Comprehensive Facilities Maintenance and Management

Ver:2/1/2021 STATE OF NORTH CAROLINA Central Piedmont Community College Request for Proposal #: 88-220015-BO COMPREHENSIVE FACILITIES MAINTENANCE AND MANAGEMENT Date of Issue: November 12, 2021 Proposal Opening Date: January 12, 2022 At 2:00 PM ET Direct all inquiries concerning this RFP to: Bonnie Ogden Senior Buyer Email: bonnie.ogden@cpcc.edu Phone: 704-330-6515 Ver:2/1/2021 STATE OF NORTH CAROLINA Request for Proposal # 88-220015-BO ______________________________________________________ For internal State agency processing, including tabulation of proposals in the Interactive Purchasing System (IPS), please provide your company’s Federal Employer Identification Number or alternate identification number (e.g. Social Security Number). Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file

is made available for public inspection. This page is to be filled out and returned with your proposal. Failure to do so may subject your proposal to rejection. ___________________________________________________ Vendor Name ______________________________ Vendor # Note: For your proposal 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 Electronic responses ONLY will be accepted for this solicitation. https://vendor.ncgov.com/vendor/login Ver:2/1/2021 Page 2 of 101 Refer ALL Inquiries regarding this RFP to: Bonnie Ogden, Senior Buyer bonnie.ogden@cpcc.edu Request for Proposal #: 88-220015-BO Proposals will be publicly opened: January 12, 2022 at 2:00 PM, ET Using Agency: Central Piedmont Community College Commodity No. and Description: 811418 / 958-15 Building and Facilities Management Services Requisition No.: N/A EXECUTION In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein. By executing this proposal, the undersigned Vendor understands that False certification is a Class I felony and certifies that: ▪ that this proposal is submitted competitively and without collusion (G.S. 143-54), ▪ that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143- 59.2), and ▪ it is not an ineligible Vendor as set forth in G.S. 143-59.1. Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor’s knowledge and belief, that: ▪ it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency. As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system. G.S. 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 Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public Contract of any gift from anyone with a Contract with the State, or from any person seeking to do business with the State. By execution of this response to the RFP, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor are 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 ATTACHMENTS page within this document. Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals cannot 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 #12): PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER: VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL: STATE OF NORTH CAROLINA Division of Central Piedmont Community College Ver:2/1/2021 Page 3 of 101 VALIDITY PERIOD Offer valid for at least 120 days from date of bid opening, unless otherwise stated here: ___ days. After this date, any withdrawal of offer shall be made in writing, effective upon receipt by the agency issuing this RFP. ACCEPTANCE OF PROPOSAL Signature on this procurement by Vendor and acceptance by the College will produce a contract containing the terms and conditions and specifications herein together with any mutually accepted modifications and addenda. If your proposal is accepted and results, through negotiation or otherwise, in a contract award you will be expected to accept the NORTH CAROLINA GENERAL TERMS AND CONDITIONS as part of the Contract. Dependent upon the product or service being offered, other terms and conditions may apply. FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on The attached certification, by ____________________________________________________________________. (Authorized Representative of Central Piedmont Community College) Proposal Number: 88-220015-BOVendor: __________________________________________ Ver:2/1/2021 Page 3 of 21 Contents 1.0 PURPOSE AND BACKGROUND ............................................................................................. 6 1.1 CONTRACT TERM ....................................................................................................................... 7 2.0 GENERAL INFORMATION ....................................................................................................... 7 2.1 REQUEST FOR PROPOSAL DOCUMENT ............................................................................. 7 2.2 E-PROCUREMENT SOLICITATION ....................................................................................... 7 2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ............................... 7 2.4 RFP SCHEDULE ..................................................................................................................... 8 2.5 PRE-PROPOSAL CONFERENCE AND SITE VISIT ............................................................... 9 2.6 PROPOSAL QUESTIONS ..................................................................................................... 11 2.7 PROPOSAL SUBMITTAL ..................................................................................................... 11 2.8 PROPOSAL CONTENTS ...................................................................................................... 11 2.9 ALTERNATE PROPOSALS .................................................................................................. 12 2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS .......................................................... 12 3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS..................................... 14 3.1 METHOD OF AWARD ........................................................................................................... 14 3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ...... 14 3.3 PROPOSAL EVALUATION PROCESS ................................................................................ 14 3.4 EVALUATION CRITERIA ...................................................................................................... 15 3.5 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................. 16 3.6 INTERPRETATION OF TERMS AND PHRASES.................................................................. 16 4.0 REQUIREMENTS ................................................................................................................... 16 4.1 PRICING ................................................................................................................................ 16 4.2 INVOICES ............................................................................................................................. 17 4.3 FINANCIAL STABILITY ........................................................................................................ 17 4.4 VENDOR EXPERIENCE........................................................................................................ 17 4.5 REFERENCES ...................................................................................................................... 17 4.6 BACKGROUND CHECKS ..................................................................................................... 17 4.7 VENDOR’S REPRESENTATIONS ........................................................................................ 18 4.8 AGENCY INSURANCE REQUIREMENTS MODIFICATIONS ............................................... 18 5.0 SCOPE OF WORK (TECHNICAL PROPOSAL) ..................................................................... 18 5.1 GENERAL ............................................................................................................................. 18 Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 4 of 101 5.2 STATEMENT OF WORK ....................................................................................................... 19 5.3 GENERAL EXPECTATIONS ................................................................................................. 19 5.4 OPERATIONS ....................................................................................................................... 20 5.5 FACILITIES MAINTENANCE AND REPAIRS ....................................................................... 27 5.6 PEST CONTROL ................................................................................................................... 39 5.7 GROUNDS CARE ................................................................................................................. 40 5.8 HOUSEKEEPING .................................................................................................................. 42 5.9 SPECIAL EVENT SUPPORT ................................................................................................ 45 5.10 OFFICE PAINTING ................................................................................................................ 46 5.11 PRE-PRICED LINE ITEMS .................................................................................................... 46 5.12 CERTIFICATION AND SAFETY LABELS ............................................................................ 48 5.13 NEW/ADDITIONAL PROJECTS ........................................................................................... 48 6.0 CONTRACT ADMINISTRATION ............................................................................................ 48 6.1 ACCOUNT MANAGER AND CUSTOMER SERVICE ........................................................... 48 6.2 POST AWARD MANAGEMENT REVIEW MEETINGS ......................................................... 48 6.3 CONTINUOUS IMPROVEMENT ........................................................................................... 48 6.4 PERIODIC MONTHLY/QUARTERLY/ANNUALLY STATUS REPORTS .............................. 48 6.5 ACCEPTANCE OF WORK .................................................................................................... 49 6.6 TRANSITION ASSISTANCE ................................................................................................. 49 6.7 DISPUTE RESOLUTION ....................................................................................................... 49 6.8 CONTRACT CHANGES ........................................................................................................ 50 7.0 ATTACHMENTS ..................................................................................................................... 51 ATTACHMENT A: PRICING ............................................................................................................. 51 ATTACHMENT B: INSTRUCTIONS TO VENDORS ......................................................................... 58 ATTACHMENT C: NORTH CAROLINA GENERAL CONTRACT TERMS & CONDITIONS ............. 58 ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR ......................................... 58 ATTACHMENT E: AUDITED FINANCIAL STATEMENTS ................................................................ 58 ATTACHMENT F: CUSTOMER REFERENCE FORM ...................................................................... 58 ATTACHMENT G: HUB SUPPLEMENTAL SUPPLIER INFORMATION .......................................... 58 ATTACHMENT H: CERTIFICATE OF INSURANCE REQUIREMENTS ............................................ 59 ATTACHMENT I: EXCEPTIONS TO SCOPE OF WORK .................................................................. 61 ATTACHMENT J: CAMPUS LOCATIONS ......................................................................................... 62 ATTACHMENT K: AERIAL OVERVIEW OF EACH CAMPUS .......................................................... 63 Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 5 of 101 ATTACHMENT L: ALL COLLEGE BUILDINGS ................................................................................ 69 ATTACHMENT M: CENTRAL CAMPUS ZONE DIVISIONS .............................................................. 72 ATTACHMENT N: EQUIPMENT LISTING ......................................................................................... 74 ATTACHMENT O: FLOOR PLANS .................................................................................................... 79 ATTACHMENT P: HISTORICAL WORK ORDER DATA FROM SCHOOLDUDE .............................. 80 ATTACHMENT Q: APPA SERVICE LEVEL 2 ................................................................................... 81 ATTACHMENT R: TURF AREAS ...................................................................................................... 86 ATTACHMENT S: TREE CARE PLAN .............................................................................................. 87 ATTACHMENT T: GROUNDS MANAGEMENT CALENDAR: ........................................................... 91 ATTACHMENT U: CENTRAL PIEDMONT’S KPI’S FOR SERVICE PROVIDER: .............................. 93 ATTACHMENT V: SNOW AND ICE REMOVAL PLAN: .................................................................. 100 Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 6 of 101 1.0 PURPOSE AND BACKGROUND Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto. Central Piedmont Community College (Central Piedmont) is a large, urban, multi-campus, non-residential college that enrolls more than 60,000 students annually in curriculum, adult high school and basic skills, and continuing education programs, and employs more than 3,000 full- and part-time faculty and staff, making Central Piedmont one of the largest colleges in the Carolinas, Central Piedmont is highly accessible and convenient to people of all ages who seek a real- world, affordable, hands-on education that will transform their lives and strengthen the economic, social, and cultural environment of Mecklenburg County. Central Piedmont is also a smart investment. At a fraction of the cost, students learn by doing, receiving a combination of technical and soft skills training from quality faculty who prepare them to enter the workforce and make a difference in their family, business, community, and world. Founded in 1963, Central Piedmont has eight locations throughout Mecklenburg County (as identified in the below chart), offering nearly 300 degree, diploma, and certification programs; customized corporate training; market-focused continuing education; and special interest classes. Central Piedmont is a non-residential institution with approximately 240 acres and 56 buildings of a wide variety of sizes and types. Central Piedmont’s Vision, Mission and Institutional Values are as follows: Vison Central Piedmont will be a champion of students, a catalyst for opportunity, and an exceptional provider of learning experiences that transform lives and strengthen our community. Mission To facilitate student learning, success, and completion, Central Piedmont provides exceptional education and globally competitive training in an engaging, supportive environment. Institutional Values ● Student Centered ● Courage ● Seek Excellence ● Accountability ● Collaboration ● Equity Tobacco and Weapons Policies Central Piedmont became tobacco-free on January 2, 2010. Central Piedmont is committed to providing its employees, students and visitors with a safe and healthy environment. Handguns are NOT permitted to be carried on college premises at any time. N.C. GS 14-269.2 allows persons with a valid North Carolina Concealed Handgun Permit to have a handgun in a closed compartment of a locked vehicle that is parked on college premises. The handgun cannot be taken out of the closed compartment while on any campus. In other words, a person cannot “carry” a weapon of any kind while on a Central Piedmont campus, unless he/she is a law enforcement officer. Central Piedmont Locations Name Type Address Cato Campus 8120 Grier Road, Charlotte, NC 28215 Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 7 of 101 Central Campus 1201 Elizabeth Avenue, Charlotte, NC 28204 Harper Campus 315 West Hebron Street, Charlotte, NC 28273 Harris Campus 3210 Harris Campus Drive, Charlotte, NC 28208 Levine Campus 2800 Campus Ridge Road, Matthews, NC 28105 Merancas Campus 11920 Verhoeff Drive, Huntersville, NC 28078 City View Center 1609 Alleghany Street, Charlotte, NC 28208 For more information, visit cpcc.edu. The intent of this solicitation is to award an Agency Specific Contract. 1.1 CONTRACT TERM The Contract shall have an initial term of Five (5) years, beginning on July 1, 2022. At the end of the Contract’s current term, the State shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to a total of Five (5) additional one-year terms. The State will give the Vendor written notice of its intent to exercise each option no later than thirty (30) days before the end of the Contract’s then-current term. In addition to any optional terms, and with the Vendor’s concurrence, the State reserves the right to extend a contract term after the last active term. Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto. 2.0 GENERAL INFORMATION 2.1 REQUEST FOR PROPOSAL DOCUMENT The RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award. All attachments and addenda released for this RFP in advance of any Contract award are incorporated herein by reference. 2.2 E-PROCUREMENT SOLICITATION ATTENTION: This is NOT an E-Procurement solicitation. Paragraph entitled ELECTRONIC PROCUREMENT subsections (d) and (e) of the North Carolina General Contract Terms and Conditions, do not apply to this solicitation. The Terms and Conditions made part of this solicitation contain language necessary for North Carolina’s Statewide E- Procurement Services. It is the Vendor’s responsibility to read these terms and conditions carefully and to consider them in preparing its proposal. By execution of this RFP, Vendor agrees to and acknowledges acceptance of all terms and conditions, including those related to E-Procurement usage. General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/. 2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS It shall be the Vendor’s responsibility to read the Instructions, the State’s terms and conditions, all relevant attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Vendors http://cpcc.edu/ http://cpcc.edu/ http://eprocurement.nc.gov/ Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 8 of 101 also are responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP. If Vendors have questions, issues, or exceptions other than exceptions to the Scope of Work noted in section 2.8 regarding any term, condition, or other component within this RFP, those must be submitted as questions in accordance with the instructions in Section 2.5 PROPOSAL QUESTIONS. 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 RFP 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 process, the State rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s proposal. This applies to any language appearing in or attached to the document as part of the Vendor’s proposal that purports to vary any terms and conditions or Vendors’ instructions herein or to render the proposal non- binding or subject to further negotiation. Vendor’s proposal shall constitute a firm offer. By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded. Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s proposal as nonresponsive. By executing and submitting its proposal in response to this RFP, Vendor understands and agrees that the State may exercise its discretion not to consider any and all proposed modifications Vendor(s) may request and may accept Vendor’s proposal under the terms and conditions of this RFP. 2.4 RFP SCHEDULE The table below shows the intended schedule for this RFP. The State will make every effort to adhere to this schedule. Event Responsibility Date and Time Issue RFP College November 12, 2021 Hold Pre-Proposal Meeting College December 6, 2021 at 9am Site Visits College December 6-9, 2021 Submit Written Questions Vendor December 16, 2021 by 2pm Provide Response to Questions College December 22, 2021 Submit Proposals Vendor January 12, 2022 by 2pm Contract Award College March 4, 2022 Contract Effective Date College July 1, 2022 Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 9 of 101 2.5 PRE-PROPOSAL CONFERENCE AND SITE VISIT MANDATORY PRE-PROPOSAL CONFERENCE: Date(s): December 6, 2021 Time: 9:00 AM Eastern Time Contact #: bonnie.ogden@cpcc.edu Location: 1325 E 7th St. Charlotte, NC 28204, Drumm Bldg, Room 218 (enter bldg. on side closest to Charlottetowne Ave. (small parking lot side) Park on the opposite side (GPS 1325 E 7th St. Charlotte, NC 28204) CENTRAL CAMPUS SITE VISIT (Day 1): Date(s): December 6, 2021 Time: 10:00AM Eastern Time Contact #: bonnie.ogden@cpcc.edu Location: Same location as Pre-Proposal Conference CENTRAL CAMPUS SITE VISIT (Day 2): Date(s): December 7, 2021 Time: 9:00AM Eastern Time Contact #: bonnie.ogden@cpcc.edu Location: 1325 E 7th St. Charlotte, NC 28204, Drumm Bldg, Room 218 (enter bldg. on side closest to Charlottetowne Ave. (small parking lot side) Park on the opposite side (GPS 1325 E 7th St. Charlotte, NC 28204) mailto:bonnie.ogden@cpcc.edu mailto:bonnie.ogden@cpcc.edu mailto:bonnie.ogden@cpcc.edu Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 10 of 101 SATELLITE CAMPUSES SITE VISITS (Days 3 and 4): Date(s): December 8 - 9, 2021 Time: Beginning at 9:00 AM Eastern Time Contact #: bonnie.ogden@cpcc.edu Location: 1325 E 7th St. Charlotte, NC 28204, Drumm Bldg, (meet at large parking lot closer to Kings Drive - GPS location 1225 E. 7th St. Charlotte, NC 28204) Transportation to campuses will be provided by the college. Vendors may have no more than two (2) representatives attend the mandatory pre-proposal conference and no more than two (2) representatives to participate in the site visits. Transportation will be provided by the college. Instructions: It shall be MANDATORY that each Vendor representative be present for a pre-proposal meeting and site visit on the dates noted above. Attendees must meet promptly at the time(s) and locations specified above. All attendees must sign in upon arrival and clearly indicate the prospective Vendor represented on the sign in sheet. LATE ARRIVALS WILL NOT BE ALLOWED TO SIGN IN, PARTICIPATE IN THE SITE VISIT, NOR SHALL THEIR PROPOSAL BE CONSIDERED. Once the sign-in process is complete, all other persons wishing to attend may do so to the extent that space and circumstances allow. The purpose of this visit is for all prospective Vendors to apprise themselves with the conditions and requirements which will affect the performance of the work called for by this Request for Proposals. Vendors must stay for the duration of the site visit. No allowances will be made for unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by this proposal. Vendors are cautioned that any information released to attendees during the site visit, other than that involving the physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this Request for Proposal, must be confirmed by written addendum before it can be considered to be a part of this proposal. mailto:bonnie.ogden@cpcc.edu Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 11 of 101 2.6 PROPOSAL QUESTIONS Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the above due date. Written questions shall be emailed to bonnie.ogden@cpcc.edu by the date and time specified above. Vendors should enter “RFP # 88-220015-BO Questions” as the subject for the email. Questions submittals should include a reference to the applicable RFP section and be submitted in a format shown below: Reference Vendor Question RFP Section, Page Number Vendor question …? 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 form of an addendum to the Interactive Purchasing System (IPS), http://www.ips.state.nc.us, and shall become an Addendum to this RFP. 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 RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in an Addendum to this RFP. 2.7 PROPOSAL SUBMITTAL IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk for late submission due to unintended or unanticipated delay—whether submitted electronically, delivered by hand, U.S. Postal Service, courier or other delivery service. It is the Vendor’s sole responsibility to ensure its proposal has been received as described in this RFP by the specified time and date of opening. Any proposal received after the proposal deadline will be rejected. All proposal responses shall be submitted electronically via the North Carolina Business Invitation Delivery System (NC BIDS). For additional information, the NC BIDS for Vendors page includes online training videos and a link to NC BIDS FAQs for Vendors. Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a vendor’s proposal(s). Vendors are strongly encouraged to allow sufficient time to upload proposals through NC BIDS. Bids will only be accepted through NCBIDS. No emailed or physically delivered bid responses will be accepted. Critical updated information may be included in Addenda to this RFP. It is important that all Vendors proposing on this RFP periodically check the State’s IPS website for any Addenda that may be issued prior to the bid opening date. All Vendors shall be deemed to have read and understood all information in this RFP and all Addenda thereto. 2.8 PROPOSAL CONTENTS Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an authorized signature where requested. The College desires all proposals to be identical in format in order to facilitate comparison and for ease of evaluation. Note that ATTACHMENTS J, K, L and M are included for informational purposes only to assist in Vendor RFP response development. Vendor RFP responses shall include the following items and those attachments should be arranged in the following order: a) Cover Letter, must include a statement that confirms that the proposer has read the RFP in its entirety, including all links, and all Addenda released in conjunction with the RFP. b) Title Page: Include the company name, address, phone number and authorized representative along with the Proposal Number. c) Completed and signed version of EXECUTION PAGES d) Vendor’s Proposal in numerical order according to numbered RFP sections. e) Completed version of ATTACHMENT A: PRICING http://www.ips.state.nc.us/ https://ncadmin.nc.gov/nc-bids-vendors https://ncadmin.nc.gov/nc-bids-faqs-vendors Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 12 of 101 f) Completed version of ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR g) Vendor’s Audited Financial Statements ATTACHMENT E: AUDITED FINANCIAL STATEMENTS h) Completed version of ATTACHMENT F: CUSTOMER REFERENCE FORM i) Completed version of ATTACHMENT G: HUB SUPPLEMENTAL VENDOR INFORMATION j) Current Certificate of Insurance Failure to return Attachments A, D, E, F and G completed (and signed if required) may result in your proposal being considered non-responsive. Central Piedmont is looking for a complete and concise explanation of how the proposer intends to complete the required tasks in this RFP. This is a performance-based RFP so Central Piedmont is looking towards the proposers to provide innovative and industry-best procedures. Central Piedmont is looking for cutting-edge yet proven operations and maintenance methodologies that can be brought to and executed at Central Piedmont. Vendor proposal shall describe in detail how continuous facility management services will be provided, operation, maintenance and repair of Central Piedmont equipment and facilities; emergency response; housekeeping services; snow and ice removal; grounds care; pest control; and support services including furniture repair, special event preparation, and classroom set-up as provided for in section 5.0 SCOPE OF WORK (TECHNICAL PROPOSAL). This RFP allows maximum flexibility to implement the best practices and methodology of the facilities management industry while exercising creative and innovative technical approaches to meet the needs of Central Piedmont. Vendor proposals will need to demonstrate Vendor’s ability to continuously improve methods and approaches to meet varying needs and circumstances. Exceptions to the RFP Scope of Work. Each Vendor RFP response shall be deemed as acceptance of all specifications and requirements of the RFP Scope of Work unless exceptions are provided with Vendor’s RFP response. An “exception” to the Scope of Work is defined as the Vendor’s inability or unwillingness to meet a specification or requirement in the RFP Scope of Work. All exceptions Vendor is taking to the Scope of Work must be listed and explained in detail on ATTACHMENT I: EXCEPTIONS TO SCOPE OF WORK, and each include a reference to the applicable RFP section(s). If the Vendor provides an alternate solution to an exception taken, the benefits of the alternative solution and impact, if any, on any part of the RFP, must also be described in detail on ATTACHMENT I: EXCEPTIONS TO SCOPE OF WORK. 2.9 ALTERNATE PROPOSALS Vendor may submit alternate proposals for various methods or levels of service(s) or that propose different options. Alternate proposals must specifically identify the RFP requirements and advantage(s) addressed by the alternate proposal. Any alternate proposal, in addition to the marking described above, must be clearly marked with the legend: “Alternate Proposal #___ [for ‘name of Vendor”]. Each proposal must be for a specific set of Services and must include specific pricing. If a Vendor chooses to respond with various service offerings, each must be offered with a separate price and be contained in a separate proposal document. Each proposal must be complete and independent of other proposals offered. 2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS In addition to the definitions in 01 NCAC 05A .0112, the following apply: a) BAS: Building Automation System b) BUILDING OCCUPANTS: Faculty, staff, students and members of the public utilizing the buildings. c) BUYER: The employee of the State or Other Eligible Entity that places an order with the Vendor. d) CENTRAL PIEDMONT: Central Piedmont Community College. Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 13 of 101 e) CFMC: Comprehensive Facilities Maintenance Contract. f) COLLEGE: Central Piedmont Community College g) COUNTY: Mecklenburg County, North Carolina. h) DELIVERABLES: The tasks and duties undertaken by Vendor to fulfill the requirements and specifications of this solicitation. i) E-PROCUREMENT SERVICE(S): The program, system, and associated Services through which the State conducts electronic procurement. j) EMERGENCY REPAIR: Repair that must be made in order to ensure uninterrupted operation of the facility during regular business hours. Service Provider must respond to and abate emergencies within fifteen (15) minutes of notification when the emergency occurs during normal business hours. k) EMERGENCY RESPONSE/SERVICES: Services required after regular business hours for emergencies such as fire, leaks, spills, flood, natural disaster or terrorist attack. Emergency Services must successfully abate the emergency within one (1) hour if occurrence is within outside regular business hours. Abatement of the emergency condition means that although the repair was not completed, the threat to life, health or safety has been removed. l) EVALUATION COMMITTEE: A committee as appointed by the college, responsible for determining the best Service Provider for the services described in this RFP. m) FACILITIES SERVICES: Central Piedmont Facilities Services Department. n) KPI: Key Performance Indicators o) MAJOR REPAIRS/REPLACEMENT: All equipment and material repairs and/or replacements estimated to cost over $5,000 per incident/occurrence. Major Repairs/Replacements must be approved by Central Piedmont prior to initiation of any repairs/replacement. The cost for Major Repairs/Replacement is the responsibility of Central Piedmont except in the case where the need for Major Repairs/Replacement is caused by negligence or improper maintenance on the part of the Service Provider. p) NC BIDS: The North Carolina Business Invitation Delivery System provides Vendors the opportunity to submit bid responses electronically. q) PROPOSAL: A Vendor response to this RFP. r) REGULAR BUSINESS HOURS: Monday through Friday 7am -10pm Saturday and Sunday 7am-7pm as required per campus class schedule or special event Summer schedule May-June-July operational hours 7am-7pm Winter Break is approximately from December 20 through January 2 and all campuses are closed Service Provider required to maintain service level at all hours and during breaks s) RELIABILITY-CENTERED MAINTENANCE (RCM): Maintenance that incorporates the optimal mix of preventive maintenance, predictive testing & inspection (PT&I), scheduled inspections, and reactive maintenance to maximize the reliability and performance of building systems. t) RFP: Request for Proposal u) SERVICE PROVIDER: Successful Vendor awarded a contract to provide the services specified in this RFP. v) SERVICES or SERVICE DELIVERABLES: The tasks and duties undertaken by the Vendor to fulfill the requirements and specifications of this solicitation. w) SF: Square Foot x) STATE: The State of North Carolina, including any of its sub-units recognized under North Carolina law. Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 14 of 101 y) 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. z) VENDOR: Supplier, company, firm, corporation, partnership, individual or other entity submitting an offer in response to a Request for Proposal. 3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS 3.1 METHOD OF AWARD North Carolina G.S. 143-52 provides a list of general criteria the State shall use to award contracts. See, also, Section 3.4, below. 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 qualified proposals will be evaluated, and awards will be made to the Vendor(s) meeting the RFP requirements and achieving the highest and best final evaluation, based on the criteria described below. While the intent of this RFP is to award a Contract(s) to single Vendor, 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 RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the State to do so. The status of a Vendor’s E-Procurement Services account(s) shall be considered a relevant factor in determining whether to approve the award of a contract under this RFP. Any Vendor with an E-Procurement Services account that is in arrears by 91 days or more at the time of proposal opening may, at the State’s discretion, be disqualified from further evaluation or consideration. The State reserves the right to waive any minor informality or technicality in proposals received. 3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION While this RFP is under evaluation, the proposer, including any subcontractors and suppliers are prohibited from engaging in conversations intended to influence the outcome of the evaluation. See the Paragraph 29, CONFIDENTIAL INFORMATION, of ATTACHMENT B: INSTRUCTIONS TO VENDORS. During the evaluation period—from the date proposals are opened through the date the contract is awarded—each Vendor submitting a proposal (including its representatives, sub-contractors and/or suppliers) is prohibited from having any communications with any person inside or outside the using agency, issuing agency, other government agency office, or body (including the purchaser named above, department secretary, agency head, members of the general assembly and/or governor’s office), or private entity, if the communication refers to the content of Vendor’s proposal or qualifications, the contents of another Vendor’s proposal, another Vendor’s qualifications or ability to perform the contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals and/or the award of the contract. A Vendor not in compliance with this provision shall be disqualified from contract award, unless it is determined in the State’s discretion that the communication was harmless, that it was made without intent to influence and that the best interest of the State would not be served by the disqualification. A Vendor’s proposal may be disqualified if its subcontractor and supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement to the date of contract award). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency for this RFP or general inquiries directed to the purchaser regarding requirements of the RFP (prior to proposal submission) or the status of the contract award (after submission) are excepted from this provision. 3.3 PROPOSAL EVALUATION PROCESS Only responsive submissions will be evaluated. The State will conduct a One-Step evaluation of Proposals: Proposals will be received according to the method stated in section 2.7. Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 15 of 101 All proposals must be received by the issuing agency not later than the date and time specified on the cover sheet of this RFP. 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 that date and time, the proposal from each responding Vendor will be opened publicly and the name of the Vendor and total cost offered will be announced. Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of 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 proposal. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all proposals should be complete and reflect the most favorable terms available from the Vendor. Upon completion of the evaluation process, the State will make Award(s) based on the evaluation and post the award(s) to IPS under the RFP number for this solicitation. Award of a Contract to one Vendor does not mean that the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed most advantageous and represented the best value to the 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 submit a best and final offer (BAFO), based on discussions and negotiations with the State, if the initial responses to the RFP have been evaluated and determined to be unsatisfactory. 3.4 EVALUATION CRITERIA Proposals will be evaluated based on Vendor’s ability to meet the performance requirements of this RFP. This section provides a description of the evaluation criteria that will be used to evaluate the proposals. Contract award will not be based only on price. Central Piedmont is under no obligation to award a Contract for services to the lowest cost provider. BEST VALUE: "Best Value" procurement methods are authorized by N.C.G.S. §§143-135.9 and 143B-1350(h) (as to IT procurements). The award decision is made based on multiple factors, including: total cost of ownership, meaning the cost of acquiring, operating, maintaining, and supporting a product or service over its projected lifetime; the evaluated technical merit of the Vendor's offer; the Vendor's past performance; and the evaluated probability of performing the specifications stated in the solicitation on time, with high quality, and in a manner that accomplishes the stated business objectives and maintains industry standards compliance. The intent of "Best Value" procurement is to enable Vendors to offer and the Agency to select the most appropriate solution to meet the business objectives defined in the solicitation and to keep all parties focused on the desired outcome of a procurement. A ranking method of source selection will be utilized in this procurement using evaluation criteria listed in order of importance in the Evaluation Criteria section below to allow the State to award this RFP to the Vendor(s) providing the Best Value and recognizing that Best Value may result in award other than the lowest price or highest technically qualified offer. By using this method, the overall ranking may be adjusted up or down when considered with, or traded- off against, other non-price factors. EVALUATION METHOD: Narrative and by consensus of the evaluating committee, explaining the strengths and weaknesses of each proposal and why the recommended awardee(s) provide the best value to the State. All qualified proposals will be evaluated, and award made based on considering the following criteria listed in order of importance, to result in an award most advantageous to the State Central Piedmont will evaluate the Proposals for compliance with the terms, conditions, requirements, and specifications stated in this RFP. Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 16 of 101 Proposals will be evaluated according to the following criteria, listed in order of priority: 1) Conformity to all requirements (Section 5.0) 2) Vendor Experience (Section 4.4) 3) Financial Viability (Section 4.3, Attachment E) 4) Price (Section 7.0) 5) References (Section 4.5) 3.5 PERFORMANCE OUTSIDE THE UNITED STATES Vendor shall complete ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this RFP, the 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 3.6 INTERPRETATION OF TERMS AND PHRASES This Request for Proposal serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the Department; 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 proposals should be evaluated or rejected, the Department will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the Department’s needs as described in the Request for Proposal. Except as specifically stated in the Request for Proposal, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the Department exercising its discretion to reject a proposal in its entirety. 4.0 REQUIREMENTS This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements and terms and conditions stated in this RFP. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for the State to receive a better proposal, the Vendor is urged and cautioned to submit these items in the form of a question during the question and answer period in accordance with Section 2.6. 4.1 PRICING Proposal price shall constitute the total cost to Buyer for complete performance in accordance with the requirements and specifications herein, including all applicable charges handling, administrative and other similar fees. Complete ATTACHMENT A: PRICING FORM and include in Proposal. Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 17 of 101 4.2 INVOICES Should the Vendor’s proposal result in an award, instructions for invoicing will be presented and agreed by all parties during the Contract Administration phase. 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 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 submit the following financial documentation as an ATTACHMENT E to its Proposal: Audited Financial Statements. Financial information, statements and/or documents submitted with a proposal shall be evaluated to determine: whether the Vendor has sufficient ability to perform the contract; whether the Vendor is able to meet its short term obligations, debts, liabilities, payroll, and expenses; whether Vendor has provided complete, reliable and accurate financial information regarding its business operation; whether the Vendor is financially solvent; and whether Vendor has sufficient cash flow and/or available financing from a financial institution to perform the proposed contract for 60 days without receiving payment from the State. Financial information of non-public entities may be marked as confidential in accordance with paragraph 29 of ATTACHMENT B: INSTRUCTIONS TO VENDORS. 4.4 VENDOR EXPERIENCE In its Proposal, Vendor shall provide information as to the qualifications and experience of all personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person. Vendor must have at least five (5) years of experience in providing similar services to at least three (3) customers of equal or greater size and complexity to Central Piedmont. At least one of those recent or current customers must be a higher education facility of similar or greater size and complexity. Within Vendor proposal, provide a detailed description of the company’s background, to include the company’s business model and how it aligns with the college’s value of diversity and inclusion as outlined in the college’s Strategic Plan located at https://www.cpcc.edu/about-central-piedmont/strategic-plan. 4.5 REFERENCES Vendor shall provide at least three (3) references, using ATTACHMENT F: CUSTOMER REFERENCE FORM, for which your company has provided services of similar size and scope to that proposed herein. The State shall contact these users to determine the services provided are substantially similar in scope to those proposed herein and Vendor’s performance has been satisfactory. The information obtained will be considered in the evaluation of the proposal. 4.6 BACKGROUND CHECKS Vendor and its personnel are required to provide or undergo background checks at Vendor’s expense prior to beginning work with the State. A background check meeting the same level criteria or higher of the college’s screening process must be obtained on all employees before assigning them to work on Central Piedmont’s campus. Central Piedmont’s background check process includes criminal history and sex offender registry checks for each State of residence, as well as a Federal level sex offender registry check and national records check with fingerprints. As part of Vendor background 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 a statement that it 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 a statement it is aware of none; https://www.cpcc.edu/about-central-piedmont/strategic-plan Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 18 of 101 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 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 a statement that there are none. Vendor’s responses to these requests shall be considered to be continuing representations, and Vendor’s failure to notify the State within thirty (30) days of any criminal litigation, investigation or proceeding involving Vendor or its then current officers, directors or persons providing Services under this contract during its term shall constitute a material breach of contract. The provisions of this paragraph shall also apply to any subcontractor utilized by Vendor to perform Services under this contract. Vendor shall be responsible for verifying that all personnel assigned to the College have the legal right to work in the United States in accordance with The Department of Homeland Security U.S. Citizenship and Immigration Services Form-I 9 Employment Eligibility Verification requirements. 4.7 VENDOR’S REPRESENTATIONS If the proposal results in an award, the 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 Deliverables. 4.8 AGENCY INSURANCE REQUIREMENTS MODIFICATIONS After the Purchasing Agency has conducted a risk assessment and determined that certain default coverage provisions in the North Carolina General Terms and Conditions paragraph entitled Insurance, should be increased from the minimum stated, that will be indicated in ATTACHMENT H: CERTIFICATE OF INSURANCE REQUIREMENTS for the College’s Certificate of Insurance Requirements. 5.0 SCOPE OF WORK (TECHNICAL PROPOSAL) 5.1 GENERAL This is a performance-based RFP meaning, to the extent possible, the specifications will be structured around the purpose of the work to be performed as opposed to the manner in which the work is to be performed. The intent is to provide Vendor with the freedom to determine how to meet the RFP specifications and encourage innovation. Within Vendor’s proposal, describe in detail how service requirements of the RFP will be met. Central Piedmont is looking for a complete and concise explanation of how the proposer intends to complete the required/specified tasks in this RFP. This is a performance-based RFP so Central Piedmont is looking towards the proposers to provide innovative and industry-best procedures. Central Piedmont is looking for cutting-edge, yet proven, operations and maintenance methodologies that can be brought to and executed at Central Piedmont. It is the intent of the Central Piedmont Facilities Services Department to function as a contract monitor only and will be the Service Provider’s primary point of contact. The Service Provider will be responsible for all aspects of Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 19 of 101 Maintenance and Operation of the facilities. The Service Provider shall provide innovative, customer service oriented, organized management and well-trained personnel. Service Provider employees and subcontractors must act at all times in a professional manner; present a professional, clean and neat appearance and maintain personal hygiene and a professional image; be dressed in clean uniforms at all times with their name and the company name stitched on their shirts or wear an appropriate identification badge; be properly trained; and utilize all required safety equipment and Personal Protective Equipment (PPE). 5.2 STATEMENT OF WORK Vendor shall describe the organizational and operational structure it proposes to utilize for the work described in this RFP and identify the responsibilities to be assigned to each person. 5.3 GENERAL EXPECTATIONS A. Central Piedmont desires to enter into a contract with a full-service firm possessing the necessary expertise for efficient, modern, and high-quality Facility Maintenance Services. Through this contractual relationship, Central Piedmont intends to achieve the following objectives: 1) Continuously improve the productivity and quality of facility management services at the lowest effective cost. 2) Execute a robust Quality Assurance/Quality Control (QA/QC) program that includes necessary training, regulation, compliance, and reporting functions required to provide efficient and quality Facility Management Services. 3) Ensure any smooth transition from services currently performed by the existing CFMC provider, if applicable 4) Utilize benchmark data to assess the quality of all prime and subcontractor services. B. Central Piedmont's expectations are for the Service Provider are as follows: 1) Provide efficient, safe, reliable, and timely services to comply with regulations, codes and best industry practices as well as the program needs of Central Piedmont. 2) Schedule work activities to avoid or minimize the impact on normal college activities. 3) Ensure Service Provider personnel (including subcontractors) in public areas are properly dressed and present a neat uniform appearance and are unobtrusive where practicable (e.g. keep communication and work noise volumes low, and worksites secure and neat). 4) Provide a safe, comfortable, and productive work environment for Central Piedmont staff, students and contractors. 5) Keep all equipment, work areas, workshop, storage rooms, and mechanical and electrical rooms operational, clean, safe and secure. 6) Continually identify improvements using modern management and maintenance practices without conflict either to Central Piedmont’s activities or to sound principles of facility management. 7) Provide state-of-the-art facility operation and maintenance to include such maintenance practices as Reliability- Centered Maintenance and predictive technologies. 8) Provide quality assurance and quality control processes with dedicated personnel included in an organizational chart with defined roles and responsibilities. 9) Ensure all Central Piedmont facilities including interior, exterior and grounds are maintained in an esthetically pleasing fashion, at all times, in that trash is picked-up, bathrooms are cleaned and re-stocked as required, and floors and walls are free of unwanted marks, etc. 10) Utilize Central Piedmont’s existing “SchoolDude” work order and asset management system – owned by college, paid for and maintained by Service Provider (annual updates, fees, etc.). See, e.g., Section 5.4, J, below. 11) Include a life-cycle maintenance approach as part of the Preventive Maintenance (PM) program to assist Central Piedmont with planning for equipment replacements. This will need to include an annual asset inventory and condition assessment. 12) Continue Central Piedmont’s existing Preventive Maintenance (PM) program on “SchoolDude Software.” 13) Determine and track key performance indicators determined by the college as part of an ongoing quality control program. Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 20 of 101 14) Adhere to Association of Physical Plant Administrators (APPA) Level 2 Standards in the areas of General Maintenance, Custodial, Preventive Maintenance, and Grounds Management. See ATTACHMENT Q for APPA Level 2 Standards Matrix. 15) Provide prompt and courteous service that resolves problems quickly and with minimal disruption to occupants C. The following services will not be the responsibility of the Service Provider: 1) Central Piedmont, via the County, will provide for trash, food waste compost, secure document destruction, and recycling pickup for the dumpsters located at the facilities once each week. Only trash from the facilities may be placed in the dumpsters and only recyclables in the recyclable dumpster. 2) Central Piedmont will pay for utilities, local and long-distance telephone service, internet access through the Central Piedmont wireless and cabled network (Central Piedmont will not supply any portable devices for use), and Major Repairs as defined in this RFP. Use of Central Piedmont services shall be for college business only as it relates to this contract. 3) Central Piedmont will be responsible for new building construction and building renovations involving the relocation and/or reconfiguration of walls or built-in elements such as millwork. 4) Duke Energy is responsible for maintenance of all pole mounted light fixtures 10’ high or higher at all locations except the Merancas Campus. Electricities is responsible for maintenance of all pole mounted light fixtures 10’ high or higher on the Merancas Campus. The Service Provider will be expected to communicate with Duke Power or Electricities if there are issues involving these light fixtures. 5.4 OPERATIONS The Service Provider is expected to design, operate, monitor, and continuously improve a quality control program consisting of tracking outcome-based metrics, benchmarking the metrics, and making appropriate adjustments to work schedules and methods, and to work closely with Central Piedmont Facility Services. All management and performance reporting expectations outlined herein will also extend to subcontractors employed by or through the Service Provider. See ATTACHMENT U: CENTRAL PIEDMONT’S KPI’S FOR SERVICE PROVIDER The Service Provider is strongly encouraged to offer a program encouraging employees to take courses at the college to advance their skill level and further their career. The Service Provider is encouraged to pay employee tuition fees up- front, rather than implement an employee tuition reimbursement-based policy. Service Provider may implement their own policy regarding qualifying employees for tuition assistance and remedies for employees not satisfactorily completing courses. A. Transition Plan. Within Vendor proposal, describe Vendor’s transition plan which demonstrates Vendor’s ability to successfully achieve full implementation by June 30, 2022. B. Operations Plan and Policies. Within Vendor proposal, describe Vendor’s Operations Plan and Policies including the following: 1) Explain quality control procedures in a Quality Control/Quality Assurance Plan. Explain how your organization will be accountable for service problems and failures. 2) Explain emergency procedures. Include training plans and procedures. Explain security plans and procedures. 3) Describe the communications scheme that your organization will use to keep the College informed, including reporting requirements. 4) Explain how your organization will utilize SchoolDude, including work order and preventative maintenance record-keeping. 5) Explain Service Desk procedures. 6) Describe the risks and contingencies associated with this contract. 7) Include a Building Automation System and major HVAC components (Chillers, Towers, and Boilers) maintenance plan. 8) Include a Safety, Health and Environmental Management Plan, including: Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 21 of 101 a) Integrated Pest Management (IPM) program b) Grounds and Custodial proposed products 9) Custodial/housekeeping plan 10) Grounds management plan C. Maintenance Management Plan. Within Vendor proposal, describe Vendor’s Maintenance Management Plan to include full details of Vendor’s Maintenance Management Program (Section 5.5), outlining how Vendor will manage all aspects of the scope of work within this RFP. Central Piedmont is looking for a robust and effective, streamlined RCM program that incorporates the optimal mix of preventive maintenance (PM), predictive testing & inspection (PT&I), scheduled inspections, and reactive maintenance to maximize the reliability and performance of building systems. D. Staffing Plan and Policies. Within Vendor proposal, describe Vendor’s Staffing Plan and Policies to include the following: 1) The number of proposed full-time and part-time employees by section. Explain staffing to achieve the Operations and Maintenance plan. 2) An organizational chart for the Central Piedmont site. At a minimum, the organizational chart should include Account Director, Chief Engineer, QA/QC Manager, Preventative Maintenance Manager, BAS Controls Manager, Project Manager, HVAC Manager, Grounds Manager, Custodial Manager, Maintenance Manager 3) Resumes for key site management employees listed above. 4) A subcontracting Plan (section 5.4, H.) 5) Certification requirements for personnel and subcontractors (see section 5.4, G & H) E. Safety, Health, and Environmental Program The Service Provider will be responsible for developing and executing a robust safety, health, and environmental management program consistent with industry standards for higher education, to provide a safe work environment. Within Vendor proposal, describe Vendor’s Safety, Health, and Environmental Management Plan to include a customized Integrated Pest Management (IPM) program. Quarterly, on the fifteenth calendar day of the first month of the quarter, the Service Provider shall provide Central Piedmont Facilities Services with a status report and a corrective action plan, if applicable, on their Safety/Health/Environmental Management Plan including successes and failures in meeting the previous quarter’s goals and projections for the upcoming quarter. Environmental services include, but are not limited to, hazardous materials administration, pest control, self- auditing and compliance with environmental health and safety laws and regulations. The Service Provider will comply with all applicable legal and regulatory Health, Safety and Environmental Requirements; monitor and update procedures in place for maintenance and responses involving fire life safety systems, security incidents, and emergency responses; maintain required right-to-know records such as Safety Data Sheets (SDS) sheets, required notification posters, etc.; submit Material Safety Data Sheets (MSDS) data to Central Piedmont for any chemicals in the facilities used by its employees or subcontractors upon request; monitor compliance with stormwater management regulations; and implement sustainable practices in all areas of this Contract to minimize negative impacts to the environment. The Service Provider’s workspace may be inspected periodically for OSHA violations. Abatement of violations will be the responsibility of the Service Provider and/or the College as determined by the Central Piedmont Environmental Health and Safety Department. The Service Provider shall provide assistance to the Central Piedmont EHS Office escort and the federal or state OSHA inspector if a complaint is filed. Any fines levied on the Service Provider due to safety/health violations shall be paid promptly. The Service Provider shall report to Central Piedmont Facilities Services all exposure data and accidents resulting in death, trauma, or occupational disease. The Service Provider shall submit to Central Piedmont Facilities Services a full report of damage to Central Piedmont property and/or equipment by Service Provider employees and subcontractors. All damage reports shall be submitted within 24 hours of the occurrence. Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 22 of 101 The Service Provider shall establish and implement a casualty prevention and control program and safety measures to assure structurally and functionally safe facilities and equipment to include an overall Facility Safety Program, Lock-Out/Tag-Out Program for equipment per latest edition of OSHA instructions, Confined Space Entry Program, Hot Work Permit Program, Dig Permit Program, Utility Shutdown Permit Program, and Job Safety Analysis. The safety programs include the development of written procedures, implementation of developed procedures, and all associated training. The Service Provider will provide a copy of their safety program to Central Piedmont Facilities Services after award and prior to contract start. The Service Provider may be asked to contribute to the preparation of Central Piedmont disaster plans and participate in disaster drills periodically. As part of this, the Service Provider shall grant the College access to their and their subcontractor’s personnel safety records, work spaces, offices, equipment, vehicles, procedures and accident investigation reports, for the purpose of review for compliance with laws, regulations and policies. F. Reporting 1) Monthly Reports: The Service Provider shall provide Central Piedmont Facility Services with the following reports by the fifteenth calendar day of the month for activity from the previous month. All reports must be in a format acceptable to Central Piedmont Facilities Services. a. Work Order Report – This report will show the total work orders received by the Service Provider for the facilities, a breakout of the work order types and work orders by building, any outstanding work orders more than 15 days old from the date of the report, trend analysis, and average time per work order completion for that month. b. Preventative Maintenance Report – This report will show the preventative maintenance work performed by the Service Provider for the preceding month broken out by type of equipment. The report must also show separately scheduled preventative maintenance that the Service Provider did not perform. c. Monthly Work Schedule - The Monthly Work Schedule will list all planned work tasks and inspections for the following month. d. Issues Report – This report will show any open issues between the Service Provider and Central Piedmont that have not been resolved. This report should also contain any aspects of the equipment and facilities the Service Provider sees as an issue needing resolution or a possible problem in the future, including Major Repairs that can be predicted. This report should also include any internal issues the Service Provider is experiencing that may affect the performance of the contract such as problems with subcontractors, personnel issues, etc. This report will also include any significant accidents the Service Provider and/or their subcontracts experienced, compliance violations and/or issues, and any problems with outside organizations such as other contractors, other Central Piedmont departments or Central Piedmont customers. e. Water Treatment Report (section 5.5, E.) 2) Yearly Routine and Preventive Maintenance Plan: The Service Provider shall submit to Central Piedmont Facilities Services, one month prior to the start of each contract year, a yearly Routine and Preventive Maintenance Plan. The yearly Routine and Preventive Maintenance Plan shall include, but is not limited to, a PM schedule summary based on existing SchoolDude Asset Essentials maintenance protocols and timetable, new staffing needs, changes to site staffing and execution of daily operations for enhanced management of Central Piedmont buildings, systems, and grounds. The Monthly Work Schedules shall be included in the yearly plan. Updates to the plan should be provided to Central Piedmont Facilities through the contract year. 3) Quality Control/Quality Assurance Report: The Service Provider is expected to utilize benchmark data to assess the quality of all prime and subcontractor services. After contract award and before contract start the Service Provider will design and submit a Quality Control/Quality Assurance (QC/QA) Plan consisting of tracking outcome-based metrics and benchmarking those metrics against industry standards. The QC/QA Plan should list the metrics, the goals Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 23 of 101 the Service Provider hopes to meet and the industry standard benchmark. A sample QC/QA Plan will be evaluated during the selection process. After award and before contract start the Service Provider will submit their QC/QA for the first quarter of the contract. Central Piedmont’s Facilities Services will work with the Service Provider to review existing KPIs. It is expected that these metrics will change, based on performance, over the life of the contract. Service Provider shall provide Central Piedmont Facilities Services with a quality control report in each monthly management report listing the metrics tracked and the goal and recommendations on the metrics/goals to be tracked over the next month. The Service Provider shall include in their QC/QA Plan a monthly Deficiency Survey. The survey shall identify areas of the building and maintenance program that need improvement. The Deficiency Survey shall be submitted as part of the monthly Management Report, Central Piedmont described in the previous section of this RFP. The full campus shall be surveyed and inspected by the QA/QC team at a minimum once per quarter in each area of the contract: Grounds, Housekeeping, General Maintenance, HVAC. The college will maintain an internal team of coordinators in each of these areas that will audit the work as well. 4) Annual Facilities Assessment Report: The Service Provider is expected to provide information needed for the Facility Services Annual Budget. The Service Provider will manage the facilities operations included under this contract, or such additional tasks as may be duly authorized, in a manner consistent with generally accepted accounting principles. Central Piedmont is desirous of obtaining activity-based costing consistent with developing further capability to compare effort and cost with the resulting level of service. Central Piedmont will negotiate with the selected Vendor to determine the exact format of this annual report. Central Piedmont Facility Services typically inputs their budget request each January for the fiscal year, which starts on the next July 1. The Service Provider should be prepared by November 1 to provide: a. Recommendations for replacement or upgrades of any building systems or components for the next FY. b. Recommendations for any contract modifications based on past history or projected changes, i.e. opening new buildings, closing buildings, changes to operating hours or uses, renovations or additions to buildings. c. Summary and review of the previous 12 months operations performed under this contract. d. Any other recommendations e. Additional costing data as requested by the college 5) Capital Expenditures List: In preparation for the annual budget process, by November 1 of each year, the Service Provider will submit an annual list of recommended capital expenditures to include major repairs and replacements based on their knowledge of the condition of existing equipment and/or the need for additional equipment. The Capital Expenditures List will; a. Be prioritized with the most critical project at the top b. Include an explanation and historical work order repair, and maintenance data to justify the need, and c. Include a rough estimate of the total cost. G. Personnel Requirements The Service Provider will maintain qualified in-house staff in management positions to include, at a minimum, Account Manager, General & Preventive Maintenance, Chief Engineer, Controls Manager/BAS Manger, BAS Technician, Project Management, Grounds, Custodia, and Quality Assurance. Management positions are required to have minimum levels of education and experience, to include requisite technical education, industry training, certifications, and licenses. Minimum levels should be an Associate’s Degree and 5 years of experience, or 10 years of practical experience, if no college degree. The Service Provider 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. The Service Provider 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 College. Names of any third-party Vendors or subcontractors of Service Provider may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 24 of 101 obligations hereunder. Service Provider will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s). The Service Provider will employ on staff, at a minimum one (1) licensed HVAC professional, one (1) licensed Electrician, one (1) licensed plumber, one (1) licensed arborist, and one (1) licensed pesticide applicator. License documentation shall indicate that work being performed is being performed at Central Piedmont. Vendor’s organizational chart should also include a chief engineer, a controls manager, a nighttime manager, and a director. If any licensed positions are vacant at any time, subcontractors may be used to fill those license requirements. Should the Vendor’s proposal 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 College. Vendor shall further agree that it will notify the College of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. The College will agree to approve or disapprove the requested substitution in a timely manner. The College may, in its sole discretion, terminate the services of any person providing services under this Contract. Upon such termination, the College may request acceptable substitute personnel or terminate the contract services provided by such personnel. Management positions left open for more than sixty (60) days will result in a refund to the college. Quarterly, Vendor will provide the college with a current organizational chart identifying all vacant positions and the duration of each vacancy. The Service Provider will immediately resolve any personnel performance-related issues upon notification. All matters pertaining to the recruitment, screening, hiring, and retention shall be the exclusive responsibility of the Service Provider. These matters shall be done fully in compliance with existing statutes and regulations pertaining to affirmative action, non-discrimination, wage and hour and any other stipulations germane to prudent personnel management, and all other applicable employment laws and regulations. Only those personnel who have been properly trained shall be assigned duties under this contract. H. Use of Subcontractors Vendor may include subcontractors and/or partners in their proposal. If the use of subcontractors and/or partners is proposed, Vendor’s proposal will demonstrate full capability to exercise control over subcontractors/partners to manage the services, and indicate the means by which they will provide Central Piedmont the opportunity to review and approve relevant contracts among the various partners and/or subcontractors. The selected service provider is expected to function as a “prime” contractor assuming full responsibility for all services required by this RFP that may be provided by all of its partners and/or subcontractors. The prime contractor must perform at least 70% of the services in this RFP based on the value of the fixed fee. Within Vendor proposal, describe in detail Vendor’s plan for subcontracting to include the functions Vendor intends to subcontract and name and qualifications of the intended company(ies) to be used for subcontracting, and Vendor’s strategy for recruiting and utilizing HUB Vendors. Central Piedmont has an equal opportunity purchasing policy. Central Piedmont seeks to ensure that all segments of the business community have access to supplying the goods and services needed by Central Piedmont programs. Central Piedmont affirmatively works to encourage utilization of minority business enterprise in our procurement activities. Central Piedmont provides equal opportunity for all businesses and does not discriminate against any Service Providers regardless of race, color, religion, age, sex, and national origin or disability. The current state-established goals are to procure at least 10% of goods and services from HUB vendors and to achieve at least 10% minority participation in the total value of construction contracts awarded. Facilities Services has established a goal for the Service Provider to attain 20% HUB participation in all proposed subcontracting areas of its operation. Within Vendor’s proposal, describe Vendor’s current level of HUB participation, including good faith effort documentation. Ongoing HUB participation data shall be provided in each quarterly review meeting. Service Provider shall encourage HUB subcontractors to become NC HUB Certified, through the NC HUB Office, https://ncadmin.nc.gov/businesses/historically-underutilized-businesses-hub. On a quarterly basis, Service Provider will provide to Central Piedmont Procurement Department on a template provided by Central Piedmont, the appropriate supporting documentation (i.e invoices paid by Service Provider to HUB subcontractor, verification of HUB status, etc.) used during a particular quarter. This is used by the College for State reporting purposes. https://ncadmin.nc.gov/businesses/historically-underutilized-businesses-hub Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 25 of 101 The Service Provider shall provide in writing to Central Piedmont Facilities Services any substitution of subcontractors from those proposed for approval by Central Piedmont. The Service Provider shall provide any additional information requested by the College regarding the proposed substitute. Proposed substitutes should have comparable qualifications to those being replaced. Central Piedmont will notify the Service Provider of its decision on substitution within 15 calendar days after receipt of all requested information of the consent on substitutions. No change in the fixed fee may occur as a result of subcontractor substitutions. I. Compliance Tracking The Service Provider will be responsible for compliance management which covers a broad range of Federal, State and local Regulatory Agencies’ mandated inspections, environmental protection, and safety responsibilities related to maintaining the operating systems of the Central Piedmont facilities. The Service Provider will track and report to Central Piedmont all compliance requirements quarterly, on the fifteenth calendar day of the first month of the quarter. The Compliance Report will include a list of all compliance/reporting requirements and the current status. Any compliance violations will be included in the quarterly report along with an action plan to resolve the violation. Compliance requirements include, at a minimum, documentation and initiation of air quality control actions, combustion equipment inspections and permitting, Fire/Life/Safety maintenance and inspections, vertical transportation maintenance, underground storage tank permitting and inspections, storm water runoff control inspections and workplace safety inspections. The Service Provider, without additional expense to Central Piedmont, shall obtain all appointments, trade licenses, and permits required for the execution of the work. The Service Provider shall comply with all applicable Federal, State, and local laws. Evidence of such permits and licenses shall be provided to Central Piedmont Facilities Services before work commences and a list of permits and licenses, including their expiration dates, shall be included in the quarterly Compliance Report. This includes trade licenses held by subcontractors. J. Computer Management Maintenance System/Equipment Inventory Central Piedmont is currently utilizing a computer maintenance management system (CMMS), SchoolDude, to log and track maintenance work orders. Central Piedmont Facilities Services currently responds to approximately 16,000 SchoolDude work order tickets per year. Central Piedmont owns the license for SchoolDude, but the Service Provider will be responsible for the cost of maintaining the software and any upgrades needed. At the termination of this contract, Central Piedmont will retain ownership of the SchoolDude license and all data held within. Central Piedmont expects the Service Provider to manage building equipment assets, schedules preventive maintenance, generate and assign work orders and provide accurate workload statistics for work performed at Central Piedmont in the computer maintenance management system (CMMS). Data required to be kept in the CMMS include Work Order number, priority, description, status, caller identification, and equipment and location data. The Service Provider should describe its process and procedures for utilizing the CMMS (managing workflow, assigning work orders, tracking work order completion, follow-up with end-users, random audits, etc.), and any specific expertise in this area in their Operations and Maintenance Management Plan. The Service Provider will be responsible for maintaining an accurate equipment inventory of the equipment listed in ATTACHMENT N. Data required in the equipment table include equipment number, description, location, condition data, equipment attributes, identifying information (model numbers, serial numbers, size information, year installed), and warranty data (if applicable). Currently Central Piedmont has an up-to-date asset inventory and has an equipment labeling system that utilizes barcodes. The types of labels and the labeling system for new or replacement equipment must match the current labeling and information system. The Service Provider should describe its ability to administer facilities inventory systems and describe any specific expertise in this area in their Operations and Maintenance Management Plan. The Service Provider shall continually maintain and update the CMMS with maintenance history, task orders, modifications and additions, facility and equipment condition, inventory and any other information required to maintain an effective database. The Service Provider shall maintain a completed work file for each Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 26 of 101 facility/component/area (identified by number) on the CMMS. Once work is completed the system is to be updated within 5 working days with actual hours and estimated labor and material costs, failure remarks and failure code data and status code change. Central Piedmont will retain ownership of the information and will maintain executive administrative rights to the CMMS throughout the term of this contract. K. Authority to Direct Service Provider Activities The Service Provider will be required to interact with various groups of people on and off of the Central Piedmont campus including Central Piedmont Departments such as Health and Safety, Campus Security, and Information Technology Services; other contractors such as the Central Piedmont Security Contractor, Duke Energy, Mecklenburg County and construction contractors on campus. No group/organization or contractor other than Central Piedmont and its authorized representatives should be construed as having authority to direct the activities of the Service Provider under this contract. Only Central Piedmont Facilities Services in conjunction with the Central Piedmont Procurement department can commit additional funds and/or request additional work outside of the scope of work in this RFP. Any unapproved services performed outside of the scope of work in this RFP will be the sole responsibility of the Service Provider; no reimbursements will be granted. However, in performing the services required in this RFP, the Service Provider will have to interact with these groups/organizations and outside contractors and the Service Provider is expected to form a relationship with them. L. Maintenance Service Desk The Service Provider shall provide and staff a Service Desk in the Drumm Facilities Services Building on the main campus. The Service Desk shall be manned during normal working hours from 7am-4pm, and efficiently receive and process maintenance service requirements. After normal working hours the Service Desk phones will be transferred to Central Piedmont Security. Central Piedmont Security will triage calls. Security will contact the Service Provider when after-hours emergencies arise. The Service Provider must provide Security with one after- hours emergency contact number. The Service Desk will receive emergency/trouble calls via phone, web/internet-based system (the CMMS), e-mails and in person. The Service Desk will also receive and answer inquiries from Central Piedmont customers regarding the scheduling, progress, and completion of work, to include tracking and reporting responsibilities as it pertains to all programs. The use of e-mail, phone, and the CMMS for communications is encouraged. Currently the Facilities Maintenance Service Desk phone number has a customer service phone line and email address. Central Piedmont building occupants are familiar with this number and the procedures associated with utilizing the Service Desk. It is Central Piedmont’s expectation that there will be a seamless transition, from the customer’s perspective, when the new Service Provider takes responsibility for the Service Desk. Within Vendor’s proposal, describe Vendor’s Service Desk procedures and any specific expertise in service desk operations. M. Vehicles The Service Provider is responsible for providing the vehicles and equipment required to provide all services required by this RFP. N. Service Provider Workspace The Service Provider will be provided office, storage and shop space on the Central Campus. The Service Provider’s Facilities Services Management staff will be provided office space with Central Piedmont’s Facilities Services staff. Storage and office space will also be provided to the Service Provider at the satellite campuses. O. Security and Building Access Management Proposal Number: 88-220015-BO Vendor: __________________________________________ Ver:2/1/2021 Page 27 of 101 The Service Provider shall be responsible for training employees in the security requirements of Central Piedmont, and shall be responsible for the enforcement of the same. They include the following: 1) The Service Provider will be responsible for safeguarding against loss, theft, or damage of all Central Piedmont property, materials, equipment and accessories, which might be exposed to the Service Provider's personnel and subcontractors. 2) Possession of guns, knives or other dangerous weapons on College property are prohibited and may be prosecuted as a felony. 3) Alcohol and drugs are prohibited on campus. 4) Keys must be properly handled and safeguarded to maintain property security and safety. 5) The Service Provider must insure the security of buildings that require service outside routine hours of operation. This includes contacting Security Dispatch to arm building security prior to leaving the building and locking access gates while onsite and when leaving after-hours. The College secures buildings via building checks and the building alarms are generally active beginning at 11:00 p.m. and lasting until 6:00 a.m. on those days the College is in operation. It is anticipated that the Service Provider will be required to coordinate their work with the College security department. It is anticipated that a large number of tasks performed under this contract will be performed during these hours; therefore, a detailed security plan will be tailored to accommodate the Service Provider’s work schedule and the need to provide physical security for the College. 6) The Service Provider will work closely with the College security department to develop a detailed security plan. Such procedures may include, but not be limited to do the following: a. Securing the building outside doors after the Service Provider’s employees have entered to begin their shift. b. Requiring the Service Provider to advise the Central Piedmont Security Dispatch as to movements from building to building. c. Modification of work practices by Central Piedmont Security and the Service Provider to achieve the desired results. d. Careful control of keys as defined by Central Piedmont Procedures to allow for audits of locks and keys. There will be no unchaperoned visits to controlled areas by subcontractors of the Service Provider. The Service Provider must report any lost or stolen keys to Central Piedmont Security and Facilities Services immediately. e. No doors shall be propped open at any time for any reason. f. Any other necessary procedures that may be required after award that may not be specified herein. 5.5 FACILITIES MAINTENANCE AND REPAIRS The Service Provider will be considered the facilities expert in terms of operating methods and day-to-day support of Central Piedmont’s mission. Within Vendor’s proposal, include Vendor’s Maintenance Management Plan that describes how Vendor will accomplish the tasks outlined in this section including its continuous improvement process and any specific expertise in this area. The workload data necessary for estimating the effort and cost data for accomplishing these requirements can be developed from the equipment list (ATTACHMENT N), floor plans of the Central Piedmont facilities (ATTACHMENT O), and historical data from SchoolDude (ATTACHMENT P). Operation and maintenance functions include day-to-day management of electrical systems; heating, ventilating and air conditioning systems; plumbing components; control systems; fans; motors; pumps; fire protection systems; security alarm systems; fire alarm systems; and elevators and lifts. All services will be provided in accordance with industry standards of management, operation, and maintenance of higher-educational facilities. The Service Provider will submit a bi-weekly work schedule. The Bi-Weekly Work Schedule will list all planned work tasks and inspections. A. Central Piedmont expectations for the Service Provider 1) Perform operation and preventative maintenance at levels and frequencies to preserve the useful life and integrity of the facility, utility, systems, and equipment; ensure performance as designed and ins