Creative Campaign Services

Ver: 11/2021 1 STATE OF NORTH CAROLINA Central Piedmont Community College Request for Proposal #: 88-230012-PH Creative Campaign Services Date of Issue: 10/21/2022 Proposal Opening Date: 11/08/2022 At 2:00PM EST Direct all inquiries concerning this RFP to: Robin Harper Senior Buyer Email: robin.harper@cpcc.edu Phone: 704-330-2722 ex 3909 mailto:robin.harper@cpcc.edu Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 2 STATE OF NORTH CAROLINA Request for Proposal # 88-230012-PH ______________________________________________________ For internal State agency processing, including tabulation of proposals, provide your company’s eVP (Electronic Vendor Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential,

before the procurement file is made available for public inspection. This page shall be filled out and returned with your proposal. Failure to do so may subject your proposal to rejection. ___________________________________________________ Vendor Name ______________________________ Vendor eVP# 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 ONLY Electronic responses, through NC BIDS, will be accepted for this solicitation. https://vendor.ncgov.com/vendor/login Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 3 Refer ALL Inquiries regarding this RFP to: Robin Harper Robin.harper@cpcc.edu Request for Proposal #: 88-230012-PH Proposals will be publicly opened: 11/08/2022 at 2:00PM EST Using Agency: Central Piedmont Community College Commodity No. and Description: 821018 – Creative Campaign 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: ▪ this proposal is submitted competitively and without collusion (G.S. 143-54), ▪ none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and ▪ it is not an ineligible Vendor as set forth in G.S. 143-59.1. Furthermore, by executing this 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 contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this response to the RFP, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor is not aware that any such gift has been offered, accepted, or promised by any employees of your organization. By executing this proposal, 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 shall not be accepted. COMPLETE/FORMAL NAME OF VENDOR: STREET ADDRESS: P.O. BOX: ZIP: CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO: PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS): PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER: VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL: STATE OF NORTH CAROLINA Central Piedmont Community College mailto:Robin.harper@cpcc.edu Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 4 VALIDITY PERIOD Offer shall be valid for at least 60 days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual agreement of the parties. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this RFP. ACCEPTANCE OF PROPOSAL If your proposal is accepted, all provisions of this RFP, along with the written results of any negotiations, shall constitute the written agreement between the parties (“Contract”). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply. Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed. FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 2022___, as indicated on The attached certification, by ____________________________________________________________________. (Authorized Representative of Central Piedmont Community College) Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 5 Contents 1.0 PURPOSE AND BACKGROUND ............................................................................................. 7 2.0 GENERAL INFORMATION ....................................................................................................... 8 2.1 REQUEST FOR PROPOSAL DOCUMENT ............................................................................. 8 2.2 E-PROCUREMENT FEE ......................................................................................................... 8 2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ............................... 8 2.4 RFP SCHEDULE ..................................................................................................................... 9 2.5 PROPOSAL QUESTIONS ....................................................................................................... 9 2.6 PROPOSAL SUBMITTAL ....................................................................................................... 9 2.7 PROPOSAL CONTENTS ...................................................................................................... 10 2.8 ALTERNATE PROPOSALS .................................................................................................. 10 2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS .......................................................... 10 3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ..................................... 10 3.1 METHOD OF AWARD ........................................................................................................... 10 3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION....... 11 3.3 PROPOSAL EVALUATION PROCESS ................................................................................. 11 3.4 EVALUATION CRITERIA ...................................................................................................... 11 3.5 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................. 12 3.6 INTERPRETATION OF TERMS AND PHRASES .................................................................. 12 4.0 REQUIREMENTS ................................................................................................................... 12 5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 15 6.0 CONTRACT ADMINISTRATION............................................................................................. 18 7.0 ATTACHMENTS ..................................................................................................................... 21 ATTACHMENT A: COST PROPOSAL ............................................................................................... 21 ATTACHMENT B: INSTRUCTIONS TO VENDORS .......................................................................... 22 ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ................................... 22 ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION .............................................. 22 ATTACHMENT E: CUSTOMER REFERENCE FORM ....................................................................... 22 ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR ........................................... 22 ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION ................................................... 22 ATTACHMENT H: CERTIFICATE OF INSURANCE (COI) REQUIREMENTS ................................... 23 Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 6 ATTACHMENT I: LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS ..................... 25 Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 7 1.0 PURPOSE AND BACKGROUND Founded in 1963, Central Piedmont Community College has eight locations throughout Mecklenburg County, offering nearly 300 degrees, diploma, and certification programs; customized corporate training; market-focused continuing education; and special interest classes. Central Piedmont enrolls more than 43,000 students annually in college credit programs and more than 12,500 in continuing education programs. The college is the second largest in North Carolina. 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 of a 4-year institution, 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. Central Piedmont completed a branding study in May 2018 and based on the findings of this research subsequently rolled out a branding campaign followed by segmented marketing campaigns. The purpose of the branding and segmented marketing campaigns was to raise the awareness and reputation of Central Piedmont in Mecklenburg County with these goals in mind: Increase awareness and lift the reputation of the college to be a place: ● Where you can acquire technical and soft skills ● Where you are connected to the community and to opportunity ● Where you can avoid the debt trap and make a smart investment in yourself The branding study has been repeated each year to obtain metrics in various areas (the results of this research will be shared with the vendor who is awarded this contract). In general, some metrics have suffered a slow decline in some key areas since then– much of this can be attributed to the pandemic and the continued influx of people moving to Mecklenburg County from outside the area. Since 2018, Central Piedmont has done extensive work to develop its brand positioning strategy through the services of the marketing and research studies referenced above to help guide that process, as well as through the services of a creative firm to execute campaigns based on the college’s brand strategy. Given these efforts to date, our creative services partner for this project will not be working from ground zero as it relates to the “institutional discovery” stage. While we understand the need for any new marketing partner to get its own sense of who we are, RFP proposals should reflect an acknowledgement that much relevant background work has already been done for these projects. Central Piedmont has an internal graphic design team; communications team (including social media); marketing team; photographer, videographer, and production person. The college is seeking proposals from qualified firms to provide the college with marketing campaign creative work. (The college is currently under contract with a media planning and placement agency, therefore media planning and placement is not part of this contract.) We are seeking an agency partner who will provide concepts and designs that can be primarily executed by our internal team. While larger-scale projects, such as video work, may require production from the agency, we look for concepts that our internal team can execute on once the look and feel of the campaign elements have been established. The college seeks a strategic, creative partner to help with our storytelling across all media–including but not limited to: ● TV (broadcast, cable, streaming) ● Radio (traditional and streaming) ● Out of home ● Digital o Paid social media ads Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 8 o Display ads o Video ● Print (postcards, print ads, etc.) The intent of this solicitation is to award an Agency Specific Contract. 1.1 CONTRACT TERM The Contract shall have an initial term of three (3) years, beginning on the date of final Contract execution (the “Effective Date”). At the end of the Contract’s initial term, the State shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to two (2) additional one-year terms. The State will give the Service Provider 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 renewal terms, and with the Service Provider’s concurrence, the State reserves the right to extend the Contract 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 This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award, which are incorporated herein by reference. 2.2 E-PROCUREMENT FEE ATTENTION: The E-Procurement fee may apply to this solicitation. See the paragraph entitled ELECTRONIC PROCUREMENT of the North Carolina General Terms and Conditions. General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/. 2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS It shall be the Vendor’s responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP. If Vendors have questions, issues, or exceptions regarding any term, condition, or other component of this RFP, those must be submitted as questions in accordance with the instructions in the PROPOSAL QUESTIONS Section. If the State determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an 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 Q and A process or negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s proposal or otherwise. 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 that shall be held open for the period required herein (“Validity Period” above). 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. The State may exercise its discretion to consider Vendor proposed modifications. http://eprocurement.nc.gov/ Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 9 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 State 10/21/2022 Hold Pre-Proposal Meeting/Site Visit State N/A Submit Written Questions Vendor 10/27/2022 2:00PM EST Provide Response to Questions State 11/01/2022 Submit Proposals Vendor 11/08/2022 2:00PM EST Contract Award State TBD Contract Effective Date State 01/01/2023 2.5 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 “Submit Written Questions” date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum. Written questions shall be emailed to Robin.Harper@cpcc.edu by the date and time specified above. Vendors should enter “RFP #88-230012-PH: Questions” as the subject for the email. Question submittals should include a reference to the applicable RFP section and be submitted in the 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 the RFP and an addendum to this RFP. 2.6 PROPOSAL SUBMITTAL IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk of late submission due to unintended or unanticipated delay. It is the Vendor’s sole responsibility to ensure its proposal has been received as described in this RFP by the specified time and date of opening. The time and date of receipt will be marked on each proposal when received. Any proposal or portion thereof received after the proposal deadline will be rejected. NC BIDS NC BIDS is applicable to this RFP and 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. Critical updated information may be included in Addenda to this RFP. It is important that all Vendors responding to 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. http://www.ips.state.nc.us/ https://ncadmin.nc.gov/nc-bids-vendors https://ncadmin.nc.gov/nc-bids-faqs-vendors Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 10 2.7 PROPOSAL CONTENTS Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an authorized signature where requested. Failure to provide all required items, or Vendor’s submission of incomplete items, may result in the State rejecting Vendor’s proposal, in the State’s sole discretion. Vendor RFP responses shall include the following items and attachments, which shall 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 all EXECUTION PAGES, along with the body of the RFP. d) Signed receipt pages of any addenda released in conjunction with this RFP, if required to be returned. e) Vendor’s Proposal addressing all Specifications of this RFP. f) Completed version of ATTACHMENT A: PRICING g) Completed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION h) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM i) Completed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR j) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION k) ATTACHMENT H: CERTIFICATE OF INSURANCE REQUIREMENTS l) Completed and signed version of CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS and OMB STANDARD FORM LLL 2.8 ALTERNATE PROPOSALS Unless provided otherwise in this RFP, Vendor may submit alternate proposals for comparable Goods, 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 Goods and Services and must include specific pricing. If a Vendor chooses to respond with various 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. 2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS Relevant definitions for this RFP are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found below which are incorporated herein by this reference. The following definitions, acronyms, and abbreviations are also relevant to this RFP: NC BIDS: The North Carolina Business Invitation Delivery System provides Vendors the opportunity to submit bid responses electronically PROPOSAL: A Vendor response to this RFP. SERVICE PROVIDER: Successful Vendor awarded a contract to provide the services specified in this RFP. 3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS 3.1 METHOD OF AWARD North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the State’s best interest. All qualified proposals will be evaluated, and awards Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 11 will be made to the Vendor(s) meeting the specific RFP Specifications 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 a 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 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 responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See the Paragraph of the Instructions to Vendors entitled Confidential Information. 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 the Proposal Submittal Section above. All proposals must be received by the issuing agency not later than the date and time specified in the RFP SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the State reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the State. At the date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum, the proposal from each responding Vendor will be opened publicly and the name of the Vendor and total cost offered may be announced. Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor’s pricing position. If negotiation is anticipated under 01 NCAC 05B.0503, pricing may not be public until award. At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the 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 in either case to require Vendor to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the State. 3.4 EVALUATION CRITERIA BEST VALUE: "Best Value" procurement methods are authorized by N.C.G.S. §§143-135.9 and 143B-1350(h). 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 Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 12 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. EVALUTION 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: 1) Project understanding and approach (Section 5.2). 2) Creativity and vendor experience (Section 5.3). 3) Value/cost effectiveness (Section 5.4). 4) Technical Approach / Timeline (Section 5.7) 5) Samples (Section 5.8) 3.5 PERFORMANCE OUTSIDE THE UNITED STATES Vendor shall complete ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this 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 RFP serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the State; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether proposals should be evaluated or rejected, the State will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the State’s needs as described in the RFP. Except as specifically stated in the RFP, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the State exercising its discretion to reject a 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 Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 13 the State to receive a better proposal, the Vendor is urged to submit these items in the form of a question during the question and answer period in accordance with the Proposal Questions Section above. 4.1 PRICING Proposal price shall constitute the total cost to the State for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees. Complete ATTACHMENT A: PRICING FORM and include in Vendor’s proposal. The pricing provided in ATTACHMENT A, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract. 4.2 INVOICES Service Provider shall invoice the Purchasing Agency. The standard format for invoicing shall be Single Invoices meaning that the Service Provider shall provide the Purchasing Agency with an invoice for each order. Invoices shall include detailed information to allow Purchasing Agency to verify pricing at point of receipt matches the correct price from the original date of order. The following fields shall be included on all invoices, as relevant: Service Provider’s Billing Address, Customer Account Number, NC Contract Number, Order Date, Completion Date, Buyer’s Order Number, Service Description, Cost. 4.3 FINANCIAL STABILITY As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction. Each Vendor shall certify it is financially stable by completing ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION. The State is requiring this certification to minimize potential issues from contracting with a Vendor that is financially unstable. From the date of the Certification to the expiration of the Contract, the Vendor shall notify the State within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification. The Contract Manager may require annual recertification of the Vendor’s financial stability. 4.4 HUB PARTICIPATION Pursuant to North Carolina General Statute G.S. 143-48, it is State policy to encourage and promote the use of small, minority, physically handicapped, and women contractors in purchasing Goods and Services. As such, this RFP will serve to identify those Vendors that are minority owned or have a strategic plan to support the State’s Historically Underutilized Business program by meeting or exceeding the goal of 10% utilization of diverse firms as 1st or 2nd tier subcontractors. Vendor shall complete ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION. 4.5 VENDOR EXPERIENCE In its Proposal, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to the State, including experience with institutions of higher education and experience working with in- house marketing departments. Vendor shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person. Also refer to Section 5.2. 4.6 REFERENCES Vendor shall provide at least three (3) references, using ATTACHMENT E: CUSTOMER REFERENCE FORM, for which it has provided Services of similar size and scope to those proposed herein. The State may contact these users to determine whether the Services provided are substantially similar in scope to those proposed herein and whether Vendor’s performance has been satisfactory. The information obtained may be considered in the evaluation of the Proposal. Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 14 4.7 BACKGROUND CHECKS Any personnel or agent of Vendor performing Services under any Contract arising from this RFP may be required to undergo a background check at the expense of the Vendor, if so requested by the State. 4.8 PERSONNEL Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner. “Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the State. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s). Should the Vendor’s 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 Contract Lead. Vendor shall further agree that it will notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. The State will approve or disapprove the requested substitution in a timely manner. The State may, in its sole discretion, terminate the Services of any person providing Services under this Contract. Upon such termination, the State may request acceptable substitute personnel or terminate the contract Services provided by such personnel. 4.9 VENDOR’S REPRESENTATIONS If Vendor’s Proposal results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the State under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the Service and deliverables under a resulting Contract, or are an inherent part of or necessary sub-task included within such Service, they will be deemed to be implied by and included within the scope of the Contract to the same extent and in the same manner as if specifically described in the Contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables. 4.10 AGENCY INSURANCE REQUIREMENTS MODIFICATION Refer to ATTACHMENT H: CERTIFICATE OF INSURANCE REQUIREMENTS for the college’s required levels of coverage and conditions. 4.11 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS Federal law prohibits recipients of federal funds, whether through grants, contracts, or cooperative agreements, from using those funds to influence or attempt to influence (lobby) a federal official in connection with obtaining, extending, or modifying any federal contract, grant, loan, or cooperative agreement. Further, federal law requires that applicants for federal funds certify: ● that they abide by the above restriction; ● that they disclose any permissible (non-federal) paid lobbying on the Federal Awards being applied for; and ● that such certification requirements will also be included in any subawards meeting the applicable thresholds. Vendors must complete and submit the CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS and the OMB STANDARD FORM LLL when responding to this solicitation. Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 15 5.0 SPECIFICATIONS AND SCOPE OF WORK 5.1 GENERAL This estimated Scope of Work is intended to allow each potential vendor to respond uniformly to the requirements to enable the college to fairly compare and evaluate competing proposals; it is not intended to completely describe all the requirements for the creative, advertising and marketing communication services contractor throughout the term of the proposed contract. With its proposal submission, the Vendor must describe how its approach shall meet, or exceed, each of the requirements identified in this Scope of Work. Responses should be clearly indexed and assembled to correspond with the RFP paragraphs identified below (Project Understanding and Approach; Creativity and Vendor Approach; Value/Cost Effectiveness). Central Piedmont conducted a branding study utilizing quantitative and qualitative research to gather benchmarks about general attitudes and breadth and depth of understanding about the college among the Charlotte-Mecklenburg business community, community at large, existing students, prospective students, parents of prospective students, alumni and donors. The findings from this study, overall recommendations and subsequent annual studies will be made available to the awarded vendor (Service Provider). In general, it was found that the college had a positive, but outdated reputation; people in general weren’t aware of the offerings at the college; and if you’ve had an experience with us you tend to see us quite favorably. The goals of the branding campaign that began in 2019 and subsequent campaigns in the marketplace now and moving forward for Central Piedmont are: REPUTATION - Develop Central Piedmont’s institutional reputation among our target audiences as a college that delivers real-world, affordable, hands-on education that will transform students, change their lives and impact the community. EXCITEMENT AND ENGAGEMENT - Drive enthusiasm for and excitement about the Central Piedmont brand among students, faculty/staff and alumni to create brand ambassadors to help tell our story. STUDENT SUCCESS/COMPLETION - Support strategic student recruitment by intentionally marketing to students with the highest likelihood of success. Please follow the format below for your responses. Service Provider shall perform and deliver the following: 5.2 PROJECT UNDERSTANDING AND APPROACH Central Piedmont has identified the following creative needs for the year of the contract: o Creative development and production of campaign(s)--that will address prospective traditional-aged students (17-23) and adult learners (24-45). This can be a combined campaign or two separate campaigns. o Campaign(s) should be reflective of the overall established brand of the college. o Subsequent undetermined creative projects to support the above campaign(s). This could include digital ad concepting, print ads, print collateral, etc. When responding to this Section please provide the following information and/or provide details as to how you will address these needs. ● Include your typical deliverables for projects such as these (for example: Agency provides three initial concepts for a campaign for client to choose from; concepts are provided in digital storyboard format, etc.) Any Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 16 details that will help the college understand how you approach new projects. ● Consider the following requirements when you address this section: o Existing creative campaigns are based on background and strategy that has already been collected and developed. (All research and strategy shall be made available to the awarded vendor upon contract signing.) o All digital campaigns must be ADA compliant, and all video work must include captions. o All campaigns must follow the strategy already set forth through our research; must follow our brand promise, branding guidelines and voice. Campaigns also must encompass the value proposition, brand character and messages as outlined in our brand strategy. A comprehensive style guide will be made available to the awarded vendor. o Service Provider will develop integrated creative campaign(s). Campaign(s) should be executed across multiple media--they may include but not be limited to: broadcast and cable tv; radio— traditional and streaming; out of home; digital marketing including social media; video; and print— ads/collateral. The Service Provider is not responsible for media planning and buying and it is not part of this RFP. Total maximum budget for creative concept(s) and production is $225,000. o Service Provider will be responsible for all aspects of production of creative material. o Central Piedmont also has two (2) photographers on staff, so additional photography costs should not be factored into this proposal, unless they would include time to supervise and art direct the photoshoot. Central Piedmont has an extensive photo library, which will be made accessible to the Service Provider. To see a sample of our photography, visit: https://cpcccrmsphotography.zenfolio.com/p679405754 o Printing services will be handled by Central Piedmont in accordance with Central Piedmont’s procurement procedures, which may include competitive bidding. o Central Piedmont requires student talent to be used as models in all advertising. o Central Piedmont requires royalty buyout at a low-cost level for talent and music so there are not annual renewals for talent and music fees. Central Piedmont has a subscription to Envato Elements for music if the agency chooses to use it. We’ve also used talent from Fiver and Internet Jocks, or student talent for voiceover to avoid costly talent renewal fees. o All material created for analog and digital distribution are to be designed in a manner that can be easily used by Central Piedmont’s Communications, Marketing, and PR team. For these purposes, the Service Provider will provide native Adobe In-design files and associated assets, including digital files for photography, fonts, illustrations, recordings, video, etc. Central Piedmont will own the rights to reproduce all materials created by the Service Provider. Raw file video assets will be provided to Central Piedmont on a hard drive after shoots are completed so Central Piedmont may use footage to create campaigns internally for social and digital needs. o The college’s media plan includes robust presence across all major social media platforms, including vertical video platforms, such as TikTok and Instagram Reels. The college needs an agency partner who understands the trends on these platforms and can develop campaigns that are nimble and can evolve over time. We’ve found most success on these platforms with low-fi content shot in a “user- generated” style. The content needs to change every 4-6 weeks to keep up with trends on these platforms. While much of these ads can be developed in-house, we’re looking for an agency partner to guide strategy and make recommendations for a campaign that would translate well into this low-fi style in addition to more traditional media such as outdoor or TV and radio. Central Piedmont would execute on this strategy. https://cpcccrmsphotography.zenfolio.com/p679405754 https://cpcccrmsphotography.zenfolio.com/p679405754 Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 17 5.3 CREATIVITY AND VENDOR EXPERIENCE ● Please outline your experience that shows how you are qualified to help Central Piedmont with the next phase of our creative materials ● Include names, roles, and resumes or bios of the staff that would be assigned to this account ● Please include three case studies that outline the campaign objectives, the strategy behind the tactics used, and any metrics to show the results/effectiveness of the campaign. For any digital components of the campaign, please include URLs where these items can be reviewed. 5.4 VALUE/COST EFFECTIVENESS Please see the bullets below for a better understanding of the way our office utilizes the creative resources we have at our disposal. The photography and student models are non-negotiable. We can shoot new photography, but will use our photographer(s) and our students. If you want to include art direction/supervision to any shoots, you may do so. Visit https://cpcccrmsphotography.zenfolio.com/p679405754 to view our existing photo gallery. Also note our requirement for royalty buy-outs as stated in the Creativity and vendor experience section above. ● The cost of the campaign(s) as outlined in Project Understanding and Approach is not to exceed $225,000, though no guarantee is made by Central Piedmont that this will be the amount spent (this includes all agency time, travel, and production costs. This is an all-in total.) There can be no assurance as to what advertising and marketing budgets the college may adopt from year to year, it is our intent not to spend more than $225,000 annually for future campaign needs. ● Provide a summary list of suggested creative deliverables and their costs (including production) based on the first bullet in Section 5.2: Request for Creative development and production of campaign(s)--that will address prospective traditional-aged students (17-23) and adult learners (24-45). This can be a combined campaign or two separate campaigns. This isn’t meant to be a finalized list of what the Service Provider would deliver. But for the purposes of evaluating this RFP we need an example of what you might suggest (given the very limited information you have) and the approximate cost of those items, including production. ● The initial campaign(s) shall be completed and in-market by five (5) months after the contract is awarded. Subsequent creative work (Section 5.9) to be completed as needed for the duration of the contract. This will be discussed and estimates provided by the awarded Service Provider prior to work being done. ● Spec creative is not part of this proposal. 5.5 TASKS/DELIVERABLES Proposals should not be constrained by these deliverables and should expand on each as necessary to determine the best overall approach to achieve the objectives and scope of work as noted in the Introduction Section and Scope of Work Section. 1.Creative development, production/execution of campaign(s) to be executed across various media as outlined in section 5.0 a. Creative development and production of campaign(s)--that will address prospective traditional-aged students (17-23) and adult learners (24-45). This can be a combined campaign or two separate campaigns. b. Additional creative and production work may be needed throughout the year in addition to the initial campaign stated above. This could be related to the above campaign(s) or something unrelated. The budget for the additional creative work will be determined at the time the request is made to the agency. 2. Ability to work as a partner with our media buying and planning agency so our creative work and execution are hand-in-hand with our media plan. We expect there to be open communication between these two groups if needed to ensure the collaboration between the creative work and media placement strategy and vice versa. 3. Recommended methods of measurement for campaigns https://cpcccrmsphotography.zenfolio.com/p679405754 Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 18 5.6 PROJECT ORGANIZATION 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. Vendor proposes to staff the work. Although some turn-over of Service Provider staff is anticipated, Service Provider staff should be trained on the business to minimize the impact of such turnover. The college must be notified of any personnel changes on the account at least five (5) days prior to the departure of any given employee in the event of resignation. In the event of termination, the college must be notified within 24 hours. Service Provider senior management must present the college with a transition plan within five (5) business days of an announcement that a position will be vacated. 5.7 TECHNICAL APPROACH / TIMELINE Vendor’s proposal shall include, in narrative, outline, and/or graph form the Vendor's approach to accomplishing the tasks outlined in the Scope of Work section of this RFP. A description of each task and deliverable and the schedule for accomplishing each shall be included. Address the needs outlined in Section 5.0 and provide a detailed approach to the initial campaign(s). Include timing (doesn’t have to be specific dates, just general timelines) for each part of your approach from beginning of the contract award through delivery of materials. Include any assets needed from the college. Vendor shall provide their communication methods and project reporting methods to keep the project on track and Central Piedmont informed of the progress. Vendor also shall provide with its response all types of information that may be required from Central Piedmont in order to complete the campaign(s). 5.8 SAMPLES Vendor shall provide no fewer than three (3) samples of similar work performed within the last five years, as well as any metrics you may have regarding the performance of these campaigns. 5.9 ADDITIONAL CREATIVE CAMPAIGNS Central Piedmont anticipates additional creative work to occur through the term of this contract and through any renewal periods. These will be negotiated on a project basis with the awarded vendor (aka Service Provider). At the request of the College, the Service Provider may be requested to provide a proposal for future new campaigns, that are specifically noted in the Scope of Work. Central Piedmont reserves the right to utilize the Service Provider for those future campaigns. Central Piedmont may request a formal proposal from the Service Provider, negotiate a cost and completion schedule and issue a purchase order for the work. Work shall not begin until the purchase order has been issued. 6.0 CONTRACT ADMINISTRATION All Contract Administration requirements are conditioned on an award resulting from this solicitation. This information is provided for the Service Provider’s planning purposes. 6.1 PROJECT MANAGER AND CUSTOMER SERVICE The Service Provider shall be required to designate and make available to the State a project manager. The project manager shall be the State’s point of contact for Contract related issues and issues concerning performance, progress review, scheduling, and service. Project Manager Customer Service Name: Name: Office Phone #: Office Phone #: Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 19 Mobile Phone #: Mobile Phone #: E-Mail: E-Mail: 6.2 POST AWARD PROJECT REVIEW MEETINGS The Service Provider, at the request of the State, shall be required to meet periodically with the State for Project Review meetings. The frequency of these meetings shall be determined after award of the RFP. The purpose of these meetings will be to review project progress reports, discuss Service Provider and State performance, address outstanding issues, review problem resolution, provide direction, evaluate continuous improvement and cost saving ideas, and discuss any other pertinent topics. 6.3 CONTINUOUS IMPROVEMENT The State encourages the Service Provider to identify opportunities to reduce the total cost the State. A continuous improvement effort consists of various ways to enhance business efficiencies as performance progresses. 6.4 PERIODIC MONTHLY STATUS REPORTS The Service Provider shall be required to provide Management Reports to the designated Contract Lead on a monthly basis. This report shall include, at a minimum, information concerning the work accomplished during the reporting period; work to be accomplished during the subsequent reporting period; problems, real or anticipated, and notification of any significant deviation from previously agreed upon work plans and schedules. These reports shall be well organized and easy to read. The Service Provider shall submit these reports electronically using Microsoft Excel and, as needed, either Microsoft PowerPoint or Microsoft Word. The Service Provider shall submit the reports in a timely manner and on a regular schedule as agreed by the parties. Within 45 business days of the award of the Contract the Service Provider shall submit a final work plan and a sample report, both to the designated Contract Lead for approval. 6.5 ACCEPTANCE OF WORK Performance of the work and/or delivery of Goods shall be conducted and completed at least in accordance with the Contract requirements and recognized and customarily accepted industry practices. Performance shall be considered complete when the Services or Goods are approved as acceptable by the Contract Administrator. Acceptance of Service Provider’s work product shall be based on the following criteria: Complete and thorough campaigns that meet the College’s needs. The State shall have the obligation to notify Service Provider, in writing ten (10) calendar days following completion of such work or delivery of a deliverable described in the Contract that it is not acceptable. The notice shall specify in reasonable detail the reason(s) it is unacceptable. Acceptance by the State shall not be unreasonably withheld; but may be conditioned or delayed as required for reasonable review, evaluation, installation, or testing, as applicable to the work or deliverable. Final acceptance is expressly conditioned upon completion of all applicable assessment procedures. Should the work or deliverables fail to meet any specifications, acceptance criteria or otherwise fail to conform to the Contract, the State may exercise any and all rights hereunder, including, for Goods deliverables, such rights provided by the Uniform Commercial Code, as adopted in North Carolina. 6.6 TRANSITION ASSISTANCE If a Contract results from this solicitation, and the Contract is not renewed at the end of the last active term, or is canceled prior to its expiration, for any reason, Service Provider shall provide transition assistance to the State, at the option of the State, for up to six (6) months to allow for the expired or canceled portion of the Services to continue without interruption or adverse effect, and to facilitate the orderly transfer of such Services to the State or its designees. If the State exercises this option, the Parties agree that such transition assistance shall be governed by the terms and conditions of the Contract (notwithstanding this expiration or cancellation), except for those Contract terms or conditions Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 20 that do not reasonably apply to such transition assistance. The State shall agree to pay Service Provider for any resources utilized in performing such transition assistance at the most current rates provided by the Contract for performance of the Services or other resources utilized. 6.7 DISPUTE RESOLUTION During the performance of the Contract, the parties agree that it is in their mutual interest to resolve disputes informally. Any claims by the Service Provider shall be submitted in writing to the State’s Contract Manager for resolution. Any claims by the State shall be submitted in writing to the Service Provider’s Project Manager for resolution. The Parties shall agree to negotiate in good faith and use all reasonable efforts to resolve such dispute(s). During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their respective duties and responsibilities under this Contract. The Parties will agree on a reasonable amount of time to resolve a dispute. If a dispute cannot be resolved between the Parties within the agreed upon period, either Party may elect to exercise any other remedies available under the Contract, or at law. This provision, when agreed in the Contract, shall not constitute an agreement by either party to mediate or arbitrate any dispute. 6.8 CONTRACT CHANGES Contract changes, if any, over the life of the Contract shall be implemented by contract amendments agreed to in writing by the State and Service Provider. THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 21 7.0 ATTACHMENTS **IMPORTANT NOTICE** RETURN THE REQUIRED ATTACHMENTS WITH YOUR RESPONSE FOLLOW THE LINKS TO ACCESS ATTACHMENTS B-G ATTACHMENT A: COST PROPOSAL Complete and return the Pricing associated with this RFP, which can be found at the table below: Vendor shall provide a detailed outline of costs for agency time for creative development as well as estimated production costs for the initial campaign(s) outlined in section 5.0. Description Pricing Creative development and production of campaign(s)--that will address prospective traditional-aged students (17-23) and adult learners (24-45). This can be a combined campaign or two separate campaigns. $____________________ Total Bid Cost for Initial “Upcoming” Campaign $___________________ Vendor shall also include hourly rate schedule for any work that falls within the scope of work outlined in section 5.9. Optional Costs (May be purchased on an as needed basis) Description Job Title Hourly Rate Creative Development and Production agency time costs for additional campaign(s), as noted in Section 5.9. ___________________ $____________ $____________ $____________ $____________ $____________ $____________ $____________ $____________ $____________ $____________ $____________ $____________ $____________ ________ Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 22 $____________ $____________ $____________ $____________ $____________ $____________ ATTACHMENT B: INSTRUCTIONS TO VENDORS The Instructions to Vendors, which are incorporated herein by this reference, may be found here: https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_North-Carolina-Instructions-to-Vendors_09.2021.pdf ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS The North Carolina General Terms and Conditions, which are incorporated herein by this reference, may be found here: https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_North-Carolina-General-Terms-and-Conditions_11.2021.pdf ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION Complete and return the Historically Underutilized Businesses (HUB) Vendor Information form, which can be found at the following link: https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_HUB-Supplemental-Vendor-Information_9.2021.pdf ATTACHMENT E: CUSTOMER REFERENCE FORM Complete and return the Customer Reference Form, which can be found at the following link: https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_Customer_Reference_Template_09.2021.pdf ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR Complete and return the Location of Workers Utilized by Vendor, which can be found at the following link: https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_Location-of-Workers_09.2021.pdf ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION Complete, sign, and return the Certification of Financial Condition, which can be found at the following link: https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_Certification-of-Financial-Condition_09.2021.pdf https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_North-Carolina-Instructions-to-Vendors_09.2021.pdf https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_North-Carolina-General-Terms-and-Conditions_11.2021.pdf https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_HUB-Supplemental-Vendor-Information_9.2021.pdf https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_Customer_Reference_Template_09.2021.pdf https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_Location-of-Workers_09.2021.pdf https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_Certification-of-Financial-Condition_09.2021.pdf Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 23 ATTACHMENT H: CERTIFICATE OF INSURANCE (COI) REQUIREMENTS Insurance Requirements Commercial General Liability (CGL) – (occurrence form) coverage not less than: $3,000,000 General Aggregate* $3,000,000 Products and Completed Operations Aggregate $1,000,000 Each Occurrence *Including contractual liability, waiver of subrogation, primary & non- contributory. Schedule of Endorsements must be provided GL Policy Number must be listed Automobile Liability – Required for all Owned Autos or must provide ‘Hired & Non-Owned Auto’ coverage: $1,000,000 Combined Single Limit* OR $1,000,000 Bodily Injury per Accident $1,000,000 Bodily Injury per Person $1,000,000 Property Damage *Including waiver of subrogation in favor of Central Piedmont Community College Umbrella Liability – Additional coverage that can be combined to meet requirements $10,000,000 Per occurrence $10,000,000 Aggregate Workers’ Compensation State Statutory Limits* Employer Liability $500,000 Each Accident* $500,000 Disease Policy Limit $500,000 Disease Each Employee *Including waiver of subrogation in favor of Central Piedmont Community College Additional Insured – Central Piedmont Community College (Attach Additional Insured Endorsement evidencing coverage of Ongoing Operations and Completed Operations for the additional insured) – Coverage must be primary and non-contributory above any other insurance Central Piedmont Community College may carry. – Waiver of Subrogation on all policies in favor of Central Piedmont Community College – Make subcontractor’s insurance primary Professional Liability (Errors and Omissions) — if professional services are being provided $1,000,000 Per Occurrence / $5,000,000 Aggregate Cyber Liability $5,000,000 Per Occurrence *Including information security & privacy liability Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 24 CERTIFICATES OF INSURANCE MUST INDICATE THE FOLLOWING 1) Central Piedmont Community College needs to be listed as the Additional Insured: a. Central Piedmont Community College (Attach Additional Insured Endorsement evidencing coverage of Ongoing Operations and Completed Operations for the additional insured) ⮚ Coverage must be primary and non-contributory above any other insurance Central Piedmont Community College may carry ⮚ Waiver of Subrogation on all policies in favor of Central Piedmont Community College ⮚ Make subcontractor’s insurance primary 2) Central Piedmont Community College needs to be listed as the Certificate Holder: Central Piedmont Community College ATTN: ENTERPRISE RISK MANAGEMENT PO Box 35009 Charlotte, NC 28235 Mailing address: PO Box 35009, Charlotte NC 28235-5009 Physical address: 1300 E. 4th Street, Charlotte, NC 28204 3) Central Piedmont Community College requires a COI which shows General Liability, Workers’ Compensation, Automobile Liability and Umbrella Liability coverages. (The minimum coverages accepted are listed for each.) a. Enterprise Risk Management may opt to waive the requirements for Automobile Liability or the Workers’ Compensation—depending on the scope and scale of the job or event. b. Enterprise Risk Management may opt to waive the requirements for Umbrella Liability in addition to the GL—depending on the GL coverage as well as the scope and scale of the job or event. 4) Carrier and effective/expiration date must be shown on all coverages listed on COI. 5) If a service is being rendered, Enterprise Risk Management will need to see proof of Professional Liability. 6) If the service being rendered involves waste removal of any kind, Enterprise Risk Management needs to see Pollution Liability as well as Transportation Liability. 7) If any products and/or services related to information technology (including hardware and/or software) are provided to Central Piedmont Community College, Cyber Liability will be required. Additionally, network security liability arising from the unauthorized access to, use of, or tampering with computer systems, including hacker attacks or inability of an authorized third party to gain access to your services, including denial of service, unless caused by a mechanical or electrical failure. 8) There may be instances where Enterprise Risk Management will require additional insurance and/or coverages based on the service(s) provided. Proposal Number: 88-230012-PH Vendor: __________________________________________ Ver: 11/2021 25 ATTACHMENT I: LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS The Certification for Contracts, Grants, Loans, and Cooperative Agreements and the OMB Standard Form LLL are separate documents that can be found at the following link: https://ncadmin.nc.gov/documents/vendor-forms *** Failure to Return the Required Attachments May Eliminate Your Response from Further Consideration *** https://ncadmin.nc.gov/documents/vendor-forms