Natural Gas Transport Services

Raleigh, North Carolina Request for Proposals (RFP) #63-KGS884503 - Natural Gas Transport Services For internal administrative processing, including tabulation of proposals for posting to the Interactive Purchasing System (IPS), please provide your company’s Federal Employer Identification Number or alternate identification number (e.g. Social Security Number). Pursuant to G.S. 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 available for public inspection. THIS PAGE IS TO BE COMPLETED AND INCLUDED WITH YOUR PROPOSAL. FAILURE TO DO SO MAY SUBJECT YOUR PROPOSAL TO REJECTION. Federal ID Number or Social Security Number: SUPPLIER NAME: DATE: REQUEST FOR PROPOSALS (RFP) RFP # 63-KGS884503 TITLE: Natural Gas Transport Services USING DEPARTMENT: Facilities, Energy Management ISSUE DATE: October 31, 2022 DUE DATE: 2:00 pm, Wednesday, November 30, 2022 ISSUING

AGENCY: NC State University Procurement Services Department Campus Box 7212 Raleigh, NC 27695 Proposals subject to the conditions made a part hereof will be accepted until 2:00 pm, Wednesday, November 30, 2022 for furnishing services described herein. Proposals must be submitted electronically at: https://ncsu.bonfirehub.com/opportunities/78727 Upload scanned pages from this RFP document included with your proposal response where indicated on the Bonfire website. Direct all inquiries (via email) concerning this RFP to: Kristen Shelton, CPPB NC State University Procurement Services Department Email: kgshelto@ncsu.edu NOTE: Questions concerning the RFP requirements must be submitted in writing via email to kgshelto@ncsu.edu, Subject Line: RFP #63-KGS884503 - Questions, no later than 5:00 P.M. on Tuesday, November 15, 2022. Questions will be answered in the form of an addendum to this RFP. No other contact with university representatives regarding this RFP is allowed during the proposal process. Attempts to obtain information directly from university personnel, or by any other means, may subject your proposal response to rejection. Please use the following template to submit your questions: Reference Vendor Question RFP Section, Page Number Vendor question ...? Insert rows as needed 1 https://ncsu.bonfirehub.com/opportunities/63054 mailto:kgshelto@ncsu.edu mailto:kgshelto@ncsu.edu 1. INTRODUCTION/PURPOSE AND BACKGROUND NC State University’s, Energy Systems, Energy Management (hereafter referred to as University) seeks proposals from qualified, Dominion Energy-certified natural gas providers (hereafter referred to as Supplier) over the Dominion Energy distribution network, to provide natural gas for its Raleigh, North Carolina main campus accounts. All accounts included in this Request for Proposals (RFP) are located behind Dominion Energy Gas Company’s local distribution system and are currently on 3rd party transportation rates. The University seeks to contract with one (1) single provider for the natural gas basis cost portion for all main campus accounts. After the basis portion is under contract, the University intends to purchase fixed price NYMEX strips, in addition to monthly market natural gas based on market conditions and the University’s buying plan. No minimum or maximum guarantees are provided by the University. 2. CONTRACT PERIOD The length of any resulting contract will start July 1, 2024 for a period of 12, 18 or 24 months as determined by The University. The three potential contract periods are listed below. ● 12-month contract from July 2024 through June 2025 ● 18-month contract from July 2024 through December 2025 ● 24-month contract from July 2024 through June 2026 The University will select one option. The supplier is contractually required to accept any option if selected. At the time of execution of any resulting contract, the awarded supplier shall grant the ability for a trigger or pre-purchase commodity for delivery during any month or months during the contract term. 3. SCOPE OF WORK 3.1 General: The awarded Supplier shall perform all activities necessary to provide the University’s natural gas supply for the contract period. 3.1.1 Provide firm, full requirements natural gas supply to the utility city gate for the University’s facilities from reliable sources of supply and for the length of any resulting contract. 3.1.2 Arrange for firm transportation of the gas from the source of supply over any applicable gathering lines, intrastate pipeline(s) and interstate pipeline(s), to the Dominion Energy Delivery Point. 3.1.3 Provide all natural gas balancing to accommodate the University’s gas usage patterns and any imbalances that might be incurred on the applicable pipeline(s), and/or the LDC. 3.1.4. Nominate and deliver natural gas volumes on a daily/monthly basis to meet the full requirements (100% swing) of the University’s facilities. In fiscal years 2021 and 2022, NC State used in excess of 2,032,213 and 2,059,679 dekatherms of natural gas respectively. Although this type of usage is expected to continue it is not guaranteed. Account names, account numbers, account types, and volumes by month and year during our prior calendar year are listed in the tables on the following page. This contract is only applicable to these accounts. No new accounts will be added. Accounts do not have capacity assigned to them. 2 Building location Dominion Energy Account # Rate 1575 Varsity Dr 5-2100-5681-5409 145/175 Cates Avenue CUP 0-2100-9317-1395 150/180 CBC CUP 7-1981-0420-4965 150/180 Centennial CUP 0-2100-6139-9601 150/180 Headhouse #2 0-1981-0137-4316 145/175 Headhouse #3 1-1981-0420-4996 145/175 Partner #2 7-1981-0515-4609 145/175 Research #1 6-1981-0420-4908 145/175 Toxicology 0-1981-0565-8322 145/175 Yarbrough CUP 0-1981-0420-4981 150/180 Accounts listed as Rate 150/180 have the ability to switch to an alternate fuel. However, the University does not intend to use the alternate fuel for economic curtailment. The objective is to operate all systems on natural gas unless Dominion Energy curtails due to constraints in the natural gas supply. The University will notify the supplier in the event of material natural gas interruptions due to scheduled maintenance events or prolonged equipment failure. 3 Natural Gas Use by Month by Account for 2021 Site UOM Jan-21 Feb-21 Mar-21 Apr-21 May-21 Jun-21 Jul-21 Aug-21 Sep-21 Oct-21 Nov-21 Dec-21 Total Varsity Research MMBTU 1,319 1,211 999 794 551 420 308 355 124 188 745 962 7,975 Cates Avenue CUP MMBTU 93,193 93,007 100,073 104,269 83,603 93,577 100,772 101,266 100,128 105,080 96,333 96,257 1,167,558 CBC CUP MMBTU 13,885 12,994 11,443 10,114 9,133 8,112 8,310 8,393 8,000 8,314 11,215 10,777 120,690 Centennial CUP MMBTU 58,316 52,556 52,797 44,800 51,128 48,529 48,995 49,817 48,631 45,854 61,122 60,932 623,476 Headhouse Unit 2 MMBTU 3,334 2,954 2,227 1,810 1,339 723 0 1 216 1,136 2,602 2,812 19,152 Headhouse Unit 3 MMBTU 2,560 2,285 2,153 1,824 1,048 47 3 3 126 982 2,146 2,567 15,743 Partner 2 MMBTU 1,181 1,048 699 583 560 486 516 523 518 569 812 800 8,294 Research I MMBTU 1,124 911 736 630 537 534 558 577 613 675 711 634 8,240 Toxicology MMBTU 1,541 1,375 1,251 1,004 1,013 1,341 977 808 1,064 1,333 1,249 1,278 14,234 Yarbrough CUP MMBTU 33,614 29,579 13,204 4,511 10,559 7 8,399 366 1,535 280 15,297 18,921 136,272 Monthly Total MMBTU 210,067 197,919 185,581 170,339 159,471 153,773 168,838 162,109 160,955 164,411 192,232 195,940 2,121,634 4 3.2 Transportation/Local Distribution System The University is located within the Dominion Energy LDC territory and has firm and interruptible distribution. The University uses ten (10) account numbers with Dominion Energy of which four (4) accounts are Rate 150/180 Large Interruptible Service and the remaining accounts are Rate 145/175 Large General Service. The University requires a separate dedicated invoice for each account. Strip natural gas is to be the first natural gas through the meter as forward volume purchases are invoiced prior to monthly balances. For purposes of invoicing and if appropriate, the University will designate during the delivery month which accounts are to be aligned with strip natural gas. The receipt point(s) for gas on the University’s existing transportation contract is “Any active points on Dominion Energy Pipeline Company’s transmission system which are mutually agreed to in writing by Shipper and Transporter.” 3.3 Account Maintenance/Customer Care The awarded supplier shall provide consistent, high level Customer Service for the University’s account. The proposal response shall demonstrate the proposing supplier’s ability to ensure immediate switching of all accounts at contract start, routine monthly invoices provided within five (5) business days of the utility’s volume finalization for the month and to render accurate immediate (defined in 3.3.2) strip purchase confirmations. 3.3.1 The proposal response shall address how the supplier proposes to communicate with University’s Energy Management personnel to keep them regularly informed and updated as changes occur in the industry. Address any access proposed for the University to monitor the status of both switching and billing issues, information necessary to substantiate each invoice, including all charges and billing determinants for delivery services, as well as what access the University’s Energy Engineer will have with supplier personnel such as a dedicated account representative(s), etc. 3.3.2 Strip purchases - The price for NYMEX strip purchase shall be sent via email to the University’s Energy Engineer and confirmed no later than 10:00am on the following business day. If an official University signature of confirmation is required by the Supplier, the Energy Engineer will forward the request to the University’s Contract Review section of the Procurement Services Department. The confirmation signature for the University will be obtained and returned to the Supplier. Note that immediate turnaround for the official confirmation signature can take up to five (5) business days. Immediate confirmation may be obtained from the Energy Engineer if an official University signature is not required on each strip purchase. 3.3.3 Billing Cycle -The University requires a calendar month billing cycle for each of the ten (10) natural gas accounts. Presently, accounts with Dominion Energy are billed based on a calendar month cycle (1st of month to end of month). 3.3.4 Invoicing Detail - Each invoice shall contain all the information necessary to verify that invoice. This includes account number, the natural gas consumed during the month in 1000s of cubic feet (MCF, metered by the LDC), the month’s BTU content for that meter, the unit cost of that gas, and information on any other charges or options contracted for by the University that may apply to that month. The monthly invoice will be emailed to one University contact to be identified with the contract award. 3.3.5 Sales Tax -The University is exempt from the payment of state sales or excise taxes. See following web documents as further documentation of sales and excise tax exemption status. https://www.ncdor.gov/taxes-forms/sales-and-use-tax/piped-natural-gas 3.3.6 Estimated Charges - All charges on an invoice that are estimated must be clearly labeled as such. 5 https://www.ncdor.gov/taxes-forms/sales-and-use-tax/piped-natural-gas 3.3.7 June Invoices - When requested by the University, the awarded supplier shall generate and process one (1) additional natural gas invoice per account for Cates Avenue CUP, Centennial CUP, and CBC CUP accounts in June of every calendar year. This invoice is based on actual metered June consumption. This invoice would cover the usage by account from the start of June to a date on or near the middle of June. Mid-June invoices will only be required for accounts that have received gas and a balance is due. A second invoice would cover the usage for the remaining portion of June. The process we use is as follows: (1) the University request the transport provider to provide an invoice on consumption up to a specific date, (2) the transport provider coordinates with Dominion Energy - likely through their electronic bulletin board (EBB) - to get a meter reading, (3) the transport provider provides the University an invoice. 4. SUPPLIER QUALIFICATION/EXPERIENCE REQUIREMENTS The awarded Supplier shall be certified by Dominion Energy serving as the LDC, as a prequalified distributor with a successful history of providing the services outlined herein. Although responding suppliers have already been prequalified by Dominion Energy, the University may choose to use references to validate responses in its evaluation of proposals. Therefore, references provided shall demonstrate experience with accounts similar in size, nature and scope to that described herein. It is the Supplier’s responsibility to provide valid reference information and the University reserves the right, but is not required, to check references and use those responses in its evaluation of proposals. Please note that references not provided in the response, but which the University has direct knowledge of, may be used in the evaluation as well. Phone messages left for references that are not returned within forty-eight (48) hours will be scored as if not provided. Although Dominion Energy-certified suppliers are assumed to meet the University’s minimum financial requirements in order to pre-qualify as a Dominion Energy supplier, apparent relative financial strength and stability will be considered. If available, include your firm’s most recent Dun and Bradstreet Credit Report. This report must have a generated date after January 1, 2022. If not available please state the reason that this is not available and provide similar information on your firm. 5. SUPPLIER PROPOSAL RESPONSE The following information is required in response to this RFP. Failure to adequately provide specific information that can be effectively evaluated by NC State may disqualify a manufacturer’s equipment from consideration. At minimum, the proposal response shall include the following: 1. A detailed proposal addressing Sections 3 and 4. Describe in your proposal response the approach, processes and steps you will follow to perform and complete the tasks in the Scope of Work. Include any additional tasks that you recommend for achieving successful outcomes. Note any requirements you have, and any assumptions being made which impact your proposed approach or the time required to complete the work. 2. Completed Cover Page with Firm Name and Tax ID# 3. Completed Reference Page 4. Completed and Signed Execution of Proposal Page 5. Cost Proposal & Questionnaire(s) (Section 7) 6. Dunn and Bradstreet Credit Report, if available or similar document 7. Any applicable RFP addenda subsequent to this RFP that is required for return by statement on the addendum. 6 Incomplete proposals will not be considered for award. 6. CRITERIA FOR EVALUATION AND AWARD All proposals will be evaluated according to the following: SCREENING CRITERIA: Complete proposal response (as outlined in Section 5). All items requested are included in the response package and submitted as instructed. All files are transmitted to the Bonfire site without password or other lockdown requirements and proof of insurance demonstrates existing coverage meeting required minimum limits. Incomplete responses will not be considered further. Proposals meeting the screening criteria will then be further evaluated by the following weighted criteria in order to select the Contractor providing the best overall value to the department requesting these services: 10% Apparent Ability The proposal provides enough information to determine that the proposing contractor has sufficient resources to provide the specified service. Relative Financial Strength: Proposals will be evaluated using the Dunn and Bradstreet overall rating compared to other proposals submitted. Failure to provide the D&B Report will result in 0 points for this section. 10% References Quality of Customer Service demonstrated in the proposal response as well as reference check responses. Reference responses demonstrate a record of better than satisfactory history of providing similar work without issues. The nature and extent of services to be provided before, during, and after the procurement of natural gas. This may include, but is not limited to, assistance in planning, training, troubleshooting, system access and upgrades, and accurate invoices and payment processes. The capability and willingness to prepare mid-month invoices, particularly during the month of June, will also be considered. 5% Qualifications/Experience Qualifications of the Contractor in general, similar experience, specific experience is similar in nature and scope, and qualifications of personnel proposed to support any resulting contract. The response addressing Section 4 as well as received by canvas of any or all of the prior customer references will be considered. References not provided by the proposing supplier, but known by the University may also be used in the evaluation. In addition, any prior performance working with the University will also be considered. 75% Cost Proposal Supplier shall provide aggressively competitive pricing – pricing reserved for its largest and most important accounts – both at the outset of the relationship and on an ongoing basis. Cost scores are calculated by dividing each score into the lowest total cost proposal/proposed solution total cost x 75. Lowest cost proposal receives all of the 75 available points. The remaining proposals scores are calculated by dividing their cost into the low cost and multiplying that result by 0.75. EXAMPLE Supplier A’s proposed total cost = $0.37 Supplier B’s proposed total cost = $0.35 Supplier C’s proposed total cost = $0.30 (lowest total cost proposed) Cost scores would be calculated as follows: Supplier C: (0.30/0.30) x 75 = 75 points Supplier B: (0.30/0.35) x 75 = 64.29 points Supplier A: (0.30/0.37) x 75 = 60.81 points 7 7. COST PROPOSAL Suppliers shall provide pricing for NYMEX plus Fixed Basis Price inclusive of fuel with 100% full requirements provision. To the extent pricing differs depending on the contract term selected, the cost proposal shall provide pricing for each potential term. Pricing shall be for Primary Firm transportation service. The Fixed Basis Price option will be fixed as of the date specified in the proposal effective on the initial day of flow. Proposed basis pricing must be honored for at least twenty (20) calendar days from the due date for proposals. The contract will be awarded within twenty (20) calendar days of the proposal due date. Only the below basis pricing, 7.1, will be considered. Based on monthly nomination history and actual natural gas consumption, NC State needs 100% full requirements to mitigate potential under nomination risk. NC State’s largest accounts are on interruptible rates; therefore, a prolonged curtailment could cause financial risk. The marketer/supplier is required to balance 100%. If at any time any pre-purchased commodity volumes are not consumed, the remaining pre-purchased volumes will be cashed out at the Fixed Basis plus the NYMEX settlement price. You must download and complete the EXCEL FILES on BONFIRE under the requested information section. These are required documents. The browser will contain all cost information and questions that are provided below in the requested information section. 7.1 Please insert the basis pricing, as $/MMBtu (Dth): Product 7/1/2024 – 06/30/2025 (12 months) 7/1/2024 – 12/31/2025 (18 months) 7/1/2024 – 06/30/2026 (24 months) Basis Price (100% swing) 7.2 Supplier Service Conditions: Questions Response Comment Do you have an open credit line approval (including commodity) If no, indicate assurances/restrictions required 7.3 Delivery and Fuel: What are the delivery Pipelines? Is fuel included? Is transport included in Bid? Total dekatherms delivered to all customers behind Dominion Energy in January 2022: What are the requirements including timeline and process for changing strip purchase allocations between accounts? 8 7.4 Risk Management: Will the University have the right to swap contract price to Fixed? If yes, what is the expected variance to NYMEX screen and what is the execution fee ($/Dth) for placing fixed price hedges: Will the University have the right to place Fixed Price Triggers? 7.5 Curtailment: Supplier will be required to deliver natural gas to the LDC city gate. Curtailment orders by the LDC are between NC State and Dominion Energy, not marketer/supplier. NC State maintains over 740,000 gallon fuel oil storage capacity to endure LDC curtailment events. Cates Avenue CUP, Yarbrough CUP, Centennial CUP and CBC CUP have the ability to switch to alternate fuel. Supplier must deliver natural gas to the city gate even in unfavorable economic market conditions for the marketer/supplier. This contract is full requirements. Do you agree to meet these requirements? 9 REFERENCES RFP # 63-KGS884503 COMPANY NAME_____________________ REFERENCES OFFERORS MUST PROVIDE THREE (3) REFERENCES FOR CLIENTS WHO HAVE PERFORMED SIMILAR WORK IN THE PAST THREE (3) YEARS. #1 Company Name: Company Full Address: Contact Name: Email Address: Telephone Number: #2 Company Name: Company Full Address: Contact Name: Email Address: Telephone Number: #3 Company Name: Company Full Address: Contact Name: Email Address: Telephone Number: THIS PAGE MUST BE COMPLETED AND SUBMITTED AS A PART OF YOUR PROPOSAL. 10 EXECUTION OF PROPOSAL DATE: ___________ RFP #63-KGS884503 The potential Contractor certifies the following by placing an "X" in all blank spaces: ___ That this proposal was signed by an authorized representative of the firm. ___ That the potential Contractor has determined the cost and availability of all materials and supplies associated with performing the services outlined herein. ___ That all labor costs associated with this project have been determined, including all direct and indirect costs. NA That the potential Contractor has attended the pre proposal conference and is aware of the prevailing conditions associated with performing these services. ___ That the potential Contractor agrees to the conditions as set forth in this Request for Proposals with no exceptions. ____ That the potential Contractor carries the appropriate insurance and will perform background checks on employees as required herein. See items 19 & 31 of General Contract Terms and Conditions attached. ____ That no employee or agent has offered, and no State employee has accepted, any gift or gratuity in connection this contract, in violation of N.C.G.S. § 133-32; and ____ That it, and each of its sub-contractors under this contract, 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, as required by G.S. §143-48.5. ____ That this proposal is submitted competitively and without collusion. That none of our officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and that we are not an ineligible supplier as set forth in G.S. 143-59.1. False certification is a Class I Felony. Therefore, in compliance with the foregoing Request for Proposal, and subject to all terms and conditions thereof, the undersigned offers and agrees, if this proposal is accepted within forty-five (45) days from the date of the opening, to furnish the services for the prices quoted during any resulting contract period. CONTRACTOR________________________ADDRESS__________________________________________ PHONE_________________________ CITY AND STATE______________________ZIP CODE___________Cell____________________________ BY _________________________________TITLE______________________________________________ (Signature) _____________________________________E-MAIL____________________________________________ (Printed Name) THIS PAGE MUST BE COMPLETED AND INCLUDED IN YOUR PROPOSAL RESPONSE 11 GENERAL INFORMATION ON SUBMITTING PROPOSALS 1. EXCEPTIONS: All proposals are subject to the terms and conditions outlined herein. All responses shall be controlled by such terms and conditions and the submission of other terms and conditions, price lists, catalogs, and/or other documents as part of an offeror's response will be waived and have no effect either on this Request for Proposals or on any contract that may be awarded resulting from this solicitation. Offeror specifically agrees to the conditions set forth in the above paragraph by signature to the proposal. 2. PROPOSAL SUBMITTAL: All proposals must be received by the issuing agency not later than the date and time listed on the cover sheet of this proposal. Proposals shall be uploaded to: https://ncsu.bonfirehub.com/opportunities/78727. Request for Proposals (RFP) directions are advertised at The State of North Carolina Interactive Purchasing System (IPS) www.ips.state.nc.us. An addendum to this RFP may be issued. If required, any subsequent addenda must be signed and submitted with the proposal upload. It is the vendor’s responsibility to verify that all applicable addenda are submitted as required. 3. ORAL PRESENTATIONS: During the evaluation and at their option, the evaluators may request oral presentations from any or all offerors for the purpose of clarification or to amplify the materials presented in any part of the proposal. However, offerors are cautioned that the evaluators are not required to request clarification; therefore, all proposals should be complete and reflect the most favorable terms available from the offeror. 4. PROPOSAL EVALUATION: Proposals will be evaluated as outlined herein. The award of a contract to one offeror does not mean that the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed to provide the best value to the University, and/or the State. 5. COMMENCEMENT OF SERVICES: After proposals are evaluated, and offer is made, accepted and approved by appropriate authorities, the University will issue a purchase order, a contract or a letter of agreement as an indicator to commence services. 6. REQUEST FOR OFFERS: Offerors are cautioned that this is a request for offers, not a request to contract and the University/State reserves the unqualified right to reject any and all offers when such rejection is deemed to be in the best interest of the University or State. 7. ORAL EXPLANATIONS: The University shall not be bound by oral explanations or instructions given at any time during the competitive process or after award. 8. REFERENCE TO OTHER DATA: Only information which is received in response to this RFP will be evaluated; reference to information previously submitted shall not be evaluated. 9. ELABORATE PROPOSALS: Elaborate proposals in the form of brochures or other presentations beyond that necessary to present a complete and effective proposal are not desired. In an effort to support the sustainability efforts of the State of North Carolina we are receiving proposals via electronic submission. Please visit https://ncsu.bonfirehub.com/opportunities/78727 for specific submission instructions. 10. COST FOR PROPOSAL PREPARATION: Any costs incurred by offerors in preparing or submitting offers are the offerors' sole responsibility; the University will not reimburse any offeror for any costs incurred prior to award. 11. TIME FOR ACCEPTANCE: Each proposal shall state that it is a firm offer which may be accepted within a period of forty-five (45) days from the proposal opening. Although the 12 https://ncsu.bonfirehub.com/opportunities/63054 http://www.ips.state.nc.us/ https://ncsu.bonfirehub.com/opportunities/63054 contract is expected to be awarded prior to that time, the 45-day period is requested to allow for unforeseen delays. 12. TITLES: Titles and headings in this RFP and any subsequent contract are for convenience only and shall have no binding force or effect. 13. CONFIDENTIALITY OF PROPOSALS: In submitting its proposal the offeror agrees not to discuss or otherwise reveal the contents of the proposal to any source outside of the using or issuing agency, government or private, until after the award of the contract. Offerors not in compliance with this provision may be disqualified, at the option of the State, from contract award. Only discussions authorized by the University are exempt from this provision. 14. RIGHT TO SUBMITTED MATERIAL: All responses, inquiries, or correspondence relating to or in reference to the RFP, and all other reports, charts, displays, schedules, exhibits, and other documentation submitted by the offerors shall become the property of the State when received. 15. OFFEROR’S REPRESENTATIVE: Each offeror shall submit with its proposal the name, address, and telephone number of the person(s) with authority to bind the firm and answer questions or provide clarification concerning the firm's proposal. 16. PROPRIETARY INFORMATION: To the extent permitted by N.C.G.S. §132-1.3 trade secrets which the Contractor does not wish disclosed other than to personnel involved in the evaluation or contract administration will be kept confidential identified as follows: Each page shall be identified in boldface at the top and bottom as "CONFIDENTIAL". Any section of the proposal which is to remain confidential shall also be so marked in boldface on the title page of that section. Cost information is not confidential. In spite of what is labeled as confidential, the determination as to whether or not it is shall be determined by North Carolina law. 17. HISTORICALLY UNDERUTILIZED BUSINESSES: Pursuant to N.C.G.S. §143-48 and Executive Order #150, the University invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled. 18. PROTEST PROCEDURES: A party wanting to protest a contract award pursuant to this solicitation must submit a written request to the Director of Purchasing, North Carolina State University, Purchasing Department, Campus Box 7212, Raleigh, NC 27695-7212. This request must be received in the University Purchasing Department within thirty (30) consecutive calendar days from the date of the contract award, and must contain specific sound reasons and any supporting documentation for the protest. NOTE: Contract award notices are sent only to those actually awarded contracts, and not to every person or firm responding to this solicitation. Offerors may call the purchaser listed on the first page of this document to obtain a verbal status of contract award. All protests will be handled pursuant to the North Carolina Administrative Code, Title 1, Department of Administration, Chapter 5, Purchase and Contract, Section 5B.1519. 19. CONTRACTOR REGISTRATION AND SOLICITATION NOTIFICATION SYSTEM: Contractor Link NC allows Contractors to electronically register free with the State to receive electronic notification of current procurement opportunities for goods and services available on the Interactive Purchasing System. Online registration and other purchasing information are available on the web site: http://www.state.nc.us/pandc/. 20. RECIPROCAL PREFERENCE: N.C.G.S. §143-59 establishes a reciprocal preference law to discourage other states from applying in-state preferences against North Carolina’s resident offerors. The “Principal Place of Business” is defined as the principal place from which the trade or business of the offeror is directed or managed. 21. ENTERPRISE-LEVEL IT SYSTEMS OR TECHNOLOGIES: The University is committed to promote and integrate universal IT accessibility in the delivery of its resources and to develop innovative solutions to accessibility challenges for students, faculty and staff. Contractors shall: a. Assure all features, components and subsystems of the software or IT System 13 http://www.state.nc.us/pandc/ contained on this RFP fully comply with Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C.794d), (http://www.section508.gov); OR Detail why any feature, component or sub-system contained in this RFQ doe s not fully comply with Section 508, and the way in which the proposed product is out of compliance; b. If the Voluntary Product Accessibility Templates (VPAT) (http://www.access-star.org/ITI-VPAT- v1.2.html) are used, they must include compliance checklists for: 1. Technical Standards; 2. Function and Performance Criteria; and. 3. Documentation and Support c. The product offered in response to this RFP is subject to an accessibility evaluation by the University. 14 http://www.access-star.org/ITI-VPAT- NORTH CAROLINA STATE UNIVERSITY GENERAL CONTRACT TERMS AND CONDITIONS (Contractual and Consultant Services) 1. GOVERNING LAW: This contract is made under and shall be governed and construed in accordance with the laws of the State of North Carolina. 2. SITUS: The place of this contract, its situs and forum, shall be Wake County, North Carolina, where all matters, whether sounding in contract or tort, relating to is validity, construction, interpretation and enforcement shall be determined. 3. INDEPENDENT CONTRACTOR: The Contractor shall be considered to be an independent contractor and as such shall be wholly responsible for the work to be performed and for the supervision of its employees. The Contractor represents that it has, or will secure at its own expense, all personnel required in performing the services under this agreement. Such employees shall not be employees of, or have any individual contractual relationship with the University. 4. KEY PERSONNEL: The Contractor shall not substitute key personnel assigned to the performance of this contract without prior written approval by the University’s Contract Administrator. The individuals designated as key personnel for purposes of this contract are those specified in the Contractor’s proposal. 5. SUBCONTRACTING: Work proposed to be performed under this contract by the Contractor or its employees shall not be subcontracted without prior written approval of the University’s Contract Administrator. Acceptance of an offeror’s proposal shall include any subcontractor(s) specified therein. 6. INSPECTION AT CONTRACTOR’S SITE: The University reserves the right to inspect, at a reasonable time, the equipment/item, plant or other facilities of a prospective contractor prior to contract award, and during the contract term as necessary for the University’s determination that such equipment/item, plant or other facilities conform with the specifications/requirements and are adequate and suitable for the proper and effective performance of the contract. 7. PERFORMANCE AND DEFAULT: If, through any cause, the Contractor shall fail to fulfill in timely and proper manner the obligations under this agreement, the University shall thereupon have the right to terminate this contract by giving written notice to the Contractor and specifying the effective date thereof. In that event, all finished or unfinished deliverable items under this contract prepared by the Contractor shall, at the option of the University, become its property, and the Contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such materials. Notwithstanding, the Contractor shall not be relieved of liability to the University for damages sustained by the University by virtue of any breach of this agreement, and the University may withhold any payment due the Contractor for the purpose of setoff until such time as the exact amount of damages due the University from such breach can be determined. In case of default by the Contractor, the University may procure the services from other sources and hold the Contractor responsible for any excess cost occasioned thereby. The University reserves the right to require performance bond or other acceptable alternative guarantees from successful offeror without expense to the University. In addition, in the event of default by the Contractor under this contract, the State may immediately cease doing business with the Contractor, immediately terminate for cause all existing contracts the State has with the Contractor, and de-bar the Contractor from doing future business with the State Upon the Contractor filing a petition for bankruptcy or the entering of a judgment of bankruptcy by or against the Contractor, the University may immediately terminate, for cause, this contract and all other existing contracts the Contractor has with the University. Neither party shall be deemed to be in default of its obligations hereunder if and so long as it is prevented from performing such obligations by any act of war, hostile foreign action, nuclear explosion, 15 riot, strikes, civil insurrection, earthquake, hurricane, tornado, or other catastrophic natural event or act of God. 8. GOVERNMENTAL RESTRICTIONS: In the event any Governmental restrictions are imposed which necessitate alteration of the material, quality, workmanship or performance of the items offered prior to their delivery, it shall be the responsibility of the contractor to notify, in writing, the issuing purchasing office at once, indicating the specific regulation which required such alterations. The University reserves the right to accept any such alterations, including any price adjustments occasioned thereby, or to cancel the contract. 9. FORCE MAJEURE: Neither party shall be deemed to be in default of its obligations hereunder if and so long as it is prevented from performing such obligations by an act of war, hostile foreign action, nuclear explosion, earthquake, hurricane, tornado, or other catastrophic natural event or act of God. 10. TERMINATION: The University may terminate this agreement at any time by providing written notice to the contractor at least thirty (30) days before the effective date of the termination. In that event, all finished or unfinished deliverable items prepared by the Contractor under this contract shall, at the option of the University, become its property. If the contract is terminated by the University as provided herein, the Contractor shall be paid for services satisfactorily completed, less payment or compensation previously made. All promises, requirements, terms, conditions, provisions, representations, guarantees, and warranties contained herein shall survive the contract expiration or termination date unless specifically provided otherwise herein, or unless superseded by applicable Federal or State statutes of limitations. The Contractor may terminate at the beginning of any contract year, only by notification provided in writing to the University a minimum of four (4) months prior to the applicable contract year expiration. 11. AVAILABILITY OF FUNDS: Any and all payments to the Contractor are dependent upon and subject to the availability of funds to the University for the purpose set forth in this agreement. The university pays Net 30 days from receipt of a proper invoice. 12. CONFIDENTIALITY: Any information, data, instruments, documents, studies or reports given to or prepared or assembled by the Contractor under this agreement shall be kept as confidential and not divulged or made available to any individual or organization without the prior written approval of the University. 13. CARE OF PROPERTY: The Contractor agrees that it shall be responsible for the proper custody and care of any property furnished it for use in connection with the performance of this contract or purchased by it for this contract and will reimburse the State for loss of damage of such property. 14. COPYRIGHT: No deliverable items produced in whole or in part under this agreement shall be the subject of an application for copyright by or on behalf of the Contractor. In addition, all inventions and the copyright in and to any copyrightable work, including, but not limited to, copy, art, negatives, photographs, designs, text, software, or documentation created as part of the Contractor’s performance of this project shall vest in the University, and the Contractor agrees to assign all rights therein to the University. Contractor further agrees to provide University with any and all reasonable assistance which University may require to file patent applications, to obtain copyright registrations, or to perfect its title in any such inventions or works, including the execution of any documents submitted by the University. 15. ASSIGNMENT: No assignment of the Contractor’s obligations or the Contractor’s right to receive payment hereunder shall be permitted. However, upon written request approved by the issuing purchasing authority, the University may: a. Forward the contractor’s payment check(s) directly to any person or entity designated by the Contractor, or b. Include any person or entity designated by Contractor as a joint payee on the Contractor’s payment check(s). In no event shall such approval and action obligate the University to anyone other than the Contractor and the Contractor shall remain responsible for fulfillment of all contract obligations. 16 16. COMPLIANCE WITH LAWS: The Contractor shall comply with all laws, ordinances, codes, rules, regulations, and licensing requirements that are applicable to the conduct of its business, including those of federal, state, and local agencies having jurisdiction and/or authority. 17. AFFIRMATIVE ACTION: The Contractor shall take affirmative action in complying with all Federal and State requirements concerning fair employment and employment of people with disabilities, and concerning the treatment of all employees without regard to discrimination by reason of race, color, religion, sex, national origin, or disability. 18. SAFETY STANDARDS: All manufactured items and/or fabricated assemblies subject to operation under pressure, operation by connection to an electric source, or operation involving a connection to a manufactured, natural, or LP gas source shall be constructed and approved in a manner acceptable to the appropriate state inspector which customarily requires the label or re-examination listing or identification marking of the appropriate safety standard organization; such as the American Society of Mechanical Engineers for pressure vessels; the Underwriters Laboratories and /or National Electrical Manufacturers’ Association for electrically operated assemblies; or the American Gas Association for gas operated assemblies, where such approvals of listings have been established for the type of device offered and furnished. Further, all items furnished shall meet all requirements of the Occupational Safety and Health Act (OSHA), and state and federal requirements relating to clean air and water pollution. 19. INSURANCE: During the term of the contract, the contractor at its sole cost and expense shall provide commercial insurance of such type and with such terms and limits as may be reasonably associated with the contract. As a minimum, the contractor shall provide and maintain the following coverage and limits: a. Worker’s Compensation - The contractor shall provide and maintain Worker’s Compensation Insurance, as required by the laws of North Carolina, as well as employer’s liability coverage with minimum limits of $500,000.00, covering all of Contractor’s employees who are engaged in any work under the contract. If any work is subcontracted, the contractor shall require the subcontractor to provide the same coverage for any of its employees engaged in any work under the contract. b. Commercial General Liability - General Liability Coverage on a Comprehensive Broad Form on an occurrence basis in the minimum amount of $1,000,000.00 Combined Single Limit. (Defense cost shall be in excess of the limit of liability). c. Automobile - Automobile Liability Insurance, to include liability coverage, covering all owned, hired and non-owned vehicles, used in connection with the contract. The minimum combined single limit shall be $1,000,000.00 bodily injury and property damage; $1,000,000.00 uninsured/under insured motorist; and $1,000.00 medical payment. Providing and maintaining adequate insurance coverage is a material obligation of the contractor and is of the essence of this contract. All such insurance shall meet all laws of the State of North Carolina. Such insurance coverage shall be obtained from companies that are authorized to provide such coverage and that are authorized by the Commissioner of Insurance to do business in North Carolina. The contractor shall at all times comply with the terms of such insurance policies, and all requirements of the insurer under any such insurance policies, except as they may conflict with existing North Carolina laws or this contract. The limits of coverage under each insurance policy maintained by the contractor shall not be interpreted as limiting the contractor’s liability and obligations under the contract. 20. ADVERTISING: Contractor shall not use the existence of this contract or the name of the State of North Carolina or North Carolina State University as part of any advertising without prior written approval from the University. 21. ENTIRE AGREEMENT: This contract and any documents incorporated specifically by reference represent the entire agreement between the parties and supersede all prior oral or written statements or agreements. This Request for Proposal, any addenda thereto, and the offeror’s response are incorporated herein by reference as though set forth verbatim. 17 All promises, requirements, terms, conditions, provisions, representations, guarantees, and warranties contained herein shall survive the contract expiration or termination date unless specifically provided otherwise herein, or unless superseded by applicable Federal or State statutes of limitation. 22. AMENDMENTS: This contract may be amended only by written amendment duly executed by authorized representatives of both the University and the Contractor. 23. TAXES: N.C.G.S. §143-59.1 bars the Secretary of Administration from entering into contracts with Contractors if it or its affiliates meet one of the conditions of N.C.G. S. §105-164.8(b) and refuse to collect use tax on sales of tangible personal property to purchasers in North Carolina. Conditions under G. S. 105-164.8(b) include: (1) Maintenance of a retail establishment or office, (2) Presence of representatives in the State that solicit sales or transact business on behalf of the Contractor and (3) Systematic exploitation of the market by media-assisted, media-facilitated, or media-solicited means. By execution of the bid document the Contractor certifies that it and all of its affiliates, (if it has affiliates), collect(s) the appropriate taxes. 24. GENERAL INDEMNITY: The Contractor shall hold and save the University, its officers, agents, and employees, harmless from liability of any kind, including all claims and losses accruing or resulting to any other person, firm, or corporation furnishing or supplying work, services, materials, or supplies in connection with the performance of this contract, and from any and all claims and losses accruing or resulting to any person, firm, or corporation that may be injured or damaged by the Contractor in the performance of this contract and that are attributable to the negligence or intentionally tortious acts of the Contractor provided that the Contractor is notified in writing within 30 days that the State has knowledge of such claims. The Contractor represents and warrants that it shall make no claim of any kind or nature against the University‘s agents who are involved in the delivery or processing of Contractor goods to the University. The representation and warranty in the preceding sentence shall survive the termination or expiration of this contract. 25. OUTSOURCING: Any Contractor or subcontractor providing call or contact center services to the University or State of North Carolina shall disclose to inbound callers the location from which the call or contact center services are being provided. If, after award of a contract, the Contractor wishes to outsource any portion of the work to a location outside the United States, prior written approval must be obtained from the University agent responsible for the contract. Contractor must give notice to the University of any relocation of the Contractor, employees of the Contractor, subcontractors of the Contractor, or other persons performing services under a state contract outside of the United States. 26. PRICING: All prices offered herein shall be firm against any increases. Requests by the Contractor for a cost increase relevant to any contract extension shall be submitted in writing one hundred and eighty (180) days prior to each contract renewal. The University reserves the option of accepting a Contractor's proposed cost increase or canceling the service and seeking proposals from other Contractors. Requests for cost increases will be indexed to the same percent as any change in the Consumer Price Index/All Urban Consumers for the previous twelve month period of the request. Invoices are paid Net 30 days from receipt of an accurate invoice. 27. DEBARMENT CERTIFICATION: Offeror certifies to the best of its knowledge and belief, that it nor any of its principals a) are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contract by any Federal agency; b) have not within a three year period preceding this award been convicted of or had a civil judgment rendered against them for: commission of a fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, state or local) contract or subcontract; violation of Federal or state antitrust statutes relating to this submission of offers; or commission of embezzlement, theft, forgery, bribery, falsifications or destruction of records, making false statements, or receiving stolen property; and c) are not presently indicted for, or otherwise criminally or civilly charged by a government entity with, commission of any of 18 these offenses enumerated herein. The offer certifies that they have not, within a three year period preceding this offer, had one or more contracts terminated for default by any federal agency. “Principals” for the purpose of this certification, means officers; directors; owners; partners; and persons having primary management or supervisory responsibilities within a business entity (e.g., general manager; plant manager; head of a subsidiary, division, or business segments, and similar positions.) This certification concerns a matter within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution. Certification of this provision is a material representation of fact upon which reliance was placed when making an award. If it is later determined that the Offeror knowingly rendered an erroneous certification, in addition to other remedies available to the University, the University may terminate this agreement for default. Offeror hereby certifies these conditions and does so by signing the execution page of this RFP document. 28. PRIVACY 1. Personal Identifiers: If University provides the Contractor with personal identifiers as listed in N.C.G.S. §132-1.10 and in N.C.G.S. §14-133.20(b) or any other legally confidential information, Contractor hereby certifies that collection of this information from University is necessary for the performance of Contractor’s duties and responsibilities on behalf of University under this Contract. Contractor further certifies that it shall maintain the confidential and exempt status of any social security number information, as required by N.C.G.S. §132- 1.10(c) (1), and that it shall not re-disclose personally identifiable information as directed by State and Federal laws. Failure to abide by legally applicable security measures and disclosure restrictions may result in the interruption, suspension and/or termination of the relationship with Contractor for a period of at least five (5) years from date of violation. If Contractor experiences a security breach, as defined in N.C.G.S. §75.61(14), relating to this information, in addition to the Contractor’s responsibilities under the NC Identity Theft Protection Act, Contractor shall immediately notify University with the information listed in N.C.G.S. §75-65(d)(1-4) and shall fully cooperate with University. Contractor shall indemnify University for any breach of confidentiality or failure of its responsibilities to protect confidential information. Specifically, these costs may include, but are not limited to, the cost of notification of affected persons as a result of its unauthorized release of University data provided to Contractor pursuant to the Contract. 2. Education Records: If the University provides the Contractor with “personally identifiable information” from a student’s education record as defined by FERPA, 34 CFR §99.3, Contractor hereby certifies that collection of this information from University is necessary for the performance of Contractor’s duties and responsibilities on behalf of University under this Contract. In this instance, University considers Contractor a school official with a legitimate interest under FERPA. Contractor further certifies that it shall maintain the confidential status of education records in their custody, and that it shall not re-disclose personally identifiable information as directed by FERPA. Failure to abide by legally applicable security measures and disclosure restrictions may result in the interruption, suspension and/or termination of the relationship with Contractor for a period of at least five (5) years from date of violation. If Contractor experiences a security breach relating to this information or if Contractor re- discloses the information, Contractor shall immediately notify University. Contractor shall indemnify University for any breach of confidentiality or failure of its responsibilities to protect the personally identifiable information. Specifically, these costs may include, but are not limited to, the cost of notification of affected persons as a result of its unauthorized release of University data provided to Contractor pursuant to the Contract. 29. AUDITS: The State or University auditor shall have access to persons and records as a result of all Agreements entered into by the University in accordance with North Carolina General Statute §147-64.7 and Session Law 2010-194, Section 21. 19 30. PRESERVATION OF RECORDS: If the University provides any data to Contractor pursuant to this Agreement then Contractor shall preserve and maintain the data for a period of three (3) years or as indicated in a litigation hold letter issued by University, to fulfill the University’s obligations under the North Carolina Public Records Act and under the Federal and North Carolina Rules of Civil Procedure. Contractor shall immediately preserve and maintain data (and any generated email correspondence) upon the University’s request or upon notice of litigation or audit and further Contractor shall make available all Data University may specify with the time limits required. 31. CONTRACTOR EMPLOYEE BACKGROUND CHECKS: The Contractor shall, at no additional cost to the University, secure appropriate background checks on all employees, independent contractors, or subcontractor employees to be assigned to any resulting contract. These background checks shall include, at a minimum, the following checks with consideration for current, past, alias and maiden names: ● Nationwide Federal Criminal search ● National Sex Offender Registry search ● North Carolina Statewide Criminal search ● Criminal searches in all counties of residence outside the state of North Carolina in the past seven (7) years, except in cases when the individual has resided in the New York boroughs of Kings, Queens, New York, Nassau, Richmond, or Bronx, in which case a New York Statewide Criminal Search is required ● Skip Trace, Residency history, or other Social Security Number-based search (to ensure validity and correct matching) The Contractor shall align its hiring decisions to support the University’s ongoing effort to maintain a safe, drug-free environment for students, faculty, staff and visitors. These background checks shall be maintained by the Contractor and are subject to audit by appropriate University or state officials at any time during and for five (5) years after the contract end date. The University may withhold consent of any of Contractor's personnel to be placed on a University assignment at its sole discretion. The Contractor shall immediately (same day as notification) remove any employee or representative from University property if deemed by the University to be unfit for any reason. 20