Logistic Support Trailers--NC Emergency Management Disaster Contract

STATE OF NORTH CAROLINA DEPARTMENT OF PUBLIC SAFETY Invitation for Bid #: 19-IFB-660887002-PTW Logistic Support Trailers Date of Issue: April 4, 2023 Bid Opening Date: April 24, 2023 At 2:00 PM ET Direct all inquiries concerning this IFB to: Tim Pendergrass Procurement Specialist III Email: tim.pendergrass@ncdps.gov Phone: (919) 324-6473 mailto:tim.pendergrass@ncdps.gov Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 2 of 48 STATE OF NORTH CAROLINA Invitation for Bid # 19-IFB-660887002-PTW ______________________________________________________ For internal State agency processing, including tabulation of bids, provide your company’s eVP (Electronic Vendor Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or

otherwise kept confidential, before the procurement file is made available for public inspection. This page shall be filled out and returned with your bid. Failure to do so may subject your bid to rejection. ___________________________________________________ Vendor Name ______________________________ Vendor eVP# Note: For your bid to be considered, your company (you) must be a North Carolina registered vendor in good standing. You must enter the vendor number assigned through eVP (Electronic Vendor Portal). If you do not have a vendor number, register at https://vendor.ncgov.com/vendor/login https://vendor.ncgov.com/vendor/login Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 3 of 48 Refer ALL Inquiries regarding this IFB to: Tim Pendergrass All correspondence with Vendors shall be through the Ariba Sourcing Tool. Questions will be received in the Ariba Sourcing Tool (Only) based on the schedule in Section 2.5 Invitation for Bid #: 19-IFB-660887002-PTW Bids will be publicly opened: April 24, 2023, at 2:00pm, ET Meeting ID: 252 546 463 202 Passcode: rVif9b Using Agency: NC Emergency Management Commodity No. and Description: 951218 Utility Buildings and Structures Requisition No.: PR12335025 EXECUTION In compliance with this Invitation for Bid (IFB), 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 bid, the undersigned Vendor understands that false certification is a Class I felony and certifies that:  this bid is submitted competitively and without collusion (G.S. 143-54),  none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and  it is not an ineligible Vendor as set forth in G.S. 143-59.1. Furthermore, by executing this bid, the undersigned certifies to the best of Vendor’s knowledge and belief, that:  it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency. As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this IFB, 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. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this response to the IFB, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor is not aware that any such gift has been offered, accepted, or promised by any employees of your organization. By executing this bid, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL TERMS AND CONDITIONS. These documents can be accessed from the Ariba Sourcing Tool. Failure to execute/sign bid prior to submittal shall render bid invalid and it WILL BE REJECTED. Late bids shall not be accepted. COMPLETE/FORMAL NAME OF VENDOR: STREET ADDRESS: P.O. BOX: ZIP: CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO: PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21): STATE OF NORTH CAROLINA DEPARTMENT OF PUBLIC SAFETY Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 4 of 48 PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER: VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL: Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 5 of 48 VALIDITY PERIOD Offer shall be valid for at least 60 days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual agreement of the parties. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this IFB. ACCEPTANCE OF BIDS If your bid is accepted, all provisions of this IFB, along with the written results of any negotiations, shall constitute the written agreement between the parties (“Contract”). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply. Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed. FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on The attached certification, by ____________________________________________________________________. (Authorized Representative of the Department of Public Safety) Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 6 of 48 Table Of Contents 1.0 PURPOSE AND BACKGROUND ............................................................................................. 8 1.1 CONTRACT TERM ................................................................................................................. 8 2.0 GENERAL INFORMATION ..................................................................................................... 8 2.1 INVITATION FOR BID DOCUMENT ....................................................................................... 8 2.2 E-PROCUREMENT FEE ......................................................................................................... 8 2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS ................................ 9 2.4 IFB SCHEDULE ...................................................................................................................... 9 2.5 BID QUESTIONS .................................................................................................................. 10 2.6 BID SUBMITTAL ................................................................................................................... 10 2.7 BID CONTENTS .................................................................................................................... 11 2.8 ALTERNATE BIDS ............................................................................................................... 11 2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ......................................................... 12 3.0 METHOD OF AWARD AND BID EVALUATION PROCESS .................................................. 13 3.1 METHOD OF AWARD .......................................................................................................... 13 3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ...... 13 3.3 BID EVALUATION PROCESS .............................................................................................. 13 3.4 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................. 14 3.5 INTERPRETATION OF TERMS AND PHRASES ................................................................. 14 4.0 REQUIREMENTS ................................................................................................................... 14 4.1 PRICING ............................................................................................................................... 14 4.2 INVOICES ............................................................................................................................. 14 4.3 FINANCIAL STABILITY ........................................................................................................ 15 4.4 HUB PARTICIPATION .......................................................................................................... 15 4.5 REFERENCES ...................................................................................................................... 15 4.6 PERSONNEL ........................................................................................................................ 15 4.7 VENDOR’S REPRESENTATIONS ........................................................................................ 18 4.8 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................. 18 4.9 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS .................................... 19 4.10 SUPPORT QUESTIONAIRE AND EMERGENCY CONTACT ............................................... 19 5.0 SCOPE OF WORK ................................................................................................................. 19 5.1 GENERAL ............................................................................................................................. 20 Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 7 of 48 5.2 TASKS/DELIVERABLES ...................................................................................................... 20 6.0 CONTRACT ADMINISTRATION ............................................................................................ 36 6.1 PROJECT MANAGER AND CUSTOMER SERVICE ............................................................ 36 6.2 CONTINUOUS IMPROVEMENT ........................................................................................... 36 6.3 ACCEPTANCE OF WORK .................................................................................................... 36 6.4 TRANSITION ASSISTANCE ................................................................................................. 37 6.5 DISPUTE RESOLUTION ....................................................................................................... 37 6.6 CONTRACT CHANGES ........................................................................................................ 37 6.7 DPS ADDITIONAL TERMS ................................................................................................... 37 6.8 ATTACHMENTS ................................................................................................................... 38 ATTACHMENT A: PRICING FORM .................................................................................................. 38 ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION ............................................. 41 ATTACHMENT E: CUSTOMER REFERENCE TEMPLATE .............................................................. 44 ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR ........................................... 45 ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION .................................................. 46 ATTACHMENT I: CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, & COOPERATIVE AGREEMENTS ....................................................................................................................... 47 Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 8 of 48 1.0 PURPOSE AND BACKGROUND The Division of Emergency Management (NCEM) is soliciting proposals from qualified Vendors to provide rental of Emergency Support Trailers (Showers, Restrooms and Laundry Services). North Carolina Emergency Management (NCEM) is a government organization that administers state and federal emergency management programs enabled by the Robert T. Stafford Act and North Carolina General Statutes Chapter 166A. In order to respond to and satisfy the needs of the state during emergencies and/or disasters NCEM requires a disaster convenience contract for the rental of Emergency Support Trailers to be used to meet the needs for the citizens and responders during an emergency. The period of this contract shall be for three (3) years with no renewals. The State will make multiple awards to ensure adequate resources are available to meet disaster needs. If a Vendor cannot supply more than one of the commodities listed in the Tasks/Deliverables (Section 5.2), they should still submit a proposal. This will not affect the evaluation process or eligibility of the vendor. Proposals shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto. The intent of this solicitation is to award an Agency Specific Contract. 1.1 CONTRACT TERM The Contract shall have an initial term of Three (3) years, beginning on the date of final Contract execution (the “Effective Date”). The Vendor shall begin work under the Contract within ten (10) business days of the Effective Date. In addition, the State reserves the right to extend a contract term for a period of up to 180 days in 90-day-or-less increments This contract is a multi-award IFB. Vendors awarded under this contract are not guaranteed a Purchased Order during the three-year term. When projects are required, work will be assigned to the Vendor deemed most qualified to perform the required services based on information supplied in its bid response. The decision will lie solely with the EM Director or an appointee and will be initiated by a Purchase Order on an "as, if, and when requested" basis. Award of a contract to one Vendor does not mean that the other bids lacked merit, but that, all factors considered, the selected bid is the most advantageous to the State for the required project. Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto. 2.0 GENERAL INFORMATION Quantities referenced in this document represent the best available estimates of the State's requirements. Each emergency is unique. Therefore, nothing in this document shall be construed to prevent the State, when necessary, from contracting additional portable toilet and wash station services from non-contracted sources, nor shall it be construed to require the State to purchase or rent beyond its actual requirements. It is estimated that the State may require as many as 50 portable toilets and as many as 20 wash stations at any one time, however, no quantities are guaranteed. This is a multi-vendor awarded contract to ensure the needs of the State are met. 2.1 INVITATION FOR BID DOCUMENT This IFB is comprised of the base IFB document, any attachments, and any addenda released before Contract award, which are incorporated herein by reference. 2.2 E-PROCUREMENT FEE ATTENTION: This is an NC eProcurement solicitation facilitated by the Ariba Network. The E-Procurement fee may apply to this solicitation. See the paragraph entitled ELECTRONIC PROCUREMENT of the North Carolina General Terms and Conditions. General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/. What is the Ariba Network? http://eprocurement.nc.gov/ Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 9 of 48 The Ariba Network is a web-based platform that serves as a connection point for buyers and vendors. Vendors can log in to the Ariba Network to view purchase orders, respond to electronic requests for quotes, participate in Sourcing Events, and collaborate with buyers on contract documents. For training on how to use the Sourcing Tool to view solicitations, submit questions, develop responses, upload documents, and submit offers to the State, Vendors should go to the following site: http://eprocurement.nc.gov/training/vendor-training. 2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS It shall be the Vendor’s responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions, all relevant exhibits and attachments, and any other components made a part of this IFB and comply with all requirements and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this IFB. If Vendors have questions, issues, or exceptions regarding any term, condition, or other component of this IFB, those must be submitted as questions in accordance with the instructions in the BID QUESTIONS Section. If the State determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an IFB addendum. The State may also elect to leave open the possibility for later negotiation and amendment of specific provisions of the Contract that have been addressed during the question-and-answer period. Other than through this Q and A process or negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s bid or otherwise. This applies to any language appearing in or attached to the document as part of the Vendor’s bid that purports to vary any terms and conditions or Vendors’ instructions herein or to render the bid non-binding or subject to further negotiation. Vendor’s bid shall constitute a firm offer that shall be held open for the period required herein (“Validity Period” above). By execution and delivery of this IFB 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 bid as nonresponsive. The State may exercise its discretion to consider Vendor proposed modifications. 2.4 IFB SCHEDULE The table below shows the intended schedule for this IFB. The State will make every effort to adhere to this schedule. Event Responsibility Date and Time Issue IFB State April 4, 2023 Submit Written Questions Vendor April 17, 2023, by 2:00pm, ET Provide Response to Questions State April 18, 2023 Submit Bids Vendor April 24, 2023, by 2:00pm, ET Microsoft Teams meeting Join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 252 546 463 202 Passcode: rVif9b Download Teams | Join on the web https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTEyMzkzOTItODA5Ny00YmRkLWEwZjQtNjViZjgyZjVjODdj%40thread.v2/0?context=%7b%22Tid%22%3a%227a7681dc-b9d0-449a-85c3-ecc26cd7ed19%22%2c%22Oid%22%3a%22696ab936-f43a-4a26-83bb-b339a27c1173%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 10 of 48 Join with a video conferencing device ncgov@m.webex.com Video Conference ID: 115 188 971 2 Alternate VTC instructions Or call in (audio only) +1 984-204-1487,,695022234# United States, Raleigh Phone Conference ID: 695 022 234# Find a local number | Reset PIN Contract Award State To be determined Contract Effective Date State To be determined 2.5 BID QUESTIONS Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best bid possible. To accommodate the Bid Questions process, Vendors shall submit any such questions by the “Submit Written Questions” date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum. Questions related to the content of the solicitation, or the procurement process should be directed to the person on the title page of this document via the Sourcing Tool's message board by the date and time specified in the IFB SCHEDULE Section of this IFB. Vendors will enter “19-IFB-660887002-PTW – Questions” as the subject of the message. Question submittals should include a reference to the applicable IFB section. This is the only manner in which questions will be received. Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888-211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM ET to 5:00 PM ET. Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be posted in the Sourcing Tool in the form of an addendum and shall become an Addendum to this IFB. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this IFB, shall be considered authoritative or binding. Vendors shall rely only on written material contained in the IFB and an addendum to this IFB. 2.6 BID SUBMITTAL IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk of late submission due to unintended or unanticipated delay. It is the Vendor’s sole responsibility to ensure its bid has been received as described in this IFB by the specified time and date of opening. Failure to submit a bid in strict accordance with instructions provided shall constitute sufficient cause to reject a Vendor’s bids(s). Solicitation responses are subject to Sealed Bidding requirements. Vendor’s bids for this procurement must be submitted through the Sourcing Tool. For training on how to use the Sourcing Tool to view solicitations, submit questions, develop responses, upload documents, and submit offers to the State, Vendors should go to the following site: https://eprocurement.nc.gov/training/vendor-training Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888-211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM EST to 5:00 PM EST. https://www.webex.com/msteams?confid=1151889712&tenantkey=ncgov&domain=m.webex.com tel:+19842041487,,695022234#%20 https://dialin.teams.microsoft.com/c102d528-0544-4660-b869-294e85047e28?id=695022234 https://dialin.teams.microsoft.com/usp/pstnconferencing https://eprocurement.nc.gov/training/vendor-training Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 11 of 48 Tips for Using the Sourcing Tool 1. Vendors should review available training and confirm that they are able to access the Sourcing Event, enter responses, and upload files well in advance of the date and time response are due to allow sufficient time to seek assistance from the North Carolina eProcurement Help Desk. 2. Vendors may submit their responses early to make sure there are no issues, and then submit a revised response any time prior to the response due date and time. The State will only review the most recent response. 3. Vendors should respond to all relevant sections of the Sourcing Event. Certain questions or items are required in order to submit a response and are denoted with an asterisk. The Sourcing Tool will not allow a response to be submitted unless all required items are completed. The Sourcing Tool will provide error messages to help identify any required information that is missing when response is submitted. 4. Simply saving your response in the Sourcing Tool is not the same as submitting your response to the State. Vendors should make sure they complete the submission process and receive a message that their response was successfully submitted. 2.7 BID CONTENTS Vendors shall provide responses to all questions and complete all attachments for this IFB that require the Vendor to provide information and upload them to the Sourcing Event in the Sourcing Tool. Vendor may not be able to submit its response in the Sourcing Tool unless all required items are addressed. Vendors shall provide authorized signatures where requested. Failure to provide all required items, or Vendor’s submission of incomplete items, may result in the State rejecting Vendor’s bid, in the State’s sole discretion. Vendors shall upload the following items and attachments in the Sourcing Tool: a) Cover Letter, must include a statement that confirms that the Vendor has read the IFB in its entirety, including all links, and all Addenda released in conjunction with the IFB. b) Title Page: Include the company name, address, phone number and authorized representative along with the Bid Number. c) Completed and signed version of all EXECUTION PAGES, along with the body of the IFB. d) Signed receipt pages of any addenda released in conjunction with this IFB, if required to be returned. e) Vendor’s Response. f) Completed version of ATTACHMENT A: PRICING g) Completed and signed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION h) Completed and signed version of ATTACHMENT E: CUSTOMER REFERENCE FORM i) Completed and signed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR j) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION k) Completed and signed version of ATTACHMENT I: CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS and OMB STANDARD FORM LLL l) ATTACHMENT J: ALCOHOL/DRUG-FREE WORKPLACE POLICY 2.8 ALTERNATE BIDS Unless provided otherwise in this IFB, Vendor may submit alternate bids for comparable Goods, various methods or levels of Service(s), or that propose different options. Alternate bid must specifically identify the IFB requirements and advantage(s) addressed by the alternate bid. Each bid must be for a specific set of Goods and Services and must include specific pricing. If a Vendor chooses to respond with various offerings, Vendor shall follow the specific instructions for uploading Alternate Bids in the Sourcing Tool. Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 12 of 48 2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS Relevant definitions for this IFB are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found in the Sourcing Tool, which are incorporated herein by this reference. a) ABLUTION: The act of cleaning or washing something. b) ANCILLARY: necessary support to the primary activities or operation of the Support Trailers. 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) BUYER: The employee of the State or Other Eligible Entity that places an order with the Vendor. e) CONTRACT ADMINISTRATOR: Representative of the Department of Public Safety responsible for providing daily technical oversight of the contract and making sure the vendor performs according to the technical requirements of the contract. f) CONTRACT OFFICER: Representative of the Department of Public Safety who corresponds with potential Vendors in order to identify and contract with that Vendor providing the greatest benefit to the State and who will administer the contract for the State. g) DPS: Department of Public Safety h) E-PROCUREMENT SERVICES: The program, system, and associated Services through which the State conducts electronic procurement. i) 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. j) LOT: A grouping of similar products within this RFP. k) MAY: Denotes that which is permissible, not mandatory. l) NCDEM: The Division of Emergency Management m) 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. n) QUALIFIED PROPOSAL: A responsive proposal submitted by a responsible Vendor. o) REDACTED: edited copy of the Vendors proposal response with Proprietary and/or Confidential information excluded/removed p) RFP: Request for Proposal q) SERVICES or SERVICE DELIVERABLES: The tasks and duties undertaken by the Vendor to Fulfill the requirements and specifications of this solicitation. r) SHALL or MUST: Denotes that which is a mandatory requirement. Failure to meet a mandatory requirement will result in the rejection of the proposal. s) SHOULD: Denotes that which is recommended, not mandatory. t) STATE: The State of North Carolina, including any of its sub-units recognized under North Carolina law. u) 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. v) UN-REDACTED: copy of the Vendors proposal response unedited including all confidential and/or proprietary information w) VENDOR: Supplier, bidder, proposer, company, firm, corporation, partnership, individual or other entity submitting a response to a Request for Proposal. Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 13 of 48 3.0 METHOD OF AWARD AND BID EVALUATION PROCESS 3.1 METHOD OF AWARD North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the State’s best interest. All responsive bids will be reviewed, and an award or awards will be based on the responsive bid(s) offering the lowest price that meets the specifications provided herein. While the intent of this IFB is to award a Contract(s) to multiple Vendors, the State reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items, or to cancel this IFB in its entirety without awarding a Contract, if it is considered to be most advantageous to the State to do so. The State reserves the right to waive any minor informality or technicality in bids received. 3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION While this IFB is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See the Paragraph of the Instructions To Vendors entitled Communications By Vendors. 3.3 BID EVALUATION PROCESS Only responsive submissions will be evaluated. The State will conduct an evaluation of responsive Bids, as follows: Bids will be received according to the method stated in the Bid Submittal section above. All bids must be received by the issuing agency not later than the date and time specified in the IFB SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the State reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the State. At the date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum, the bids from each responding Vendor will be opened publicly and the name of the Vendor and total cost offered may 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 a Vendor’s pricing position. If negotiation is anticipated under 01 NCAC 05B.0503, pricing may not be public until award. At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the bid. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all bids should be complete and reflect the most favorable terms available from the Vendor. Prices bid cannot be altered or modified as part of a clarification. Bids will generally be evaluated, based on completeness, content, cost and responsibility of the Vendor to supply the requested Goods and Services. Specific evaluation criteria are listed in Section 3.1 METHOD OF AWARD. Upon completion of the evaluation process, the State will make Award(s) based on the evaluation and post the award(s) under the IFB number for this solicitation. Award of a Contract to one Vendor does not mean that the other bids lacked Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 14 of 48 merit, but that, all factors considered, the selected bid was deemed most advantageous and represented the best value to the State. The State reserves the right to negotiate with one or more Vendors, or to reject all original offers and negotiate with one or more sources of supply that may be capable of satisfying the requirement, and in either case to require Vendor to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the State. 3.4 PERFORMANCE OUTSIDE THE UNITED STATES Vendor shall complete ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this IFB, the State may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the State: a) Total cost to the State b) Level of quality provided by the Vendor c) Process and performance capability across multiple jurisdictions d) Protection of the State’s information and intellectual property e) Availability of pertinent skills f) Ability to understand the State’s business requirements and internal operational culture g) Particular risk factors such as the security of the State’s information technology h) Relations with citizens and employees i) Contract enforcement jurisdictional issues 3.5 INTERPRETATION OF TERMS AND PHRASES This IFB serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the State; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether bids should be evaluated or rejected, the State will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the State’s needs as described in the IFB. Except as specifically stated in the IFB, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the State exercising its discretion to reject a bid in its entirety. 4.0 REQUIREMENTS This Section lists the requirements related to this IFB. By submitting a bid, 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 IFB. If a Vendor is unclear about a requirement or specification, or believes a change to a requirement would allow for the State to receive a better bid, the Vendor is urged to submit these items in the form of a question during the question and answer period in accordance with the Bid Questions Section above. 4.1 PRICING Bid price shall constitute the total cost to the State for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees. Complete ATTACHMENT A: PRICING FORM and include in Bid response The pricing provided in ATTACHMENT A, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract. 4.2 INVOICES Vendor shall invoice the Purchasing Agency. The standard format for invoicing shall be Single Invoices meaning that the Vendor shall provide the Purchasing Agency with an invoice for each order. Invoices shall include detailed information to Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 15 of 48 allow Purchasing Agency to verify pricing at point of receipt matches the correct price from the original date of order. The following fields shall be included on all invoices, as relevant: Vendor’s Billing Address, Customer Account Number, NC Contract Number, Order Date, Buyer’s Order Number, Manufacturer Part Numbers, Vendor Part Numbers, Item Descriptions, Price, Quantity, and Unit of Measure. INVOICES MAY NOT BE PAID UNTIL AN INSPECTION HAS OCCURRED AND THE GOODS OR SERVICES ACCEPTED. Invoices must be submitted to the following address: Electronically NCEMAccountsPayable@ncdps.gov Mailed: North Carolina Department of Public Safety ATTN: Accounts Payable 4236 Mail Service Center Raleigh, NC 27699 4.3 FINANCIAL STABILITY As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to 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. Each Vendor shall certify it is financially stable by completing ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION. The State is requiring this certification to minimize potential issues from contracting with a Vendor that is financially unstable. From the date of the Certification to the expiration of the Contract, the Vendor shall notify the State within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification. The Contract Manager may require annual recertification of the Vendor’s financial stability. 4.4 HUB PARTICIPATION Pursuant to North Carolina General Statute G.S. 143-48, it is State policy to encourage and promote the use of small, minority, physically handicapped, and women contractors in purchasing Goods and Services. As such, this IFB will serve to identify those Vendors that are minority owned or have a strategic plan to support the State’s Historically Underutilized Business program by meeting or exceeding the goal of 10% utilization of diverse firms as 1st or 2nd tier subcontractors. Vendor shall complete ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION. 4.5 REFERENCES Vendor shall complete ATTACHMENT E: CUSTOMER REFERENCE FORM providing at least three (3) references, for which it has provided Services of similar size and scope to those proposed herein. The State may contact these users to determine whether the Services provided are substantially similar in scope to those proposed herein and whether Vendor’s performance has been satisfactory. The information obtained maybe considered in the evaluation of the Bid. 4.6 BACKGROUND CHECKS Any personnel or agent of Vendor performing Services under any Contract arising from this IFB may be required to undergo a background check at the expense of the Vendor, if so requested by the State. 4.6.1 GENERAL INFORMATION mailto:NCEMAccountsPayable@ncdps.gov Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 16 of 48 It is the policy of the State to provide a safe environment for State Government employees to work. Due to the Contract requirements, the State requires criminal background checks of awarded Vendors, including but not limited to: owners, employees, agents, representatives, subcontractors, and all personnel of their respective companies. All costs and expenses associated with criminal background checks are the responsibility of the Vendor. The following requirements must be met: a) Criminal background checks shall be current and completed within ninety (90) days of the Contract effective date. b) The criminal background check shall include a social security verification/check, felonies, misdemeanors, and traffic records covering a minimum of the last seven (7) years for all states and countries where the individual has resided. The criminal background check information shall be first thoroughly reviewed by the Vendor and then sent to the Contract Administrator for review and approval. Out of state searches shall be required for persons living in the state of NC for fewer than seven (7) years. Fingerprint background checks may be required in some instances depending on the facility requirements. c) A criminal background check on the awarded Vendor and its employees shall be provided by the Vendor prior to Contract effective date. Copies of the original criminal background check shall be sent to the Contract Administrator for evaluation. In some cases, badging cannot take place until after the evaluation and approval of the Vendor’s criminal checks. d) When a new employee or individual is identified to perform Services on this Contract, the Vendor shall provide the Contract Administrator with a criminal background check before the individual can be approved for work. Persons without approved criminal background checks shall not be allowed to work in the relevant buildings until proper documentation is submitted and approved. e) The State may require the Vendor to exclude the Vendor’s employees, agents, representatives, or subcontractors based on the background check results. Discovery that one or more employees have convictions does not disqualify the Vendor from award. f) Additionally, the State may use The North Carolina Department of Public Safety Offender Public Information or similar Services to conduct additional background checks on the Vendor’s proposed employees. 4.6.2 BACKGROUND CHECK REQUIREMENTS As part of Vendor’s criminal background checks, the details below must be provided to the State: a) 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 provide a statement that Vendor is aware of none; b) 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 provide a statement Vendor is aware of none; c) 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; d) 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 provide a statement that there are none. e) Any civil litigation, arbitration, proceeding, or judgments pending against Vendor during the three (3) years preceding submission of its proposal herein, or provide a statement that there are none. 4.6.3 BACKGROUND CHECK LIMITATIONS Any individual representing the Vendor, who: https://webapps.doc.state.nc.us/opi/offendersearch.do?method=view Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 17 of 48 a) In his/her lifetime, has been adjudicated as a habitual felon as defined by GS 14-7.1 or a violent habitual felon as defined by GS 14-7.7, shall not be allowed to work in buildings occupied by State Government employees. b) During the last seven (7) years has been convicted of any criminal felony or misdemeanor sexual offense or a crime of violence shall not be allowed to work in buildings occupied by State Government employees. c) At any time has an outstanding warrant or a criminal charge for a crime described in (b) above shall not be allowed to work on State property. d) The Vendor must ensure that all employees have a responsibility to self-report to the Vendor within twenty-four (24) hours any arrest for any disqualifying offense. The Vendor must notify the Contract Administrator within twenty-four (24) hours of all details concerning any reported arrest. e) Upon the request of the Contract Administrator, the Vendor will re-screen any of its employees, agents, representatives, and subcontractors during the term of the Contract. f) Vendor’s responses to these background check requests shall be considered a continuing representation, and Vendor’s failure to notify the State within thirty (30) days of any criminal charge, 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. g) If there are problems or delays with performance associated with the completion and compliance with this background check requirements, any Vendor’s performance bond could be used to complete these Services. 4.6.4 DOCUMENT REQUIREMENTS Required documentation to be submitted prior to date Contract is effective and for performing any Services on State property shall include: a) A cover letter by the Vendor on company letterhead with a list of the full names matching a required government issued photo ID, addresses, and birth dates of each person representing the contracting company. b) Vendor shall also provide a photocopy of the required State or Federal government issued picture ID or Driver License. c) A letter on company letterhead is not acceptable proof in itself but can be used to further clarify information on the criminal background check submitted. All documentation shall be submitted at the same time. Submit documents which are clear and legible. d) Background checks consisting of: 1. Original unaltered criminal background check from the organization providing the background check. 2. The background check provider’s company name, company mailing address, and contact phone numbers. 3. The full name of the individual, which matches the government issued photo ID. 4. The current address of individual being checked. 5. The date the criminal background check search was conducted. 4.6.5 VENDOR BACKGROUND CHECK AGREEMENT Vendor agrees to conduct a criminal background check per the specifications above in this section on all employees proposed to work under this Contract, at its expense, and provide the required documentation to the State in order to perform Services under this Contract: YES NO Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 18 of 48 4.7 PERSONNEL Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner. “Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the State. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s). Should the Vendor’s bid result in an award, the Vendor shall be required to agree that it will not substitute key personnel assigned to the performance of the Contract without prior written approval by the Contract Lead. Vendor shall further agree that it will notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. The State will approve or disapprove the requested substitution in a timely manner. The State may, in its sole discretion, terminate the Services of any person providing Services under this Contract. Upon such termination, the State may request acceptable substitute personnel or terminate the contract Services provided by such personnel. 4.8 VENDOR’S REPRESENTATIONS If Vendor’s bid results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the State under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the Service and deliverables under a resulting Contract, or are an inherent part of or necessary sub-task included within such Service, they will be deemed to be implied by and included within the scope of the Contract to the same extent and in the same manner as if specifically described in the Contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables. 4.9 NC COVID-19 VACCINATION AND TESTING REQUIREMENT Executive Order 224, signed by Governor Cooper on July 30, 2021, requires all state employees and contractors who may enter facilities at Cabinet Agencies or other participating State Agencies to provide proof of full vaccination or a negative Covid test result within the last seven (7) days. Contractors must follow the requirements of this policy to ensure that their employees are: (1) fully vaccinated or tested weekly, and (2) wearing face coverings where required at Agency facilities. Each Vendor shall certify its acknowledgement and intent to comply with this policy by completing ATTACHMENT H: ACKNOWLEDGMENT OF COVID-19 VACCINATION AND TESTING POLICY. 4.10 FEDERAL COVID-19 VACCINATION REQUIREMENT President Biden recently issued Executive Order 14042 requiring that all employees working on or in connection with a federal contract be fully vaccinated against COVID-19. By responding to this solicitation, Vendor acknowledges and agrees to comply with the federal COVID-19 vaccination requirements. 4.11 AGENCY INSURANCE REQUIREMENTS MODIFICATION A. Default Insurance Coverage from the General Terms and Conditions applicable to this Solicitation: ☐ Small Purchases ☒ Contract value in excess of the Small Purchase threshold, but up to $1,000,000.00 Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 19 of 48 ☐ Contract value in excess of $1,000,000.00 4.12 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS Federal law prohibits recipients of federal funds, whether through grants, contracts, or cooperative agreements, from using those funds to influence or attempt to influence (lobby) a federal official in connection with obtaining, extending, or modifying any federal contract, grant, loan, or cooperative agreement. Further, federal law requires that applicants for federal funds certify: • that they abide by the above restriction; • that they disclose any permissible (non-federal) paid lobbying on the Federal Awards being applied for; and • that such certification requirements will also be included in any subawards meeting the applicable thresholds. Vendors must complete and submit the CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS and the OMB STANDARD FORM LLL when responding to this solicitation. 4.13 SUPPORT QUESTIONAIRE AND EMERGENCY CONTACT North Carolina Emergency Management is charged with responding to any emergency, man-made or natural, 24 hours a day seven days a week. This requires that Vendors shall have personnel and the capability to respond to order requests after hours, weekends and during holidays. ADDITIONAL AGENCY QUESTIONS VENDOR RESPONSE Projected Response time - Initial Projected Response time for additional support personnel 24 Hour Emergency and Contract Administration Contact Information Provide at least one 24/7 emergency contact by which orders can be placed Name Main Phone Number Office Phone Number Mobile Phone Number Email Address Provide the contact for the vendor contract administrator Name Main Phone Number Office Phone Number Mobile Phone Number Email Address 5.0 SCOPE OF WORK It is the responsibility of NCEM to coordinate state emergency management efforts. The State will provide the Vendor with a headcount, and any special needs for the designated deployment site prior to the mobilization of Showers/Restrooms/Laundry. Vendor will be advised by the State if mobile Showers/Restrooms/Laundry are required for Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 20 of 48 first responders or special needs shelters that may require ADA compliant Showers/Restrooms/Laundry. The Vendor shall provide Showers/Restrooms/Laundry trailers to accommodate the needs of each location based on information provided by the State. If a Vendor cannot supply more than one of the commodities listed in the Tasks/Deliverables (Section 5.2), they should still submit a proposal. This will not affect the evaluation process or eligibility of the Vendor. 5.1 GENERAL Deliveries can be required after normal business hours to include nights, weekends and holidays in addition to daytime deliveries. Upon notification from the State the Vendor shall provide all physical equipment and ancillary equipment necessary for a mobile Showers/Restrooms/Laundry operation to include water/power hookup, potable water, gray water removal, waste management, power generation, propane, and Vendor personnel sleep facilities for the duration of the operation and demobilization. A disaster may last a few hours, days, weeks or months. When equipment is deployed it is required that the Vendor has personnel that shall remain on site for the duration of the operation and demobilization 5.2 TASKS/DELIVERABLES 5.2.1 Self-Sustaining Mobile Shower Specification Upon notification from the State the Vendor shall provide all physical equipment and ancillary equipment necessary for a completely self- sustaining mobile shower operation to include; potable water, gray water removal, waste management, power generation, propane, and Vendor personnel sleep facilities for the duration of the operation and demobilization. Item # Specifications Product/Service Offered Meets Specification 1. Vendor shall furnish the following: a. All labor to include; but not limited to, complete management, control, transport, storage, issue, set up, handling, processing, drying towels (paper), and soap for dispensers. b. Garbage cans and liners for outside shower unit. c. All fuel, electricity and water for the shower. d. Temporary waiting area with chairs and grass rugs sufficient to stage ten personnel. e. A five gallon water bucket with chlorine solution for flip- flops used for showering. YES NO 2. Vendor shall ensure the following: a. Certificated Potable water initial supply of 1500 gallons of potable water with recurring certificated potable water reorders using a 6,000- 8,000 gallon tanker. b. Gray water storage capacity of a minimum of two 1350 gallon bladder bags per shower. (If direct Gray water discharge into an established sewer system is not permitted.) c. Gray water removal. YES NO VENDOR’S RESPONSE Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 21 of 48 d. Living accommodations and meals for Vendor's personnel. e. Adequate fire extinguishers meeting current Occupation Safety and Health Act (OSHA), National Fire Protection Association 1O. f. Ensure that employees are neat and clean in appearance. All employees shall wear identification that distinguishes the Vendor represented. g. Provide equipment and operate in accordance with all current Federal, State, local laws or standards; OSHA regulation; the National Electrical Code (NEC); the Uniform Plumbing Code (UPC); Federal and State potable water codes; the current Food Code issued by the U.S. Department of Health and Human Services; U.S. Public Health Service, Food and Drug Administration; and other contractual requirements stated herein. h. Ensure that no alcoholic beverages and/or controlled substances are taken to the designated site, used by, or furnished to any person at the designated site. i. Ensure that only those Vendor employees essential to the operation remain at the designated site. 3. Mobile Shower Unit (Including All Bathing Equipment and Ancillary Support) a. The shower unit shall have the ability to be segregated by male and female and be fully enclosed except the shower access door. b. Equipment surface shall be free from channels, crevices, flanges, ledges, sharp or jagged edges, and other cleaning obstructions. Unfinished wooden surfaces are not permitted. c. All pipes, fittings, or hoses should comply with the appropriate codes. All equipment shall preserve the potable water quality throughout the shower unit and peripheral equipment where water is stored and used. Space around pipes, conduits, or hoses that extend through floors or outer walls should be sealed. The seal shall be smooth and easily cleanable. d. Light bulbs, tubes, etc., shall be covered with completely enclosed plastic safety shields, approved shatterproof type bulbs or the equivalent. Light fixtures shall be installed so as to not constitute a hazard to personnel. No electrical receptacles will be placed inside the showers. YES NO 5.2.2 Non-Self-Sustaining Mobile Showers Specification Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 22 of 48 Upon notification from the State the Vendor shall provide all physical equipment and ancillary equipment necessary for a mobile shower operation to include; gray water removal, waste management, cabling from mobile shower to existing facility power panel, piping or hosing to connect to facility existing water supply, propane, and Vendor personnel sleep facilities for the duration of the operation and demobilization Item # Specifications Product/Service Offered Meets Specification 1. Vendor shall furnish the following: a. All labor to include; but not limited to, complete management, control, transport, storage, issue, set up, handling processing, drying towels (paper), and soap for dispensers. b. Garbage cans and liners for outside shower unit. c. Temporary waiting area with chairs and grass rugs sufficient to stage ten personnel. d. A five gallon water bucket with chlorine solution for flip- flops used for showering. YES NO 2. Vendor shall ensure the following: j. Gray water storage capacity of a minimum of two 1350 gallon bladder bags per shower. (If direct Gray water discharge into an established sewer system is not permitted.) k. Gray water removal. l. All fuel, required to heat water for showers. m. Living accommodations and meals for Vendor's personnel. n. Adequate fire extinguishers meeting current Occupation Safety and Health Act (OSHA), National Fire Protection Association 10. o. Ensure that employees are neat and clean in appearance. All employees shall wear identification that distinguishes the Vendor represented. p. Provide equipment and operate in accordance with all current Federal, State, local laws or standards; OSHA regulation; the National Electrical Code (NEC); the Uniform Plumbing Code (UPC); Federal and State potable water codes; the current Food Code issued by the U.S. Department of Health and Human Services; U.S. Public Health Service, Food and Drug Administration; and other contractual requirements stated herein. q. Ensure that no alcoholic beverages and/or controlled substances are taken to the designated site, used by, or furnished to any person at the designated site. r. Ensure that only those Vendor employees essential to the operation remain at the designated site. YES NO Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 23 of 48 3. Shower Unit (Including All Bathing Equipment and Ancillary Support) a. The shower unit shall have the ability to be segregated by male and female and be fully enclosed except the shower access door. b. Equipment surface shall be free from channels, crevices, flanges, ledges, sharp or jagged edges, and other cleaning obstructions. Unfinished wooden surfaces are not permitted. c. All pipes, fittings, or hoses shall comply with the appropriate codes. Space around pipes, conduits, or hoses that extend through floors or outer walls should be sealed. The seal shall be smooth and easily cleanable. d. Light bulbs, tubes, etc., shall be covered with completely enclosed plastic safety shields, approved shatterproof type bulbs or the equivalent. Light fixtures should be installed so as to not constitute a hazard to personnel. No electrical receptacles will be placed inside the showers. YES NO 5.2.3 Self-Sustaining ADA Compliant Mobile Showers Specification Upon notification from the Sate the Vendor shall provide all physical equipment and ancillary equipment necessary for a completely self-sustaining ADA compliant mobile shower operation to include; potable water, gray water removal, waste management, power generation, propane, and Vendor personnel sleep facilities for the duration of the operation and demobilization. Item # Specifications Product/Service Offered Meets Specification 1. Vendor shall furnish the following: a. All labor to include; but not limited to, complete management, control, transport,, storage, issue, set up, handling processing, drying towels (paper), and soap for dispensers. b. Garbage cans and liners for outside shower unit. c. All fuel, electricity and water for the shower. d. Temporary waiting area with chairs and grass rugs sufficient to stage ten personnel. e. A five gallon water bucket with chlorine solution for flip- flops used for showering. YES NO 2. Vendor shall ensure the following: a. Certificated Potable water initial supply of 1500 gallons of potable water with recurring certificated potable water reorders using a 6,000- 8,000 gallon tanker. b. Gray water storage capacity of a minimum of two 1350 YES NO Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 24 of 48 gallon bladder bags per shower. (If direct Gray water discharge into an established sewer system is not permitted.) c. Gray water removal. d. Living accommodations and meals for Vendor's personnel. e. Adequate fire extinguishers meeting current Occupation Safety and Health Act (OSHA), National Fire Protection Association 1O. f. Ensure that employees are neat and clean in appearance. All employees shall wear identification that distinguishes the Vendor represented. g. Provide equipment and operate in accordance with all current Federal, State, local laws or standards; OSHA regulation; the National Electrical Code (NEC); the Uniform Plumbing Code (UPC); Federal and State potable water codes; the current Food Code issued by the U.S. Department of Health and Human Services; U.S. Public Health Service, Food and Drug Administration; and other contractual requirements stated herein. h. Ensure that no alcoholic beverage and/or controlled substance are taken to the designated site, used by, or furnished to any person at the designated site. i. Ensure that only those Vendor employees essential to the operation remain at the designated site. 3. Shower Unit (Including All Bathing Equipment and Ancillary Support) The shower unit shall have the ability to be segregated by male and female and be fully enclosed except the shower access door. b. Equipment surface shall be free from channels, crevices, flanges, ledges, sharp or jagged edges, and other cleaning obstructions. Unfinished wooden surfaces are not permitted. c. All pipes, fittings, or hoses shall comply with the appropriate codes. Space around pipes, conduits, or hoses that extend through floors or outer walls should be sealed. The seal shall be smooth and easily cleanable. d. Light bulbs, tubes, etc., should be covered with completely enclosed plastic safety shields, approved shatterproof type bulbs or the equivalent. Light fixtures should be installed so as to not constitute a hazard to personnel. No electrical receptacles will be placed inside the showers. YES NO 5.2.4 Non-Self-Sustaining ADA Compliant Mobile Shower Specifications Upon notification from the Sate the Vendor shall provide all physical equipment and ancillary equipment necessary for an ADA compliant mobile shower operation to include; gray water removal, waste management, propane, and Vendor personnel sleep facilities for the duration of the operation and demobilization. Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 25 of 48 Item # Specifications Product/Service Offered Meets Specification 1. Vendor shall furnish the following: a. All labor to include; but not limited to, complete management, control, transport, storage, issue, set up, handling processing, drying towels (paper), and soap for dispensers. b. Garbage cans and liners for outside shower unit. c. Temporary waiting area with chairs and grass rugs sufficient to stage ten personnel. d. A five gallon water bucket with chlorine solution for flip- flops used for showering. YES NO 2. Vendor shall ensure the following: a. Gray water storage capacity of a minimum of two 1350 gallon bladder bags per shower. (If direct Gray water discharge into an established sewer system is not permitted.) b. Gray water removal. c. All fuel, required to heat water for showers. d. Living accommodations and meals for Vendor's personnel. e. Adequate fire extinguishers meeting current Occupation Safety and Health Act (OSHA), National Fire Protection Association 1O. f. Ensure that employees are neat and clean in appearance. All employees shall wear identification that distinguishes the Vendor represented. g. Provide equipment and operate in accordance with all current Federal, State, local laws or standards; OSHA regulation; the National Electrical Code (NEC); the Uniform Plumbing Code (UPC); Federal and State potable water codes; the current Food Code issued by the U.S. Department of Health and Human Services; U.S. Public Health Service, Food and Drug Administration; and other contractual requirements stated herein. h. Ensure that no alcoholic beverage and/or controlled substance are taken to the Incident, used by, or furnished to any person at the site. i. Ensure that only those Vendor employees essential to the operation remain at the site. YES NO 3. Shower Unit (Including All Bathing Equipment and Ancillary Support) a. he shower unit shall have the ability to be segregated by male and female and be fully enclosed except the shower access door. b. Equipment surface shall be free from YES NO Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 26 of 48 channels, crevices, flanges, ledges, sharp or jagged edges, and other cleaning obstructions. Unfinished wooden surfaces are not permitted. c. All pipes, fittings, or hoses should comply with the appropriate codes. All equipment shall preserve the potable water quality throughout the shower unit and peripheral equipment where water is stored and used. Space around pipes, conduits, or hoses that extend through floors or outer walls should be sealed. The seal shall be smooth and easily cleanable. d. Light bulbs, tubes, etc., should be covered with completely enclosed plastic safety shields, approved shatterproof type bulbs or the equivalent. Light fixtures shall be installed so as to not constitute a hazard to personnel. No electrical receptacles will be placed inside the showers. 5.2.5 Mobile Restroom Trailer Specifications Operations Overview The State will provide the Vendor with a headcount, and any special needs for the designated deployment site prior to the mobilization of restroom trailers. Vendor will be advised by the State if restroom trailers are required for first responders or special needs shelters that may require ADA compliant restrooms. The Vendor shall provide restroom trailers to accommodate the needs of each location based on information provided by the State. Item # Specifications Product/Service Offered Meets Specification 1. Self-Sustaining Mobile Restroom Trailer Specifications a. Upon notification from the State the Vendor shall provide all physical equipment and ancillary equipment necessary for a completely self-sustaining mobile restroom operation to include; potable water, gray water removal, waste management, power generation, propane, and Vendor personnel sleep facilities for the duration of the operation and demobilization. b. Self-contained for 100% of the NIMS (ratio of at least 1 toilet to 20 persons, or 1 toilet and 1 urinal per 25 males) in accordance with ANSI Z4.3 and Z4.4. Sink ratio of one per 10 persons in restrooms. Servicing shall be daily for all restrooms and sinks. c. Male/Female Segregation - Assume sixty-percent (60%) male and forty-percent (40%) female. The ratio may be adjusted by the State as required. YES NO 2. Vendor shall furnish the following: a. All labor to include; but not limited to, complete management, control, transport, storage, issue, set up, handling processing, drying towels (paper), and soap for dispensers. b. Garbage cans and liners for outside restroom unit YES NO Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 27 of 48 c. All fuel, electricity and water for the restroom unit. 3. Vendor shall ensure the following: a. Certificated Potable water initial supply of 1500 gallons of potable water with recurring certificated potable water reorders using a 6,000- 8,000 gallon tanker. b. Gray water storage capacity of a minimum of two 1350 gallon bladder bags per toilet. (If direct Gray water discharge into an established sewer system is not permitted.) c. Gray water removal. d. Living accommodations and meals for Vendor's personnel. e. Adequate fire extinguishers meeting current Occupation Safety and Health Act (OSHA), National Fire Protection Association 10. f. Ensure that employees are neat and clean in appearance. All employees shall wear identification that distinguishes the Vendor represented. g. Provide equipment and operate in accordance with all current Federal, State, local laws or standards; OSHA regulation; the National Electrical Code (NEC); the Uniform Plumbing Code (UPC); Federal and State potable water codes; the current Food Code issued by the U.S. Department of Health and Human Services; U.S. Public Health Service, Food and Drug Administration; and other contractual requirements stated herein. h. Ensure that no alcoholic beverage and/or controlled substance are taken to the designated site, used by, or furnished to any person at the designated site. i. Ensure that only those Vendor employees essential to the operation remain at the designated site. YES NO 4. Restroom Unit (Including All Toiletry Supplies and Ancillary Support) a. The restroom unit shall have the ability to be segregated by male and female and be fully enclose. b. Equipment surface shall be free from channels, crevices, flanges, ledges, sharp or jagged edges, and other cleaning obstructions. Unfinished wooden surfaces are not permitted. c. All pipes, fittings, or hoses shall comply with the appropriate codes. All equipment shall preserve the potable water quality throughout the restroom unit and peripheral equipment where water is stored and used. Space around pipes, conduits, or hoses that extend through floors or outer walls should be sealed. The YES NO Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 28 of 48 seal shall be smooth and easily cleanable. d. Light bulbs, tubes, etc., shall be covered with completely enclosed plastic safety shields, approved shatterproof type bulbs or the equivalent. Light fixtures shall be installed so as to not constitute a hazard to personnel. No electrical receptacles will be placed inside the restrooms. 5.2.6 Non-Self-Sustaining Mobile Restroom Trailer Specifications Item # Specifications Product/Service Offered Meets Specification 1. a. Upon notification from the State the Vendor shall provide all physical equipment and ancillary equipment necessary for a completely self- sustaining mobile restroom operation to include; gray water removal, waste management, power generation, propane, and Vendor personnel sleep facilities for the duration of the operation and demobilization. b. Self-contained for 100% of the NIMS (ratio of at least 1 toilet to 20 persons, or 1 toilet and 1 urinal per 25 males) in accordance with ANSI 24.3 and 24.4. Sink ratio of one per 10 persons in restrooms. Servicing shall be daily for all restrooms and sinks. c. Male/Female Segregation -Assume sixty-percent (60%) male and forty-percent (40%) female. The ratio may be adjusted by the State as required. YES NO 2. Vendor shall furnish the following: a. All labor to include; but not limited to, complete management, control, transport, storage, issue, set up, handling processing, drying towels (paper), and soap for dispensers. b. Garbage cans and liners for outside restroom unit. YES NO 3. Vendor ensure the following: a. Gray water storage capacity of a minimum of two 1350 gallon bladder bags per toilet. (If direct Gray water discharge into an established sewer system is not permitted.) b. Gray water removal. c. Living accommodations and meals for Vendor's personnel. d. Adequate fire extinguishers meeting current Occupation Safety and Health Act (OSHA), National Fire Protection Association 1O. e. Ensure that employees are neat and clean in appearance. All employees shall wear identification that distinguishes the Vendor represented. YES NO Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 29 of 48 f. Provide equipment and operate in accordance with all current Federal, State, local laws or standards; OSHA regulation; the National Electrical Code (NEC); the Uniform Plumbing Code (UPC); Federal and State potable water codes; the current Food Code issued by the U.S. Department of Health and Human Services; U.S. Public Health Service, Food and Drug Administration; and other contractual requirements stated herein. g. Ensure that no alcoholic beverage and/or controlled substance are taken to the designated site, used by, or furnished to any person at the designated site. h. Ensure that only those Vendor employees essential to the operation remain at the designated site. 4. Restroom Unit (Including All Toiletry Supplies and Ancillary Support) a. The restroom unit shall have the ability to be segregated by male and female and be fully enclose. b. Equipment surface shall be free from channels, crevices, flanges, ledges, sharp or jagged edges, and other cleaning obstructions. Unfinished wooden surfaces are not permitted. c. All pipes, fittings, or hoses shall comply with the appropriate codes Space around pipes, conduits, or hoses that extend through floors or outer walls should be sealed. The seal shall be smooth and easily cleanable. d. Light bulbs, tubes, etc., shall be covered with completely enclosed plastic safety shields, approved shatterproof type bulbs or the equivalent. Light fixtures should be installed so as to not constitute a hazard to personnel. No electrical receptacles will be placed inside the showers. YES NO 5.2.7 Self-Sustaining ADA Compliant Mobile Restroom Trailer Specifications Item # Specifications Product/Service Offered Meets Specification 1. a. Upon notification from the State the Vendor shall provide all physical equipment and ancillary equipment necessary for a completely self- sustaining mobile shower operation to include; potable water, gray water removal, waste management, power generation, propane, and Vendor personnel sleep facilities for the duration of the operation and demobilization. b. Self-contained for 100% of the NIMS (ratio of at least 1 toilet to 20 persons, or 1 toilet and 1 urinal per 25 males) in accordance with ANSI 24.3 and 24.4. Sink ratio of one per 10 persons in YES NO Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 30 of 48 restrooms. Servicing shall be daily for all restrooms and sinks. c. Male/Female Segregation -Assume sixty-percent (60%) male and forty-percent (40%) female. The ratio may be adjusted by the State as required. 2. Vendor shall furnish the following: a. All labor to include; but not limited to, complete management, control, transport, storage, issue, set up, handling processing, drying towels (paper), and soap for dispensers. b. Garbage cans and liners for outside restroom unit. c. All fuel, electricity and water for the restroom unit. YES NO 3. Vendor shall ensure the following: a. Certificated Potable water initial supply of 1500 gallons of potable water with recurring certificated potable water reorders using a 6,000- 8,000 gallon tanker. b. Gray water storage capacity of a minimum of two 1350 gallon bladder bags per toilet. (If direct Gray water discharge into an established sewer system is not permitted.) c. Gray water removal. d. Living accommodations and meals for Vendor's personnel. e. Adequate fire extinguishers meeting current Occupation Safety and Health Act (OSHA), National Fire Protection Association 1O. f. Ensure that employees are neat and clean in appearance. All employees shall wear identification that distinguishes the Vendor represented. g. Provide equipment and operate in accordance with all current Federal, State, local laws or standards; OSHA regulation; the National Electrical Code (NEC); the Uniform Plumbing Code (UPC); Federal and State potable water codes; the current Food Code issued by the U.S. Department of Health and Human Services; U.S. Public Health Service, Food and Drug Administration; and other contractual requirements stated herein. h. Ensure that no alcoholic beverage and/or controlled substance are taken to the designated site, used by, or furnished to any person at the designated site. i. Ensure that only those Vendor employees essential to the operation remain at the designated site. YES NO 4. Restroom Unit (Including All Toiletry Supplies and Ancillary Support) a. The restroom unit shall have the ability to be segregated YES NO Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 31 of 48 by male and female and be fully enclose. b. Equipment surface shall be free from channels, crevices, flanges, ledges, sharp or jagged edges, and other cleaning obstructions. Unfinished wooden surfaces are not permitted. c. All pipes, fittings, or hoses shall comply with the appropriate codes. All equipment shall preserve the potable water quality throughout the restroom unit and peripheral equipment where water is stored and used. Space around pipes, conduits, or hoses that extend through floors or outer walls shall be sealed. The seal shall be smooth and easily cleanable. d. Light bulbs, tubes, etc., shall be covered with completely enclosed plastic safety shields, approved shatterproof type bulbs or the equivalent. Light fixtures should be installed so as to not constitute a hazard to personnel. No electrical receptacles will be placed inside the restroom. 5.2.8 Non-Self-Sustaining ADA Compliant Mobile Restroom Trailer Specifications Item # Specifications Product/Service Offered Meets Specification 1. a. Upon notification from the State the Vendor shall provide all physical equipment and ancillary equipment necessary for a completely self-sustaining mobile shower operation to include; gray water removal, waste management, power generation, propane, and Vendor personnel sleep facilities for the duration of the operation and demobilization. b. Self-contained for 100% of the NIMS (ratio of at least 1 toilet to 20 persons, or 1 toilet and 1 urinal per 25 males) in accordance with ANSI Z4.3 and Z4.4. Sink ratio of one per 10 persons in restrooms. Servicing shall be daily for all restrooms and sinks. c. Male/Female Segregation -Assume sixty-percent (60%) male and forty-percent (40%) female. The ratio may be adjusted by the State as required. YES NO 2. Vendor shall furnish the following: a. All labor to include; but not limited to, complete management, control, transport, storage, issue, set up, handling processing, drying towels (paper), and soap for dispensers. b. Garbage cans and liners for outside restroom unit. YES NO Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 32 of 48 3. Vendor shall ensure the following: a. Gray water storage capacity of a minimum of two 1350 gallon bladder bags per toilet. (If direct Gray water discharge into an established sewer system is not permitted.) b. Gray water removal. c. Living accommodations and meals for Vendor's personnel. d. Adequate fire extinguishers meeting current Occupation Safety and Health Act (OSHA), National Fire Protection Association 10. e. Ensure that employees are neat and clean in appearance. All employees shall wear identification that distinguishes the Vendor represented. f. Provide equipment and operate in accordance with all current Federal, State, local laws or standards; OSHA regulation; the National Electrical Code (NEC); the Uniform Plumbing Code (UPC); Federal and State potable water codes; the current Food Code issued by the U.S. Department of Health and Human Services; U.S. Public Health Service, Food and Drug Administration; and other contractual requirements stated herein. g. Ensure that no alcoholic beverage and/or controlled substance are taken to the designated site, used by, or furnished to any person at the designated site. h. Ensure that only those Vendor employees essential to the operation remain at the designated site. YES NO 4. Restroom Unit (Including All Toiletry Supplies and Ancillary Support) a. The restroom unit shall have the ability to be segregated by male and female and be fully enclose. b. Equipment surface shall be free from channels, crevices, flanges, ledges, sharp or jagged edges, and other cleaning obstructions. Unfinished wooden surfaces are not permitted. c. All pipes, fittings, or hoses shall comply with the appropriate codes. Space around pipes, conduits, or hoses that extend through floors or outer walls should be sealed. The seal shall be smooth and easily cleanable. d. Light bulbs, tubes, etc., shall be covered with completely enclosed plastic safety shields, approved shatterproof type bulbs or the equivalent. Light fixtures should be installed so as to not constitute a hazard to personnel. No electrical receptacles will be placed inside the YES NO Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 33 of 48 restroom. 5.2.9 Self-Sustaining Laundry Operations Overview Vendor shall provide laundry trailers to accommodate site requirements. Upon notification Vendor shall provide all physical equipment and ancillary equipment necessary to be completely self-sustaining to include potable water, gray water removal, waste management, power generation, propane, and Vendor personnel sleep facilities for the duration of the operation and demobilization. Item # Specifications Product/Service Offered Meets Specification 1. Vendor shall furnish the following: a. All labor to include a fluff & fold service, control, transport, storage, issue, set up, handling, processing, laundry soap, bleach, and laundry bags. b. Garbage cans and liners for outside the laundry unit. c. All fuel, electricity and water for each laundry unit. YES NO 2. Vendor shall ensure the following: a. Certificated Potable water initial supply of 1500 gallons of potable water with recurring certificated potable water reorders using a 6,000- 8,000-gallon tanker. b. Gray water storage capacity of a minimum of one 1350-gallon bladder bags per washer. (If direct Gray water discharge into an established sewer system is not permitted.) c. Gray water removal. d. Living accommodations and meals for Vendor's personnel. e. Adequate fire extinguishers meeting current Occupation Safety and Health Act (OSHA), National Fire Protection Association 10. f. Ensure that employees are neat and clean in appearance. All employees should wear identification that distinguishes the Vendor represented. g. Provide equipment and operate in accordance with all current Federal, State, local laws or standards; OSHA regulation; the National Electrical Code (NEC); the Uniform Plumbing Code (UPC); Federal and State potable water codes; the current Food Code issued by the U.S. Department of Health and Human Services; U.S. Public Health Service, Food and Drug Administration; and other contractual YES NO Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 34 of 48 requirements stated herein. h. Ensure that no alcoholic beverage and/or controlled substance are taken to the Incident, used by, or furnished to any person at the Incident. i. Ensure that only those Vendor employees essential to the operation remain at the site. 3. Laundry Unit (Including All Washing Supplies and Ancillary Support) a. All pipes, fittings, or hoses shall comply with the appropriate codes. All equipment shall preserve the potable water quality throughout the laundry unit and peripheral equipment where water is stored and used. Space around pipes, conduits, or hoses that extend through floors or outer walls should be sealed. The seal shall be smooth and easily cleanable. b. Light bulbs, tubes, etc., shall be covered with completely enclosed plastic safety shields, approved shatterproof type bulbs or the equivalent. Light fixtures shall be installed to not constitute a hazard to personnel. YES NO 5.2.10 Non-Self-Sustaining Laundry Operations Overview Vendor shall provide laundry trailers to accommodate site requirements. Upon notification, Vendor shall provide all physical equipment and ancillary equipment necessary to be completely to include gray water removal, waste management, propane, and Vendor personnel sleep facilities for the duration of the operation and demobilization. Item # Specifications Product/Service Offered Meets Specification 1. Vendor shall furnish the following: a. All labor to include a fluff & fold service, control, transport, storage, issue, set up, handling, processing, laundry soap, bleach and laundry bags. b. Garbage cans and liners for outside the laundry unit. c. All fuel for each laundry unit. YES NO 2. Vendor shall ensure the following: a. Gray water storage capacity of a minimum of one 1350-gallon bladder bags per washer. (If direct Gray water discharge into an established sewer system is not permitted.) b. Gray water removal. c. Living accommodations and meals for Vendor's personnel. d. Adequate fire extinguishers meeting current YES NO Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 35 of 48 Occupation Safety and Health Act (OSHA), National Fire Protection Association 10. e. Ensure that employees are neat and clean in appearance. All employees shall wear identification that distinguishes the Vendor represented. f. Provide equipment and operate in accordance with all current Federal, State, local laws, or standards; OSHA regulation; the National Electrical Code (NEC); the Uniform Plumbing Code (UPC); Federal and State potable water codes; the current Food Code issued by the U.S. Department of Health and Human Services; U.S. Public Health Service, Food and Drug Administration; and other contractual requirements stated herein. g. Ensure that no alcoholic beverage and/or controlled substance are taken to the Incident, used by, or furnished to any person at the Incident. h. Ensure that only those Vendor employees essential to the operation remain at the site. 3. Laundry Unit (Including All Washing Supplies and Ancillary Support) a. Equipment surface shall be free from channels, crevices, flanges, ledges, sharp or jagged edges, and other cleaning obstructions. Unfinished wooden surfaces are not permitted. b. All pipes, fittings, or hoses should comply with the appropriate codes. All equipment shall preserve the potable water quality throughout the laundry unit and peripheral equipment where water is stored and used. Space around pipes, conduits, or hoses that extend through floors or outer walls should be sealed. The seal shall be smooth and easily cleanable. c. Light bulbs, tubes, etc., shall be covered with completely enclosed plastic safety shields, approved shatterproof type bulbs or the equivalent. Light fixtures shall be installed to not constitute a hazard to personnel. YES NO 5.2.11 Ablution Equipment Specifications Item # Specifications Product/Service Offered Meets Specification 1. Certificated" potable water supply, showers, laundry facilities, restroom, and wastewater collection systems shall be provided by the Vendor at each site that requires self-sustaining units. All water supply equipment is rated for potable water supply in accordance with ANSI/NSF 42, 53, & 61 standards. Water systems are installed and operated in accordance with AWWA standards C900, C901 and NSF 14 for distribution systems and flexible lateral supply piping. YES NO Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 36 of 48 2. All potable water must be "certificated" by a Federal or State agency prior to use. The Vendor shall ensure that each tanker of water to be used is "certificated" as potable and copies of all certificates maintained by the prime contractor for a period of not less than three (3) years. YES NO 3. Should a State health official deem a specific water source as "potable" for continuous re-supply, the Vendor must get that certification in writing from the health official as well as name, organization, address and phone number. YES NO 4. All gray water must be captured and removed from the site. Gray water may be dumped in manholes or at a local lift station. YES NO 5. All black water must be captured, contained, and taken to a State-approved facility for disposal. The Vendor shall be responsible for any fees associated with that disposal. YES NO 6.0 CONTRACT ADMINISTRATION All Contract Administration requirements are conditioned on an award resulting from this solicitation. This information is provided for the Vendor’s planning purposes. 6.1 PROJECT MANAGER AND CUSTOMER SERVICE The Vendor shall be required to designate and make available to the State a project manager. The project manager shall be the State’s point of contact for Contract related issues and issues concerning performance, progress review, scheduling, and service. 6.2 CONTINUOUS IMPROVEMENT The State encourages the Vendor to identify opportunities to reduce the total cost the State. A continuous improvement effort consists of various ways to enhance business efficiencies as performance progresses. 6.3 ACCEPTANCE OF WORK Performance of the work and/or delivery of Goods shall be conducted and completed at least in accordance with the Contract requirements and recognized and customarily accepted industry practices. Performance shall be considered complete when the Services or Goods are approved as acceptable by the Contract Administrator. The State shall have the obligation to notify Vendor, in writing ten (10) calendar days following completion of such work or delivery of a deliverable described in the Contract that it is not acceptable. The notice shall specify in reasonable detail the reason(s) it is unacceptable. Acceptance by the State shall not be unreasonably withheld; but may be conditioned or delayed as required for reasonable review, evaluation, installation, or testing, as applicable to the work or deliverable. Final acceptance is expressly conditioned upon completion of all applicable assessment procedures. Should the work or deliverables fail to meet any specifications, acceptance criteria or otherwise fail to conform to the Contract, the State may exercise any and all rights hereunder, including, for Goods deliverables, such rights provided by the Uniform Commercial Code, as adopted in North Carolina. Bid Number: 19-IFB-660887002-PTW Vendor: ________________________________________ Ver: 11/2021 Page 37 of 48 6.4 TRANSITION ASSISTANCE If a Contract results from this solicitation, and the Contract is not renewed at the end of the last active term, or is canceled prior to its expiration, for any reason, Vendor shall provide transition assistance to the State, at the option of the State, for up to two (2) months to allow for the expired or canceled portion of the Services to continue without interruption or adverse effect, and to facilitate the orderly transfer of such Services to the State or its designees. If the State exercises this option, the Parties agree that such transition assistance shall be governed by the terms and conditions of the Contract (notwithstanding this expiration or cancellation), except for those Contract terms or conditions that do not reasonably apply to such transition assistance. The State shall agree to pay Vendor for any resources utilized in performing such transition assistance at the most current rates provided by the Contract for performance of the Services or other resources utilized. 6.5 DISPUTE RESOLUTION During the performance of the Contract, the parties agree that it is in their mutual interest to resolve disputes informally. Any claims by the Vendor shall be submitted in writing to the State’s Contract Manager for resolution. Any claims by the State shall be submitted in writing to the Vendor’s Project Manager for resolution. The Parties shall agree to negotiate in good faith and use all reasonable efforts to resolve such dispute(s). During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their respective duties and responsibilities under this Contract. The Parties will agree on a reasonable amount of time to resolve a dispute. If a dispute cannot be resolved between the Parties within the agreed upon period, either Party may elect to exercise any other remedies available under the Contract, or at law. This provision, when agreed in the Contract, shall not constitute an agreement by either party to mediate or arbitrate any dispute. 6.6 CONTRACT CHANGES Contract changes, if any, over the life of the Contract shall be implemented by contract amendments agreed to in writing by the State and Vendor. 6.7 DPS ADDITIONAL TERMS 1. ALCOHOL/DRUG FREE WORKPLACE POLICY: A copy of the Department’s Alcohol/Drug Free Work Place Policy is attached to this solicitation. The contractor shall use reasonable and good faith efforts to ensure that employees/staff are aware of the Department’s policy. The contractor understands that its employees/staff are required to abide by these standards. The contractor further understands that possession, use, manufacture, or distribution of illegal drugs or alcohol in violation of this policy, by employees/staff participating in the performance of this contract, may result in immediate termination of this contract for cause. 2. PREA: The NC Department of Public Safety is committed to a standard of zero-tolerance pertaining to unduly familiar or sexually abusive behavior either by another juvenile or by staff, volunteer, vendor, contractor or party. Staff, volunteers, vendors, contractors or parties are strictly prohibited from engaging in personal dealings or any conduct of a sexual nature with any inmate or juvenile. Conversation and conduct with any inmate or juvenile must be professional at all times. Sexual acts between a juvenile or inmate and staff, volunteer, vendor, contractor or party may violate North Carolina law. Additionally, sexual acts between a juvenile or inmate and staff member will contradict the standards of the federal Prison Rape Elimination Act of 2003 (PREA). Such acts al