Extension Services (Pre-Qualification)

Raleigh, North Carolina Request for Proposals (RFP) #63-KGS906857 - Extension Services (Pre-Qualification) For internal administrative processing, including tabulation of proposals for posting to the Interactive Purchasing System (IPS), please provide your company’s Federal Employer Identification Number or alternate identification number (e.g. Social Security Number). Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is available for public inspection. THIS PAGE IS TO BE COMPLETED AND INCLUDED WITH YOUR PROPOSAL. FAILURE TO DO SO MAY SUBJECT YOUR PROPOSAL TO REJECTION. Federal ID Number or Social Security Number: SUPPLIER NAME: DATE: REQUEST FOR PROPOSALS (RFP) RFP # 63-KGS906857 TITLE: Extension Services (Pre-Qualification) USING DEPARTMENT: Industry Expansion Solutions ISSUE DATE: February 24, 2023 DUE DATE: 2:00 pm, Tuesday, March 28, 2023

ISSUING AGENCY: NC State University Procurement Services Department Campus Box 7212 Raleigh, NC 27695 Proposals subject to the conditions made a part hereof will be accepted until 2:00 pm, Tuesday, March 28, 2023 for furnishing services described herein. Proposals must be submitted electronically at: https://ncsu.bonfirehub.com/opportunities/86869 Upload scanned pages from this RFP document included with your proposal response where indicated on the Bonfire website. Direct all inquiries (via email) concerning this RFP to: Kristen Shelton, CPPB NC State University Procurement Services Department Email: kgshelto@ncsu.edu NOTE: Questions concerning the RFP requirements must be submitted in writing via email to kgshelto@ncsu.edu, Subject Line: RFP #63-KGS906857 - Questions, no later than 5:00 P.M. on Friday, March 10, 2023. Questions will be answered in the form of an addendum to this RFP. No other contact with university representatives regarding this RFP is allowed during the proposal process. Attempts to obtain information directly from university personnel, or by any other means, may subject your proposal response to rejection. Please use the following template to submit your questions: Reference Vendor Question RFP Section, Page Number Vendor question ...? Insert rows as needed 1 https://ncsu.bonfirehub.com/opportunities/63054 mailto:kgshelto@ncsu.edu mailto:kgshelto@ncsu.edu 1. INTRODUCTION: PURPOSE AND BACKGROUND NC State University, Industry Expansion Solutions (hereafter referred to as IES or University) seeks proposals from qualified suppliers (hereafter referred to as Contractor) to become part of a Client Resource Management (CRM) database with purpose of providing high quality, market-driven, cost-effective extension services that IES offers its customers. IES is the engineering-based, solutions-driven, client-focused extension unit of NC State's College of Engineering. Our broad portfolio of solutions and deep industry expertise help organizations grow, innovate and prosper. Our extensive partnerships with business, industry, education and government generate a unique culture of collaboration that provides access to cutting-edge expertise, research, and technology. We do this through providing information and decision support, assistance and training in adopting improved manufacturing techniques and business best practices, access to technology, and assistance with commercialization of new technologies. IES depends on many networking and technology partners to bring the resources needed by our clients. IES is also the administrator for the North Carolina Manufacturing Extension Partnership (NCMEP), the official representative of the MEP National Network TM and NIST MEP in North Carolina. IES actively receives funding from grant programs to expand its extension outreach. Additional information about IES is on our website, www.ies.ncsu.edu. 2. CONTRACT PERIOD The anticipated initial contract period will be for one year estimated to begin July 1, 2023 - June 30 2024. At the University’s option, and under the same terms and conditions contained herein, eligibility may be extended for up to four (4), additional twelve (12) month periods, not to exceed a total period of five (5) years. No minimum or maximum amount of work will be guaranteed to any Contractor resulting from this Request for Proposal. The University reserves the right to add contractors during the term of any resulting award period when it is determined that there is an insufficient number of qualified suppliers to meet the capacity for contracted extension services. The University will notify contractors of eligibility and acceptance into the CRM database. Once accepted, Contractors are active in the database for twelve (12) months effective immediately upon notification. Any Contractor added during the award term will be subject to the same conditions contained herein and shall meet all of the requirements of this RFP. Note: Contractors may also be removed from subsequent contract years when poor performance is documented. 3. SCOPE OF WORK 3.1 Requirements: For eligibility for acceptance into the CRM database, Contractors shall have expertise in one (1) or more of the Industries IES serves (see Industry Focus for examples), and expertise in one (1) or more of the Solutions described herein: 2 http://www.ies.ncsu.edu Industry Focus Industry Expansion Solutions serves clients in many industries and is looking for contractors to provide solutions in any of the following fields; 1. Manufacturing 2. Military 3. Healthcare 4. Public Sector 5. Energy 6. Education and Research 7. Construction SOLUTIONS DESCRIPTIONS Additive Manufacturing Additive manufacturing contractor will assess and guide small to medium sized companies through the process of developing a solid additive manufacturing strategy by helping the organization. Evaluate whether additive manufacturing is the best process for a project. Explore options for entering the additive manufacturing arena Speed technology adoption and shorten the learning curve to achieve profitability faster Determine how additive manufacturing can help you reduce costs and improve part quality. Consider staffing and training needs. Understand design techniques that will ensure parts are produced correctly the first time. Advanced Manufacturing Hardware and software automation vendors, value-added distributors, integrators and associated service providers that can assist small-to-medium sized manufacturers with solutions in areas such as warehousing & logistics, material handling/transportation, pick & place, inspection and MES functions. Ability to understand and interpret client KPIs and value streams, and furthermore build effective ROI arguments for technology adoption. Capability Maturity Model Integration (CMMI) Effectuate process improvement. Develop behaviors that decrease risks in service, product, and software development. Cybersecurity Assessment Ability to provide security and vulnerability assessment and compliance with the Defense Federal Acquisition Regulation Supplement (DFARS) and NIST 800.171 requirements. Cybersecurity Maturity Model Certification (CMMC) program. Energy Management Solutions Facility energy assessment, ISO 50001. Engineering Services Plant flow and layout (existing and new), CAD/Solid Works, productionsimulation etc., time and motion study. Environmental Solutions Carbon Footprint/Greenhouse Gas Emissions Inventory, Sustainability, Regulatory compliance, ISO 14001, Environmental Health and Safety Check-Up, Environmental compliance audits. 3 SOLUTIONS DESCRIPTIONS Environmental, Health, & Safety Management Systems An EHS management system is the collection of activities, policies and procedures that deliver your organization’s playbook for Environment, Health and Safety programs. The goal of an EHS management system is to protect workers from job-related injuries and illnesses, identify and mitigate physical, chemical and biological hazards in the workplace as well as improving training and communications that clearly explain the company objectives for promoting a safe and healthy work environment. IES provides client support with ISO 14001 and ISO 45001. Ergonomics Ergo assessments and other project work. Financial Services Conduct business case (e.g. equipment purchase ROI, etc.) analysis for clients based upon specific & individual project needs.. Food Regulations Safety Solutions Consulting services for food and beverage manufacturers in the area of food safety and quality, regulatory compliance, customer expectations and industry best practices. Includes standardization and process improvements based on industry, state and federal practices. Grant Writing Support For large multi-partner grants, we may engage third party grant writing resources to lead the proposal development process. International Business Development/International Compliance Seeking companies/contractors that offer a range of high quality advisory and support services to help small and mid-sized companies successfully establish business operations in foreign markets. Create and implement high-impact business development solutions that will drive company’s business growth and diversification. Possess subject matter expertise in International Marketing, Export Controls, and Foreign Military Sales (FMS) ISO 18788/PSC 1 ISO 18788 specifies the requirements and provides guidance for organizations that conduct or contract security operations. Moreover, it provides a framework for establishing, implementing, operating, monitoring, reviewing, maintaining and improving a Security Operations Management System. It provides the principles and requirements for a security operations management system (SOMS). ISO 18788:2015 provides a business and risk management framework for organizations conducting or contracting security operations and related activities and functions while demonstrating: • conduct of professional security operations to meet the requirements of clients and other stakeholders; • accountability to law and respect for human rights; • consistency with voluntary commitments to which it subscribes. ISO 200000-1 Service management system standard specifying requirements for the service provider to plan, establish, implement, operate, monitor, review, maintain and improve an SMS. ISO 22301 Business continuity management, specifies requirements to implement, maintain and improve a management system to protect against, reduce the likelihood of the occurrence of, prepare for, respond to and recover from disruptions when they arise. 4 SOLUTIONS DESCRIPTIONS ISO 27001 ISO 27001 is a specification for an information security management system. (ISMS). An ISMS is a framework of policies and procedures that includes all legal, physical and technical controls involved in an organization’s information risk management processes. ISO 27001 was developed to "provide a model for establishing, implementing, operating, monitoring, reviewing, maintaining and improving an information security management system.” ISO 27001 uses a top down, risk-based approach and is technology-neutral. Leadership and Organizational Development Includes leadership assessment and diagnostic tools (360 assessment); leadership and employee development suite of tools and content; executive team development and coaching; delivery of custom content and certification: Five Functions of a Cohesive Team; Strengths Finder; Situational Leadership Model; Crucial Conversations; Influencer, Myers-Briggs Type Indicator (MBTI Step 1 & 2); DISC 363 assessment and Everything DISC; Change Management; Decision Making, organizational assessment and diagnostics; culture assessments; management and change readiness assessments; HR assessment of practices and benchmarking; organizational design solutions; strategic planning; team development and interventions, etc. Lean for Human Resource Professionals Individuals or companies that can provide professional experience in the introduction and implementation of Continuous Improvement concepts in human development (service and support functions). Lean Government Individuals or companies that can provide professional experience in the introduction and implementation of Continuous Improvement concepts. Exceptional analytical and quantitative problem-solving skills. Professional experience in all areas of Continuous Improvement Principles.kaizen methods,. Ability to work collaboratively in a team environment. Collaborate with leadership to drive improvement in organizational quality and efficiency. Mentor and coach executives, teammates, and departmental leadership in continuous improvement. Lead process change management. Strong capability in data analytics and the ability to utilize data for problem solving and root cause analysis. Lean Healthcare Individuals or companies that can partner with senior and department healthcare leaders in IES clients to drive breakthrough improvements in operational quality and efficiency. Mentor and coach executives, front line teammates, as well as various levels of leadership within the department, facility and/or service line. Knowledge and expertise with Lean Strategy development; the deployment of Lean methodology as deployed in healthcare; change management; and problem solving. Leads process improvement and change management implementations using advanced Lean tools and methods. Strong capability in data analytics, and ability to utilize data for problem solving and root cause analysis. 5 SOLUTIONS DESCRIPTIONS Lean Manufacturing Individuals or companies that can provide professional experience in the introduction and implementation of Lean Government concepts. Exceptional analytical and quantitative problem-solving skills. Professional experience in all areas of Lean Government e.g., the Toyota Production System, kaizen methods, VSM, JIT, Changeover. Ability to work collaboratively in a team environment. Collaborate with organization leadership to drive improvement in operational quality and efficiency. Mentor and coach executives, front line teammates, and department leadership in continuous improvement. Lead process change management. Strong capability in data analytics and the ability to utilize data for problem solving and root cause analysis. Lean Six Sigma Individuals or companies that can provide Lean Six Sigma coaching, mentoring, and training services for IES clients in multiple industries. Guide leadership and management teams during Lean Six Sigma deployment, Support lean six sigma activities of program development, project management, project execution, and education and training. Help achieve and sustain meaningful cultural changes and capabilities. Educate, advise and guide Black Belts, Green Belts and/or Yellow Belts to achieve best practice implementation of LSS. Serve as a technical expert on LSS. Deliver Lean Six Sigma training in a classroom environment. Create, customize, and modify existing Lean Six Sigma training materials if requested. Provide Lean Six Sigma assessments and be aware of industry best practices. Penetration Testing Penetration testing, also called pen testing or ethical hacking, is the practice of testing a computer system, network or web application to find security vulnerabilities that an attacker could exploit. Either automated penetration testing with software applications or performed manually. Either way, the process involves gathering information about the target before the test, identifying possible entry points, attempting to break in -- either virtually or for real -- and reporting the findings. Project Management Ability to instruct in essential elements of the project management life cycle. Train in the techniques of project management aligned with the Project Management Institute's A Guide to the Project Management Body of Knowledge. Quality Core Tools The Quality Core Tools are defined as five supplemental techniques and/or methods which support the expectations of IATF 16949. These tools are documented separately through the publication of five manuals available through Automotive Industry Action Group (AIAG). IES provides client support with Advanced Product Quality Planning (APQP), Failure Modes & Effects Analysis (FMEA), Control Plans, Measurement Systems Analysis (MSA), Statistical Process Control (SPC), Product Part Approval Process (PPAP), and Problem Solving / Root Cause Analysis. Quality Management Systems A quality management system (QMS) is a formalized system that documents processes, procedures, and responsibilities for achieving quality policies and objectives. A QMS helps coordinate and direct an organization’s activities to meet customer and regulatory requirements and improve its effectiveness and efficiency on a continuous basis. IES provides client support with AS9100, AS9120, ISO 9001, ISO 13485, ISO 17025, and IATF 16949. 6 SOLUTIONS DESCRIPTIONS Sales & Marketing Assist companies with marketing & sales approaches (e.g. such as advertising, increasing social media presence, website enhancements, email campaigns, conference-exhibiting planning, sales staff training, etc, etc.) SOC II A SOC 2 report is an attestation report, issued by an independent Certified Public Accounting (CPA) firm, which opines on the design or operating effectiveness of a service organization's controls and whether one or more of the following five (5) defined criteria and/or principles have been achieved security, availability, processing integrity, confidentiality and/or privacy. The SOC 2: AT101 (SOC 2) report is most useful for service organizations whose clients do not necessarily rely on the reported controls for financial reporting purposes, but depend on their service organization's ability to maintain a controlled environment; formerly a SAS 70 report was issued for such service organizations. The SOC 2 report demonstrates to a service organization's client, the ability of the organization to independently assess against one or more of the five (5) AICPA Trust Services Principle. Spanish Translation of Safety and Health Education Materials Translators of Learning Materials Statistical Analysis For our evaluation projects, we need assistance with organizing and analyzing large data sets against a series of developed hypothesis tests as part of our evaluation plans. Supply Chain/Lean Logistics 3PL capabilities: logistics,planning, procurement, order fulfillment etc. SWOT Analysis Provide consulting services to instruct on SWOT analysis that provides a framework for assessing small to medium manufacturers and service providers. Instructors will use a 2 X 2 grid to show the Strengths, Weaknesses, Opportunities and Threats identified by trainees. The SWOT analysis will effectively instruct on analyzing six fundamental aspects: products, processes, customers, distribution, finance and administration. Analysis will yield a picture of the positive and negative aspects of a company/organization. From the analysis, the trainer can elicit potential actions that can be used to correct problems or leverage its identified strengths. Talent Management Talent acquisition, attraction and retention; performance management; succession planning; mentoring; new employee and leader onboarding services, etc. Technology Driven Market Intelligence (TDMI) Technology-Driven Market Intelligence (TDMI) is a growth service that provides a systematic and comprehensive approach to technology focused market intelligence. Specifically, TDMI identifies the benefits and the market impacts related to a company’s technology-based asset (e.g., idea, product, process, service, capability). TDMI directly considers the technical, market viability of a company’s asset, and characterizes the associated opportunities and barriers. Through a structured process of research and expert interviews, TDMI can provide intelligence such as the following: 7 SOLUTIONS DESCRIPTIONS Technology Driven Market Intelligence (TDMI) ● Identifying and characterizing the markets, trends, value chains, competition, and companies of most interest and relevance to a company ● Detailing prevailing technical performance and user requirements, and assessing how well a company’s asset meets or could meet those requirements ● Describing a company’s best options for moving forward with development, partnering, and market entry ● Filling in other key knowledge gaps a company may have surrounding regulatory, intellectual property, or competitive issues. Training Within Industry (TWI) Companies or individuals who can help teach/train/coach TWI methodologies for IES clients in multiple industries. Contractor will help deploy rapid and consistent training utilized in the TWI approach. Improvements and training may consist of fundamental tools that provide immediate results in reducing training time, improving processes, and building cooperation. While immediate results are crucial, the real power in TWI training is the realization of long-term benefits through the creation of a TWI culture utilizing the fundamental tenets of respect, solid communication, and cooperation. TWI trainers will also aid in the establishment of a more efficient training process Workplace Safety and Compliance Assist clients and customers in need of training, compliance audits, or other technical support related to workplace safety. The contractor must have a thorough understanding of regulatory requirements related to the specific solution being provided (i.e., OSHA, DOT, NFPA). Examples of potential areas of expertise include: HAZWOPER, Hazardous Materials, Arc Flash, Ergonomics, OSHA Compliance Audits, other training topics related to OSHA Standards for general industry, construction or maritime. Other Solutions Contractors providing Solutions not listed may be added due to anticipated future core competencies and prioritized focus areas as defined by clients, stakeholders, legal or regulatory entities. 3.2 Additional or Other requirements: Prior to each project start date, contractors will provide a quote and a scope of work with details including the rates and/or fees. An assigned staff member will work with the Contractor during project execution. Contractor(s) shall provide services as outlined in a specific statement of work proposed for each assignment that will be determined during the service development process. The service development process could include the following; preliminary meetings with the client, sales calls, and assisting in the creation of a Statement of Work. During the project, the Contractor is responsible for project management to ensure work is on schedule, within budget and meets quality expectations. The product team reserves the right to observe and attend delivery of services conducted by a Contractor with a NC State University/Industry Expansion Solutions customer. This includes virtual and / or onsite delivery. 8 4. SUPPLIER QUALIFICATION/EXPERIENCE REQUIREMENTS Contractors shall submit a response to this RFP that demonstrates experience providing in one (1) or more of the solutions described in Section 3 of the scope of work.The proposal response should demonstrate proven successful experience and shall include resource biographies, resumes, or CV for personnel delivering services.If accepted for inclusion in the Contractor database, the University’s Product Lead, and/or Project Manager will contact database Contractor(s) when a potential client need is identified. Contractors must supply at least three (3) references demonstrating experience similar in nature and scope to the services required.It is the proposing Contractors’ responsibility to provide valid reference information and the University reserves the right to use reference check responses in its evaluation of proposals. References not responding to the University’s request for information will be scored as if not provided. The University will not accept references that have to be coordinated by the proposing supplier. We must be able to contact references directly.The University also reserves the right to utilize references that it has knowledge of or previous contracts at NC State, regardless of whether they are included in the proposal response. 5. SUPPLIER PROPOSAL RESPONSE The following information is required in response to this RFP. Failure to adequately provide specific information that can be effectively evaluated by NC State may disqualify a contractor from consideration. At minimum, the proposal response shall include the following: 1. A detailed proposal addressing Sections 3 and 4. Describe in your proposal response the approach, processes and steps you will follow to perform and complete the solutions in the Scope of Work, Section 3. Include any additional tasks that you recommend for achieving successful outcomes. Note any requirements you have, and any assumptions being made which impact your proposed approach or the time required to complete the work. Also, be sure to include requirements outlined in Section 4 demonstrating your qualifications. 2. Completed Cover Page with Firm Name and Tax ID# 3. Completed Reference Page 4. Completed and Signed Execution of Proposal Page 5. Cost Proposal - Section 7 6. Certificate of Insurance as outlined in General Terms and Conditions, Item #19; and 7. Any applicable addenda issued subsequent to this RFP Incomplete proposals will not be considered for award. NOTE: Any or all Proposing Contractors may be requested to appear before the evaluation committee to explain their proposal and/or to respond to questions from the committee concerning their proposal. Proposing Contractors are prohibited from recording these meetings electronically. The committee reserves the right to request additional information from any or all Proposing Contractors. Proposing Contractors will accept financial responsibility for all travel expenses incurred for oral presentations (if required). 9 6. CRITERIA FOR EVALUATION AND AWARD SCREENING CRITERIA: Complete proposal response (see section 5) is uploaded to the Bonfire site using proper file formats as directed with no restriction on access to the files (no passwords or other technical issues when accessing uploaded files). Incomplete responses or responses that cannot be readily accessed will not be considered further. Proposals meeting screening requirements include only a cursory viewing of package contents. Specific items are subject to secondary verification or analysis. Proposals meeting the screening criteria proceed to the following evaluation. 70% Qualifications/Experience Proposal demonstrates expertise in one (1) or more of the Industries IES serves (see Industry Focus for examples), and expertise in one (1) or more of the Solutions described herein. Proposals will be evaluated based on providing a scope of work, details of methodology and the rates and fees for services and solutions. 30% References Reference responses demonstrate a record of better than satisfactory history of providing similar work without issues. Would references hire again? Promptness, willingness to work with University provide this equipment in a manner that the service is transparent to the attendee. 7. COST PROPOSAL A contractor is required to provide evidence of a rate structure similar to a fixed fee for specific services that can be evaluated for reasonableness for the services or solutions they provide. This will be benchmarked against similar industry rates from current contractors. An example but not inclusive of, an hourly rate for subject matter experts, and/or daily rates (fixed fee that includes all associated costs) for delivery of solutions. Some services may not be hourly or daily rates but a single project rate, make sure to indicate these as other project rate(s). Please download and complete the cost proposal on the Bonfire website. The browser will contain all cost information that is provided below in the requested information section. These are required document(s). Rate Structure Rate ($) Services/Solutions Comment(s) Hourly Rate Hourly Rate Hourly Rate Hourly Rate Daily Rate Daily Rate Daily Rate Daily Rate Other Project Rate 10 REFERENCES RFP # 63-KGS906857 COMPANY NAME_____________________ REFERENCES OFFERORS MUST PROVIDE THREE (3) REFERENCES FOR CLIENTS WHO HAVE PERFORMED SIMILAR WORK IN THE PAST THREE (3) YEARS. #1 Company Name: Company Full Address: Contact Name: Email Address: Telephone Number: #2 Company Name: Company Full Address: Contact Name: Email Address: Telephone Number: #3 Company Name: Company Full Address: Contact Name: Email Address: Telephone Number: THIS PAGE MUST BE COMPLETED AND SUBMITTED AS A PART OF YOUR PROPOSAL. 11 EXECUTION OF PROPOSAL DATE: ___________ RFP #63-KGS906857 The potential Contractor certifies the following by placing an "X" in all blank spaces: ___ That this proposal was signed by an authorized representative of the firm. ___ That the potential Contractor has determined the cost and availability of all materials and supplies associated with performing the services outlined herein. ___ That all labor costs associated with this project have been determined, including all direct and indirect costs. NA That the potential Contractor has attended the pre proposal conference and is aware of the prevailing conditions associated with performing these services. ___ That the potential Contractor agrees to the conditions as set forth in this Request for Proposals with no exceptions. ____ That the potential Contractor carries the appropriate insurance and will perform background checks on employees as required herein. See items 19 & 31 of General Contract Terms and Conditions attached. ____ That no employee or agent has offered, and no State employee has accepted, any gift or gratuity in connection this contract, in violation of N.C.G.S. § 133-32; and ____ That it, and each of its sub-contractors under this contract, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system, as required by G.S. §143-48.5. ____ That this proposal is submitted competitively and without collusion. That none of our officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and that we are not an ineligible supplier as set forth in G.S. 143-59.1. False certification is a Class I Felony. Therefore, in compliance with the foregoing Request for Proposal, and subject to all terms and conditions thereof, the undersigned offers and agrees, if this proposal is accepted within forty-five (45) days from the date of the opening, to furnish the services for the prices quoted during any resulting contract period. CONTRACTOR________________________ADDRESS__________________________________________ PHONE_________________________ CITY AND STATE______________________ZIP CODE___________Cell____________________________ BY _________________________________TITLE______________________________________________ (Signature) _____________________________________E-MAIL____________________________________________ (Printed Name) THIS PAGE MUST BE COMPLETED AND INCLUDED IN YOUR PROPOSAL RESPONSE 12 GENERAL INFORMATION ON SUBMITTING PROPOSALS 1. EXCEPTIONS: All proposals are subject to the terms and conditions outlined herein. All responses shall be controlled by such terms and conditions and the submission of other terms and conditions, price lists, catalogs, and/or other documents as part of an offeror's response will be waived and have no effect either on this Request for Proposals or on any contract that may be awarded resulting from this solicitation. Offeror specifically agrees to the conditions set forth in the above paragraph by signature to the proposal. 2. PROPOSAL SUBMITTAL: All proposals must be received by the issuing agency not later than the date and time listed on the cover sheet of this proposal. Proposals shall be uploaded to: https://ncsu.bonfirehub.com/opportunities/86869. Request for Proposals (RFP) directions are advertised at The State of North Carolina Interactive Purchasing System (IPS) www.ips.state.nc.us. An addendum to this RFP may be issued. If required, any subsequent addenda must be signed and submitted with the proposal upload. It is the vendor’s responsibility to verify that all applicable addenda are submitted as required. 3. ORAL PRESENTATIONS: During the evaluation and at their option, the evaluators may request oral presentations from any or all offerors for the purpose of clarification or to amplify the materials presented in any part of the proposal. However, offerors are cautioned that the evaluators are not required to request clarification; therefore, all proposals should be complete and reflect the most favorable terms available from the offeror. 4. PROPOSAL EVALUATION: Proposals will be evaluated as outlined herein. The award of a contract to one offeror does not mean that the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed to provide the best value to the University, and/or the State. 5. COMMENCEMENT OF SERVICES: After proposals are evaluated, and offer is made, accepted and approved by appropriate authorities, the University will issue a purchase order, a contract or a letter of agreement as an indicator to commence services. 6. REQUEST FOR OFFERS: Offerors are cautioned that this is a request for offers, not a request to contract and the University/State reserves the unqualified right to reject any and all offers when such rejection is deemed to be in the best interest of the University or State. 7. ORAL EXPLANATIONS: The University shall not be bound by oral explanations or instructions given at any time during the competitive process or after award. 8. REFERENCE TO OTHER DATA: Only information which is received in response to this RFP will be evaluated; reference to information previously submitted shall not be evaluated. 9. ELABORATE PROPOSALS: Elaborate proposals in the form of brochures or other presentations beyond that necessary to present a complete and effective proposal are not desired. In an effort to support the sustainability efforts of the State of North Carolina we are receiving proposals via electronic submission. Please visit https://ncsu.bonfirehub.com/opportunities/86869 for specific submission instructions. 10. COST FOR PROPOSAL PREPARATION: Any costs incurred by offerors in preparing or submitting offers are the offerors' sole responsibility; the University will not reimburse any offeror for any costs incurred prior to award. 11. TIME FOR ACCEPTANCE: Each proposal shall state that it is a firm offer which may be accepted within a period of forty-five (45) days from the proposal opening. Although the 13 https://ncsu.bonfirehub.com/opportunities/63054 http://www.ips.state.nc.us/ https://ncsu.bonfirehub.com/opportunities/63054 contract is expected to be awarded prior to that time, the 45-day period is requested to allow for unforeseen delays. 12. TITLES: Titles and headings in this RFP and any subsequent contract are for convenience only and shall have no binding force or effect. 13. CONFIDENTIALITY OF PROPOSALS: In submitting its proposal the offeror agrees not to discuss or otherwise reveal the contents of the proposal to any source outside of the using or issuing agency, government or private, until after the award of the contract. Offerors not in compliance with this provision may be disqualified, at the option of the State, from contract award. Only discussions authorized by the University are exempt from this provision. 14. RIGHT TO SUBMITTED MATERIAL: All responses, inquiries, or correspondence relating to or in reference to the RFP, and all other reports, charts, displays, schedules, exhibits, and other documentation submitted by the offerors shall become the property of the State when received. 15. OFFEROR’S REPRESENTATIVE: Each offeror shall submit with its proposal the name, address, and telephone number of the person(s) with authority to bind the firm and answer questions or provide clarification concerning the firm's proposal. 16. PROPRIETARY INFORMATION: To the extent permitted by N.C.G.S. §132-1.3 trade secrets which the Contractor does not wish disclosed other than to personnel involved in the evaluation or contract administration will be kept confidential identified as follows: Each page shall be identified in boldface at the top and bottom as "CONFIDENTIAL". Any section of the proposal which is to remain confidential shall also be so marked in boldface on the title page of that section. Cost information is not confidential. In spite of what is labeled as confidential, the determination as to whether or not it is shall be determined by North Carolina law. 17. HISTORICALLY UNDERUTILIZED BUSINESSES: Pursuant to N.C.G.S. §143-48 and Executive Order #150, the University invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled. 18. PROTEST PROCEDURES: A party wanting to protest a contract award pursuant to this solicitation must submit a written request to the Director of Purchasing, North Carolina State University, Purchasing Department, Campus Box 7212, Raleigh, NC 27695-7212. This request must be received in the University Purchasing Department within thirty (30) consecutive calendar days from the date of the contract award, and must contain specific sound reasons and any supporting documentation for the protest. NOTE: Contract award notices are sent only to those actually awarded contracts, and not to every person or firm responding to this solicitation. Offerors may call the purchaser listed on the first page of this document to obtain a verbal status of contract award. All protests will be handled pursuant to the North Carolina Administrative Code, Title 1, Department of Administration, Chapter 5, Purchase and Contract, Section 5B.1519. 19. CONTRACTOR REGISTRATION AND SOLICITATION NOTIFICATION SYSTEM: Contractor Link NC allows Contractors to electronically register free with the State to receive electronic notification of current procurement opportunities for goods and services available on the Interactive Purchasing System. Online registration and other purchasing information are available on the web site: http://www.state.nc.us/pandc/. 20. RECIPROCAL PREFERENCE: N.C.G.S. §143-59 establishes a reciprocal preference law to discourage other states from applying in-state preferences against North Carolina’s resident offerors. The “Principal Place of Business” is defined as the principal place from which the trade or business of the offeror is directed or managed. 21. ENTERPRISE-LEVEL IT SYSTEMS OR TECHNOLOGIES: The University is committed to promote and integrate universal IT accessibility in the delivery of its resources and to develop innovative solutions to accessibility challenges for students, faculty and staff. Contractors shall: 14 http://www.state.nc.us/pandc/ a. Assure all features, components and subsystems of the software or IT System contained on this RFP fully comply with Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C.794d), (http://www.section508.gov); OR Detail why any feature, component or sub-system contained in this RFQ doe s not fully comply with Section 508, and the way in which the proposed product is out of compliance; b. If the Voluntary Product Accessibility Templates (VPAT) (http://www.access-star.org/ITI-VPAT- v1.2.html) are used, they must include compliance checklists for: 1. Technical Standards; 2. Function and Performance Criteria; and. 3. Documentation and Support c. The product offered in response to this RFP is subject to an accessibility evaluation by the University. 15 http://www.access-star.org/ITI-VPAT- NORTH CAROLINA STATE UNIVERSITY GENERAL CONTRACT TERMS AND CONDITIONS (Contractual and Consultant Services) 1. GOVERNING LAW: This contract is made under and shall be governed and construed in accordance with the laws of the State of North Carolina. 2. SITUS: The place of this contract, its situs and forum, shall be Wake County, North Carolina, where all matters, whether sounding in contract or tort, relating to is validity, construction, interpretation and enforcement shall be determined. 3. INDEPENDENT CONTRACTOR: The Contractor shall be considered to be an independent contractor and as such shall be wholly responsible for the work to be performed and for the supervision of its employees. The Contractor represents that it has, or will secure at its own expense, all personnel required in performing the services under this agreement. Such employees shall not be employees of, or have any individual contractual relationship with the University. 4. KEY PERSONNEL: The Contractor shall not substitute key personnel assigned to the performance of this contract without prior written approval by the University’s Contract Administrator. The individuals designated as key personnel for purposes of this contract are those specified in the Contractor’s proposal. 5. SUBCONTRACTING: Work proposed to be performed under this contract by the Contractor or its employees shall not be subcontracted without prior written approval of the University’s Contract Administrator. Acceptance of an offeror’s proposal shall include any subcontractor(s) specified therein. 6. INSPECTION AT CONTRACTOR’S SITE: The University reserves the right to inspect, at a reasonable time, the equipment/item, plant or other facilities of a prospective contractor prior to contract award, and during the contract term as necessary for the University’s determination that such equipment/item, plant or other facilities conform with the specifications/requirements and are adequate and suitable for the proper and effective performance of the contract. 7. PERFORMANCE AND DEFAULT: If, through any cause, the Contractor shall fail to fulfill in timely and proper manner the obligations under this agreement, the University shall thereupon have the right to terminate this contract by giving written notice to the Contractor and specifying the effective date thereof. In that event, all finished or unfinished deliverable items under this contract prepared by the Contractor shall, at the option of the University, become its property, and the Contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such materials. Notwithstanding, the Contractor shall not be relieved of liability to the University for damages sustained by the University by virtue of any breach of this agreement, and the University may withhold any payment due the Contractor for the purpose of setoff until such time as the exact amount of damages due the University from such breach can be determined. In case of default by the Contractor, the University may procure the services from other sources and hold the Contractor responsible for any excess cost occasioned thereby. The University reserves the right to require performance bond or other acceptable alternative guarantees from successful offeror without expense to the University. In addition, in the event of default by the Contractor under this contract, the State may immediately cease doing business with the Contractor, immediately terminate for cause all existing contracts the State has with the Contractor, and de-bar the Contractor from doing future business with the State Upon the Contractor filing a petition for bankruptcy or the entering of a judgment of bankruptcy by or against the Contractor, the University may immediately terminate, for cause, this contract and all other existing contracts the Contractor has with the University. Neither party shall be deemed to be in default of its obligations hereunder if and so long as it is prevented from performing such obligations by any act of war, hostile foreign action, nuclear explosion, 16 riot, strikes, civil insurrection, earthquake, hurricane, tornado, or other catastrophic natural event or act of God. 8. GOVERNMENTAL RESTRICTIONS: In the event any Governmental restrictions are imposed which necessitate alteration of the material, quality, workmanship or performance of the items offered prior to their delivery, it shall be the responsibility of the contractor to notify, in writing, the issuing purchasing office at once, indicating the specific regulation which required such alterations. The University reserves the right to accept any such alterations, including any price adjustments occasioned thereby, or to cancel the contract. 9. FORCE MAJEURE: Neither party shall be deemed to be in default of its obligations hereunder if and so long as it is prevented from performing such obligations by an act of war, hostile foreign action, nuclear explosion, earthquake, hurricane, tornado, or other catastrophic natural event or act of God. 10. TERMINATION: The University may terminate this agreement at any time by providing written notice to the contractor at least thirty (30) days before the effective date of the termination. In that event, all finished or unfinished deliverable items prepared by the Contractor under this contract shall, at the option of the University, become its property. If the contract is terminated by the University as provided herein, the Contractor shall be paid for services satisfactorily completed, less payment or compensation previously made. All promises, requirements, terms, conditions, provisions, representations, guarantees, and warranties contained herein shall survive the contract expiration or termination date unless specifically provided otherwise herein, or unless superseded by applicable Federal or State statutes of limitations. The Contractor may terminate at the beginning of any contract year, only by notification provided in writing to the University a minimum of four (4) months prior to the applicable contract year expiration. 11. AVAILABILITY OF FUNDS: Any and all payments to the Contractor are dependent upon and subject to the availability of funds to the University for the purpose set forth in this agreement. The university pays Net 30 days from receipt of a proper invoice. 12. CONFIDENTIALITY: Any information, data, instruments, documents, studies or reports given to or prepared or assembled by the Contractor under this agreement shall be kept as confidential and not divulged or made available to any individual or organization without the prior written approval of the University. 13. CARE OF PROPERTY: The Contractor agrees that it shall be responsible for the proper custody and care of any property furnished it for use in connection with the performance of this contract or purchased by it for this contract and will reimburse the State for loss of damage of such property. 14. COPYRIGHT: No deliverable items produced in whole or in part under this agreement shall be the subject of an application for copyright by or on behalf of the Contractor. In addition, all inventions and the copyright in and to any copyrightable work, including, but not limited to, copy, art, negatives, photographs, designs, text, software, or documentation created as part of the Contractor’s performance of this project shall vest in the University, and the Contractor agrees to assign all rights therein to the University. Contractor further agrees to provide University with any and all reasonable assistance which University may require to file patent applications, to obtain copyright registrations, or to perfect its title in any such inventions or works, including the execution of any documents submitted by the University. 15. ASSIGNMENT: No assignment of the Contractor’s obligations or the Contractor’s right to receive payment hereunder shall be permitted. However, upon written request approved by the issuing purchasing authority, the University may: a. Forward the contractor’s payment check(s) directly to any person or entity designated by the Contractor, or b. Include any person or entity designated by Contractor as a joint payee on the Contractor’s payment check(s). In no event shall such approval and action obligate the University to anyone other than the Contractor and the Contractor shall remain responsible for fulfillment of all contract obligations. 17 16. COMPLIANCE WITH LAWS: The Contractor shall comply with all laws, ordinances, codes, rules, regulations, and licensing requirements that are applicable to the conduct of its business, including those of federal, state, and local agencies having jurisdiction and/or authority. 17. AFFIRMATIVE ACTION: The Contractor shall take affirmative action in complying with all Federal and State requirements concerning fair employment and employment of people with disabilities, and concerning the treatment of all employees without regard to discrimination by reason of race, color, religion, sex, national origin, or disability. 18. SAFETY STANDARDS: All manufactured items and/or fabricated assemblies subject to operation under pressure, operation by connection to an electric source, or operation involving a connection to a manufactured, natural, or LP gas source shall be constructed and approved in a manner acceptable to the appropriate state inspector which customarily requires the label or re-examination listing or identification marking of the appropriate safety standard organization; such as the American Society of Mechanical Engineers for pressure vessels; the Underwriters Laboratories and /or National Electrical Manufacturers’ Association for electrically operated assemblies; or the American Gas Association for gas operated assemblies, where such approvals of listings have been established for the type of device offered and furnished. Further, all items furnished shall meet all requirements of the Occupational Safety and Health Act (OSHA), and state and federal requirements relating to clean air and water pollution. 19. INSURANCE: During the term of the contract, the contractor at its sole cost and expense shall provide commercial insurance of such type and with such terms and limits as may be reasonably associated with the contract. As a minimum, the contractor shall provide and maintain the following coverage and limits: a. Worker’s Compensation - The contractor shall provide and maintain Worker’s Compensation Insurance, as required by the laws of North Carolina, as well as employer’s liability coverage with minimum limits of $500,000.00, covering all of Contractor’s employees who are engaged in any work under the contract. If any work is subcontracted, the contractor shall require the subcontractor to provide the same coverage for any of its employees engaged in any work under the contract. b. Commercial General Liability - General Liability Coverage on a Comprehensive Broad Form on an occurrence basis in the minimum amount of $1,000,000.00 Combined Single Limit. (Defense cost shall be in excess of the limit of liability). c. Automobile - Automobile Liability Insurance, to include liability coverage, covering all owned, hired and non-owned vehicles, used in connection with the contract. The minimum combined single limit shall be $1,000,000.00 bodily injury and property damage; $1,000,000.00 uninsured/under insured motorist; and $1,000.00 medical payment. Providing and maintaining adequate insurance coverage is a material obligation of the contractor and is of the essence of this contract. All such insurance shall meet all laws of the State of North Carolina. Such insurance coverage shall be obtained from companies that are authorized to provide such coverage and that are authorized by the Commissioner of Insurance to do business in North Carolina. The contractor shall at all times comply with the terms of such insurance policies, and all requirements of the insurer under any such insurance policies, except as they may conflict with existing North Carolina laws or this contract. The limits of coverage under each insurance policy maintained by the contractor shall not be interpreted as limiting the contractor’s liability and obligations under the contract. 20. ADVERTISING: Contractor shall not use the existence of this contract or the name of the State of North Carolina or North Carolina State University as part of any advertising without prior written approval from the University. 21. ENTIRE AGREEMENT: This contract and any documents incorporated specifically by reference represent the entire agreement between the parties and supersede all prior oral or written statements or agreements. This Request for Proposal, any addenda thereto, and the offeror’s response are incorporated herein by reference as though set forth verbatim. 18 All promises, requirements, terms, conditions, provisions, representations, guarantees, and warranties contained herein shall survive the contract expiration or termination date unless specifically provided otherwise herein, or unless superseded by applicable Federal or State statutes of limitation. 22. AMENDMENTS: This contract may be amended only by written amendment duly executed by authorized representatives of both the University and the Contractor. 23. TAXES: N.C.G.S. §143-59.1 bars the Secretary of Administration from entering into contracts with Contractors if it or its affiliates meet one of the conditions of N.C.G. S. §105-164.8(b) and refuse to collect use tax on sales of tangible personal property to purchasers in North Carolina. Conditions under G. S. 105-164.8(b) include: (1) Maintenance of a retail establishment or office, (2) Presence of representatives in the State that solicit sales or transact business on behalf of the Contractor and (3) Systematic exploitation of the market by media-assisted, media-facilitated, or media-solicited means. By execution of the bid document the Contractor certifies that it and all of its affiliates, (if it has affiliates), collect(s) the appropriate taxes. 24. GENERAL INDEMNITY: The Contractor shall hold and save the University, its officers, agents, and employees, harmless from liability of any kind, including all claims and losses accruing or resulting to any other person, firm, or corporation furnishing or supplying work, services, materials, or supplies in connection with the performance of this contract, and from any and all claims and losses accruing or resulting to any person, firm, or corporation that may be injured or damaged by the Contractor in the performance of this contract and that are attributable to the negligence or intentionally tortious acts of the Contractor provided that the Contractor is notified in writing within 30 days that the State has knowledge of such claims. The Contractor represents and warrants that it shall make no claim of any kind or nature against the University‘s agents who are involved in the delivery or processing of Contractor goods to the University. The representation and warranty in the preceding sentence shall survive the termination or expiration of this contract. 25. OUTSOURCING: Any Contractor or subcontractor providing call or contact center services to the University or State of North Carolina shall disclose to inbound callers the location from which the call or contact center services are being provided. If, after award of a contract, the Contractor wishes to outsource any portion of the work to a location outside the United States, prior written approval must be obtained from the University agent responsible for the contract. Contractor must give notice to the University of any relocation of the Contractor, employees of the Contractor, subcontractors of the Contractor, or other persons performing services under a state contract outside of the United States. 26. PRICING: All prices offered herein shall be firm against any increases. Requests by the Contractor for a cost increase relevant to any contract extension shall be submitted in writing one hundred and eighty (180) days prior to each contract renewal. The University reserves the option of accepting a Contractor's proposed cost increase or canceling the service and seeking proposals from other Contractors. Requests for cost increases will be indexed to the same percent as any change in the Consumer Price Index/All Urban Consumers for the previous twelve month period of the request. Invoices are paid Net 30 days from receipt of an accurate invoice. 27. DEBARMENT CERTIFICATION: Offeror certifies to the best of its knowledge and belief, that it nor any of its principals a) are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contract by any Federal agency; b) have not within a three year period preceding this award been convicted of or had a civil judgment rendered against them for: commission of a fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, state or local) contract or subcontract; violation of Federal or state antitrust statutes relating to this submission of offers; or commission of embezzlement, theft, forgery, bribery, falsifications or destruction of records, making false statements, or receiving stolen property; and c) are not presently indicted for, or otherwise criminally or civilly charged by a government entity with, commission of any of 19 these offenses enumerated herein. The offer certifies that they have not, within a three year period preceding this offer, had one or more contracts terminated for default by any federal agency. “Principals” for the purpose of this certification, means officers; directors; owners; partners; and persons having primary management or supervisory responsibilities within a business entity (e.g., general manager; plant manager; head of a subsidiary, division, or business segments, and similar positions.) This certification concerns a matter within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution. Certification of this provision is a material representation of fact upon which reliance was placed when making an award. If it is later determined that the Offeror knowingly rendered an erroneous certification, in addition to other remedies available to the University, the University may terminate this agreement for default. Offeror hereby certifies these conditions and does so by signing the execution page of this RFP document. 28. PRIVACY 1. Personal Identifiers: If University provides the Contractor with personal identifiers as listed in N.C.G.S. §132-1.10 and in N.C.G.S. §14-133.20(b) or any other legally confidential information, Contractor hereby certifies that collection of this information from University is necessary for the performance of Contractor’s duties and responsibilities on behalf of University under this Contract. Contractor further certifies that it shall maintain the confidential and exempt status of any social security number information, as required by N.C.G.S. §132- 1.10(c) (1), and that it shall not re-disclose personally identifiable information as directed by State and Federal laws. Failure to abide by legally applicable security measures and disclosure restrictions may result in the interruption, suspension and/or termination of the relationship with Contractor for a period of at least five (5) years from date of violation. If Contractor experiences a security breach, as defined in N.C.G.S. §75.61(14), relating to this information, in addition to the Contractor’s responsibilities under the NC Identity Theft Protection Act, Contractor shall immediately notify University with the information listed in N.C.G.S. §75-65(d)(1-4) and shall fully cooperate with University. Contractor shall indemnify University for any breach of confidentiality or failure of its responsibilities to protect confidential information. Specifically, these costs may include, but are not limited to, the cost of notification of affected persons as a result of its unauthorized release of University data provided to Contractor pursuant to the Contract. 2. Education Records: If the University provides the Contractor with “personally identifiable information” from a student’s education record as defined by FERPA, 34 CFR §99.3, Contractor hereby certifies that collection of this information from University is necessary for the performance of Contractor’s duties and responsibilities on behalf of University under this Contract. In this instance, University considers Contractor a school official with a legitimate interest under FERPA. Contractor further certifies that it shall maintain the confidential status of education records in their custody, and that it shall not re-disclose personally identifiable information as directed by FERPA. Failure to abide by legally applicable security measures and disclosure restrictions may result in the interruption, suspension and/or termination of the relationship with Contractor for a period of at least five (5) years from date of violation. If Contractor experiences a security breach relating to this information or if Contractor re- discloses the information, Contractor shall immediately notify University. Contractor shall indemnify University for any breach of confidentiality or failure of its responsibilities to protect the personally identifiable information. Specifically, these costs may include, but are not limited to, the cost of notification of affected persons as a result of its unauthorized release of University data provided to Contractor pursuant to the Contract. 29. AUDITS: The State or University auditor shall have access to persons and records as a result of all Agreements entered into by the University in accordance with North Carolina General Statute §147-64.7 and Session Law 2010-194, Section 21. 20 30. PRESERVATION OF RECORDS: If the University provides any data to Contractor pursuant to this Agreement then Contractor shall preserve and maintain the data for a period of three (3) years or as indicated in a litigation hold letter issued by University, to fulfill the University’s obligations under the North Carolina Public Records Act and under the Federal and North Carolina Rules of Civil Procedure. Contractor shall immediately preserve and maintain data (and any generated email correspondence) upon the University’s request or upon notice of litigation or audit and further Contractor shall make available all Data University may specify with the time limits required. 31. CONTRACTOR EMPLOYEE BACKGROUND CHECKS: The Contractor shall, at no additional cost to the University, secure appropriate background checks on all employees, independent contractors, or subcontractor employees to be assigned to any resulting contract. These background checks shall include, at a minimum, the following checks with consideration for current, past, alias and maiden names: ● Nationwide Federal Criminal search ● National Sex Offender Registry search ● North Carolina Statewide Criminal search ● Criminal searches in all counties of residence outside the state of North Carolina in the past seven (7) years, except in cases when the individual has resided in the New York boroughs of Kings, Queens, New York, Nassau, Richmond, or Bronx, in which case a New York Statewide Criminal Search is required ● Skip Trace, Residency history, or other Social Security Number-based search (to ensure validity and correct matching) The Contractor shall align its hiring decisions to support the University’s ongoing effort to maintain a safe, drug-free environment for students, faculty, staff and visitors. These background checks shall be maintained by the Contractor and are subject to audit by appropriate University or state officials at any time during and for five (5) years after the contract end date. The University may withhold consent of any of Contractor's personnel to be placed on a University assignment at its sole discretion. The Contractor shall immediately (same day as notification) remove any employee or representative from University property if deemed by the University to be unfit for any reason. 21