Raleigh Convention Center Underground Water Treatment and Alarm Monitoring

(v.12/06/2021) Request for Proposals #274-RCC16-2022 Title: Raleigh Convention Center Underground Water Treatment and Alarm Monitoring Issue Date: 7/15/2022 Due Date: August 11, 2022 not later than 4PM EST *LATE PROPOSALS WILL NOT BE ACCEPTED* Issuing Department: Raleigh Convention Center and Performing Arts Complex Direct all inquiries concerning this RFP to: John Verdejo Procurement Analyst Email: john.verdejo@raleighnc.gov Table of Contents 1. Introduction .............................................................................................. 2 1.1 Purpose ............................................................................................. 2 1.2 Background ........................................................................................ 2 1.3 RFP Timeline ..................................................................................... 3 1.4 Pre-Proposal Conference

.................................................................. 3 1.5 Proposal Question ............................................................................. 3 1.6 Proposal Submission Requirements & Contact Information .............. 4 1.7 MWBE Participation Form ................................................................. 5 1.8 Rights to Submitted Material .............................................................. 5 1.9 Communications ................................................................................ 6 1.10 Lobbying ............................................................................................ 6 1.11 Conflicts of Interest ............................................................................ 6 1.12 Proposer Expenses ........................................................................... 7 1.13 Proposer Acceptance ........................................................................ 7 2. Proposals ................................................................................................. 7 2.1 Request for Proposals Required Document Format .......................... 8 2.2 RFP Documents .............................................................................. 10 3. Proposal Evaluation .............................................................................. 10 3.1 Proposal Evaluation Criteria (Stage 1) ............................................. 10 3.2 Interview/Demonstration (Stage 2) .................................................. 11 3.3 Final Selection ................................................................................. 11 3.4 Notice to Proposers Regarding RFP Terms & Conditions ............... 12 3.5 Contract Term......................................................................12 4. Scope of Services .................................................................................. 12 Appendix I – Proposal Cost Form ................................................................... 13 Appendix II – Proposer Questionnaire ........................................................... 14 Appendix III – Reference Questionnaire (Instructions) ................................. 15 Appendix III – Reference Questionnaire Form ............................................... 16 Appendix IV – MWBE Participation Form ....................................................... 18 Appendix V – Contract Standard Terms & Conditions .................................. 19 Appendix VI – Exceptions to RFP ................................................................... 26 2 1 INTRODUCTION 1.1 Purpose The City of Raleigh (COR) is solicitating proposals from one or more firm(s) with which to contract for the following services: The Raleigh Convention Center, located at 500 S, Salisbury St., Raleigh, NC 27601 desires to contract with a water treatment and monitoring firm to assume responsibility for monitoring, testing and reporting water quality to the NCDEQ including preparing any and all permits to maintain operation. The contractor will test and report the quality of water flowing in the natural creek/spring underneath the Raleigh Convention center and its activities are not polluting the water. A detailed scope of services is provided in Section 4 of this document. All information related to this solicitation, including any addenda, will be posted to the North Carolina Interactive Purchasing System (IPS) at: https://www.ips.state.nc.us/IPS/. All questions related to this solicitation must be submitted in writing (via email) to the following individual: Contact Name Email Address John Verdejo john.verdejo@raleighnc.gov Questions submitted via telephone will not be answered.  The first step for companies interested in doing business with the City is registering your company through the City’s Raleigh Supplier connection self-service portal. The Raleigh Supplier connection self-service portal is the single source of information for companies looking to do business with the City of Raleigh. If you are a current supplier to the City and do not have a login Username & Password for your Supplier Account, please go to the Raleigh Supplier Connection portal and use the “Create New User Accounts” link to start using the benefits of the Raleigh Supplier Connection. The Raleigh Supplier Connection self-service portal will enable you to: o Update your business information o Upload and update your MWBE (Minority and Women-Owned Business Enterprise) certificate (if applicable) o Track your payment activity o Acknowledge Purchase Orders o View announcements and upcoming events For supplier registration and update assistance, contact the Procurement Division, 919-996-4978.  Registered to conduct business in North Carolina with the North Carolina Secretary of State office. 3 1.2 Background The City of Raleigh, the Capital City of North Carolina, remains one of the fastest growing areas in the country. A great economy, top educational institutions, and exceptional health care facilities are some of the characteristics that attract people to the triangle area. The mild climate, diverse work force and proximity to Research Triangle Park combine to make Raleigh a great place to live. Raleigh is a 21st Century City of Innovation focusing on environmental, cultural, and economic sustainability. The City conserves and protects our environmental resources through best practice and cutting-edge conservation and stewardship, land use, infrastructure and building technologies. The City welcomes growth and diversity through policies and programs that will protect and enhance Raleigh’s existing neighborhoods, natural amenities, history, and cultural and human resources for future generations. The City leads to improve quality of life for neighborhoods and standard of living for all citizens. The City works with universities, colleges, citizens, and local partners to promote new technology, create new job opportunities, and encourage local businesses and entrepreneurs. The City enlists and prepares 21st Century staff with the skill sets to carry out the duties of the City through transparent civic engagement and by providing the very best customer service to our citizens. The Raleigh Convention Center (RCC), located at 500 S Salisbury St, Raleigh, NC 27601-2337, is a 500,000-square-foot facility that welcomes groups of 50 to 5,000 for trade shows, conventions and conferences. The RCC is a Silver LEED-certified facility with 150,000 sf Exhibition Hall (divisible into 3 sections), 32,000 sf Grand Ballroom with adjacent reception area, 20 meeting rooms totaling 32,000 sf, connected to the Raleigh Marriott City Center. 1.3 Request for Proposal (RFP) Timeline Provided below is a list of the anticipated schedule of events related to this solicitation. The City of Raleigh reserves the right to modify and/or adjust the following schedule to meet the needs of the service. All times shown are Eastern Time (EST): RFP Process Date and Time RFP Advertisement Date July 15, 2022 Pre-Proposal Conference (Mandatory) July 25, 2022 2:30 – 3:30PM EST Raleigh Convention Center Loading Dock Deadline for Written Questions July 28, 2022 by Close of Business City Response to Questions (anticipated) August 3, 2022 by Close of Business 4 1.4 Pre-Proposal Conference A Mandatory PRE-RESPONSE CONFERENCE/SITE VISIT for all prospective Proposers is scheduled for 2:30 PM on July 25, 2022 in the Raleigh Convention Center-Loading Dock, 500 South Salisbury Street, Raleigh, NC 27601. Attendance at this conference is a prerequisite for consideration of a Respondent’s submission. Prospective Proposers are encouraged to submit written questions in advance. A summary of all questions and answers will be posted on the internet at https://www.ips.state.nc.us/ips/DeptBids.aspx as an addendum, located under the RFP# being modified. Additionally, an optional tour of the facility will follow the pre-proposal conference. NOTE: Travel and parking expenses are not provided by the City. It is the Proposer's responsibility to ensure that all addenda have been reviewed and considered in the preparation of its proposal. 1.5 Proposal Questions Requests for clarification and questions to this RFP must be received by the City not later than the date shown above in the RFP Timeline (Section 1.3) for the submittal of written inquires. The firm’s failure to request clarification and submit questions by the date in the RFP Timeline above shall be considered to constitute the firm’s acceptance of all City’s terms and conditions and requirements. The City shall issue addenda reflecting questions and answers to this RFP, if any, and shall be posted to North Carolina Interactive Purchasing System (IPS). No information, instruction or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Respondents shall be entitled to rely only on written material contained in an Addendum to this RFP. It is important that all Respondents submitting to this RFP periodically check the North Carolina Interactive Purchasing System (IPS) for any Addenda. It is the Respondents responsibility to ensure that all addenda have been reviewed and, if required signed and returned. 1.6 Proposal Submission Requirements and Contact Information Proposals must follow the format as defined in Section 2 (PROPOSALS), and be addressed and submitted as follows: Proposal Due Date and Time August 11, 2022 by 4PM EST Evaluation Meeting (anticipated) August 15, 2022 Selection Announced (tentative) Week Ending August 19, 2022 5 DELIVERED BY US POSTAL SERVICE MAIL: DELIVERED BY OTHER DEIVERY SERVICES: City of Raleigh Raleigh Convention Center City of Raleigh Raleigh Convention Center ATTN: John Verdejo ATTN: John Verdejo P.O. Box 590 P.O. Box 590 500 South Salisbury Street 500 South Salisbury Street Raleigh, North Carolina 27602 RFP #274-RCC16-2022 RCC Underground Water Treatment and Alarm Monitoring Raleigh, North Carolina 27602 RFP #274-RCC16-2022 RCC Underground Water Treatment and Alarm Monitoring Proposals must be enclosed in an envelope or package and clearly marked with the name of the submitting company, the RFP number and the RFP Title. Proposers must submit: A. one (1) signed original; B. one (1) electronic version of the signed proposal and; C. and five (5) copies of the signed proposal. The electronic version of the Proposal must be submitted as a viewable and printable Adobe Portable Document File (PDF) on a USB Flash Drive. Both hard copy and electronic versions must be received by the City on or before the RFP due date and time provided in RFP Timeline (Section 1.3). Proposals received after the RFP due date and time will not be considered and will be returned unopened to the return address on the submission envelope or package. Any requirements in the RFP that cannot be met must be indicated on Appendix VI: Exceptions to the RFP and submitted with the proposal. Proposers must respond to the entire Request for Proposals (RFP). Any incomplete proposal may be eliminated from competition at the discretion of the City of Raleigh. The City reserves the right to reject any or all proposals for any reason and to waive any informality it deems in its best interest. Proposals that arrive after the due date and time will not be accepted or considered for any reason whatsoever. If the firm elects to mail in its response, the firm must allow sufficient time to ensure the City’s proper receipt of the package by the time specified in the RFP Timeline (Section 1.3). Regardless of the delivery method, it is the responsibility of the firm to ensure that their proposal arrives at the designated location specified in this Section by the due date and time specified in the RFP Timeline (Section 1.3). 1.7 MWBE Participation Form The City of Raleigh prohibits discrimination in any manner against any person based on actual or perceived age, race, color, creed, national origin, sex, mental or physical disability, sexual orientation, gender identity or expression, familial or marital status, religion, economic status, or veteran status. The City maintains an affirmative policy of