PROPERTY & FACILITY MANAGEMENT SERVICES

1 Request for Proposal # 2022-RFP-IPM-124 FOR: PROPERTY & FACILITY MANAGEMENT SERVICES Event Date Time Bidder’s Electronic Question Due Date (Refer to Section 1.3.1 of this RFP for more information.) Thursday, June 16, 2022 02:00 PM ET Optional Pre-Proposal Conference (Refer to Section 1.3.2 of this RFP for more information.) Friday, June 10, 2022 12:00 PM Optional Site Visits (Refer to Section 1.3.3 of this RFP for more information.) June 9, 2022 & June 10, 2022 11:00 AM ET & 11:00 AM ET Proposal Submission Date (Refer to Section 1.3.6 of this RFP for more information.) Wednesday, July 6, 2022 02:00 PM ET Dates are subject to change. All changes will be reflected in Addenda to the RFP posted on the New Jersey Economic Development Authority’s website. Designation Status Category Small Business Set-Aside Not Applicable ☒ Not Applicable ☒ Entire Contract ☐ I ☐ Partial Contract ☐ II ☐ Subcontracting Only ☐ III ☐ Disabled Veteran-Owned Business Set-Aside Not Applicable ☒ Entire Contract ☐

Partial Contract ☐ Subcontracting Only ☐ RFP Issued By: New Jersey Economic Development Authority Internal Process Management-Procurement 36 West State Street, PO Box 990 Trenton, NJ 08625-0990 Main Reception Desk–Telephone: 609-858-6700 Date: 5/26/22 http://www.njeda.com/?utm_source=NJEDA%20website&utm_medium=Email&utm_campaign=Signature 2 Table of Contents INFORMATION FOR BIDDERS ............................................................................................................................................... 5 PURPOSE AND INTENT ...................................................................................................................................................... 5 BACKGROUND .................................................................................................................................................................... 6 KEY EVENTS........................................................................................................................................................................ 6 ELECTRONIC QUESTION AND ANSWER PERIOD ................................................................................................ 6 EXCEPTIONS TO THE AUTHORITY’S CONTRACT FOR SERVICES .......................................................... 7 OPTIONAL PRE-PROPOSAL CONFERENCE .......................................................................................................... 7 OPTIONAL SITE VISIT .............................................................................................................................................. 8 PROJECTED MILESTONE DATES ........................................................................................................................... 8 TIMELY SUBMISSION OF PROPOSALS .................................................................................................................. 8 SUBMISSION OF PROPOSAL – ELECTRONIC OR HARD COPY .......................................................................... 9 ELECTRONIC PROPOSAL SUBMISSION (STRONGLY PREFERRED) ....................................................... 9 ELECTRONIC SIGNATURE ............................................................................................................................ 9 HARD COPY PROPOSAL SUBMISSION ..................................................................................................... 10 ADDITIONAL INFORMATION ............................................................................................................................................ 11 ADDENDA: REVISIONS TO THIS RFP .................................................................................................................. 11 PROPOSER RESPONSIBILITY ............................................................................................................................... 11 COST LIABILITY ...................................................................................................................................................... 11 CONTENTS OF PROPOSAL – OPEN PUBLIC RECORDS ACT ............................................................................ 11 PROPOSAL SUBMISSION ANNOUNCEMENT ...................................................................................................... 12 PROPOSAL ERRORS – BEFORE & AFTER BID OPENING .................................................................................. 12 JOINT VENTURE ..................................................................................................................................................... 13 SUBCONTRACTORS/SUBCONSULTANTS ........................................................................................................... 13 CONFLICT OF INTEREST ....................................................................................................................................... 13 PROPOSAL ACCEPTANCES AND REJECTIONS ................................................................................................. 14 DEFINITIONS ......................................................................................................................................................................... 15 GENERAL DEFINITIONS ................................................................................................................................................... 15 CONTRACT-SPECIFIC DEFINITIONS .................................................................................................................... 17 SCOPE OF WORK – REQUIREMENTS OF THE VENDOR {CONTRACTOR} .................................................................... 19 EO NO. 271 (MURPHY 2021) PROVISIONS ..................................................................................................................... 19 COVERED CONTRACTOR’S REQUIREMENTS: ................................................................................................... 19 COVERED CONTRACTOR’S REPORTING: ........................................................................................................... 19 PROPERTY AND FACILITY MANAGEMENT SERVICES – GENERAL ............................................................................ 19 SCOPE OF SERVICES – PROPERTY / FACILITY MANAGEMENT – NJEDA HEADQUARTERS BUILDING (36 WEST STATE STREET & BARNES STREET PARKING LOT, TRENTON, NJ) ..................................................................................... 20 PROPERTY/FACILITY MANAGEMENT .................................................................................................................. 21 OPERATION AND MAINTENANCE OF BUILDING SYSTEMS .............................................................................. 25 JANITORIAL SERVICES/HOUSEKEEPING ............................................................................................................ 29 WINDOW CLEANING .............................................................................................................................................. 31 PEST CONTROL ...................................................................................................................................................... 32 TRASH REMOVAL ................................................................................................................................................... 32 LANDSCAPE/GROUNDS MAINTENANCE ............................................................................................................. 33 SNOW REMOVAL/DE-ICING ................................................................................................................................... 34 PERMITS AND LICENSES; COMPLIANCE WITH LAW ......................................................................................... 34 SCOPE OF SERVICES – PROPERTY / FACILITY MANAGEMENT – NEW JERSEY BIOSCIENCE CENTER (“NJBC”) (NORTH BRUNSWICK, NJ) .......................................................................................................................................................... 35 PROPERTY/FACILITY MANAGEMENT .................................................................................................................. 36 OPERATION AND MAINTENANCE OF BUILDING SYSTEMS .............................................................................. 40 JANITORIAL SERVICES .......................................................................................................................................... 43 WINDOW CLEANING .............................................................................................................................................. 45 PEST CONTROL ...................................................................................................................................................... 46 TRASH REMOVAL ................................................................................................................................................... 47 ELEVATOR MAINTENANCE ................................................................................................................................... 47 LANDSCAPE/GROUND MAINTENANCE ................................................................................................................ 47 3 SCOPE OF SERVICES – PROPERTY MANAGEMENT – NJEDA TECH EXPANSION (NORTH BRUNSWICK, NJ)............................................................................................................................................................... 51 SNOW REMOVAL/DE-ICING SERVICES ............................................................................................................... 52 INCUBATOR AND STEP OUT LABS ....................................................................................................................... 53 CHEMICAL FUME HOOD CERTIFICATION ................................................................................................. 53 AUTOCLAVE MAINTENANCE-CENTURY STERILIZER .............................................................................. 53 MONITORING AND TREATMENT OF LAB WASTE HOLDING TANKS (ADJUSTMENT OF PH) ............... 54 WATER FILTRATION SYSTEM .................................................................................................................... 54 ELECTRICAL SYSTEMS ............................................................................................................................... 54 BACKFLOW PREVENTORS ......................................................................................................................... 54 SEWAGE EJECTOR ..................................................................................................................................... 54 3.4.10.8 MIELE GLASS STERILIZER................................................................................................................................. 54 PERMITS AND LICENSES; COMPLIANCE WITH LAW ......................................................................................... 55 CONTRACTOR GENERAL RESPONSIBILITIES AND REQUIREMENTS ........................................................................ 55 – TASK ORDER REQUEST (TOR) PROCESS ....................................................................................................... 61 PROCUREMENT, MANAGEMENT, AND PAYMENT OF SUBCONTRACTORS/SUBCONSULTANTS/VENDORS ........ 62 MEETINGS ......................................................................................................................................................................... 63 ADDITIONAL ITEMS........................................................................................................................................................... 64 PREPARING AND FILING MONTHLY STATUS REPORTING .......................................................................................... 67 PROPOSAL PREPARATION AND SUBMISSION – REQUIREMENTS OF THE PROPOSER ........................................... 68 GENERAL ........................................................................................................................................................................... 68 NON-COLLUSION .................................................................................................................................................... 68 PROPOSAL CONTENT AND SUBMISSION ORDER ........................................................................................................ 69 TECHNICAL PROPOSAL, ORGANIZATIONAL QUALIFICATIONS, EXPERIENCE AND MISCELLANEOUS INFORMATION (MANDATORY SUBMISSION WITH BID PROPOSAL) ................................................................................ 70 POTENTIAL PROBLEMS .............................................................................................................................. 76 FEE SCHEDULE (MANDATORY SUBMISSION WITH BID PROPOSAL) .............................................................. 76 DELIVERY TIME AND COSTS ...................................................................................................................... 77 COLLECT ON DELIVERY (C.O.D.) TERMS ................................................................................................. 77 PRICE ADJUSTMENT ................................................................................................................................... 78 REQUIRED COMPLIANCE DOCUMENTATION ..................................................................................................... 78 SIGNATORY PAGE (MANDATORY FORM WITH BID PROPOSAL-SIGNED) ........................................... 78 OWNERSHIP DISCLOSURE FORM (MANDATORY FORM WITH BID PROPOSAL) ................................ 78 DISCLOSURE OF INVESTMENT ACTIVITIES IN IRAN FORM (SHOULD BE FULLY COMPLETED, SIGNED, AND SUBMITTED PRIOR TO CONTRACT AWARD) ........................................................................................ 78 DISCLOSURE OF INVESTIGATIONS AND OTHER ACTIONS INVOLVING BIDDER FORM (SHOULD BE FULLY COMPLETED, SIGNED, AND SUBMITTED WITH BID PROPOSAL) ................................................................... 79 BUSINESS REGISTRATION CERTIFICATION (BRC) ................................................................................. 79 SOURCE DISCLOSURE CERTIFICATION (SHOULD BE SUBMITTED WITH THE BID PROPOSAL) ....... 79 AFFIRMATIVE ACTION EMPLOYEE INFORMATION .................................................................................. 80 SMALL BUSINESS SET ASIDE .................................................................................................................... 80 DISABLED VETERANS’ BUSINESS SET-ASIDE ......................................................................................... 80 REQUIREMENTS OF PUBLIC LAW 2005, CHAPTER 51, N.J.S.A. 19:44A-20.13 - N.J.S.A. 19:44A-20.25 (FORMERLY EXECUTIVE ORDER NO. 134) AND EXECUTIVE ORDER NO. 117 (2008). ............................................. 80 POLITICAL CONTRIBUTION DISCLOSURE ................................................................................................ 81 PUBLIC LAW 2018, CHAPTER 9 – DIANE B. ALLEN EQUAL PAY ACT ..................................................... 81 NEW JERSEY STATE W-9 ........................................................................................................................... 81 INSURANCE CERTIFICATE(S)..................................................................................................................... 82 SUBCONTRACTOR UTILIZATION PLAN ..................................................................................................... 82 BID SECURITY .............................................................................................................................................. 82 PUBLIC WORKS CONTRACTOR REGISTRATION ACT ............................................................................. 82 PREVAILING WAGE ..................................................................................................................................... 83 CERTIFIED PAYROLL RECORDS ............................................................................................................... 83 STATE BUILDING SERVICE CONTRACTS ACT (“BSCA”) .......................................................................... 83 CERTIFICATION FOR EO N. 271 – COVID-19 VACCINE............................................................................ 84 DISCLOSURE OF INVESTMENT ACTIVITIES IN RUSSIA AND BELARUS FORM (SHOULD BE FULLY COMPLETED, SIGNED, AND SUBMITTED PRIOR TO CONTRACT AWARD) ................................................................ 84 SPECIAL CONTRACTUAL TERMS AND CONDITIONS ...................................................................................................... 85 PRECEDENCE OF SPECIAL CONTRACTUAL TERMS AND CONDITIONS ................................................................... 85 4 CONTRACT TERM AND EXTENSION OPTION ................................................................................................................ 85 CONTRACT TRANSITION ................................................................................................................................................. 85 CONTRACT AMENDMENT ................................................................................................................................................ 85 CONTRACTOR RESPONSIBILITIES ................................................................................................................................. 85 SUBSTITUTION OF STAFF ............................................................................................................................................... 86 SUBSTITUTION OR ADDITION OF SUBCONTRACTOR(S)/SUBCONSULTANT(S) ....................................................... 86 OWNERSHIP OF MATERIAL ............................................................................................................................................. 87 SECURITY AND CONFIDENTIALITY ................................................................................................................................ 87 DATA CONFIDENTIALITY ....................................................................................................................................... 87 CONTRACTOR’S CONFIDENTIAL INFORMATION ..................................................................................... 88 DATA SECURITY STANDARDS .............................................................................................................................. 89 NEWS RELEASES ............................................................................................................................................................. 90 ADVERTISING .................................................................................................................................................................... 90 LICENSES AND PERMITS ................................................................................................................................................. 90 CLAIMS AND REMEDIES .................................................................................................................................................. 90 CLAIMS .................................................................................................................................................................... 90 REMEDIES ............................................................................................................................................................... 90 REMEDIES FOR FAILURE TO COMPLY WITH MATERIAL CONTRACT REQUIREMENTS ................................ 90 LIQUIDATED DAMAGES ......................................................................................................................................... 91 PENALTY FOR OVERBILLING ................................................................................................................................ 91 ADDITIONAL WORK AND/OR SPECIAL PROJECTS ....................................................................................................... 91 INDEMNIFICATION ............................................................................................................................................................ 92 MAINTENANCE OF RECORDS ......................................................................................................................................... 92 FORM OF COMPENSATION - INVOICING/PAYMENT ..................................................................................................... 92 VENDOR PAYMENTS ............................................................................................................................................. 93 PROPOSAL EVALUATION ................................................................................................................................................... 95 RIGHT TO WAIVE .............................................................................................................................................................. 95 RIGHT OF FINAL PROPOSAL ACCEPTANCE ................................................................................................................. 95 RIGHT TO INSPECT PROPOSER’S FACILITIES.............................................................................................................. 95 RIGHT TO REQUEST FURTHER INFORMATION ............................................................................................................ 95 PROPOSAL EVALUATION COMMITTEE .......................................................................................................................... 95 ORAL PRESENTATION AND/OR CLARIFICATION OF PROPOSAL ............................................................................... 95 EVALUATION CRITERIA.................................................................................................................................................... 96 QUALIFICATIONS/EXPERIENCE EVALUATION CRITERIA .................................................................................. 96 PROPOSER’S FEE SCHEDULE ............................................................................................................................. 96 PROPOSAL DISCREPANCIES ............................................................................................................................... 97 EVALUATION OF THE PROPOSALS ..................................................................................................................... 97 NEGOTIATION AND BEST AND FINAL OFFER (BAFO) .................................................................................................. 97 PROTEST OF RECOMMENDED AWARD ......................................................................................................................... 98 CONTRACT AWARD ........................................................................................................................................................... 100 CONTRACT ADMINISTRATION .......................................................................................................................................... 101 AUTHORITY’S DESIGNATED CONTRACT MANAGER .................................................................................................. 101 AUTHORITY’S DESIGNATED CONTRACT MANAGER’S RESPONSIBILITIES .................................................. 101 5 INFORMATION FOR BIDDERS This Request for Qualifications/Proposals (“RFP”) is issued by the New Jersey Economic Development Authority (“Authority”, “EDA”) to solicit and obtain proposals from highly qualified firms to provide property and facility management services. PURPOSE AND INTENT The purpose of this RFP is to solicit Proposals from highly qualified firms who will provide property and facility management services. The services will be performed for various properties owned, operated, leased, and/or managed by the Authority and its subsidiaries. Currently, the properties include: o NJEDA Headquarters, Trenton, New Jersey (including Barnes Street Parking Lot); o New Jersey Bioscience Center, North Brunswick, New Jersey; o The Tech Center Expansion Site, North Brunswick, New Jersey; o NJEDA satellite offices in Camden; o NJEDA satellite offices in Newark; o NJEDA satellite offices in Trenton; o NJEDA satellite offices at Fort Monmouth; o Other EDA owned/managed properties as needed. Each property requires separate and distinct services which are more fully outlined in this RFP. NJEDA will administer the contracts subject to this RFP on its behalf. NJEDA reserves the right to enter into separate contracts with the successful Firm to distinguish between the services required for each NJEDA-property. Properties may be added during the term of the contract if NJEDA purchases, leases, operates and/or maintains additional sites. Properties may be deleted during the term of the contract if NJEDA sells, terminates a lease(s) or ceases to operate or maintain any particular site (in whole or in part). The NJEDA may seek to separately contract for the services provided pursuant to the terms of this RFP and nothing within this RFP shall be deemed to provide the successful Firm with an exclusive right to the NJEDA’s property and facility management services. The intent of this RFP is to award one (1) three (3) year contract, with two (2) one (1) year extension options, if deemed necessary by the Authority and dependent upon funding, to the responsible Proposer whose Proposal, conforming to this RFP is most advantageous to the Authority, price and other factors considered. Time is critical with respect to the contract. The successful Firm must be ready, willing, and able to gear up and begin performing the work required by this RFP within thirty (30) days of the award. The successful Firm, as part of its proposal, is to submit a detailed and convincing gear up plan as to how the successful Firm will begin services within thirty (30) days of the award. During the first two weeks after the Notice of Intent to Award, the NJEDA and the successful Firm will agree upon what services will be provided through subcontractors and what services will be provided through the successful Firm’s in-house staff. The successful Firm will also provide an 6 updated transition and staffing plan within three (3) weeks of the date of the Notice of Intent to Award. NJEDA reserves the right, in its sole discretion, to approve the transition and staffing plan. In the event the services contracted under this RFP are scheduled to end either by contract expiration or by termination by the NJEDA (at the NJEDA’s sole discretion), or during a bid challenge period, it will be incumbent upon the successful Firm to continue the services, if requested by the NJEDA, until a replacement Firm can be completely operational. The successful Firm will be compensated for these services at the rates in effect when this transitional period clause is invoked by the NJEDA. In addition, the successful Firm agrees to provide phase-in/phase-out services for a period of not more than thirty (30) days at the rates in effect at the time. Continuity for all services required under the contract(s) must be maintained during this period, unless NJEDA advises otherwise. The Authority reserves the right to award in total or in part and reject any and all Proposals when it is determined to be in the best interest of the Authority, price and other factors considered. The Authority’s Contracts for Services, please refer to Exhibit A1 and A2, are in addition to the Terms and Conditions set forth in this RFP and should be read in conjunction with them unless the RFP specifically indicates otherwise. Pursuant to Governor Murphy’s 2021 Executive Order No. 271 (EO No. 271) a Covered Contractor (which includes both the proposer and any subcontractors) must certify prior to executing a newly awarded contract it is in compliance with the requirements of EO No. 271. This is satisfied by having the policies and practices required by EO No. 271 in place and shall collect all data necessary for compliance with EO No. 271 (attached hereto as Exhibit K). For additional information, please reference: https://www.state.nj.us/infobank/eo/056murphy/pdf/EO- 271.pdf. BACKGROUND The New Jersey Economic Development Authority serves as the State’s principal agency for driving economic growth. The Authority is committed to making New Jersey a national model for inclusive and sustainable economic development by focusing on key strategies to help build strong and dynamic communities, create good jobs for New Jersey residents and provide pathways to a stronger and fairer economy. Through partnerships with a diverse range of stakeholders, the Authority creates and implements initiatives to enhance the economic vitality and quality of life in the State and strengthen New Jersey’s long-term economic competitiveness. Since its inception in 1974, the Authority has provided billions of dollars in assistance to numerous projects within the State. These projects have created almost a half million jobs. In 2020, the Authority provided over $628 million dollars in assistance to 42,708 projects and created more than 600 new full-time jobs. This Solicitation is a Re-Procurement of the Property & Facilities Management RFP provided under the Contract that is presently due to expire on October 31, 2022. KEY EVENTS ELECTRONIC QUESTION AND ANSWER PERIOD https://www.state.nj.us/infobank/eo/056murphy/pdf/EO-271.pdf https://www.state.nj.us/infobank/eo/056murphy/pdf/EO-271.pdf 7 The Authority will electronically accept written questions and inquiries from all potential Proposers via the web at EDAProcurementQA@njeda.com by the date and time shown on Page 1 of this RFP. Phone calls and/or faxes shall not be accepted. The subject line of the e-mail should state: QUESTIONS-2022-RFP-IPM-124 – PROPERTY & FACILITY MANAGEMENT SERVICES A. Questions should be directly tied to the RFP and asked in consecutive order, from beginning to end, following the organization of the RFP and should begin by referencing the RFP page number and section number to which it relates; B. A Proposer must not contact the Authority’s requesting department or any other staff/board member directly, in person, by telephone or by e-mail concerning this RFP prior to the final award; C. All Questions received and Answers given in response to this RFP will be answered in the form of an Addendum. Addenda, if any, will be posted on the Authority’s website, https://www.njeda.com/bidding/ as a separate file attachment, or incorporated into a revised, posted RFP, after the posted cut-off date for electronic questions and inquiries indicated on the RFP cover sheet; and D. Any Amendment to this RFP will become part of this Solicitation and part of any Contract awarded as a result of this RFP. EXCEPTIONS TO THE AUTHORITY’S CONTRACT FOR SERVICES Questions regarding the Authority’s Contract for Services, please refer to Exhibit A1 and A2, and exceptions or modifications to its mandatory requirements must be requested by the Proposer during this Electronic Question and Answer Period and should contain the Proposer’s suggested changes and the reason(s) for the suggested changes. The Authority shall be under no obligation to grant or accept any requested changes (i.e., exceptions taken) to the specimen form of the Contract and will post all answers in the Addendum. Exceptions and/or modifications to the terms of the RFP and/or Contract submitted with the Proposal, subsequent to the expiration of the Question and Answer Period, will result in the rejection of the Proposer’s Proposal. OPTIONAL PRE-PROPOSAL CONFERENCE The purpose of the Optional Pre-Proposal Conference is to provide a structured and formal opportunity for the Authority to accept questions from Proposers regarding this RFP. If questions are posed by potential Proposers, answers to such questions will be issued by Addendum. Any Addendum to this Solicitation will become part of this RFP and part of any Contract awarded as a result of this RFP. Proposers are strongly encouraged to attend. The date and time of the Optional Pre-Proposal Conference is indicated on the cover sheet of this RFP. The location of the Optional Pre-Proposal Conference will be as follows: New Jersey Economic Development Authority 36 West State Street mailto:EDAProcurementQA@njeda.com https://www.njeda.com/bidding/ 8 Trenton, New Jersey 08625 OPTIONAL SITE VISIT An Optional Site Visit has been scheduled for this procurement on the date and time indicated on the RFP cover sheet. Photographs will NOT be permitted. The dates and times and locations of the Optional Site Visits will be as follows: • NJ Bioscience Center, 675 US Highway One South, North Brunswick, New Jersey (sign in at the conference room) on Thursday, June 9, 2022 at 11:00 AM; and • NJEDA Headquarters and Barnes Street Parking Lot, 36 West State Street, Trenton, New Jersey (sign in at the 1st floor security desk) on Friday, June 10, 2022 at 11:00 AM. No Questions or Inquiries will be accepted or answered during the Optional Site Visit. All Questions are to be held and submitted in accordance with RFP Section 1.3.1. The successful Firm will be required to assume sole responsibility for the complete effort as required in this RFP. No special consideration will be given after proposals are opened due to the Proposer's failure to be knowledgeable of all conditions existing at the sites. By submitting a proposal, the Proposer covenants and agrees that it has satisfied itself, from its own investigation and through the site tours, of the conditions to be met, and that it fully understands its obligation and that it will not make any claim for, or have right to cancellation or other relief under the contract(s) because of any misunderstanding or lack of familiarity with all the sites. PROJECTED MILESTONE DATES The following dates are provided to Interested Proposers for planning purposes only. These are estimated timeline dates and do not represent a firm date commitment by which the Authority will take action: Site Tour at NJBC: Thursday, June 9, 2022 @ 11:00 AM ET Site Tour at NJEDA Headquarters (Trenton): Friday, June 10, 2022 @ 11:00 AM ET Optional Pre-Proposal Conference at NJEDA Headquarters (Trenton): Friday, June 10, 2022 @ 12:00 PM ET Q&A Period Ends: Thursday, June 16, 2022 on or before 2:00 PM ET If required, Addendum: On or about Wednesday, June 22, 2022 Proposals Due: Wednesday, July 6, 2022 on or before 2:00 PM ET Estimated Recommendation for Award: Wednesday, September 14, 2022 via Authority Board Scheduled Meeting Estimated Contract Execution: On or about September 22, 2022 TIMELY SUBMISSION OF PROPOSALS 9 In order to be considered for award, the Proposal must be received by the Authority at the appropriate location by the required time. Proposals not received prior to the Proposal opening deadline, as indicated on the RFP cover sheet, shall be rejected. If the Proposal opening deadline has been revised, the new RFP opening deadline will be shown on a posted RFP Amendment. SUBMISSION OF PROPOSAL – ELECTRONIC OR HARD COPY In order to be evaluated and considered for award, the Proposal must be received by the Authority at the appropriate location and by the required time indicated on the cover sheet, either electronically or hard copy. ELECTRONIC PROPOSAL SUBMISSION (STRONGLY PREFERRED) Proposers should submit a complete, ELECTRONIC Proposal, in “read only” PDF file format using Adobe Acrobat Reader software that must be viewable by Authority evaluators. The subject line of the RFP submission and any attachments are all to be clearly labeled. EACH electronically uploaded file (Proposal, Attachment Submittals, etc.) submission, should follow the following format: “(Proposer’s Company Name) - Bid Submission-2022-RFP-IPM-124 Property & Facility Management Services, and the (file/document title)” All RFP electronic Proposal documents must be uploaded to the Authority’s ShareFile system via: https://njeda.sharefile.com/r-r6152b3d30bc9479699e9b6e3e8d308d3 It is highly recommended that you initiate the upload of your bid Proposal/submission a minimum of four (4) hours prior to the Proposal Submission due date/time on the front cover to allow some time to identify and troubleshoot any issues that may arise when using the Sharefile application. Technical inquiries may be directed to EDAProcurementQA@njeda.com. NOTE: Any bids received after the date and time specified shall not be considered. All Proposal submissions, once opened, become the property of the Authority and cannot be returned to the Proposer. NOTE: If a Proposer uploads multiple documents, EDA will only consider the last version of the document uploaded, provided it is uploaded by the stated deadline. ELECTRONIC SIGNATURE Proposers submitting Proposals electronically may sign the forms listed in Section 4.0 Proposal Preparation and Submission – Requirements of the Proposer (Required Compliance Documentation Pre- and Post-Proposal Submission). Pursuant to written policy, the Authority allows documents to be signed electronically and hereby agrees to be bound by such electronic signatures. Proposers submitting Proposals electronically, as signatory to the documents, may sign the forms listed in Section 4.2.4 (Section D - Requested Compliance Documentation Pre & Post Proposal Submission) of this Bid Solicitation, electronically, and agree to be bound by the electronic signatures. The Authority will accept the following types of electronic signatures: (1) Within Microsoft Word, an individual can go to the “Insert” ribbon at the https://njeda.sharefile.com/r-r6152b3d30bc9479699e9b6e3e8d308d3 mailto:EDAProcurementQA@njeda.com 10 top of the screen, then within the “Text” section go to the “Signature Line” and enter the information, which creates a security procedure/record attributable to the person signing when transmitted via e-mail or other electronic transfer or; (2) Within Adobe Acrobat DC, go to the “Fill & Sign” “Stamps- Dynamics” or “Certificates” within the “Tools” ribbon and enter the information, which creates a security procedure/record attributable to the person signing when transmitted via e-mail or other electronic transfer; or (3) Digital signatures from Adobe Acrobat DC or produced via similar signature authenticating program (i.e., DocuSign or similar software), which creates a security procedure/record attributable to the person signing. By submitting an electronic signature, the Proposer is agreeing to be bound by the electronic signature. Scanned physical signatures will also be accepted, provided that the forms are otherwise properly completed. This practice applies only to Proposals submitted electronically and the forms listed above. Both electronic signatures and scanned physical signatures will also be accepted, provided that the forms are otherwise properly completed. Proposers submitting Proposals in hard copy format must provide forms with original, physical signatures; otherwise the Proposal may be deemed non-responsive per Hard Copy Proposal Submission, Section 1.3.6.3. HARD COPY PROPOSAL SUBMISSION If submitting a hard copy Proposal, a sealed Proposal must be delivered by the required date and time indicated on the cover sheet, in order to be considered for award to the following: Asteris “Ted” Fanikos Senior Procurement Officer NEW JERSEY ECONOMIC DEVELOPMENT AUTHORITY 36 WEST STATE STREET PO BOX 990 TRENTON NEW JERSEY 08625-0990 The exterior of all Proposal packages is to be clearly labeled with the Proposal title, bid opening date and time, and the Proposer’s Name and Address: 2022-RFP-IPM-124 PROPERTY & FACILITY MANAGEMENT SERVICES Wednesday, July 6, 2022 on or before 2:00 PM ET Submit one (1) ink signed, original hard copy Proposal with all the required documentation and signatures in ink, and four (4) copies marked “COPY”. Proposals submitted by facsimile will not be considered. ANY PROPOSAL NOT RECEIVED ON TIME AT THE LOCATION INDICATED, WILL BE AUTOMATICALLY REJECTED. THE AUTHORITY WILL NOT BE RESPONSIBLE FOR LATE POSTAL OR DELIVERY SERVICE. THE POSTMARK DATE WILL NOT BE CONSIDERED IN HONORING THE BID DATE RECEIPT AND TIME. The Authority shall not be responsible for any delivery/postal service’s failure to deliver in a timely manner. A Proposer using U.S. Postal Service regular or express mail services should allow additional time to ensure timely receipt of Proposals since the U.S. Postal Service does not deliver directly to the Authority. 11 Directions to the Authority’s Trenton location can be found at the following web address: https://www.njeda.com/about/ at the bottom of the screen under the “Locations” section of the website. Any Proposal received after the date and time specified shall not be considered, whether submitted electronically or in hard copy. ADDITIONAL INFORMATION ADDENDA: REVISIONS TO THIS RFP In the event that it becomes necessary to clarify or revise this RFP, such clarification or revision will be by Addendum. Any Addendum to this RFP will become part of this RFP and part of any contract awarded as a result of this RFP. ALL RFP ADDENDA WILL BE ISSUED ON THE AUTHORITY’S WEB SITE. TO ACCESS ADDENDA, THE PROPOSER MUST LOCATE THE PROPOSAL NUMBER OF INTEREST AT https://www.njeda.com/bidding/ - “Business Support Administrative Goods and Services - Bidding Opportunities”. There are no designated dates for release of Addenda. Therefore all interested Proposers should check the Authority’s "Bidding Opportunities" website on a daily basis from time of RFP issuance through the Proposal submission opening. It is the sole responsibility of the Proposer to be knowledgeable of all Addenda related to this procurement. PROPOSER RESPONSIBILITY The Proposer assumes sole responsibility for the complete effort required in submitting a Proposal in response to this RFP. No special consideration will be given after Proposals are opened because of a Proposer’s failure to be knowledgeable as to all requirements of this RFP Solicitation. COST LIABILITY The Authority assumes no responsibility and bears no liability for costs incurred by a Proposer in the preparation and submittal of a Proposal in response to this RFP Solicitation. CONTENTS OF PROPOSAL – OPEN PUBLIC RECORDS ACT The Authority, as an instrumentality of the State of New Jersey, is subject to the New Jersey Open Public Records Act (N.J.S.A. 47:1A-1.1 et seq.), as amended and including all applicable regulations and policies and applicable case law, including the common law right to know. Subsequent to the Proposal submission opening, all information submitted by Proposer in response to a solicitation is considered public information, notwithstanding any disclaimers to the contrary submitted by a Bidder. When the RFP contains a negotiation component, the Proposal will not be subject to public disclosure until a conditional Notice of Award is issued. As part of its Proposal, a Bidder may designate any data or materials it asserts are exempt from public disclosure under OPRA and/or the common law, explaining the basis for such assertion. The location in the Proposal of any such designation should be clearly stated in a cover letter. A Bidder shall not designate any price lists and/or catalogs submitted as exempt from public disclosure. https://www.njeda.com/about/ https://www.njeda.com/bidding/ 12 Any proprietary and/or confidential information in the Bidder’s Proposal will be redacted by the Authority. A Bidder may designate specific information as not subject to disclosure pursuant to the exceptions to OPRA found at N.J.S.A. 47:1A-1.1, when the Proposer has a good faith legal and/or factual basis for such assertion. The Authority reserves the right to make the determination as to what is proprietary or confidential, and will advise the Proposer accordingly. The Authority will not honor any attempt by a Proposer to designate its entire Proposal as proprietary, confidential and/or to claim copyright protection for its entire Proposal. Copyright law does not prohibit access to a record which is otherwise available under OPRA. In the event of any challenge to the Proposer’s assertion of confidentiality with which the Authority does not concur, the Proposer shall be solely responsible for defending its designation, but in doing so, all costs and expenses associated therewith shall be the responsibility of the Bidder. The Authority assumes no such responsibility or liability. PROPOSAL SUBMISSION ANNOUNCEMENT On the date and time Proposals are due under the RFP, only the names and addresses of the Proposer(s) submitting Proposals will be publicly announced and the contents of the Proposals shall remain proprietary and/or confidential, pursuant to Negotiation and Best and Final Offer (BAFO) Section 6.8, until the Conditional/Notice of Intent to Award is issued. NOTE: All Proposal submissions, once publicly opened, become the property of the Authority and cannot be returned to the Proposer. PROPOSAL ERRORS – BEFORE & AFTER BID OPENING A Proposer(s) may withdraw its Proposal as described below: A Proposer(s) may request that its Proposal be withdrawn prior to the Proposal submission opening. Such request must be made, in writing, via e-mail to the IPM Procurement Department at email: EDAProcurementQA@njeda.com, with a reference to company name, RFP number, RFP Title, a Proposal identifier if one was applied, Proposal submission date, and method of Proposal submission (i.e., electronic version or hard copy delivery). The written withdrawal request must be signed and submitted by a duly authorized representative of the Proposing entity to be valid. In the event the Proposer withdraws its bid Proposal in person, a business card and proper identification must be presented. Proposals so withdrawn will be returned to the Proposer unopened. If the withdrawal request is granted, the Proposer(s) may submit a revised Proposal as long as the Proposal is received prior to the announced date and time for Proposal submission and at the place specified. If, after the Proposal submission opening but before contract award, a Proposer(s) discovers an error in its Proposal, the Proposer(s) may make a written request to the IPM Procurement Department for authorization to withdraw its Proposal from consideration for award. Evidence of the Proposer’s good faith in making this request shall be used in making the determination. The factors that will be considered are that the mistake is so significant that to enforce the contract resulting from the Proposal would be unconscionable; that the mistake relates to a material feature of the contract; that the mistake occurred notwithstanding the Proposer’s exercise of reasonable care; and that the Authority will not be significantly prejudiced by granting the withdrawal of the Proposal. After the Proposal submission opening, while pursuant to the provisions of this section, the Proposer may request to withdraw the Proposal and the Authority may, in its sole discretion allow the Proposer to withdraw it, the Authority also may take notice of repeated or unusual requests mailto:EDAProcurementQA@njeda.com 13 to withdraw by a Proposer(s) and take those prior requests to withdraw into consideration when evaluating the Proposer(s) future bids or Proposals. If during a Proposal evaluation process an obvious pricing error made by a potential contract awardee is found, the Authority shall issue written notice to the Proposer(s). The Proposer(s) will have five (5) days after receipt of the notice to confirm its pricing. If the Proposer fails to respond, its Proposal shall be considered withdrawn, and no further consideration shall be given it. If it is discovered that there is an arithmetic disparity between the unit price and the total extended price, the unit price shall prevail. If there is any other ambiguity in the pricing other than a disparity between the unit price and extended price and the Proposer’s intention is not readily discernible from other parts of the Proposal, the IPM Procurement Department may seek clarification from the Proposer(s) to ascertain the true intent of the Proposal. JOINT VENTURE The Authority will NOT consider Proposals submitted by joint ventures, in the performance of the Work for this RFP. Proposers shall note that any and all reference to “joint venture(s)”, “joint venture partner(s)”/“joint venture partnership(s)” in any documents included as a part of the RFP specifications, exhibits or attachments shall be read as though the words are stricken and removed. SUBCONTRACTORS/SUBCONSULTANTS For purposes of this RFP, the Authority will consider Proposals submitted which may employ the use of Subcontractors and/or subconsultants to satisfy the requirements and deliverables required of the resulting contract. See Proposer’s Checklist – Subcontractor Utilization Form, complete & submit, if applicable. The Contractor shall be fully responsible to the Authority for the acts and omissions of its Subcontractors and/or subconsultants, and of persons either directly or indirectly employed by them, as the Contractor is responsible for the acts and omissions of persons directly employed by the Contractor. The Contractor shall cause appropriate provisions to be inserted in all subcontracts relative to the Work to bind Subcontractors to the Contractor by the terms of the Contracts Documents in so far as applicable to the Work of Subcontractors and to give the Contractor the same power as regards terminating any subcontract that the Authority may exercise over the Contractor under any provision of the Contract Documents. Proposers should note that the Contractor retains the sole and absolute responsibility for the management and supervision of all Subcontractors to a high quality of service. Such Subcontractors must possess a valid “Business Registration Certificate”, as further detailed in “Section 4.2.4.5 Compliance – Business Registration Certificate” of this RFP. Additionally, the Contractor assumes sole and absolute responsibility for all payments and monies due to its Subcontractors. Nothing contained in this RFP and subsequent Contract shall create any contractual relation between any Subcontractor and the Authority. CONFLICT OF INTEREST 14 Proposer must indicate and detail any Conflict of Interest that exists with either their personnel or any Subcontracting personnel being utilized for these services. Such conflicts include a direct, familial, or personal monetary interest or any previous or existing personal/professional relationships with the Authority and any personnel assigned to work on the Authority’s account, regarding these requisite services. If such a Conflict of Interest exists with any vendor personnel or any Subcontracting personnel being utilized for these services, the Proposer must disclose such possible conflicts in the Proposal. Should a conflict(s) be found to exist, whether real or perceived, the Authority, in its sole discretion, shall determine whether it is a conflict(s) and the individual(s) involved are to be immediately removed. PROPOSAL ACCEPTANCES AND REJECTIONS The Authority’s staff reserves the right to reject any and all Proposals, if deemed to be in the best interest of the Authority, to request redefined Proposals from any entity responding to this RFP, to schedule interviews with no Proposers, all Proposers, or only the most highly qualified Proposers, as determined by the Authority; or to request clarifications of any portion of the Proposal received. Further, the Authority’s staff reserves the right, at its sole discretion, to waive minor elements of non-compliance of any entity’s Proposal, regarding the requirements outlined in this RFP. The Authority retains the discretion to modify, expand or delete any portion of this RFP or terminate this RFP process at any time. 15 DEFINITIONS GENERAL DEFINITIONS The following definitions will be part of any contract awarded or order placed as a result of this RFP. Addendum – Written clarification or revision to this RFP issued by the Authority. All-Inclusive Hourly Rate – An hourly rate comprised of all direct and indirect costs including, but not limited to: overhead, fee or profit, clerical support, travel expenses, per diem, safety equipment, materials, supplies, managerial support and all documents, forms, and reproductions thereof. This rate also includes portal-to-portal expenses as well as per diem expenses such as food. Amendment – An alteration or modification of the terms of a contract between the Authority and the Contractor(s). An amendment is not effective until approved in writing by the Authority. Authority – The New Jersey Economic Development Authority. Best and Final Offer or BAFO – Pricing submitted by a Proposer upon invitation by the Authority after Proposal opening, with or without prior discussion or negotiation. Bid or Proposal – Proposer’s timely response to the RFP including, but not limited to, the technical Proposal, fully completed Fee Schedule, and any licenses, forms, certifications, or other documentation required by the RFP. Bidder – An individual or business entity submitting a Proposal in response to this RFP. Board of Directors – Responsible for the management of all New Jersey Economic Development Authority operations. Business Day – Any weekday, excluding Saturdays, Sundays, Authority legal holidays, and State- mandated closings unless otherwise indicated. Calendar Day – Any day, including Saturdays, Sundays, State legal holidays, and State-mandated closings unless otherwise indicated. Contract – The Contracts for Services – Exhibit A1 and A2, this RFP, any addendum to this RFP, and the Bidder’s Proposal submitted in response to this RFP, as accepted by the Authority. Contractor – The Bidder/Proposer awarded a contract resulting from this RFP. Chief Executive Officer (CEO) – The Individual, or his/her designee, who has authority as the Chief Contracting Officer for the New Jersey Economic Development Authority. Designated Contract Manager – Individual responsible for the overall management and administration of the contract and Contractor relationship. Director – The Director of Internal Process Management Department, New Jersey Economic Development Authority. Disabled Veterans’ Business – means a business which has its principal place of business in the State, is independently owned and operated and at least 51% of which is owned and controlled by persons who are disabled veterans or a business which has its principal place of business in this 16 State and has been officially verified by the United States Department of Veterans Affairs as a service disabled veteran-owned business for the purposes of department contracts pursuant to federal law. N.J.S.A. 52:32-31.2. Disabled Veterans’ Business Set-Aside Contract – means a contract for goods, equipment, construction or services which is designated as a contract with respect to which bids are invited and accepted only from disabled veterans’ businesses, or a portion of a contract when that portion has been so designated. N.J.S.A. 52:32-31.2. Evaluation Committee – A committee established, or Authority staff member assigned by the requesting department, to review and evaluate Proposals submitted in response to this RFP and to recommend a contract award to the CEO and/or the Board of Directors. Firm Fixed Price – A price that is all-inclusive of direct cost and indirect costs, including, but not limited to, direct labor costs, overhead, fee or profit, clerical support, equipment, materials, supplies, managerial (administrative) support, all documents, reports, forms, travel, reproduction and any other costs. No additional fees or costs shall be paid by the Authority unless there is a change in the scope of work. Internal Process Management Procurement (IPM Procurement) – The Department of the New Jersey Economic Development Authority responsible for the tasks and activities associated with procurement. Joint Venture – A business undertaking by two or more entities to share risk and responsibility for a specific project. May – Denotes that which is permissible, not mandatory. Must – Denotes that which is a mandatory requirement. Failure to meet a mandatory material requirement will result in the rejection of a Proposal as non-responsive No Charge – The Proposer will supply an item on a price line free of charge. Proposer - An individual or business entity submitting a Proposal in response to this RFP. Project – The undertaking or services that are the subject of this RFP. Request for Qualification/Proposal (RFP) – This series of documents, which establish the bidding and Contract requirements and solicits Proposals to meet the needs of the Authority, as identified herein, and includes the Request for Qualifications/Proposal, Sample Contract, fee/price schedule, attachments and addenda. Retainage – The amount withheld from the Contractor’s payment that is retained and subsequently released upon satisfactory completion of performance milestones by the Contractor. Revision – A response to a BAFO request or a requested clarification of the Proposal. Shall – Denotes that which is a mandatory requirement. Failure to meet a mandatory material requirement will result in the rejection of a Proposal as non-responsive. Should – Denotes that which is recommended, not mandatory. Small Business – Pursuant to N.J.A.C. 17:13-1.2, “small business” means a business that meets the requirements and definitions of “small business” and has applied for and been approved by the New Jersey Division of Revenue and Enterprise Services, Small Business Registration and M/WBE 17 Certification Services Unit as (i) independently owned and operated, (ii) incorporated or registered in and has its principal place of business in the State of New Jersey; (iii) has 100 or fewer full-time employees; and has gross revenues falling in one (1) of the three (3) following categories: For goods and services – (A) 0 to $500,000 (Category I); (B) $500,001 to $5,000,000 (Category II); and (C) $5,000,001 to $12,000,000, or the applicable federal revenue standards established at 13 CFR 1221.201, whichever is higher (Category III); For construction services: (A) 0 to $3,000,000 (Category IV); (B) gross revenues that do not exceed 50 percent of the applicable annual revenue standards established at 13 CFR 121.201 (Category V); and (C) gross revenues that do not exceed the applicable annual revenue standards established at CFR 121.201 (Category VI). Small Business Set-Aside Contract – means (1) a contract for goods, equipment, construction or services which is designated as a contract with respect to which bids are invited and accepted only from small businesses, or (2) a portion of a contract when that portion has been so designated. N.J.S.A. 52:32-19. State – The State of New Jersey. Subtasks – Detailed activities that comprise the actual performance of a task. Subcontractor/Subconsultant – An entity having an arrangement with an Authority Contractor, where by the Authority Contractor uses the products and/or services of that entity to fulfill some of its obligations under its Authority contract, while retaining full responsibility for the performance of all of its (the Contractor's) obligations under the contract, including payment to the Subcontractor/Subconsultant. The Subcontractor/Subconsultant has no legal relationship with the Authority, only with the Contractor. Task – A discrete unit of work to be performed. TOR (Task Order Request) – A Task Order is issued for the performance of tasks/services. In TOR-based solicitations, a TOR is a description of the individual task/service for which proposals and quotes will be solicited. Transaction - The payment or remuneration to the Contractor for services rendered or products provided to the Authority pursuant to the terms of the contract, including but not limited to the following: purchase orders, invoices, hourly rates, firm fixed price, commission payments, progress payments and contingency payments. Unit Cost or Unit Price – All inclusive, firm fixed price charged by the Proposer for a single unit identified on a price line. Vendor - An individual or business entity submitting a Proposal in response to this RFP. Will – Denotes that which is permissible or recommended, not mandatory. CONTRACT-SPECIFIC DEFINITIONS ANSI - American National Standards Institute Safety Code ASHRAE – American Society of Heating, Refrigeration and Air-Conditioning Engineers. ASME – American Society of Mechanical Engineers. DLWD – NJ Department of Labor and Workforce Development. 18 Emergency Operating Plan – A plan that includes actions to be taken to ensure the facilities are adequately maintained and protected in an emergency situation. Emergency Services Calls – Emergency Service Calls are those service calls when the work consists of correcting failures that constitute an immediate danger to personnel or property including, but not limited to, broken water pipes, stalled elevators with trapped passengers, electrical power outages, electrical problems which may cause fire or shock, gas or oil leaks, and major air-conditioning problems. EPA – Environmental Protection Agency. NFPA – National Fire Protection Association. NJBC – The New Jersey Bioscience Center (NJBC) is owned and managed by NJEDA. The NJBC is a 50-acre campus comprising 4 buildings and a fire pump building, totaling more than 330,000+ square feet located on Route 1 in North Brunswick, Middlesex County, NJ. Occupants – Building tenants. OSHA – Occupational Safety and Health Administration. Prevailing Wage Act – The Prevailing Wage Act, N.J.S.A. 34:11-56.25 et seq. establishes prevailing wage levels for workers engaged in “public works” which is defined under the Prevailing Wage Act to include construction, reconstruction, demolition, alteration, custom fabrication or repair work or maintenance work, including painting and decorating done under contract paid for in whole or in part out of funds of a public body, except work performed under a rehabilitation program. Preventative Maintenance – A program with supporting logs and records to ensure regular inspections and maintenance tasks are accomplished on all buildings and equipment. Routine Service Calls – Calls not classified as Emergency Service Calls or as Urgent Service Calls. Special Projects – Include renovations and other capital projects, and support of occasional State sponsored special events. Special Projects occur after normal business hours. State BSCA - State Building Service Contracts Act, N.J.S.A. 34:11-56.59 et seq. The State BSCA establishes prevailing wage levels for the employees of contractors and subcontractors furnishing building services for any property or premises owned or leased by the State. Urgent Services Calls – Circumstances that interrupt or otherwise adversely affect State operations. 19 SCOPE OF WORK – REQUIREMENTS OF THE VENDOR {CONTRACTOR} EO NO. 271 (MURPHY 2021) PROVISIONS The Contract incorporates required provisions to be in compliance with EO No. 271, including but not limited to the following: COVERED CONTRACTOR’S REQUIREMENTS: A. The Covered Contractor shall maintain a policy requiring all Covered Workers to either provide adequate proof to the Covered Contractor that they have been fully vaccinated for COVID-19 or submit to COVID-19 testing at minimum one to two times weekly. 1. The foregoing requirement also must be included into lower-tier subcontractor(s)’ requirements. B. The Covered Contractor’s invoicing must re-certify the Contractor’s compliance with the requirements of EO No. 271. Please reference Section 5.17 in the RFP for additional invoicing requirements. COVERED CONTRACTOR’S REPORTING: Covered Contractors must have a policy for tracking test results from testing required by EO No. 271 and must report results to local public health departments. PROPERTY AND FACILITY MANAGEMENT SERVICES – GENERAL The successful Firm will be required to provide all the services described in this RFP and all other services, including procuring, managing, and supervising all necessary subcontractors required by the NJEDA for the following properties: 1. NJEDA Headquarters, Trenton, NJ (including Barnes Street Parking Lot) Scope of Services: Property and facility management services as further provided in Section 3.3 2. NJ Bioscience Center, North Brunswick, NJ Scope of Services: Property and facility management services 3. Tech Center Expansion, North Brunswick, NJ Scope of Services: Property management services The successful Firm may be required to provide property and/or facility management at the following additional properties. However, it is not anticipated that any work will be issued at the time of award and it is at the Authority’s sole discretion whether to issue work at the following properties: 4. NJEDA satellite offices in Camden, NJ; 5. NJEDA satellite offices in Newark, NJ; 6. NJEDA satellite offices in Trenton, NJ; 20 7. NJEDA satellite office at Fort Monmouth; 8. Waterfront Development Lots, Camden, NJ (currently used as surface parking lots); and 9. Pamphylia Avenue, Bridgeton, NJ. Please note that services for Properties #4 through #9 above are not anticipated to be needed at the time of award, and would only require limited property management services. A project specific Task Order Request (TOR) will be prepared by NJEDA staff and issued to the successful Firm if property management services are required. It is within the Authority’s sole discretion whether to exercise same for these aforementioned properties. Each of the above listed properties requires separate and distinct property and facility management services which will be generally outlined by the terms, conditions, specifications, and Scope of Services included in this RFP. Furthermore, the successful Firm awarded the Agreement to provide the services subject to this RFP may also be retained by the NJEDA to provide additional services for other NJEDA owned, operated, leased, or managed properties. It is understood that NJEDA must find the successful Firm’s services to be acceptable and satisfactorily completed to be considered a candidate to be retained by NJEDA to provide additional property management services relative to the project. It is further understood that NJEDA is under no obligation to solicit a proposal and/or retain the successful Firm to provide any such additional services. The Contract will be amended and appended as required, should NJEDA procure such additional project related services. SCOPE OF SERVICES – PROPERTY / FACILITY MANAGEMENT – NJEDA HEADQUARTERS BUILDING (36 WEST STATE STREET & BARNES STREET PARKING LOT, TRENTON, NJ) The successful Firm should provide in its proposal a detailed description of the Scope of Services for providing the Property/Facility Management functions for the NJEDA Headquarters Building as outlined in this RFP. They will be fully responsible for the management, operation, and maintenance for the NJEDA Headquarters building, and any other buildings and facilities as may be required by NJEDA. It should be noted in the Proposal whether the successful Firm will provide these services with in-house staff or will subcontract for these services. Where services are proposed to be provided through in-house staff by the successful bidder, NJEDA may require the successful bidder to obtain quotes for such services from subcontractors procured in accordance with the Solicitations of Proposals and Quotations Methodology, Exhibit D in order to assure that the amounts being charged for services to be provided by in-house staff are fair and reasonable. This support is defined as providing required services as requested by the NJEDA in order to maintain the building, inclusive of equipment, grounds and parking lot, in a condition consistent with the terms and requirements of this RFP. It is the responsibility of the successful Firm to review the Scope of Services outlined below and identify in its proposal any additional services which may be required to complete the Scope of Services. The successful Firm must provide the following services which include but are not be limited to, all the management, administrative and technical functions for the effective and timely accomplishment of contract requirements including the following functions: 1. Property/Facility Management 2. Operation and Maintenance of Building Systems 3. Janitorial Services/Housekeeping 21 4. Window Cleaning 5. Pest Control 6. Trash Removal 7. Landscape/Grounds Maintenance 8. Snow Removal/De-icing The successful Firm should provide in its Proposal a detailed list of services which will describe how it will accomplish each of the technical functions listed above including the number of personnel/subcontractors required for the property/facility management. PROPERTY/FACILITY MANAGEMENT The successful Firm must provide in its proposal a detailed description of the services to provide the property/facility management functions outlined in this RFP. This service is defined as providing required services as requested by the NJEDA in order to maintain the buildings, inclusive of equipment, grounds, roadways, sidewalks and parking lots, in a condition defined by the NJEDA. It is the responsibility of the successful Firm to review the Scope of Services outlined below and identify in its Proposal any additional services which may be required to complete the Scope of Services. The Property/Facility Management Services will include: a. The successful Firm will be fully responsible for supervision, operation, maintenance, and engineering of the NJEDA Headquarters and the Barnes Street Parking Lot, in Trenton, NJ, in an efficient, economical, and satisfactory manner. The successful Firm will provide a Site Superintendent supervised by the Facility Manager on site during normal business hours from 7:30 a.m. to 3:30 p.m., Monday through Friday except for NJEDA holidays (refer to NJEDA Holiday Schedule attached hereto as Exhibit H). NJEDA reserves the right to modify the hours of the Site Superintendent to part-time at the hourly rates specified on the Fee Proposal. NJEDA reserves the right to increase or decrease the hours of the Site Superintendent and/or request replacement(s). NJEDA reserves the right to assign the Site Superintendent to perform services at other NJEDA or State of NJ locations during normal business hours. NJEDA will reimburse the successful Firm for the Site Superintendent’s actual miles traveled in accordance with the States approved rate. The successful Firm must submit a weekly schedule of the hours that the Facility Manager will be on-site. The Facility Manager should plan to spend sixteen (16) hours at this site per week. NJEDA reserves the right to increase or decrease the hours of the Facility Manager and/or request a replacement. b. The successful Firm will provide all the supervision, administrative, operational and technical functions necessary for the effective and timely accomplishment of contract requirements. NJEDA must approve the successful Firm’s operational procedures. NJEDA may, but is under no obligation to, inspect the property, building and parking lot included in this Scope of Services and may audit the successful Firm’s activities to ensure compliance with the contract. 22 c. NJEDA will compensate the successful Firm for all additional labor, supplies, materials, tools, and equipment necessary to accomplish the property/facility management functions outlined in this RFP. The successful firm must keep a detailed inventory of all the tools and equipment purchased for use at NJEDA locations. All tools and equipment currently onsite and those purchased during the contract will be the property of the NJEDA. d. The successful Firm will develop and implement a system to receive, record, respond, and track all service calls, trouble calls, or other operational problems. All paper records will be kept by the successful Firm and made available to the NJEDA, and will become the property of NJEDA. A listing and details of each service request preventive maintenance and other requested work shall be included as part of the monthly report per section 1(f) below. A copy of the current report is included. e. The successful Firm will be responsible for estimating, planning, scheduling, budgeting, accounting and reporting for all costs and manpower associated with contract activities, including the successful Firm’s procurement functions as directed by the NJEDA. f. The successful Firm will be responsible for developing a monthly report template, in a format agreed upon by NJEDA. On a monthly basis, the successful Firm will be responsible for providing projected and actual facility management cost data to the NJEDA in support of the NJEDA’s monthly accounting and annual property management budget planning. g. The successful Firm will develop and maintain a level of record keeping sufficient to accomplish the above functions and provide comprehensive, timely and accurate reports to the NJEDA for review and/or approval, as requested. h. It is necessary that various data be reported to the NJEDA on a monthly basis. The successful Firm will be responsible for developing a monthly report template, in a format agreed upon by NJEDA and will submit that report to the NJEDA. The report of monthly activities must include, at a minimum, an executive summary, all preventative maintenance activities, financial information and utility information for every calendar month not later than the 12th calendar day of the following month. Also, a monthly meeting will be held to review this report and discuss operational plans. The accounting and reporting procedures and systems will be in accordance with generally accepted accounting principles and/or Building Owners and Managers Association conventions, or as directed by NJEDA. i. The successful Firm will provide experienced personnel for management of the facility. The Facility Manager will be responsible for directing and supervising work being performed by its employees, contractors, subcontractor(s), and/or its agents. The Site Superintendent will be available on call, 24 hours per day, seven days per week, to report to the facility subject to this RFP as required. The successful Firm will provide a response time of no more than one (1) hour after receipt of an emergency call. The Site Superintendent will be available at all times while the contract work is in progress to report to the NJEDA Real Estate Development 23 Division on the status of on-going activities by the successful Firm’s employees and subcontractors. j. The successful firm will provide emergency services as needed on a twenty-four (24) hour, seven (7) days per week basis. From the time of the call by NJEDA or the alarm monitoring company, the successful Firm has a maximum of one (1) hour to respond to all calls. The successful Firm will provide NJEDA with an emergency call tree for the purposes of response escalation (on-call 24 hours per day, seven days per week). The successful Firm will also provide NJEDA Property Manager with one number which is accessible and answered 24 hours per day, seven days per week for maintenance requests and after-hour emergencies. The Proposer must consider the costs to provide this service in its Fee Proposal, since no additional compensation will be given, unless the emergency services are required to be performed on-site. The successful Firm must outline in its Proposal how it will handle emergency calls, the names of qualified personnel for response, and the method of transmission (i.e., cell phones, beepers, answering service) and will provide names and all access numbers to NJEDA within five (5) days of the date of the notice of award. The successful Firm is required to operate the facility during all emergency situations. The NJEDA Property Manager, in conjunction with the successful Firm, will make the determination when it would be unsafe for the successful Firm’s employees to operate the facility. k. The successful Firm will be responsible for coordinating with NJEDA to provide the current alarm monitoring companies with contact information within one week of contract commencement. Ongoing assistance with the building’s security and fire alarm systems and cameras will be required. l. The Site Superintendent will have complete authority to act for the successful Firm during the term of the contract, and will be authorized by the successful Firm to perform emergency repairs, accept inspection reports, notices of deduction and all other correspondence on behalf of the successful firm. m. The Site Superintendent and Facility Manager must possess experience in supervision, operation and maintenance programs in buildings of the approximate size and characteristics of the buildings at the NJ Bioscience Center. The successful Firm will be responsible to ensure that the property, facilities, roadways, sidewalks, and parking lots are all maintained to ensure the safety of all tenants, visitors, contractors, subcontractors, and invitees accessing the site. n. In the event of any emergency repairs or replacements whether after hours or not, the reason/cause and anticipated cost must be reported to the NJEDA immediately. This is not to imply that work should not begin prior to notification of the NJEDA if it will increase the damage to the building or property. Any major repair, or replacement whether an emergency or not, where the anticipated cost will be more than $10,000, the successful firm must provide a written description explaining what happened, and what needed to be done. Pictures of the damaged equipment or building area must be taken prior to the work commencing which will be used to document the action taken to our insurance provider. 24 o. Included in its Property/Facility Management fee, the successful Firm will assist in the preparation of the annual budget including assistance with forecasting and estimating expenses (capital and other) and onsite meetings as requested which will be submitted to NJEDA by August 1st of each year for the following year for review and approval by NJEDA. The successful Firm will also provide accounting services including, but not limited to, payment and accounting of accounts payable, cash flow statements, common area allocations and reconciliations, bank reconciliations, etc. These services will be provided on a timely basis as required by the NJEDA. p. The successful Firm must possess experience in supervision of operation and maintenance programs in buildings of the approximate size and characteristics of the building subject to this RFP. The successful Firm will be responsible to ensure that the property, facilities, roadways, sidewalks, and parking lots are all maintained to ensure the safety of all tenants, visitors, contractors, subcontractors, and invitees accessing the site. q. The successful Firm will include in its proposal for Property/Facility Management a staffing schedule identifying the number of employees and/or subcontractor employees needed to ensure the facility is manned eight hours per day, five days per week and to enable the successful Firm to properly, adequately, safely, and economically manage, operate, maintain and account for the facility. The successful Firm, through workload analysis, will advise the NJEDA when additional staffing/hours are deemed necessary and the NJEDA, in its sole discretion, will consider implementation of the request. r. All matters pertaining to the employment, supervision, compensation, promotion, and discharge of such employees and subcontractors are the responsibility of the successful Firm, which is in all respects the employer or contractor of such employees and subcontractors. s. NJEDA will have the right, in its sole discretion, to request the dismissal or reassignment of any employee or subcontractor. Upon dismissal of any employee working for the firm, the NJEDA shall have a chance at its sole discretion to review the resume and meet with any new employee the successful firm plans on hiring who will be stationed at our buildings. At a minimum, background checks will be conducted by the successful Firm on all employees that will be stationed in any facility prior to commencement of services. t. Each employee of the successful Firm and/or subcontractor will be a citizen of the United States or an alien who has been lawfully admitted for permanent residence as evidenced by Alien Registration Receipt Card Form 1-51. The successful Firm will provide receipt of proof of legal status from the Immigration and Naturalization Service (INS) for any foreign nationals. u. The successful Firm will provide name, telephone number, cell phone number, and e-mail address for the Firm’s Representative, Site Superintendent, Facility Manager, and Accountant. 25 v. The successful Firm should describe what services will be performed by the Facility Manager and the Site Superintendent during normal business hours and what services would need to be performed during overtime. w. The successful Firm is expected and required to procure, manage and supervise all subcontractors to a high quality of service and in accordance with the Solicitations of Proposals and Quotations Methodology, Exhibit D. For all work procured and undertaken on behalf of the NJEDA under this RFP, the firm must provide copies of all completed and signed subcontractor procurement and compliance forms, complete bid documents, including the scope, copies of all bids received and executed contracts. These documents will remain on file with the successful Firm and the NJEDA. The successful Firm shall provide electronic copies of all required documentation to NJEDA. x. The successful Firm is expected to complete all required reports, such as Right To Know (“RTK”), Incident Reports, budgets, certified payroll/prevailing wage documents, etc. on a timely basis. y. The Site Superintendent will assist NJEDA with card access and keys for the site. z. The Site Superintendent will assist NJEDA with events held at the site including, but not limited to: setting up and breaking down conference rooms, moving tables and chairs, microphone set-up and removal, and assisting caterers. aa. The Site Superintendent will assist NJEDA with furniture configurations, accessory installation, and relocation of personnel and/or boxes on an as-needed basis. bb. The successful Firm will assist with all aspects of the NJEDA Barnes Street parking lot, including, but not limited to, monitoring snow removal, access gate modifications, surface upgrades, tire bumper adjustments, fence repairs, video cameras, trash pickup etc. cc. For any major equipment failure, repair or other property damage that is estimated to be in excess of $10,000, all paperwork/quotes and photos for such repair/replacement should be submitted to the NJEDA immediately for an investigation of the possibility of an insurance claim. dd. The successful Firm will assist with all aspects of procuring any items and supplies as needed for the operation and use of the facility, as may be required and requested by the NJEDA which includes but is not limited to, furniture, copier and office supplies, tools, office equipment, kitchen amenities/supplies, etc. OPERATION AND MAINTENANCE OF BUILDING SYSTEMS The successful Firm will be responsible for maintaining records of all maintenance and warranty information for mechanical, electrical and other building related systems. The successful Firm will be responsible for developing a monthly report template, in a format agreed upon by NJEDA and provide that to the NJEDA. The report must include, at a minimum, all activities detailing all mechanical, electrical and other building system maintenance activities occurring each month as 26 well as any planned maintenance in the future. The successful Firm will be responsible for procurement of emergency maintenance and repair of mechanical/electrical equipment and other building systems. Therefore, the successful Firm must either subcontract with firms which are capable of providing 24 hour emergency mechanical/electrical equipment services or must be capable of providing these emergency services with its own staff resources. The Scope of Services outlined below generally describes the required services for the operation of building systems and maintenance services as required under this RFP. However, additional services may be required in addition to those outlined in this RFP pursuant to Section 5.14 of this RFP. It is the responsibility of the Proposer to review the Scope of Services and identify in its Proposal any additional services which may be required. NJEDA Headquarters’ equipment and systems will be operated, maintained and repaired in accordance with manufacturer recommendations and will include all mechanical, electrical, plumbing and utility systems installed at the NJEDA Headquarters building subject to this RFP including but not limited to: 1. Air-conditioning equipment and systems 2. Air-handling/distribution equipment and systems and controls 3. Domestic water equipment and systems 4. Electrical equipment, lighting and switchgear systems and controls 5. Elevator equipment and systems 6. Fire protection equipment and systems including fire pump 7. Heating equipment, systems and controls 8. HVAC system controls and monitoring equipment 9. Sanitary sewage equipment and systems 10. Storm drainage equipment and systems 11. Underground utility systems 12. Building security alarm systems and security access systems 13. Roofing, roof flashing, and roof drains and related systems 14. Interior and exterior window, door, and curtain wall systems 15. Emergency services and generator 16. All other equipment at the site a. The successful Firm will provide all supervision and labor and will plan, schedule, coordinate and ensure the effective and economical operation, maintenance, and repair of the building systems and equipment as specified in the RFP. All purchases and subcontracts will be procured in accordance with Solicitations of Proposals and Quotations Methodology, Exhibit D. b. All mechanical, electrical, plumbing and utility systems will be operated in an energy efficient manner and maintained at an acceptable level, and according to manufacturers accepted guidelines throughout the contract performance period. An "acceptable level" of maintenance is defined as the level of maintenance which will preserve the equipment in unimpaired operating condition i.e., above the point where deterioration will begin, thereby diminishing the normal life expectancy of the equipment. The successful Firm will be responsible for performing scheduled and unscheduled maintenance, and repairs, as necessary, on a 24 hour a day, 365 days per year basis, including emergency call-back service. 27 c. The successful Firm will be responsible to contract for maintenance and management of central station monitoring for all fire protective/fire suppression systems, burglar and critical alarms of energy management systems. This monitoring will be in accordance with all BOCA National Building Codes, the National Fire Protection Association and all other applicable codes and requirements. It is the successful Firm’s responsibility to maintain remote central station monitoring 24 hours per day, seven days per week, and be prepared to respond to any systems activation. d. The Site Superintendent will notify the NJEDA of any major equipment or systems not operating, or that become non-operational at anytime. The successful Firm will not delay in proceeding to repair malfunctioning equipment or systems. Security and fire alarm system malfunctions must be reported immediately to the central station and to the NJEDA contact person. e. The Site Superintendent must be able to utilize the building management system and make the appropriate modifications to the system to ensure the buildings systems are operated in an energy efficient manner to provide the following environmental conditions: Temperature controls will be set to maintain 68-70 degrees Fahrenheit during working hours in the heating season. Temperature controls will be set to maintain 70-72 degrees Fahrenheit during working hours in the cooling season. Space temperatures during non-working hours will set back beginning at 6 PM and be maintained to assure the protection of the building and its systems. The normal operating time for building equipment and systems will be considered as the time to operate the building's heating and air-conditioning equipment to provide the environmental temperatures mandated by NJEDA during the heating and cooling seasons. NJEDA’s normal working hours are defined as 7:00 a.m. to 6:00 p.m. unless modified by the NJEDA. The starting of the building HVAC equipment must be based on weather conditions, which will provide the proper environmental conditions during those hours. Equipment will not be operated unnecessarily during the evening hours, overnight, weekends, holidays, or when the total building or specific areas of the building are not in use. The Site Superintendent must be able to access the building management system remotely. f. The successful Firm will develop and implement a Comprehensive Preventative Maintenance Program. At the first day of each month, a monthly preventative maintenance schedule must be provided to NJEDA. All equipment and systems and plumbing will be maintained at an acceptable level as previously defined to ensure that the buildings are operated in an efficient manner. The program will include, but will not be limited to, periodic inspection, testing, cleaning, lubrication, adjustment, filter cleaning and replacement and necessary parts and repairs to keep the equipment and systems in optimum operating condition. Manufacturers recommended preventative maintenance will be the minimum accepted level. The 28 successful Firm will be responsible for developing a monthly report template, in a format agreed upon by NJEDA. The Firm will complete the Monthly Report. The preventive maintenance report will be reviewed at the monthly meetings with a quarterly detailed review of the reports, work documents, invoices and future procurement plans. g. In the event of any major equipment failure, repair or other property damage that is estimated to be in excess of $10,000.00, will need to be immediately reported to the NJEDA Real Estate Staff. All paperwork/quotes, pictures and a written description of the situation should be submitted to the NJEDA immediately for an investigation into the possibility of an insurance claim. 1. Elevator Maintenance The successful Firm will maintain elevator and associated equipment in a safe and operative condition in compliance with the requirements of the latest edition of the American National Standards Institute (ANSI) Safety Code for elevators and escalators and all other applicable laws and regulations of the State of New Jersey. The successful Firm will direct its service subcontractor to respond immediately to all reports of elevator problems or malfunctions during normal working hours. The elevator will be maintained and operated in accordance with the manufacturer’s specifications. The successful Firm will also be responsible for performing work associated with and the coordination of a yearly NJ Department of Community Affairs (DCA) inspection. There is one Otis 5 stop hydraulic passenger elevator in the building which will be included in the Scope of Services as outlined in this RFP. 2. Mechanical equipment maintenance and monitoring • (2) Trane #PCCBDAC-52 air handling units • (2) Chilled water pumps • (2) Hot water pump, • (2) Exhaust fans • (51) VAV Boxes • Fan coil unit • Cabinet heaters and fin tube radiators • Automatic Temperature Controls (ATC) o VAV boxes o Hot water system o Chilled water system o RTU 1 & 2 • Sump pump • Sewage Ejector pump • Domestic water booster pump • Domestic water heaters • Emergency generator • All other equipment at the site and as noted in preventive maintenance section 3.3.2(f) above 29 3. Fire alarm and Security maintenance and monitoring 4. Sprinkler & fire pump maintenance including annual testing • Fire pump • Jockey pump 5. Carpet maintenance - Maintain carpet as specified by manufacturer to ensure a lifetime warranty for the carpet. 6. Implementation of a Mold Prevention Program to prevent, reduce or eliminate mold growth. 7. Parking lot gates, access system, video security system and building card access software. 8. Any other equipment in the building as requested by the NJEDA. JANITORIAL SERVICES/HOUSEKEEPING The successful Firm will be required to supply all janitorial services, supplies and housekeeping as required to maintain a clean building environment. The successful Firm will provide daily, five days per week, janitorial and housekeeping services, equipment and supplies. The required areas covered by the RFP, will be identified and explained as needed during the site walkthrough planned as part of this RFP. The janitorial/housekeeping services will include: A janitorial quality control inspection via onsite visit is required to be performed by successful firm’s staff during the cleaners shift to ensure the scope is being followed on at least a bi-weekly basis. On a daily basis: a. Thorough cleaning of all floors in the office, cubicle, break room, lunch room and common areas using a vacuum and/or chemically treated mop including wet cleaning of floors where necessary. b. On a daily basis, thoroughly clean and dust all public areas including board room, break rooms, lunch room, corridors, all stairways, lobbies, reception areas, conference rooms and elevators with surface cleaners, vacuum and/or wet mop. Spot clean glass doors, office windows and clean entrance floors and steps as needed. All cleaning products must be CDC compliant to eliminate all viruses on surfaces throughout the building. Vacuum all carpet runners at entrance doors and lobby area. c. Empty and clean all wastepaper and recycling baskets. Supply and place waste paper, recycling, and trash can liners, including exterior trash cans and cigarette 30 receptacles if applicable on a daily basis. Disposal of all trash and recycling in the proper site trash dumpster. d. Thoroughly clean all restrooms on a daily basis. Clean and disinfect lavatory and toilet bowls inside and outside, clean fixtures, mirrors and empty sanitary disposal receptacles daily. All cleaning products must meet CDC guidelines for the elimination of all viruses. Fill dispenser items such as toilet tissue, paper towels, soap and feminine product machines as needed (these items, as well as all other supplies are to be procured by the successful Firm and included in the bid price). Wet clean floor with germicidal solution, wet wipe ledges, empty wastebaskets, replace liners, spot clean lavatory doors and door knobs on a daily basis with a sanitizing cleaner per CDC guidelines. Wet clean metal partitions and doors on a weekly basis. e. Thoroughly clean all kitchen/coffee break rooms, board room, lunch room and vending machine areas including equipment, sinks, tables, countertops, coffee machines, appliances, the top of refrigerators. Empty trash cans and replace can liners, remove all trash to trash holding areas for disposal on a daily basis. Inspect dishwashers for soiled dishes, adding dishwasher detergent, and activate cleaning cycle as needed. Replace all paper towels, soap and dishwasher detergent as needed (these items, as well as all other supplies are to be procured by the successful Firm and included in the bid price). e. Disposal of all trash and recycling in the proper site trash dumpster. f. The successful Firm will remove litter and other accumulated debris from the exterior of the building and landscaped area at NJEDA Headquarters at times between landscape visits on a daily basis. They will also ensure the placement and emptying of external cigarette butt containers and trash cans as needed. On a weekly basis: g. Wet clean or use treated cloth for cleaning and dusting of furniture, file cabinets, cleared areas of desks only, telephones, window sills, low ledges, top of refrigerators, water coolers and vending machines, on a weekly basis with a CDC approved cleaner h. Vacuum and wipe clean all exposed surfaces of offices, board room, conference room, cubicle seating, all stairwells and elevator walls on a weekly basis with a CDC approved cleaner. As needed/requested: i. Spot clean smudges on walls, elevator interior panels, office windows, interior lobby glass including vestibule and all front doors (reachable from the ground), interior office windows, cube walls and all doors as necessary with a CDC approved cleaner. j. Clean and sweep all floors in maintenance areas and equipment rooms at least once a month or as requested. Clean and sweep all floors in server room as requested. 31 On a monthly basis: k. Defrost and clean all refrigerators. l. Successful firm must acquire separate competitive quotes for carpet cleaning as per Solicitations of Proposals and Quotations Methodology, Exhibit D. After normal building hours of 8 PM during a weekday, or on a Saturday, the entire carpeting on one floor should be shampooed each month, on a rotating basis (one floor the first month, another floor the second month, etc.). The elevator, vestibule carpet and carpet runners at the entrance doors should be shampooed every month. As part of this additional work all ceiling diffusers should be wiped clean on the floor being shampooed. m. Perform a top down cleaning of occupied spaces including high ledges and other areas not covered in the cleaning routine listed above with a CDC approved sanitizing cleaner Quarterly: