTACHMENT E: CERTIFICATION OF FINANCIAL CONDITION h) Completed and signed version of ATTACHMENT F: IRAN DIVESTMENT ACT CERTIFICATION i) Completed and signed version of ATTACHMENT G: STAFFING INFORMATION j) Completed version of ATTACHMENT H: TECHNICAL APPROACH I. NO ALTERNATE PROPOSALS Vendor may not submit alternate proposals for various methods or levels of service(s) or that propose different options. DEFINITIONS, ACRONYMS, AND ABBREVIATIONS a) Add-On: Locations were services are to be provided by the Contractor to the University that has not previously been scheduled. The contractor will be notified whether this service will be added on a temporary or permanent basis. Charges for this service will be according to cost information provided on the Proposal Forms listed. b) AHJ : Authority Having Jurisdiction. The entity that is responsible for requiring adherence to the adopted fire and life safety provisions for the property under the University jurisdiction. c) BAFO: Best and Final Offer, submitted by a vendor to alter its initial offer, made in response to a request by the issuing agency. d) BASIC CONTRACT PERFORMANCE PERIOD: The annual year, commencing upon receipt of a valid purchase order number from the University. e) BUYER: The employee of the State or Other Eligible Entity that places an order with the Vendor. f) CALL-BACK: Services required of the Contractor to correct the failure to provide services or malperformance of the Contractor. Additional costs to the Contractor resulting from "Call-Back" services shall not be compensated by the University. g) CHECK SHEET: The sheet provided by the contractor to the Project Manager at the conclusion of each service. The check sheet indicates the areas serviced (including the sighting log), their condition (or evidence of pestilence), and chemical or treatment used. This document shall be signed by both the servicing technician and the Site Monitor. h) COMMUNITY COLLEGE: Any of the fifty-eight (58) public North Carolina Community Colleges. i) E-PROCUREMENT SERVICES: The program, system, and associated services through which the State conducts electronic procurement. j) 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. Ver: 4/15/16 Page 9 of 43

12 k) IMP or INTEGRATED PEST MANAGEMENT: A process for achieving long-term, environmentally sound pest suppression and prevention using a wide variety of technological and management practices. Control strategies in an IPM program include: Proper identification of pests and an understanding of pest biology and behavior. Structural and procedural modifications to reduce food, water, harborage, and access used by pests. Non-pesticide technologies such as trapping and monitoring devices. Pesticide compounds, formulations, and application methods that present a reduced potential hazard to humans and the environment. Coordination among all facilities management programs that have a bearing on the pest control effect. l) LOT: A grouping of similar products within this RFP. m) NCDA&CS: The Structural Pest Control Division of North Carolina Department of Agricultural and Consumer Services. n) 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. o) OWNER: NC A&T State University and may hereafter be referred to as either A&T or the University. p) P-PHASE STRUCTURAL PEST CONTROL: License or certification of individuals in household pest control issued by the NCDA&CS, as defined in GS q) PROJECT MANAGER: Representative of the North Carolina A&T State 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 the contract for the University. r) QUALIFIED PROPOSAL: A responsive proposal submitted by a responsible Vendor. s) RFP: Request for Proposal t) SIGHTING LOG: A sheet held with the Sight Monitor, which shall indicate sightings of pests and their locations. The contractor shall service areas listed on the sighting log at no additional cost to the University. u) SITE MONITOR: The point of contact for the actual location where services occur. In many instances, this individual will be the Building Representative, the Residence Hall Director, or a Housekeeping Department designee. v) SPECIAL SERVICES: Services beyond those described in the structural pest control. These services are not regular and include but are not limited to the reduction and/or elimination of pest activity resulting from termite and flea infestations, and other specialized infrequent pestilence to include wasp, bees, yellow jackets and hornets. Also the birds, bats, squirrels, snakes, ground hogs, beavers, and opossums. These services are rendered only upon request and necessity. This service would also include the supply, monitoring, and cleaning of rodent bait stations. Costs for these services shall be established under the awarded contract cost schedule (Proposal Form Schedule A-2). w) STATE: The State of North Carolina, including any of its sub-units recognized under North Carolina law. x) 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. y) VENDOR: Supplier, bidder, proposer, company, firm, corporation, partnership, individual or other entity submitting a response to a Request for Proposal. Ver: 4/15/16 Page 10 of 43

13 III. METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS A. METHOD OF AWARD 1. Introduction The University will conduct a comprehensive, fair and impartial evaluation of the proposals received in response to this request. As provided by statute, award will be based on the lowest and best proposal (most advantageous to the University). Cost is important but is not an overriding consideration. The award of a contract to one Vendor does not mean that the other Vendors proposals lack merit. The University reserves the right to reject any or all proposals. Proposals will be received from each Vendor in sealed packages - the Technical Proposal and the Cost Proposal when required. Each original shall be signed and dated by an official authorized to bind the firm. Unsigned proposals will not be considered. At that date and time the package containing the proposals from each responding firm will be publicly opened and the total cost offered by each firm will be tabulated and become a matter of public record. Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor s pricing position. B. PROPOSAL EVALUATION PROCESS Proposals will be evaluated as described below: 1. Evaluation Committee An Evaluation Committee will read the proposals, conduct corporate and personal reference checks, score the proposals, and make a written recommendation to the Director of Purchasing. The University may change the size or composition of the committee during the review in response to exigent circumstances. 2. Scoring The Evaluation Committee will score the proposals using the scoring system shown in Table below. The highest score that can be awarded to any proposal is 500 points. Cost, Staffing and Vendor Qualification Proposal, Technical Approach and References Scoring System Evaluation Factors Highest Possible Score Cost Approach to RFP 200 Vendor - Staff Qualifications 100 Technical Approach 150 References 50 Maximum Possible Combined Scores Evaluation Phases (a) Phase 1: Evaluation of Staffing Qualifications Proposals (1) Phase 1, Part 1: Purchasing will summarily review each proposal to determine whether the proposal was properly executed and timely submitted. All timely submitted proposals for which signed execution pages have been received as provided above will be forwarded to the Ver: 4/15/16 Page 11 of 43

14 Evaluation Committee for review. Proposals that are not forwarded to the Evaluation Committee are ineligible for contract award. (2) Phase 1, Part 2: Each member of the Evaluation Committee will read each proposal that has been forwarded to the Committee. The members of the Evaluation Committee will score each proposal, individually, on each of the evaluation factors shown in Table above. (b) Phase 2: Evaluation of Cost Proposals (1) Purchasing will evaluate each Cost Proposal for completeness and reasonableness. Purchasing may reject a proposal if the Cost Proposal is incomplete or if it contains significant inconsistencies or inaccuracies. The University will determine low cost by normalizing the scores as follows: The proposal with the lowest cost will receive a score of 200. All other competing proposals will be assigned a portion of the maximum score using the following formula: 200 X the cost of the lowest-cost Cost Proposal the cost of the Cost Proposal being evaluated = Cost Score NOTE: Best and Final Offers (BAFO). If negotiations or subsequent offers are solicited, the Vendors shall provide BAFOs in response. Failure to deliver a BAFO when requested shall disqualify the non-responsive Vendor from further consideration. The University may establish a competitive range based upon evaluations of proposals, and request BAFOs from the Vendors within this range; e.g. Finalist Vendors. The University will evaluate BAFOs and add any additional points to the Vendors respective scores. Points awarded from oral presentations and product demonstrations during negotiations, if any, will be added to the previously assigned points to attain final scores. (c) Phase 3: Determination of Successful Proposal (1) The Vendor whose proposal is determined to be in the best interest of the University will be recommended as the successful Vendor. The Evaluation Committee will forward this Vendor s name to the N.C. A&T Director of Purchasing with documentation to justify the Committee s recommendation. (2) The N.C. A&T Director of Purchasing will review the Committee s recommendation for compliance with Purchasing Rules and Policies for approval. (3) When the final approval is received, N.C. A&T will notify the selected Vendor. Purchasing will post the award on the University website at The award will be posted under the applicable RFP number. (4) The Contract between N.C. A&T and the selected Vendor shall be effective as of the date on which N.C. A&T s authorized agent signs the Vendor s proposal. The selected Vendor shall perform no work for N.C. A&T before that date. 4. Oral Presentations & Clarifications (a) (b) During its evaluation of the competing proposals, the Evaluation Committee may ask the Vendors to make oral presentations to the Committee regarding the contents of their Proposals. These oral presentations will be scheduled and conducted solely for the purpose of clarifying the information in the proposals. The Vendors may not use these presentations to submit new information that was not submitted in the proposals under review. The University may contact a Vendor during the evaluation period to obtain clarification regarding the Vendor s proposal. Ver: 4/15/16 Page 12 of 43

15 (c) Contract award notices are sent only to those actually awarded a contract, and not to every Vendor responding to this solicitation. Contract status and award notices are posted on the Internet at While the intent of this RFP is to award a Contract(s) to single Vendor, the University reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items or to cancel this RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the University to do so. The status of a Vendor s e-procurement Services account(s) shall be considered a relevant factor in determining whether to approve the award of a contract under this RFP. Any Vendor with an E-Procurement Services account that is in arrears by 91 days or more at the time of proposal opening may, at the University s discretion, be disqualified from further evaluation or consideration. The University reserves the right to waive any minor informality or technicality in proposals received. C. 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 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, 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 State s discretion that the communication was harmless, that it was made without intent to influence and that the best interest of the State 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 issuing agency 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. D. 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 State may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the State: Total cost to the State Level of quality provided by the Vendor Process and performance capability across multiple jurisdictions Protection of the State s information and intellectual property Availability of pertinent skills Ability to understand the State s business requirements and internal operational culture Particular risk factors such as the security of the State s information technology Relations with citizens and employees Contract enforcement jurisdictional issues E. 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 Department; 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 Ver: 4/15/16 Page 13 of 43

16 should be evaluated or rejected, the Department will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the Department 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 Department exercising its discretion to reject a proposal in its entirety. IV. CONTRACTUAL 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 GENERAL INFORMATION SECTION E: QUESTIONS. A. CONTRACT TERM Initial Term: The Contract shall commence within 7 consecutive calendar days after the receipt of the purchase order countersigned by the University (the Effective Date ). The projected start date is July 12, The contract expiration date is scheduled for July 12, If work cannot begin on stated date, contractor shall begin the work by. At the end of the Contract s current term, the University shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to a total of two (2) additional (1) one-year terms. The University will give the Vendor written notice of its intent whether to exercise each option no later than sixty (60) days before the end of the Contract s then-current term. This notice shall not be deemed to commit the University to a contract renewal. 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. B. PRICING Proposal price shall constitute the total cost to the University for complete performance in accordance with the requirements and specifications herein, including all applicable charges 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. C. INVOICES a) The Vendor must submit one invoice after each phase in which work was performed. b) Invoices must be submitted to the following address: North Carolina A&T State University P.O. Box Greensboro, NC c) Invoices must bear the correct contract number and purchase order number to ensure prompt payment. The Vendor s failure to include the correct purchase order number may cause delay in payment. d) Invoices must include an accurate description of the work for which the invoice is being submitted, the invoice date, the period of time covered, the amount of fees due to the Vendor and the original signature of the Vendor s project manager. e) The Vendor shall submit these reports electronically using Microsoft Excel and, as needed, either Microsoft PowerPoint or Microsoft Word. D. PAYMENT TERMS a) The Vendor will be compensated at the rates quoted in the Vendor s Cost Proposal. b) The Vendor will be paid net thirty (30) calendar days after the Vendor s invoice is approved by the University. Ver: 4/15/16 Page 14 of 43

17 E. FINANCIAL STABILITY Each Vendor shall certify it is financially stable by completing the ATTACHMENT E: CERTIFICATION OF FINANCIAL CONDITION. The State is requiring this certification to minimize potential issues from Contracting with a Vendor that is financially unstable. From the date of the Certification to the expiration of the Contract, the Vendor shall notify the State within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification. F. VENDOR EXPERIENCE In its Proposal, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to North Carolina A&T State 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. G. REFERENCES Vendors shall provide at least three (3) references for which your company has provided services of similar size and scope to that proposed herein. The University shall contact these users to determine the services provided are substantially similar in scope to those proposed herein and Vendor s performance has been satisfactory. The information obtained shall be considered in the evaluation of the proposal. COMPANY NAME CONTACT NAME TELEPHONE NUMBER ADDRESS H. BACKGROUND CHECKS Vendor and its personnel are required to provide or undergo background checks at Vendor s expense prior to beginning work with the State. As part of Vendor background the details below must be provided to the University: (1) Any criminal felony conviction, or conviction of any crime involving moral turpitude, including, but not limited to fraud, misappropriation or deception, of Vendor, its officers or directors, or any of its employees or other personnel to provide services on this project, of which Vendor has knowledge or a statement that it is aware of none; (2) Any criminal investigation for any offense involving moral turpitude, including, but not limited to fraud, misappropriation, falsification or deception pending against Vendor of which it has knowledge or a statement it is aware of none; (3) Any regulatory sanctions levied against Vendor or any of its officers, directors or its professional employees expected to provide services on this project by any state or federal regulatory agencies within the past three years or a statement that there are none. As used herein, the term regulatory sanctions includes the revocation or suspension of any license or certification, the levying of any monetary penalties or fines, and the issuance of any written warnings; Ver: 4/15/16 Page 15 of 43

18 (4) Any regulatory investigations pending against Vendor or any of its officers, directors or its professional employees expected to provide services on this project by any state or federal regulatory agencies of which Vendor has knowledge or a statement that there are none. (5) Any civil litigation, arbitration, proceeding, or judgments pending against Vendor during the three (3) years preceding submission of its proposal herein or a statement that there are none. Vendor s responses to these requests shall be considered to be continuing representations and Vendor s failure to notify the State within thirty (30) days of any criminal litigation, investigation or proceeding involving Vendor or its then current officers, directors or persons providing services under this contract during its term shall constitute a material breach of contract. The provisions of this paragraph shall also apply to any subcontractor utilized by Vendor to perform services under this contract. I. PERSONNEL Vendor shall not substitute key personnel assigned to the performance of this Contract without prior written approval by the Project Manager. Vendor shall notify the Project Manager 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. J. 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 State 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 State. Names of any third party vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s). 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 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. Ver: 4/15/16 Page 16 of 43

19 K. QUALIFICATIONS OF BIDDER The bidder s proposals shall be submitted at the time specified and designated University staff members shall evaluate the proposals received and will consider the following factors in recommending award to a qualified firm: a. A successful bidder shall hold a valid North Carolina State Structural Pest Control License or Licenses for the phase(s) of work on which he/she is bidding. The license copies must be included with the proposal submission. b. The successful bidder shall have been actively engaged in and maintained a place of business in the State of North Carolina for at least three years commercially for the purpose of chemically controlling or exterminating pests on which he/ she is quoting. c. The bidder shall indicate qualifications and practical experience in the type of work on which he/she is quoting by listing by name one or more institutions of a generally similar character on which he/she has renewed within the past three years. d. The successful bidder shall have in his/her employ and available for consultation at all times a trained entomologist or an urban and industrial pest control graduate from a recognized university or college or/and individual who has had at least five years experience in the practical and scientific facts underlying this work. V. SCOPE OF WORK Contractor is to provide all labor, supervision, materials, consumables, tools, equipment, and necessary permits, licenses and fees to accomplish proactive Integrated Pest Management (IPM) services to accomplish the surveillance, trapping, pesticide application, and pest removal components of the program for North Carolina A & T State University. Contractor shall bear all costs associated with performing the services hereunder to include permit, fees, travel, licenses, and charges required by the nature of the business and those laws, which are applicable thereto. Such costs shall be included in the Contractor's proposed and awarded costs (Proposal Form). A. GENERAL OBJECTIVES, WORK DESCRIPTIONS and TASKS 1. Turnkey--The bidding for this contract shall be turnkey. Contractor shall perform services under a fixedprice contract where payment for services rendered shall be established as prescribed by the format of the Proposal Form. With the exception of Callbacks and the Sighting Log, the Contractor shall be paid for its contract performance no greater than those costs awarded under the contract cost schedule (Proposal Form). All remaining permissible costs shall be paid based upon the authorized rendering of the service by the Contractor at the rate awarded under the contract cost schedule (Proposal Form) or the negotiated price, where permitted. 2. Description of Service Pests to be controlled for the purpose of this contract are covered by P-Phase structural pest control, which includes roaches, ants, silverfish, spiders, centipedes, millipedes, mice, rats, etc. Service also includes preventive maintenance strategies to eliminate future pestilence. Services include inspection of each location monthly along with the utilization of monitoring devices and or pheromone traps to determine any infestations. The Contractor shall adequately suppress the following pests: Indoor populations of rats, mice, cockroaches, ants, flies, spiders, fleas, and any other arthropod pests not specifically excluded from the Scope of Services. Populations of the above pests that are located outside of the specified buildings, but within the property boundaries of the building (15 to 20 from building). Winged termite swarmer s emerging indoors. Individuals of all excluded pest populations that are incidental invaders inside buildings. Populations of the following pests are included from this contract: Birds, bats, snakes, and all other vertebrates to include of rodents such as rats and mice Pests that primarily feed on outdoor vegetation Ver: 4/15/16 Page 17 of 43

20 Mosquitoes Bees, ants, roaches etc. The Contractor will also be responsible for the suppression and removal of termites and wood destroying organisms, including periodic inspections as specified by the Administrator. Inspections and abatement activities shall be on a unit price basis in addition to the routine monthly charge. 2.1 Routine Services Routine services refers to interior and exterior service. Interior calls for thorough treatments of all common areas, all entryways, all break rooms, and all restrooms. Additional service areas include but are not limited to plumbing closets, mechanical equipment rooms, crawl spaces, linen and clothing closets, underneath water fountains, tables, chairs and behind heavy furniture, etc. The exterior portion of routine services refers to external services, which include but are not limited to the application of granular and/or liquid pesticides and baits around the entire external perimeter of the structure to minimize any infestation or harborage sites along the exterior walls as well as to minimize the migration of pests toward the building. Depending on location and building function, routine interior service may be regularly rendered monthly, bi-monthly or quarterly. An itemized list of buildings, perimeter footage and corresponding interior service frequency has been provided on Proposal Form Schedule C Annual Service refers to service performed primarily at the Residence Halls and is performed in August prior to the receipt of the students for the Summer Sessions and/or Fall semester as determined by Residence Life. This service is comprehensive as it covers each room in the building to thoroughly eliminate the presence of pestilence. The total number of rooms has been provided on Proposal Form Schedule C Special Services Special services are performed to reduce and/or eliminate pest activity resulting from termite, wasp, bees, yellow jackets, hornets, flea infestations and other specialized infrequent pestilence; also birds, bats, squirrels, snakes, ground hogs, beavers, and opossums. These services are rendered only upon request and necessity. Charges for the same should be separately identified and accompanied by a written quotation. The bidder is requested to indicate his service fee per sq. ft. and/or hourly rate for each type of service indicated on Schedule A Locations - All buildings are located on Campus within a 10-mile radius from the DeHuguley Building. A map showing the location of each building shall be provided to the successful bidder, if requested. The Owner shall provide adequate access to each building. Additional locations on the University property may be added throughout the contract, at the scheduled service rates provided herein. The Owner reserves the right to remove a location from the service list at any time without penalty and without affect to the provided rates. 4. Frequency of Service - It is the intent of this RFP to provide routine interior/exterior service to the academic and administrative buildings, as well as to service the auxiliary; athletic locations and to service residential buildings listed. The service frequency for each location is determined by the contractor and should be priced as such. As long as the scope of work is satisfied in pest control specifications listed, the contractor s frequency of service is satisfied. Each location shall also receive perimeter defense service by the contractor. Special services occur at the time of request as designated by the Contract Monitor. Periodically the University shall give the contractor advance notice of increase in service requirements; such service shall be considered regular service and shall be billed accordingly. During periods of building renovation, service schedules may be altered with no penalty to the University and no charges during that time when no service is rendered or service is interrupted. Every effort should be made to service as scheduled. Any obstruction should be reported to the Physical Plant Office to have obstruction removed to facilitate servicing as scheduled. Any changes must be agreed upon by the University and the contractor. 5. Usage of Chemicals all chemicals shall be used with all due precaution to preclude the possibility of accident or injury. Special care shall be exercised in the use of liquid insecticides in areas having asphalt, mastic, or linoleum floor surfaces. Ver: 4/15/16 Page 18 of 43