Janitorial Services – Old Revenue Building

STATE OF NORTH CAROLINA Department of Administration Invitation for Bid #: 13-DOA12313614 Janitorial Services – Old Revenue Building Date of Issue: April 1, 2022 Bid Opening Date: April 20, 2022 At 2:00PM ET Direct all inquiries concerning this IFB to: Meredith Swartz Purchasing Officer Email: Meredith.swartz@doa.nc.gov Phone: 984-236-0083 Ver: 11/2021 STATE OF NORTH CAROLINA Invitation for Bid # 13-DOA12313614 ______________________________________________________ For internal State agency processing, including tabulation of bids, provide your company’s eVP (Electronic Vendor Portal) Number. Pursuant to G.S. 132-1.10(b) this identif ication number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection. This page shall be filled out and returned with your bid. Failure to do so may subject your bid to

rejection. ___________________________________________________ Vendor Name ______________________________ Vendor eVP# Note: For your bid to be considered, your company (you) must be a North Carolina registered vendor in good standing. You must enter the vendor number assigned through eVP (Electronic Vendor Portal). If you do not have a vendor number, register at https://vendor.ncgov.com/vendor/login https://vendor.ncgov.com/vendor/login Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 1 Refer ALL Inquiries regarding this IFB to: Meredith.swartz@doa.nc.gov Invitation for Bid #: 13-DOA12313614 Bids will be publicly opened: April 20, 2022 @ 2:00PM ET Using Agency: Facility Management Division Commodity No. and Description: 761100 - Cleaning and janitorial services Requisition No.: PR12313614 EXECUTION In compliance with this Invitation for Bid (IFB), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein. By executing this bid, the undersigned Vendor understands that false certification is a Class I felony and certifies that:  this bid is submitted competitively and without collusion (G.S. 143-54),  none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and  it is not an ineligible Vendor as set forth in G.S. 143-59.1. Furthermore, by executing this bid, the undersigned certifies to the best of Vendor’s knowledge and belief, that:  it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency. As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this IFB, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system. G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this response to the IFB, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor is not aware that any such gift has been offered, accepted, or promised by any employees of your organization. By executing this bid, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL TERMS AND CONDITIONS. These documents can be accessed from the Ariba Sourcing Tool. Failure to execute/sign bid prior to submittal may render bid invalid and it MAY BE REJECTED. Late bids shall not be accepted. COMPLETE/FORMAL NAME OF VENDOR: STREET ADDRESS: P.O. BOX: ZIP: CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO: PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #12): PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER: VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL: STATE OF NORTH CAROLINA Department of Administration Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 2 VALIDITY PERIOD Offer shall be valid for at least 90 days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual agreement of the parties. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this IFB. ACCEPTANCE OF BIDS If your bid is accepted, all provisions of this IFB, along with the written results of any negotiations, shall constitute the written agreement between the parties (“Contract”). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply. Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed. FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on The attached certification, by ____________________________________________________________________. (Authorized Representative of Department of Administration) Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 3 Contents 1.0 PURPOSE AND BACKGROUND .......................................................................................... 5 1.1 CONTRACT TERM .............................................................................................................. 5 2.0 GENERAL INFORMATION.................................................................................................... 5 2.1 INVITATION FOR BID DOCUMENT ..................................................................................... 5 2.2 E-PROCUREMENT FEE ...................................................................................................... 5 2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS ............................... 5 2.4 IFB SCHEDULE ................................................................................................................... 6 2.5 SITE VIDEO ......................................................................................................................... 6 2.6 MANDATORY PRE-BID CONFERENCE CALL .................................................................... 6 2.7 BID QUESTIONS ................................................................................................................. 7 2.8 BID SUBMITTAL.................................................................................................................. 7 2.9 BID CONTENTS................................................................................................................... 8 2.10 ALTERNATE BIDS .............................................................................................................. 8 2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS .......................................................... 8 3.0 METHOD OF AWARD AND BID EVALUATION PROCESS................................................... 9 3.1 METHOD OF AWARD.......................................................................................................... 9 3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ........ 9 3.3 BID EVALUATION PROCESS ............................................................................................. 9 3.4 PERFORMANCE OUTSIDE THE UNITED STATES ........................................................... 10 3.5 INTERPRETATION OF TERMS AND PHRASES................................................................ 10 4.0 REQUIREMENTS ................................................................................................................ 10 4.1 PRICING ............................................................................................................................ 11 4.2 INVOICES .......................................................................................................................... 11 4.3 FINANCIAL STABILITY ..................................................................................................... 11 4.4 HUB PARTICIPATION ....................................................................................................... 11 4.5 VENDOR EXPERIENCE..................................................................................................... 11 4.6 WORK PLAN ..................................................................................................................... 11 4.7 REFERENCES ................................................................................................................... 12 4.8 BACKGROUND CHECKS.................................................................................................. 12 4.9 PERSONNEL ..................................................................................................................... 14 4.10 VENDOR’S REPRESENTATIONS ..................................................................................... 14 4.11 AGENCY INSURANCE REQUIREMENTS MODIFICATION ............................................... 15 4.12 NC COVID-19 VACCINATION AND TESTING REQUIREMENT ......................................... 15 4.13 FEDERAL COVID-19 VACCINATION REQUIREMENT ...................................................... 15 Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 4 5.0 SPECIFICATIONS AND SCOPE OF WORK ........................................................................ 15 5.1 BUILDING SPECIFICATIONS AND SPECIAL REQUIREMENTS ....................................... 15 5.2 VENDOR STAFFING REQUIREMENTS ............................................................................. 16 5.3 CLEANING AND MAINTENANCE DUTIES ........................................................................ 19 5.4 EQUIPMENT AND SUPPLIES............................................................................................ 22 5.5 BUILDING MAINTENANCE ............................................................................................... 23 5.6 PERFORMANCE ............................................................................................................... 24 5.7 DEFAULT AND PENALTIES.............................................................................................. 25 5.8 COMMUNICATIONS AND REPORTING ............................................................................ 25 5.9 SPECIAL PROVISIONS ..................................................................................................... 26 6.0 CONTRACT ADMINISTRATION.......................................................................................... 27 6.1 PROJECT MANAGER AND CUSTOMER SERVICE .......................................................... 27 6.2 CONTINUOUS IMPROVEMENT......................................................................................... 27 6.3 ACCEPTANCE OF WORK ................................................................................................. 27 6.4 TRANSITION ASSISTANCE .............................................................................................. 27 6.5 DISPUTE RESOLUTION .................................................................................................... 27 6.6 CONTRACT CHANGES ..................................................................................................... 28 6.7 ATTACHMENTS ................................................................................................................ 28 ATTACHMENT A: PRICING .......................................................................................................... 29 ATTACHMENT: PERFORMANCE GUARANTEE .......................................................................... 30 APPENDIX A: SAMPLE INSPECTION REPORT CHECKLIST........................................................ 31 Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 5 1.0 PURPOSE AND BACKGROUND The North Carolina Department of Administration (DOA), Facility Management Division (FMD) is seeking to contract with a qualif ied Vendor to provide janitorial services for the subject State building/facility, as herein specified. The contracts shall consist of an all-inclusive janitorial service with Routine Cleaning Schedules, including all necessary labor, supervision, materials, and equipment in order to keep the subject State building properly cleaned and supplied. The DOA Facility Management Division shall perform the administration of the contract. The DOA Facility Management Division is responsible for providing efficient, healthy, and safe janitorial service for State buildings. Therefore, with this RFP, the Contracting Agency seeks proposals f rom experienced, qualified Vendors to provide the qualifying service with sufficient and professional manpower, enabling minimal interruption of service upon termination of the previous contract. The intent of this solicitation is to award an Agency Contract. 1.1 CONTRACT TERM The Contract shall have an initial term of one year, beginning on the date of f inal Contract execution (the “Ef fective Date”). At the end of the Contract’s initial term, the State shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to two (2) additional one-year terms. The State will give the Vendor written notice of its intent to exercise each option no later than thirty (30) days before the end of the Contract’s then-current term. In addition to any optional renewal terms, and with the Vendor’s concurrence, the State reserves the right to extend the Contract after the last active term. Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto. 2.0 GENERAL INFORMATION 2.1 INVITATION FOR BID DOCUMENT This IFB is comprised of the base IFB document, any attachments, and any addenda released before Contract award, which are incorporated herein by reference. 2.2 E-PROCUREMENT FEE ATTENTION: This is an NC eProcurement solicitation facilitated by the Ariba Network. The E-Procurement fee may apply to this solicitation. See the paragraph entitled ELECTRONIC PROCUREMENT of the North Carolina General Terms and Conditions. General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/. What is the Ariba Network? The Ariba Network is a web-based platform that serves as a connection point for buyers and vendors. Vendors can log in to the Ariba Network to view purchase orders, respond to electronic requests for quotes, participate in Sourcing Events, and collaborate with buyers on contract documents. For training on how to use the Sourcing Tool to view solicitations, submit questions, develop responses, upload documents, and submit offers to the State, Vendors should go to the following site: http://eprocurement.nc.gov/training/vendor-training. 2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS It shall be the Vendor’s responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions, all relevant exhibits and attachments, and any other components made a part of this IFB and comply with all requirements and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this IFB. http://eprocurement.nc.gov/ Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 6 If Vendors have questions, issues, or exceptions regarding any term, condition, or other component of this IFB, those must be submitted as questions in accordance with the instructions in the BID QUESTIONS Section. If the State determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an IFB addendum. The State may also elect to leave open the possibility for later negotiation and amendment of specific provisions of the Contract that have been addressed during the question-and-answer period. Other than through this Q and A process or negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s bid or otherwise. This applies to any language appearing in or attached to the document as part of the Vendor’s bid that purports to vary any terms and conditions or Vendors’ instructions herein or to render the bid non-binding or subject to further negotiation. Vendor’s bid shall constitute a f irm offer that shall be held open for the period required herein (“Validity Period” above). By execution and delivery of this IFB Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded. Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s bid as nonresponsive. The State may exercise its discretion to consider Vendor proposed modifications. 2.4 IFB SCHEDULE The table below shows the intended schedule for this IFB. The State will make every effort to adhere to this schedule. Event Responsibility Date and Time Issue IFB State April 1, 2022 Deadline to Request Conference Call information April 11, 2022 @ 2:00PM Hold Pre-Bid Meeting/Site Visit State April 12, 2022 @ 10:00AM Submit Written Questions Vendor April 13, 2022 @ 2:00PM Provide Response to Questions State April 14, 2022 Submit Bids Vendor April 20, 2022 @ 2:00PM ET Contract Award State TBD Contract Effective Date State June 1, 2022 2.5 SITE VIDEO Vendors shall view the site video linked below before the mandatory conference call. The purpose of this video is for all prospective Vendors to apprise themselves with the conditions and requirements which will affect the performance of the work called for by this Request for Proposals. Old Revenue Site Visit Mar, 22, 2022 2.6 MANDATORY PRE-BID CONFERENCE CALL Mandatory Pre-Bid Conference Conference Call Date: 04/12/22 Conference Call Time: 10:00AM Eastern Time Request Call-in Information: Meredith.swartz@doa.nc.gov Deadline to Request Call-in Information:4/11/22 @ 2:00PM Instructions: It shall be MANDATORY that each Vendor representative email the Contract Lead at Meredith.swartz@doa.nc.gov to request the call-in conference call number and conference ID# to participate in the conference call for this solicitation. In the email request, Vendor shall include Company name, Contact Name, Email and Phone. Attendance will be strictly enforced. Only Vendors that have submitted a request will be found responsive when submitting proposals to this solicitation. Rollcall of the list of Vendors who submitted the call information request will start promptly at 10:00AM. https://youtu.be/b7N_LZdqBMc Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 7 FAILURE TO ATTEND THE MANDATORY PRE-BID CONFERENCE SHALL RESULT IN VENDOR’S BID BEING DEEMED NON-RESPONSIVE AND NOT CONSIDERED FOR AWARD. The purpose of this conference is for all prospective Vendors to apprise themselves of the conditions and requirements which will affect the performance of the work called for by this IFB. Vendors must stay for the duration of the conference. No allowances will be made for unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by this IFB. Vendors are cautioned that any information released to attendees during the conference, other than that involving the physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this IFB, must be conf irmed by written addendum before it can be considered to be a part of this IFB and any resulting contract. 2.7 BID QUESTIONS Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best bid possible. To accommodate the Bid Questions process, Vendors shall submit any such questions by the “Submit Written Questions” date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum. Questions related to the content of the solicitation, or the procurement process should be directed to the person on the title page of this document via the Sourcing Tool's message board by the date and time specified in the IFB SCHEDULE Section of this IFB. Vendors will enter “IFB # 13-DOA12313614 – Questions” as the subject of the message. Question submittals should include a reference to the applicable IFB section. This is the only manner in which questions will be received. Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888-211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM ET to 5:00 PM ET. Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be posted in the Sourcing Tool in the form of an addendum and shall become an Addendum to this IFB. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this IFB, shall be considered authoritative or binding. Vendors shall rely only on written material contained in the IFB and an addendum to this IFB. 2.8 BID SUBMITTAL IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk of late submission due to unintended or unanticipated delay. It is the Vendor’s sole responsibility to ensure its bid has been received as described in this IFB by the specified time and date of opening. Failure to submit a bid in strict accordance with instructions provided shall constitute sufficient cause to reject a Vendor’s bids(s). Solicitation responses are subject to Sealed Bidding requirements. Vendor’s bids for this procurement must be submitted through the Sourcing Tool. For training on how to use the Sourcing Tool to view solicitations, submit questions, develop responses, upload documents, and submit offers to the State, Vendors should go to the following site: https://eprocurement.nc.gov/training/vendor-training Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888-211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM EST to 5:00 PM EST. Tips for Using the Sourcing Tool 1. Vendors should review available training and confirm that they are able to access the Sourcing Event, enter responses, and upload f iles well in advance of the date and time response are due to allow suf ficient time to seek assistance from the North Carolina eProcurement Help Desk. 2. Vendors may submit their responses early to make sure there are no issues, and then submit a revised response any time prior to the response due date and time. The State will only review the most recent response. https://eprocurement.nc.gov/training/vendor-training Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 8 3. Vendors should respond to all relevant sections of the Sourcing Event. Certain questions or items are required in order to submit a response and are denoted with an asterisk. The Sourcing Tool will not allow a response to be submitted unless all required items are completed. The Sourcing Tool will provide error messages to help identify any required information that is missing when response is submitted. 4. Simply saving your response in the Sourcing Tool is not the same as submitting your response to the State. Vendors should make sure they complete the submission process and receive a message that their response was successfully submitted. 2.9 BID CONTENTS Vendors shall provide responses to all questions and complete all attachments for this IFB that require the Vendor to provide information and upload them to the Sourcing Event in the Sourcing Tool. Vendor may not be able to submit its response in the Sourcing Tool unless all required items are addressed. Vendors shall provide authorized signatures where requested. Failure to provide all required items, or Vendor’s submission of incomplete items, may result in the State rejecting Vendor’s bid, in the State’s sole discretion. Vendors shall upload the following items and attachments in the Sourcing Tool: a) Cover Letter, must include a statement that confirms that the Vendor has read the IFB in its entirety, including all links, and all Addenda released in conjunction with the IFB. b) Title Page: Include the company name, address, phone number and authorized representative along with the Bid Number. c) Completed and signed version of all EXECUTION PAGES, along with the body of the IFB. d) Signed receipt pages of any addenda released in conjunction with this IFB, if required to be returned. e) Vendor’s Response to 4.5 VENDOR EXPERIENCE f ) Vendor’s Response to 4.6 WORK PLAN g) Completed version of ATTACHMENT A: PRICING h) Completed and signed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION i) Completed and signed version of ATTACHMENT E: CUSTOMER REFERENCE FORM j) Completed and signed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR k) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION l) Completed and signed version of ATTACHMENT H: ACKNOWLEDGMENT OF COVID-19 VACCINATION AND TESTING POLICY m) Completed and signed version of ATTACHMENT: PERFORMANCE GUARANTEE n) APPENDIX A: SAMPLE INSPECTION REPORT CHECKLIST 2.10 ALTERNATE BIDS Unless provided otherwise in this IFB, Vendor may submit alternate bids for comparable Goods, various methods or levels of Service(s), or that propose different options. Alternate bid must specifically identify the IFB requirements and advantage(s) addressed by the alternate bid. Each bid must be for a specific set of Goods and Services and must include specific pricing. If a Vendor chooses to respond with various offerings, Vendor shall follow the specific instructions for uploading Alternate Bids in the Sourcing Tool. 2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS Relevant def initions for this IFB are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found in the Sourcing Tool, which are incorporated herein by this reference. The following definitions, acronyms, and abbreviations are also relevant to this IFB: DOA – Department of Administration FMD – Facility Management Division Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 9 3.0 METHOD OF AWARD AND BID EVALUATION PROCESS 3.1 METHOD OF AWARD North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the State’s best interest. All responsive bids will be reviewed, and an award or awards will be based on the responsive bid(s) offering the lowest price that meets the specifications provided herein. While the intent of this IFB is to award a Contract(s) to a single Vendor, the State reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items, or to cancel this IFB in its entirety without awarding a Contract, if it is considered to be most advantageous to the State to do so. The State reserves the right to waive any minor informality or technicality in bids received. 3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION While this IFB is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See the Paragraph of the Instructions to Vendors entitled Confidential Information. 3.3 BID EVALUATION PROCESS Only responsive submissions will be evaluated. The State will conduct an evaluation of responsive Bids, as follows: Bids will be received according to the method stated in the Bid Submittal section above. All bids must be received by the issuing agency not later than the date and time specified in the IFB SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the State reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the State. At the date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum, the bids from each responding Vendor will be opened publicly and the name of the Vendor and total cost offered may be announced. Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor’s pricing position. The Department of Administration will be conducting live bid openings over conference call. Below is the call-in information for this procurement’s bid opening scheduled for April 20, 2022, at 2:00pm Microsoft Teams meeting Join on your computer or mobile app Click here to join the meeting Join with a video conferencing device ncgov@m.webex.com Video Conference ID: 119 819 396 0 Alternate VTC instructions Or call in (audio only) +1 984-204-1487,,613484474# United States, Raleigh Phone Conference ID: 613 484 474# If negotiation is anticipated under 01 NCAC 05B.0503, pricing may not be public until award. https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWVmM2M5NTQtYWQxZC00ZmQ5LTlmOTAtYmRkYjU4ZDE0NzU4%40thread.v2/0?context=%7b%22Tid%22%3a%227a7681dc-b9d0-449a-85c3-ecc26cd7ed19%22%2c%22Oid%22%3a%22eba0bdb7-0b77-4d3e-8f1e-17f560c8298a%22%7d https://www.webex.com/msteams?confid=1198193960&tenantkey=ncgov&domain=m.webex.com tel:+19842041487,,613484474#%20 Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 10 At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the bid. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all bids should be complete and ref lect the most favorable terms available f rom the Vendor. Prices bid cannot be altered or modified as part of a clarif ication. Bids will generally be evaluated, based on completeness, content, cost and responsibility of the Vendor to supply the requested Goods and Services. Specific evaluation criteria are listed in Section 3.1 METHOD OF AWARD. Upon completion of the evaluation process, the State will make Award(s) based on the evaluation and post the award(s) under the IFB number for this solicitation. Award of a Contract to one Vendor does not mean that the other bids lacked merit, but that, all factors considered, the selected bid was deemed most advantageous and represented the best value to the State. The State reserves the right to negotiate with one or more Vendors, or to reject all original offers and negotiate with one or more sources of supply that may be capable of satisfying the requirement, and in either case to require Vendor to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the State. 3.4 PERFORMANCE OUTSIDE THE UNITED STATES Vendor shall complete ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this IFB, the State may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the State: a) Total cost to the State b) Level of quality provided by the Vendor c) Process and performance capability across multiple jurisdictions d) Protection of the State’s information and intellectual property e) Availability of pertinent skills f ) Ability to understand the State’s business requirements and internal operational culture g) Particular risk factors such as the security of the State’s information technology h) Relations with citizens and employees i) Contract enforcement jurisdictional issues 3.5 INTERPRETATION OF TERMS AND PHRASES This IFB serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the State; and (2) to provide (together with other specified documents) the terms of the Contract resulting f rom this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether bids should be evaluated or rejected, the State will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the State’s needs as described in the IFB. Except as specifically stated in the IFB, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the State exercising its discretion to reject a bid in its entirety. 4.0 REQUIREMENTS This Section lists the requirements related to this IFB. By submitting a bid, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements, and terms and conditions stated in this IFB. If a Vendor is unclear about a requirement or specification, or believes a change to a requirement would allow for the State to receive a better bid, the Vendor is urged to submit these items in the form of a question during the question and answer period in accordance with the Bid Questions Section above. Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 11 4.1 PRICING Bid price shall constitute the total cost to the State for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees. Vendor shall Complete ATTACHMENT A: PRICING FORM and upload in the Sourcing Tool. The pricing provided in ATTACHMENT A, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract. 4.2 INVOICES a) The Vendor must submit one monthly invoice via email to the Contract Administrator. b) Invoices must be submitted to the Contract Administrator in digital form on the Vendor’s official letterhead stationery and must be identified by a unique invoice number. All invoice backup reports and spreadsheets must be provided in electronic format. c) Invoices must bear the correct contract number and purchase order number to ensure prompt payment. The Vendor’s failure to include the correct purchase order number may cause delay in payment. d) Invoices must include an accurate description of the work for which the invoice is being submitted, the invoice date, the period of time covered, the amount of fees due to the Vendor, and the original signature of the Vendor’s project manager. 4.3 FINANCIAL STABILITY As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction. Each Vendor shall certify it is f inancially stable by completing ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION. The State is requiring this certification to minimize potential issues from contracting with a Vendor that is f inancially unstable. From the date of the Certification to the expiration of the Contract, the Vendor shall notify the State within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certif ication. The Contract Manager may require annual recertification of the Vendor’s financial stability. 4.4 HUB PARTICIPATION Pursuant to North Carolina General Statute G.S. 143-48, it is State policy to encourage and promote the use of small, minority, physically handicapped, and women contractors in purchasing Goods and Services. As such, this IFB will serve to identify those Vendors that are minority owned or have a strategic plan to support the State’s Historically Underutilized Business program by meeting or exceeding the goal of 10% utilization of diverse firms as 1st or 2nd tier subcontractors. Vendor shall complete ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION. 4.5 VENDOR EXPERIENCE In its Proposal, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to the State of North Carolina. The Vendor shall provide a WRITTEN SUMMARY of the company/corporation, including when the firm was established, the location of its corporate headquarters, the number of current employees, the types of facilities serviced, the current volume of space being cleaned, and similar contracts held over the past three (3) years. The State may check all public sources to determine whether the Vendor has listed all contracts for similar work within the designated period. If the State determines that the list is incomplete or inaccurate and similar contracts were no listed, the State may contact the entities to make inquiry into the Vendor’s performance of those contracts and the information obtained may be considered as “Reference” information. The Vendor must have cleaned an approximate minimum of 126,941.25 square feet (75% of total net square footage requested in this proposal). Vendor shall submit experience of any employees, supervisors, or subcontractors to perform Annual Major Maintenance. 4.6 WORK PLAN In its proposal, the Vendor must submit a WRITTEN WORK PLAN TO INCLUDE THE FOLLOWING: Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 12 • The Vendor’s Work Plan will describe the method and routine for how the Vendor proposes to clean the building. • The personnel to be assigned during the Day Shift, the personnel to be assigned during the Evening Shift, the designated Shift Supervisors and Managers, Vendor shall name each position and the tasks associated. Note: All staff does not have to be hired at time of bid submittal, however Vendor shall assign duties based on position. • Equipment Inventory List: To include list of equipment that is to be located in the building during the duration of the contract for general cleaning, list of equipment that is to be required for emergency services per Section 5.4 (A), equipment list for Semi-Annual / Annual Major Maintenance (floors and deep clean of restrooms), note if owned, rented, or sub-contracted. • Proposed Annual Major Maintenance Schedule for floor maintenance and deep cleaning of Restrooms, shall accompany the Work Plan. Vendor shall submit any subcontractors and contact information of subcontractors that will be used. The Work Plan shall be considered in the evaluation of award. Failure to provide the requested Work Plan, will be cause for disqualification of the Vendor’s bid. 4.7 REFERENCES Vendor shall upload to the Sourcing Tool at least three (3) references, using ATTACHMENT E: CUSTOMER REFERENCE FORM, for which it has provided Services of similar size and scope to those proposed herein. The State may contact these users to determine whether the Services provided are substantially similar in scope to those proposed herein and whether Vendor’s performance has been satisfactory. The information obtained may be considered in the evaluation of the Bid. 4.8 BACKGROUND CHECKS 4.8.1 GENERAL INFORMATION It is the policy of the State to provide a safe environment for State Government employees to work. Due to the Contract requirements, the State requires criminal background checks of awarded Vendors, including but not limited to: owners, employees, agents, representatives, subcontractors, and all personnel of their respective companies. All costs and expenses associated with criminal background checks are the responsibility of the Vendor. The following requirements must be met: a) Criminal background checks shall be current and completed within ninety (90) days of the Contract effective date. b) The criminal background check shall include a social security verification/check, felonies, misdemeanors, and traffic records covering a minimum of the last seven (7) years for all states and countries where the individual has resided. The criminal background check information shall be f irst thoroughly reviewed by the Vendor and then sent to the Contract Administrator for review and approval. Out of state searches shall be required for persons living in the state of NC for fewer than seven (7) years. Fingerprint background checks may be required in some instances depending on the facility requirements. c) A criminal background check on the awarded Vendor and its employees shall be provided by the Vendor prior to Contract effective date. Copies of the original criminal background check shall be sent to the Contract Administrator for evaluation. In some cases, badging cannot take place until af ter the evaluation and approval of the Vendor’s criminal checks. d) When a new employee or individual is identified to perform Services on this Contract, the Vendor shall provide the Contract Administrator with a criminal background check before the individual can be approved for work. Persons without approved criminal background checks shall not be allowed to work in the relevant buildings until proper documentation is submitted and approved. e) The State may require the Vendor to exclude the Vendor’s employees, agents, representatives, or subcontractors based on the background check results. Discovery that one or more employees have convictions does not disqualify the Vendor from award. f ) Additionally, the State may use The North Carolina Department of Public Safety Offender Public Information or similar Services to conduct additional background checks on the Vendor’s proposed employees. https://webapps.doc.state.nc.us/opi/offendersearch.do?method=view Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 13 4.8.2 BACKGROUND CHECK REQUIREMENTS As part of Vendor’s criminal background checks, the details below must be provided to the State: a) Any criminal felony conviction, or conviction of any crime involving moral turpitude, including but not limited to f raud, misappropriation or deception, of Vendor, its officers or directors, or any of its employees or other personnel to provide Services on this project of which Vendor has knowledge, or provide a statement that Vendor is aware of none; b) Any criminal investigation for any of fense involving moral turpitude, including, but not limited to f raud, misappropriation, falsification or deception pending against Vendor of which it has knowledge, or provide a statement Vendor is aware of none; c) Any regulatory sanctions levied against Vendor or any of its officers, directors or its professional employees expected to provide Services on this project by any state or federal regulatory agencies within the past three years or a statement that there are none. As used herein, the term “regulatory sanctions” includes the revocation or suspension of any license or certification, the levying of any monetary penalties or f ines, and the issuance of any written warnings; d) Any regulatory investigations pending against Vendor or any of its officers, directors or its professional employees expected to provide Services on this project by any state or federal regulatory agencies of which Vendor has knowledge, or provide a statement that there are none. e) Any civil litigation, arbitration, proceeding, or judgments pending against Vendor during the three (3) years preceding submission of its bid herein, or provide a statement that there are none. 4.8.3 BACKGROUND CHECK LIMITATIONS Any individual representing the Vendor, who: a) In his/her lifetime, has been adjudicated as a habitual felon as defined by GS 14-7.1 or a violent habitual felon as def ined by GS 14-7.7, shall not be allowed to work in buildings occupied by State Government employees. b) During the last seven (7) years has been convicted of any criminal felony or misdemeanor sexual offense or a crime of violence shall not be allowed to work in buildings occupied by State Government employees. c) At any time has an outstanding warrant or a criminal charge for a crime described in (b) above shall not be allowed to work on State property. d) The Vendor must ensure that all employees have a responsibility to self-report to the Vendor within twenty-four (24) hours any arrest for any disqualifying offense. The Vendor must notify the Contract Administrator within twenty-four (24) hours of all details concerning any reported arrest. e) Upon the request of the Contract Administrator, the Vendor will re-screen any of its employees, agents, representatives, and subcontractors during the term of the Contract. f ) Vendor’s responses to these background check requests shall be considered a continuing representation, and Vendor’s failure to notify the State within thirty (30) days of any criminal charge, investigation, or proceeding involving Vendor or its then-current officers, directors or persons providing Services under this Contract during its term shall constitute a material breach of contract. The provisions of this paragraph shall also apply to any subcontractor utilized by Vendor to perform Services under this Contract. g) If there are problems or delays with performance associated with the completion and compliance with this background check requirements, any Vendor’s performance bond could be used to complete these Services. 4.8.4 DOCUMENT REQUIREMENTS Required documentation to be submitted prior to date Contract is ef fective and for performing any Services on State property shall include: a) A cover letter by the Vendor on company letterhead with a list of the full names matching a required government issued photo ID, addresses, and birth dates of each person representing the contracting company. Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 14 b) Vendor shall also provide a photocopy of the required State or Federal government issued picture ID or Driver License. c) A letter on company letterhead is not acceptable proof in itself but can be used to further clarify information on the criminal background check submitted. All documentation shall be submitted at the same time. Submit documents which are clear and legible. d) Background checks consisting of: 1. Original unaltered criminal background check from the organization providing the background check. 2. The background check provider’s company name, company mailing address, and contact phone numbers. 3. The full name of the individual, which matches the government issued photo ID. 4. The current address of individual being checked. 5. The date the criminal background check search was conducted. 4.8.5 VENDOR BACKGROUND CHECK AGREEMENT Vendor agrees to conduct a criminal background check per the specifications above in this section on all employees proposed to work under this Contract, at its expense, and provide the required documentation to the State in order to perform Services under this Contract: YES NO 4.9 PERSONNEL Vendor warrants that qualif ied personnel shall provide Services under this Contract in a professional manner. “Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the State. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s). Should the Vendor’s bid result in an award, the Vendor shall be required to agree that it will not substitute key personnel assigned to the performance of the Contract without prior written approval by the Contract Lead. Vendor shall further agree that it will notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. The State will approve or disapprove the requested substitution in a timely manner. The State may, in its sole discretion, terminate the Services of any person providing Services under this Contract. Upon such termination, the State may request acceptable substitute personnel or terminate the contract Services provided by such personnel. 4.10 VENDOR’S REPRESENTATIONS If Vendor’s bid results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the State under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the Service and deliverables under a resulting Contract, or are an inherent part of or necessary sub-task included within such Service, they will be deemed to be implied by and included within the scope of the Contract to the same extent and in the same manner as if specifically described in the Contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, sof tware, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables. Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 15 4.11 AGENCY INSURANCE REQUIREMENTS MODIFICATION A. Default Insurance Coverage from the General Terms and Conditions applicable to this Solicitation: ☐ Small Purchases ☒ Contract value in excess of the Small Purchase threshold, but up to $1,000,000.00 ☐ Contract value in excess of $1,000,000.00 4.12 NC COVID-19 VACCINATION AND TESTING REQUIREMENT Executive Order 224, signed by Governor Cooper on July 30, 2021, requires all state employees and contractors who may enter facilities at Cabinet Agencies or other participating State Agencies to provide proof of full vaccination or a negative Covid test result within the last seven (7) days. Contractors must follow the requirements of this policy to ensure that their employees are: (1) fully vaccinated or tested weekly, and (2) wearing face coverings where required at Agency facilities. Each Vendor shall certify its acknowledgement and intent to comply with this policy by completing ATTACHMENT H: ACKNOWLEDGMENT OF COVID-19 VACCINATION AND TESTING POLICY. 4.13 FEDERAL COVID-19 VACCINATION REQUIREMENT President Biden recently issued Executive Order 14042 requiring that all employees working on or in connection with a federal contract be fully vaccinated against COVID-19. By responding to this solicitation, Vendor acknowledges and agrees to comply with the federal COVID-19 vaccination requirements. 5.0 SPECIFICATIONS AND SCOPE OF WORK Vendor will provide daily cleaning, including all necessary labor, supervision, materials, equipment, to keep the subject building respectfully clean and properly supplied. 5.1 BUILDING SPECIFICATIONS AND SPECIAL REQUIREMENTS 5.1.1 BUILDING Building Name: Old Revenue Building Building Location: 2 South Salisbury Street, Raleigh , NC Building Hours of Operation: 7:30 am – 6:00 pm 5.1.2 SPECIFICATIONS: The following building statistical data are estimates. The Vendor is responsible for verifying dimensions and quantities. Net Sq Ft: 102,606 Carpet Sq Ft: 90% Approximately 92,345 square feet Hard Floor Sq Ft: 10% Approximately 10,261 square feet Floors: 7, 6 above ground (Buildings A, B, C) 6, 5 above ground (Building D) Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 16 Stairways: 6 Elevators: 7, includes 1 service elevator and 6 main passenger elevators Rest Rooms 36, 8 singles and 28 ganged 5.1.3 SPECIAL REQUIREMENTS A. COVID-19 PROTOCOL Until formally notified by the Contract Administrator, the Vendor agrees adhere to the following State and CDC COVID-19 guidelines and protocol. 1. COVID-19 Service and Performance Requirements a). The Vendor shall immediately notify the Contract Administrator of any COVID-19 cases of any staff members working in the contracted building. b). The Vendor shall adhere to current CDC COVID response protocol. If a Vendor staff member(s) assigned to the contracted building tests positive for COVID-19 or has been in close contact with a person with COVID- 19, he/she must be removed from the building and self-quarantine or isolate for 10-14 days. Until all CDC return to work guidelines are met (three days with no fever, 10 days after testing) Vendor staff member(s) are not return to work. c). The Vendor shall use the CDC/EPA approved disinfecting products supplied by Facility Management Division when cleaning per the scope of this contract. e). Vendor shall adhere to any building specific or North Carolina State Agency COVID policies or requirements. 5.2 VENDOR STAFFING REQUIREMENTS The Vendor agrees to be responsible for and shall provide general supervision of all employees and subcontractor employees working under this agreement. 5.2.1 OFFICE LOCATION Vendor must maintain a management office within one hour’s drive of building location (Raleigh, North Carolina). Location of staff and response personnel must be within one hour’s drive of building location (Raleigh, North Carolina) 5.2.2 SUBCONTRACTOR The normal day-to-day cleaning cannot be subcontracted and must be performed by employees of the Vendor. Unscheduled Cleaning Duties, as outlined in Section 5.3.2, cannot be subcontracted and must be performed by employees of the Vendor. The major maintenance portions of the contract may be subcontracted by the Vendor. 5.2.3 BACKGROUND CHECK The Vendor is required to ensure all employees assigned to perform on this contract conduct themselves in a professional manner, by using appropriate language, being of good integrity and character, and agrees to the BACKGROUND CHECK Section of this IFB. 5.2.4 SERVICE AND STAFFING A. Schedule of Performance and Staffing Requirements 1. Daytime Service a) Number of required staff to perform daily daytime janitorial services: Two (2) day porters b) Required Daytime Staff to perform designated janitorial services in the building: 7:30 am – 4:30 pm, Monday through Friday. Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 17 c) When a scheduled daytime staff fails to arrive at the work location, the Vendor will be required to provide a replacement daytime person within one (1) hour of notification of the absentee. d) The daytime staff is considered separate from and is not to be used, during daytime hours, to perform duties considered Daily Evening General Cleaning Duties. 2. Evening Service a) Number of required staff to perform daily evening janitorial services: Four (4) b) Required Evening Staff to perform designated janitorial services in the building 5:00 pm – 11:00pm, Monday through Friday c) The evening staff is considered separate from and is not to be used, during daytime hours, to perform duties considered Daily Evening General Cleaning Duties. 3. General Supervision a) The Vendor, to ensure proper onsite general supervision, shall designate one of its employees, assigned to perform on this contract during day and night shifts, as their official on-site representative (i.e., Supervisor). Supervisory employees should have at least one year of experience as a cleaning supervisor. The Supervisor will be responsible for having direct supervision of the Vendor’s employees assigned to perform on this contract. b) The Supervisor must have the ability to communicate fluently in English and in the language of the other employees, if different from English. If no other staff member speaks English, then Supervisor must be on site. c) The Supervisor shall be the Vendor’s representative, authorized to coordinate with the Contract Administrator, and serving as the first line of resolution in work or occupant employee situations or concerns. d) Supervisory employees should have at least one year of experience as a cleaning supervisor. B. Badging and Keys 1. Badge Issuance and Use Refer to Section 4 of this contract for required background checks that must be performed before any Vendor employee can receive a State issued identification and access badge to work in State buildings. a) Prior to any new employee commencing work in State building(s) Vendor shall submit a request for badging to Contract Administrator or designated representative on company letterhead to include new employee name, phone number, date of birth, and driver’s license number. Facility Management will submit work order to Security for badging. Vendor employee is responsible to arrange badging appointment and for badge pick up. Unless otherwise instructed, all badges are issued at the DOA - Security Office located at the 120 West Lane Street, Raleigh, NC. b) Vendor employees shall visibly display the State issued identification and access badge(s) at all times while working in State buildings. c) Employee shall use only the State issued identification and access badge(s) assigned to them to access State building (s). Use of another employee’s badge for access to any State building will result in a Vendor Warning or Vendor Complaint. d) Vendor shall notify Contract Administrator of any lost or damaged badges. Facility Management will submit work order for replacement badge to be issued. Vendor employee is responsible to pick up replacement badge at the Security Office located at 120 West Lane Street, Raleigh, NC. There is a $6.00 fee for replacement badges and will be collected at time of issuance. 2. Badge Return and Termination of Use a) Vendor is required to notify Contract Administrator via email of any employee resignation and last day access is required to perform services. Access badge must be returned to Contract Administrator within twenty-four (24) hours of last day. Failure to comply will result in Vendor Warning or Vendor Complaint. Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 18 b) Vendor is required to notify Contract Administrator immediately via phone or email of any employee termination. Access badge of said employee must be returned to Contract Administrator within twenty-four (24) hours. Failure to comply will result in Vendor Warning or Vendor Complaint. 3. Keys Keys for entry to areas of the building that require them will be provided by the Facility Management. There is a $100.00 charge for replacement keys and payment is due upon receipt of such key. A charge of $100.00 per key for keys lost or not returned will be required at the termination of the contract. C. Safety 1. Required Safety Training a) The Vendor must ensure the below listed training is provided to each employee assigned to State buildings and that said employee has successfully completed the training within thirty (30) days of the ef fective date of the contract or within thirty (30) days of a new employee’s effective date. Each employee assigned to State Buildings must receive the following training on a yearly basis. 1) Blood borne pathogens, per OSHA requirements & NC Administrative Code 13NCAC 7C.0101 (a) (96) 2) Hazard Communications 3) Fire Extinguisher 4) Personal Protective Equipment 5) Asbestos and Mold Awareness 6) Ladder Safety 7) Fluorescent Lamp/Bulb Storage and Recycling References: OSHA's Bloodborne Pathogen regulation 29 CFR 1910.1030(d)(4); OSHA's Hazard Communication Standard 29 CFR 1910.1200(h)(1) 29 CFR 1910.1200(h)(3)-(h)(3)(i ii); OSHA's Occupational Exposure to Hazardous Chemicals in laboratories 29 CFR 1910.1450(4)(i)(A) ; Asbestos Awareness Standard 29 CFR 1910.1001, 29 CFR 1926.1101; Fluorescent Lamp Recycle Training, CFR 40; art 273 Standard Universal Waste Management July 1999, NC Session Law 2010-180 Appendix A; Housekeeping, Maintenance, and Inspections b) Vendor shall provide Contracting Agency upon request with documentation (training certificates and/or rosters) that required safety for each employee has been completed. The Contracting Agency has the right to request that the Vendor terminate the contract and/or have the untrained employees removed from working in the building. It shall be breach of contract if the Vendor fails to comply with the training request. c) Vendor is responsible for all costs associated with training for employees. 2. Compliance a) The Vendor shall ensure all employees follow the manufacturer’s instructions for proper product use of all cleaning and polishing supplies used on flooring, counter-tops and surfaces in the assigned building. b) The Vendor is to ensure all Safety Data Sheets (SDS), or previously known as Material Safety Data Sheets (MSDS) are made available and employees are aware of the SDS’s use and purpose. c) The Vendor shall ensure all employees are following the established safety practices and utilize the appropriate Personal Protective Equipment (PPE), for any cleaning supplies being used. D. Dress Code The Vendor shall ensure all employees and sub-contractors assigned to perform on this contract are clothed in attire that meets the specifications as def ined in contract. All Supervisory staff are responsible for correcting any unprofessional appearance by Vendor employees, up to and including sending the employee home to change clothes on their own time. Upon written request of the Contracting Agency to the Vendor, any Vendor employee who fails to Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 19 abide by these or other rules established by the Department of Administration in this contract will be immediately terminated. 1. Attire Vendor shall provide Vendor employees a distinct uniform shirt with Vendor’s logo permanently affixed. (Minimum size of logo shall be 2” x 4”). Distinct uniform shirt shall be worn by employees at all times while on the building premises. Khakis or jeans (must be clean and f ree of rips, tears, and f raying; may not be excessively tight or revealing) are acceptable attire. Acceptable head gear shall baseball style brimmed hats with company logo or blank. Not considered acceptable include, camouflage, pants worn below the waist or hip line, shorts, logo clothing (sport teams, cartoon characters, etc.), other than company logo, sleeveless tops, halter tops or tank tops, sweatpants, athletic wear, leggings, tight, revealing or otherwise inappropriate clothing. 2. Footwear Vendor employees shall always wear appropriate protective footwear with rubber soles while performing services in State building to avoid any risk of injury f rom impacts, punctures, or electrical hazards. Not considered acceptable include open-toe shoes, crocs, flip flops. E. Rules of Conduct Employee shall abide by all rules and regulations set forth by the North Carolina Department of Administration that affects the performance of the work. Employee shall not: 1) disturb any papers, boxes, or other materials except in trash receptacles or designated areas for trash or unless such material is properly identified as trash, 2) open drawers, file cabinets, or use any telephones except public pay phones unless given specific prior approval by the Contracting Agency, 3) leave keys in doors or admit anyone in any building or office who is not a designated employee of the Vendor (i.e., children, relatives, friends, etc.). All doors, which were locked upon entry, will be immediately re-locked, 4) engage in idle or unnecessary conversation with State employees, other employees of the Vendor, tenants, or visitors to the building, 5) remove any articles or materials f rom the premises, regardless of its value or regardless of any employee's or tenant's permission. This is to include the contents of, or any item found in, trash containers in or around the premises. Trash items are to be placed in dumpsters or trash cans designated for that purpose. Items identified as suitable for recycling are to be placed in appropriate recycling containers. 5.3 CLEANING AND MAINTENANCE DUTIES 5.3.1 SCHEDULED GENERAL CLEANING DUTIES NOTE: If any types of routine janitorial duties have been inadvertently omitted, the contract is to be interpreted to include the same.to be performed at an acceptable level. A. DAILY GENERAL CLEANING DUTIES 1. Day Shift Per Section 5.2.4 of the Contract, Daily Day Time General Cleaning is to be performed by the designated day porter(s) between the hours of 7:30 am and 4:30 pm. a) Maintain and keep all building spaces neat and tidy. 1) Entrance doors to all areas should cleaned and disinfected on an ongoing basis throughout the day, 2) Clean marks and handprints from doors, walls, and surfaces 3) Sweep outside entrances, porches, alleys, loading dock, (hose down, if necessary). 4) All f loors must be kept clean, dirt and trash free. 5) Empty wastebaskets and remove trash to disposal area as needed throughout the building including exterior entrances. Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 20 6) Elevator walls and doors, inside and out, shall be wiped clean and polished. Spot clean if necessary; clean and disinfect control panels inside each elevator and exterior panel on each floor on an ongoing basis throughout the day. 7) Respond to spills, broken glass, and other messes up as quickly as possible. 8) Clean and disinfect conference rooms, empty trash, straighten after each meeting 9) Maintain a clean restroom, restock dispensers, empty trash as needed, clean, sanitize, shine fixtures, clean mirrors, spot clean partition doors and walls. Rest rooms are required to be checked every two (2) hours during building operating hours. A checklist may be required. 10) Clean and maintain breakroom(s) - wipe counters and tables, sweep floors, empty trash as needed, restock dispensers, spot clean as needed throughout the day 11) Monitor areas and report repairs that are required to Facility Management-Work Control Office (919) 369-1137. 12) Monitor areas for light bulbs/tubes that are out. Change as necessary and as requested. No light will be out of service for longer than forty-eight (48) hours. See Section 5.5 13) Replace batteries in all dispensers as needed. See Section 5.5 14) Respond to Work Orders issued by Work Control and perform such other emergency cleaning duties as may be directed by the Contract Administrator. 15) Stock and maintain janitorial closets/supply rooms in a clean and orderly manner. 2. Evening Shift Per Section 5.2.4 of the Contract, Daily Evening General Cleaning is to be performed by the designated evening staff between the hours of 5:00 pm and 11:00 pm. Evening staff is not to begin Evening Cleaning Duties before 5:00 pm. a) Clean building spaces. 1) Empty wastebaskets and remove trash to disposal area as needed throughout the building including exterior entrances. (Wash if needed). Plastic liners may be used if cans are cleaned initially. Plastic liners must be changed twice a month or more often when needed. All collected trash must be taken to designated compactor/container for the building daily. 2) Collect and breakdown all cardboard boxes and appropriately deposit in designated containers/area for recycling. 3) Sweep and damp mop all uncarpeted floors and mats (including elevators, hall, office, and entrance areas). All f loors must be kept clean, dirt and trash free. Spots or stains should be removed immediately. 4) Sweep stairwells, landings, and wipe down handrails. 5) Clean up trash, (paper, cigarettes, pigeon droppings) and sweep outside entrances, sidewalks, porches, loading dock, alleys, and driveways that are located under a portico or a portion of the roof. (hose down and scrub if necessary). Empty ash urns and trash receptacles at outside entrances 6) Vacuum all carpeted floor traffic lanes, workspaces, and all accessible areas, spot and edge clean as needed. Vacuum elevator door tracks. 7) Dust all horizontal surfaces including, chairs, file cabinets, bookshelves, ledges on walls, window ledges, partitions, and other surface upon request. 8) Wash and dry standing plate glass doors and partitions, 9) Clean and shine all chrome fixtures, including but not limited to, drinking fountains, handrails, elevator walls and control panels. 10) Clean restrooms to include restock dispensers, empty trash (trash can liners in restrooms must be changed daily), clean sinks, sanitize and polish fixtures, clean mirrors, dust and/or wash all walls, partitions, ledges, grills, and clean partition doors and walls, sweep and wet mop tile floors with disinfectant cleaner or scrub with soap and water, clean/sanitize toilets, and urinals, and deodorize and disinfect all traps and drains. b) Report repairs that are required to Facility Management-Work Control Office (919) 369-1137 c) Monitor areas for light bulbs/tubes that are out. Change as necessary and as requested. No light will be out of service for longer than forty-eight (48) hours. The Vendor will not be required to replace personal lamp bulbs. Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 21 B. Weekly General Cleaning Duties 1. Day Shift None specified. 2. Evening Shift Outlined duties shall be completed Thursday nights weekly. a) Thoroughly wash all rest room walls and partitions. b) Vacuum upholstered chairs. c) Remove all spots from all carpet. d) Damp mop all stairs and landings; handrails, stringers, risers wiped clean with damp cloth. e) Damp mop all uncarpeted floors. C. Bi-Monthly Evening Cleaning Duties All bi-monthly duties to be completed no later than 7:00 PM on the 2nd and 4th Friday of each month. 1. Day Shift None specified. 2. Evening Shift a) Thoroughly sweep, dust and spray buff all tile, polish stone, and terrazzo floors. b) Wash and/or dust and spot clean all walls, woodwork, door frames, switch plates, ledges, fire extinguishers, and other areas exposed to dust, handprints, marks, and smudges. c) Dust all accessible blinds/shades and windowsills. d) Pour bucket of water in all f loor drains in building to prevent dry trap and back flow of sewer gases. e) Vacuum all wall and ceiling vents for HVAC. f ) Detail vacuum corners and edges. g) Clean accessible baseboards. D. SEMI-ANNUAL AND ANNUAL MAJOR MAINTENANCE CLEANING DUTIES The cost to perform Semi-Annual and Annual Major Maintenance Cleaning should be included in the annual bid price in Attachment A All semi-annual and annual special cleaning shall be scheduled with the Contract Administrator and will require the Vendor provide a Proposed Schedule of Service. Said schedule will be provided in advance of services and will encompass the current terms services only. Any employees or subcontractors completing these tasks shall have previous experience performing these duties. 1. Floor Major Maintenance The Vendor shall provide the following services on an annual routine basis. To coordinate efforts with the building occupants, the Contract Administrator may request the Vendor to provide a Proposed Schedule of Service. Said schedule will be provided at a minimum of two weeks in advance of services and will encompass the current terms services only. The approximate f loor space with carpet, tile, wood, and cement in the building is listed in the Building Data Paragraph 5.3, noted herein. The Vendor is responsible for professional cleaning of carpet and to strip, seal, wax, and buff, uncarpeted f loors once per year according to industry standards and approval of contracting agency. These f loors are to be maintained throughout the year until the next major maintenance is performed. The Vendor must notify the Contract Administrator upon completion of major maintenance. The Contract Administrator will then have the area inspected to determine that the service has been performed at an acceptable level. 2. Restroom Deep Clean Vendor is responsible for the professional Kaivac (or comparable system) cleaning of all bathrooms in the facility (See Section 5.1 Building Data). This is to be performed biannually according to industry standards and approval of Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 22 contracting agency. In order to coordinate efforts with the building occupants, the Contract Administrator will require the Vendor provide a Proposed Schedule of Service. Said schedule will be provided at a minimum two weeks in advance of services and will encompass the current terms services only. The Vendor must notify the Contract Administrator upon completion of major maintenance. The Contract Administrator will then have the area inspected to determine that the service has been performed at an acceptable level. 5.3.2. UNSCHEDULED GENERAL CLEANING DUTIES 1. Cleaning Service by Special Request The cost to perform Special Cleaning should be included in the annual bid price. Vendor is to include this cost per square foot for Special Request Cleaning Duties on Attachment A. Special Request Cleaning Duties are to be performed only upon request from Contract Administrator. a) Carpet Shampooing, Floor Stripping and Sealing - In the event of renovations, additions to buildings, or other special requests arise, the Vendor shall provide the following services as requested by the Contract Administrator. The Contract Administrator will contact the Vendor to request a quote and schedule all major floor maintenance listed below. Payment to the Vendor will be made after completion and inspection of each task. The Vendor is responsible for professional shampooing or steam cleaning carpet and to strip, seal, wax, and buff uncarpeted floors on an as requested basis. All major floor maintenance will be performed on a per square foot basis. When required, the Contract Administrator will notify the Vendor of the requirement and coordinate a schedule and the date(s) and time(s) for the service to be provided. The Vendor must provide a designated, on-site, responsible supervisor/shift leader at all times when any services are being performed under the terms of this contract. The supervisor/shift leader in charge must check and ensure that all work performed by the Vendor’s employees is properly performed and acceptable. The Vendor must notify the Contract Administrator upon completion of the requested requirements. The Contract Administrator will then have the area inspected to determine that the service has been performed at an acceptable level. b). Emergency Special Clean Up Services - The cost to perform Emergency Special Clean Up Services should be included in the annual bid price. Vendor is to include this cost per square foot for Special Request Cleaning Duties on Attachment A. Vendor must respond to emergency requests within one (1) hour af ter contact f rom the Contract Administrator or designated representative from Facility Management. Vendor must provide necessary equipment to extract water f rom carpet and f loors, to remove debris, trash, dirt, or mud resulting f rom leaks, f loods, or overflows. Vendor must own fans and wet vacuums and include in its work plan equipment list. These services may not be sub-contracted out. Special Clean-up rates per hour listed on the cost proposal page will be used when billing for provided emergency services. 5.4 EQUIPMENT AND SUPPLIES A. EQUIPMENT 1. Required Equipment a) The Vendor shall furnish all necessary equipment and accessories (i.e., buckets, mops, carts,) necessary for professionally performing all work in the contract. b) In order to respond to Emergency Special Clean Up Service, Vendor is required to have a Pickup Vac or Wet Vac (also known as a wet vacuum designed to clean up liquid spills and wet debris, along with dry dust and dirt); and dry blower fans. c) Vendor shall furnish equipment for Semi-Annual/Annual Major Maintenance to include an upright buffer machines, wet vacuum(s), dry blower fans, and a restroom grout/wall cleaning machine such as a Kaivac machine or similar. d) The Vendor will reimburse losses to the Contracting Agency caused by inferior work quality, equipment, or materials. Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 23 B. SUPPLIES 1. Supplies Provided by Contracting Agency a) consumable supplies (i.e., light tubes and bulbs, toilet tissue, paper towels, rest room soaps, chemicals, deodorizers, cleaning supplies and trash can liners). b) proper soaps, chemicals, deodorizers, and cleaning supplies as recommended by the f looring, countertop and surface manufacturer’s products used in the building. 2. Supply Order a) The Vendor will submit consumable supply request(s) via email to the Facility Management Supply Warehouse (warehouse@doa.nc.gov) prior to 12:00 pm the workday before the items are to be picked up. The Vendor will pick- up the consumable supplies at the Facility Management Division Warehouse, located at 431 N. Salisbury Street, Raleigh, NC 27603. Vendor must pick-up all requested supplies the next workday af ter a request is submitted during the hours of 8:00 AM - 12:00 noon and 1:00 PM - 4:00 PM only. Items not picked up on the scheduled date will be returned to the warehouse stock and a new request must be submitted. b) All supplies that are provided by Facility Management should always remain in the building where assigned. c) For supplies requiring a Safety Data Sheet (SDS), said SDS will be available f rom the warehouse and must be maintained in the Storage Closet of the building where the supplies are kept. C. STORAGE The Contracting Agency will provide the Vendor with suf ficient storage space for equipment and materials. The Contracting Agency will provide security to protect the Vendor from loss of equipment and supplies through the normal security procedures in ef fect with the building. The Vendor shall keep all janitorial closets, storage rooms, and other space assigned to Vendor’s use clean, orderly, and locked at all times. Any exceptions must have prior written approval f rom the Contracting Agency. 5.5 BUILDING MAINTENANCE A. ROUTINE MAINTENANCE 1. Light Bulbs and Tube Replacement a) Vendor will be responsible for replacing light bulbs and tubes with like bulbs and tubes as needed from a 6, 8, 10, or 12-foot ladder (maximum 14-foot ceiling height). The Facility Management Electrical Shop will be responsible for all light bulbs, tubes, and fixtures not accessible from a 12- foot ladder (14+-foot ceiling height). b) The Vendor can designate certain personnel to change the light tubes or bulbs, however, the Vendor agrees that only properly trained staff will change light bulbs. c) Vendor shall notify Facility Management-Work Control Of fice (919) 369-1137 of any outages that cannot be resolved either if ceiling heigh is 14+ foot ceiling or if replacement of bulb does not resolve the issue by either contacting Facility Management to enter Work Request or by noting on existing request issued “Height Restriction” or “Electrical Issue” when signing off on work request. d) Vendor shall recycle and dispose of CFLs and other bulbs that contain mercury. Used bulbs should be stored in a manner and in containers that prevent them from breaking (i.e., their original boxes). Full boxes should be taped shut and delivered to the Facility Management – Warehouse for recycling. 2. Battery Replacement a) Vendor will be responsible for replacing batteries in dispensers (i.e., paper, hand sanitizer, hand soap) as needed. Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 24 b) All used batteries that require recycling (i.e, rechargeable batteries) should be brought to the Facility Management – Warehouse. Single use alkaline batteries can be disposed of in trash. To prevent any f ire risk single use batteries should be collected in a container that will not cause a spark (cardboard box or plastic tub) and by taping 9-volt terminals before disposing. B. WORK CONTROL SERVICE REQUEST Service Requests for janitorial services are issued by through Facility Management – Work Control. a) The Vendor shall take action to respond to and investigate all service requests that may arise during the hours of operation in the building the same working day complaint or request is received and corrected within twenty-four (24) hours. b) Completed service requests must be submitted to Contract Administrator or designated representative indicating action taken, name of person completing order, hours charged, completion date, and the Vendor’s signature verifying response time and completion of the order. C. REPAIRS The Vendor is required to notify Facility Management-Work Control Office (919) 369-1137 of any item(s) which malfunctions and requires repair to include all dispensers, fixtures, and lighting which do not operate properly after bulb replacement. 5.6 PERFORMANCE The Vendor must provide all services no less frequently than the schedule specified. Inspections and Compliance Checks of the building will be performed to ascertain whether the services, as outlined in the contract, are being satisfactorily provided. A. ADJUSTMENT PERIOD The Vendor shall be given a thirty (30) days adjustment period f rom start date of contract to bring the building up to acceptable janitorial standards. Inspections with a 'Failing Rating' during the first thirty (30) days of the contract period will not be counted against the Vendor nor counted in the cumulative total failings used for cancellation of contract. B. INSPECTIONS At a minimum, an inspection will be performed once per month. The Contracting Agency can/will conduct unaccompanied random inspections and accompanied inspections. 1. Unaccompanied Random Inspections Inspections are unannounced and made at the discretion of the Contracting Agency and will be conducted at any time, day, or night. (See Attachment H- Inspection Checklist). The rated Inspection results and the Corrective Action Form will be emailed to the Vendor provided email address. A score of 70% or higher is considered Passing, 69% and below is considered Failing. Vendor shall correct any noted deficiencies and return a signed Corrective Action Form via email to Facility Management – Housekeeping (fmd.house.keeping@doa.nc.gov) within twenty-four (24) hours confirming the def iciencies have been cured. Failure to perform corrective actions and submit Corrective Action Form in a timely manner or agreed upon time with Contract Administrator will be considered a failed inspection. 2. Accompanied Inspections Accompanied Inspections are scheduled at Contracting Agency’s discretion and conducted with a Contracting Agency representative and a Vendor representative during normal business hours. Any janitorial issues reviewed during accompanied shall be corrected within twenty-four (24) hours or at an agreed upon time. 3. Contractor Compliance Check Compliance Checks will be unannounced and made at the discretion of the Contracting Agency at any time, day, or night. Compliance checks ensure Vendor is compliant with contract specifications regarding staffing, attire, etc. A mailto:fmd.house.keeping@doa.nc.gov Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 25 score of 70% or higher is considered Passing, 69% and below is considered failing and will be considered a Failed Inspection. C. SERVICE REQUESTS/COMPLAINTS The Contract Administrator / Work Control shall notify the Vendor of complaints and special requests for services. The Vendor shall take action to respond to and investigate all complaint(s) and service requests that may arise during the hours of operation in the building the same working day complaint or request is received and corrected within twenty- four (24) hours. Any complaint/service request which cannot be corrected within twenty-four (24) hours or which cannot be dealt with for reasons beyond the Vendor’s control shall be specifically reported to the Contract Administrator on the same day. D. CORRECTIVE ACTIONS 1. Inspections Upon receipt of Inspection, Vendor shall correct any noted deficiencies and return a signed Corrective Action Form via email to Facility Management – Housekeeping (fmd.house.keeping@doa.nc.gov) within twenty-four (24) hours conf irming the def iciencies have been cured. Failure to perform corrective actions and/or submit Corrective Action Form within twenty-four (24) hours or agreed upon time with Contract Administrator will be considered a Failed Inspection. 2. Service Requests/Complaints Within 24 hours of receipt of service request/ complaint, Vendor shall perform necessary actions to complete the requested service or take corrective action to cure the complaint. Vendor must submit completed service requests Contract Administrator or designated representative indicating action taken, name of person completing order, hours charged, completion date, and the Vendor’s signature verifying response time and completion of the order. If Vendor fails to perform services as written, services will be obtained from within the Contracting Agency’s own staff or f rom another available source without prior notice to the Vendor. 5.7 DEFAULT AND PENALTIES A. CAUSE FOR DEFAULT Failure of the Vendor to consistently provide passing services as listed herein will be considered default. Please refer to NC-DOA Vendor Complaint Policy and Procedures. www.ncadmin.nc.gov/businesses/fiscal-management. 1. It shall be considered as grounds for default and grounds for immediate termination if: a) Vendor receives five (5) Formal Vendor Complaints over the life of a contract. b) Vendor receives three (3) failing inspection ratings within the most recent six (6) month period. c) It shall be considered as grounds for default and immediate termination if a Vendor fails to follow the Contract Complaint Procedures defined in the contract and identified in the Formal Vendor Complaint. 2. Upon cancellation, the Vendor’s Performance Guarantee and payments due shall be held for a period not to exceed thirty (30) days. During this period, the Contracting Agency will assess any costs or damages due the Contracting Agency. 3. The Vendor will be liable for any damages due and for any excess costs of obtaining the services for the balance of the original contract period, or twelve (12) months, whichever is less. 5.8 COMMUNICATIONS AND REPORTING A. CONTRACTING AGENCY’S ADMINISTRATOR mailto:fmd.house.keeping@doa.nc.gov http://www.ncadmin.nc.gov/businesses/fiscal-management Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 26 For the purpose of this contract, the North Carolina Department of Administration, Facility Management Division, hereinaf ter is referred to as the "Contracting Agency", has designated the following individual as the Business Services Coordinator and Primary Contact Person for the awarded contract: Sara Joyce Main Of fice Number: 919-733-3855 Facility Management Division Work Cell Number: 919-986-4197 NC Department of Administration Email Address: sara.joyce@doa.nc.gov Mailing Address: Physical Address: 1313 Mail Service Center 431 North Salisbury Street Raleigh, NC 27699-1313 Raleigh, NC 27603 B. VENDOR CONTACT INFORMATION The Vendor shall provide the Contract Administrator with a current local office location (address), a business office number, 24-hour emergency contact number, cell phone number(s) for Owner, Supervisors, and Day Porters, and email address where communications are to be sent. Vendor shall notify Contract Administration within twenty-four (24) hours of any changes in contact information. The Vendor or a responsible management official of the firm shall always respond within one (1) hour af ter telephone contact from the contract administrator. C. WORK CONFERENCES The Vendor and the Contract Administrator or designee of the Contracting Agency will meet for a scheduled monthly meeting to review the past performance of the contract and resolve any issues. 5.9 SPECIAL PROVISIONS A. PERFORMANCE GUARANTEE A performance bond or other suitable performance guarantee will be required f rom the successful Vendor as provided by law and without expense to the Contracting Agency. In case of default by the Vendor, the Contracting Agency may procure the services from other sources and hold the Vendor responsible for excess cost occasioned through the default. See ATTACHMENT: PERFORMANCE GUARANTEE for options on providing Performance Guarantee. Within the Sourcing Tool, Vendor shall download the attachment and upload with its response. B. ENERGY CLAUSE If mandatory conservation measures are applied to State Facilities, the Vendor will be expected to alter his work schedule and work procedures as required for compliance. C. UTILITIES The Contracting Agency will provide the Vendor with all normal utilities necessary for performing this contract (electricity, lights, water, etc.). Upon written request f rom the Contracting Agency, the Vendor will comply with all energy conservation requirements initiated by State Government. D. PRICE INCREASE The compensation payable to the Vendor shall be fixed for the f irst twelve (12) months of the contract. However, upon written application from the contractor, sixty (60) days prior to the end of the 12th and 24th month, the contract may be adjusted to ref lect the increase in the consumer price index, (CPI-U 1982 - 1984 = 100) for the previous calendar year, as published by the U.S. Bureau of Labor Statistics. If the amount of the requested increase is more than ten percent (10%), the Contracting Agency reserves the right to cancel the contract. Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 27 6.0 CONTRACT ADMINISTRATION All Contract Administration requirements are conditioned on an award resulting from this solicitation. This information is provided for the Vendor’s planning purposes. 6.1 PROJECT MANAGER AND CUSTOMER SERVICE The Vendor shall be required to designate and make available to the State a project manager. The project manager shall be the State’s point of contact for Contract related issues and issues concerning performance, progress review, scheduling, and service. 6.2 CONTINUOUS IMPROVEMENT The State encourages the Vendor to identify opportunities to reduce the total cost the State. A continuous improvement ef fort consists of various ways to enhance business efficiencies as performance progresses. 6.3 ACCEPTANCE OF WORK Performance of the work and/or delivery of Goods shall be conducted and completed at least in accordance with the Contract requirements and recognized and customarily accepted industry practices. Performance shall be considered complete when the Services or Goods are approved as acceptable by the Contract Administrator. The State shall have the obligation to notify Vendor, in writing ten (10) calendar days following completion of such work or delivery of a deliverable described in the Contract that it is not acceptable. The notice shall specify in reasonable detail the reason(s) it is unacceptable. Acceptance by the State shall not be unreasonably withheld; but may be conditioned or delayed as required for reasonable review, evaluation, installation, or testing, as applicable to the work or deliverable. Final acceptance is expressly conditioned upon completion of all applicable assessment procedures. Should the work or deliverables fail to meet any specifications, acceptance criteria or otherwise fail to conform to the Contract, the State may exercise any and all rights hereunder, including, for Goods deliverables, such rights provided by the Uniform Commercial Code, as adopted in North Carolina. 6.4 TRANSITION ASSISTANCE If a Contract results from this solicitation, and the Contract is not renewed at the end of the last active term, or is canceled prior to its expiration, for any reason, Vendor shall provide transition assistance to the State, at the option of the State, for up to six months to allow for the expired or canceled portion of the Services to continue without interruption or adverse ef fect, and to facilitate the orderly transfer of such Services to the State or its designees. If the State exercises this option, the Parties agree that such transition assistance shall be governed by the terms and conditions of the Contract (notwithstanding this expiration or cancellation), except for those Contract terms or conditions that do not reasonably apply to such transition assistance. The State shall agree to pay Vendor for any resources utilized in performing such transition assistance at the most current rates provided by the Contract for performance of the Services or other resources utilized. 6.5 DISPUTE RESOLUTION During the performance of the Contract, the parties agree that it is in their mutual interest to resolve disputes informally. Any claims by the Vendor shall be submitted in writing to the State’s Contract Manager for resolution. Any claims by the State shall be submitted in writing to the Vendor’s Project Manager for resolution. The Parties shall agree to negotiate in good faith and use all reasonable efforts to resolve such dispute(s). During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their respective duties and responsibilities under this Contract. The Parties will agree on a reasonable amount of time to resolve a dispute. If a dispute cannot be resolved between the Parties within the agreed upon period, either Party may elect to exercise any other remedies available under the Contract, or at law. This provision, when agreed in the Contract, shall not constitute an agreement by either party to mediate or arbitrate any dispute. Below is the link to the NCDOA Vendor Complaint Policy and Procedures. www.ncadmin.nc.gov/businesses/fiscal-management Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 28 6.6 CONTRACT CHANGES Contract changes, if any, over the life of the Contract shall be implemented by contract amendments agreed to in writing by the State and Vendor. 6.7 ATTACHMENTS All attachments to this IFB are incorporated herein and shall be submitted by responding in the Sourcing Tool. These attachments can be found at the following Vendor Forms link for reference purposes only: https://ncadmin.nc.gov/documents/vendor-forms The remainder of this page is intentionally left blank Bid Number: 13-DOA12313614 Vendor: __________________________________________ Ver: 11/2021 29 ATTACHMENT A: PRICING Vendor will be required to provide sufficient labor hours, equipment and materials to complete all requirements as listed in this contract to a passing level as determined by the Contracting Agency. ANNUAL CLEANING PRICING A. General Cleaning Cost: $_______________ Monthly x 12 Months = $_____________________ B. Annual Special Floor Maintenance Cost $_____________________ C. Annual Restroom Deep Cleaning Cost $_____________________ Total Annual Contract Cost (A+B+C) $_____________________ UNSCHEDULED GENERAL CLEANING DUTIES Carpet Shampooing, Floor Stripping and Sealing Shampoo or steam-clean carpet, as requested: $ ___________Per Square Foot Strip, Seal, Wax, and Buff tile and terrazzo floors, as requested: $ ___________Per Square Foot Emergency Services Special Clean-Up When special or unusual conditions not covered by the specifications warrant such action, the Contracting Agency may call upon the Vendor to perform additional or supplemental services. No guarantee of any hours is made, services will only be as required and requested