Event Parking Services

The University of North Carolina at Chapel Hill Purchasing Services

For its Department of Transportation and Parking Services

Request for Proposal Number: 3000012716

Description of Services: Event Parking Services

Date of Issue: 03-31-2026

Date & Time of Site Visit: None Required

Mandatory _____ Non-Mandatory _____

Date & Time to Submit Questions: 04-10-2026 NLT 1:00 PM EST

Date & Time of Public Opening: 04-22-2026 NLT 1:00 PM EST

Direct all inquiries concerning this RFP to:

Mark Thomas Sillman

Associate Director Purchasing Services

Email: mark_sillman@unc.edu

The University of North Carolina at Chapel Hill Purchasing Services

Request for Proposal Number: 3000012716

Description of Services: Event Parking Services

______________________________________________________

For internal State agency processing, including tabulation of proposals, you must provide your company's eVP (Electronic Vendor Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page shall be filled out and returned with your proposal. Failure to do so may subject your proposal to rejection.

___________________________________________________ Vendor Name

______________________________

North Carolina State procurement vendor identification number for eVP

______________________________

North Carolina Secretary of State vendor identification number

Note: For a contract to be awarded to you, 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

The University is only accepting proposals through the electronic Vendor Portal (eVP):

Electronic responses ONLY will be accepted for this solicitation.

EXECUTION

In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices proposed opposite each item within the time specified herein.

By executing this proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies that:

this proposal is submitted competitively and without collusion (G.S. 143-54),

none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and

it is not an ineligible Vendor as set forth in G.S. 143-59.1.

Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor's knowledge and belief that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency.

As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.

As required by Executive Order 24 (2017), the undersigned vendor certifies will comply with all Federal and State requirements concerning fair employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of any Contract arising from this solicitation.

G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this response to the RFP, the undersigned certifies, for Vendor's entire organization and its employees or agents, that Vendor is not aware that any such gift has been offered, accepted, or promised by any employees of your organization.

By executing this proposal, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the UNIVERSITY of NORTH CAROLINA at CHAPEL HILLS GENERAL TERMS AND CONDITIONS for SERVICES incorporated herein. These documents can be accessed from the ATTACHMENTS page within this document.

Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals shall not be accepted.

VALIDITY PERIOD

Offer shall be valid for at least sixty (60) days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual agreement of the parties in writing. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this RFP.

ACCEPTANCE OF PROPOSAL

If your proposal is accepted, all provisions of this RFP, along with the written results of any negotiations, shall constitute the written agreement between the parties ("Contract"). The UNIVERSITY of NORTH CAROLINA at CHAPEL HILLS GENERAL TERMS AND CONDITIONS for SERVICES are incorporated herein and shall apply. Depending upon the Services being offered, other terms and conditions may apply, as mutually agreed upon.

PURPOSE AND BACKGROUND

1.1 PURPOSE: This Request for Proposal (RFP) is being issued to obtain a contract to provide for a turn key operator who is capable of developing ingress / egress plans, providing appropriate level of staffing to execute said plan, deploy traffic calming devices, barriers and directional way finding for special event parking and transportation services for the University of North Carolina at Chapel Hill, Department of Transportation and Parking, with a start date of approximately July 1, 2026 or sooner if in the best interest of the University. Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.

1.2 BACKGROUND: The University's goal in offering special event parking and transportation services is the safe and effective management of traffic and parking during special event operations. This includes managing the ingress of patrons for the events, directing them from their vehicles to the event and back, expediting their egress, and limiting the impact of special events on UNC Health Care Systems and other University operations.

The number and type of events will vary from year to year based on scheduling by university departments including but not limited to academic departments, athletics, performing arts, theater, the Chancellor's office, and UNC Health Care, the availability of performers on tour, and other University scheduling concerns. There will be approximately seven (7) home football games, approximately eighteen (18) home men's basketball games, and a variety of concerts and other major events (i.e. commencement, registration, non-UNC athletics, etc.), and hundreds of general events each year.

1.3 UNIVERSITY PROVIDED MATERIALS: The University, via its Contract Administrator, hereby agrees to work directly with the Contractor in connection with carrying out and conducting all of the following duties and responsibilities during the term of this agreement.

The University shall provide the Contractor with maps of the campus, lot names and a communication plan and directory.

The University shall provide appropriate number of keys to equipment and storage rooms as agreed upon by the Contractor and University to ensure seamless operations.

The University shall provide four (4) radios for communication between Contractors' on-site managers and Transportation and Parking's leadership team for use during events.

The University shall provide pre-programmed Point of Sale Terminals ("POS Terminals") for attendants to scan permits and/or collect payments from customers. The number of devices provided may vary depending on the scope of the event.

The University shall provide up to two (2) equipment trailers for vendor to transport University-provided equipment.

The University shall provide parking permits for all Contractor staff requested to work UNC events by the Contract Administrator. The University understands that in many instances, the staff vehicles will serve as "shelter" from certain weather conditions and in other instances provide emergency access to more adequate shelter. The University also understands that cost-wise, it is in the best interest of the University to provide parking permits, rather than charge the Contractor. However, all Contractor vehicles must be parked in a designed parking spot / space. Contractor employee vehicles may not be parked on sidewalks or in a manner that impedes vehicle or pedestrian movement.

1.4 CONTRACT TERM The Contract shall have an initial term of three (3) years, beginning on the date of final Contract execution. The Vendor shall begin work under the Contract within thirty (30) business days of the "Effective Date".

At the end of the contract's initial term, the University 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 (1) year terms for a total not to exceed five (5) in total length. The University will give the Vendor written notice of its intent to exercise each option no later than sixty (60) 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 University reserves the right to extend the contract after the last active term when in the best interest of the University.

Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.

GENERAL INFORMATION

REQUEST FOR PROPOSAL DOCUMENT

This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award, which are incorporated herein by reference.

2.2 E-PROCUREMENT FEE (This requirement doesn't apply to the UNC at Chapel Hill)

NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

It shall be the Vendor's responsibility to read the Instructions to Vendors, the University of North Carolina at Chapel Hills General Terms and Conditions for Services, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

If Vendors have questions or issues regarding any component of this RFP, those must be submitted as questions in accordance with the instructions provided in the PROPOSAL QUESTIONS Section. If the University determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum. The University may also elect to leave open the possibility for later negotiation of specific provisions of the contract that have been addressed during the question-and-answer period, prior to contract award.

Other than through the process of negotiation under 01 NCAC 05B.0503, the University rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor's proposal or otherwise. This applies to any language appearing in or attached to the document as part of the Vendor's proposal that purports to vary any terms and conditions or Vendors' instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor's proposal shall constitute a firm offer that shall be held open for the period required herein ("Validity Period" above).

The University may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon through negotiation and incorporated by way of a Best and Final Offer (BAFO). Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor's proposal as nonresponsive.

RFP SCHEDULE

The table below shows the intended schedule for this RFP. The University will make every effort to adhere to this schedule.

SITE VISIT or PRE-PROPOSAL CONFERENCE (NOT REQUIRED)

PROPOSAL QUESTIONS

Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the "Submit Written Questions" date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum.

Written questions shall be emailed to the Purchasing Agent on the front cover no later than the date and time specified above. Vendors shall use the following subject line for all correspondence proposing questions to this RFP "RFP - RFP Number - Company Name - Questions". All submittals for answers to questions shall be submitted in a WORD Document, that is not password protected and shall include a reference to the applicable RFP section to be submitted in the format shown below:

Questions received prior to the submission deadline date shall be answered by the University, and any additional terms deemed necessary by the University will be posted in the form of an addendum to the electronic Vendor Portal (eVP), , and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any University personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in the RFP and an addendum to this RFP.

PROPOSAL SUBMITTAL

IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, shall not be opened or considered, and will be automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to unintended or unanticipated delay. It is the Vendor's sole responsibility to ensure its proposal has been received as described in this RFP by the specified time and date of opening. The time and date of receipt will be marked on each proposal when received. Any proposal or portion thereof received after the proposal deadline will be rejected.

All proposals shall be submitted via eVP

All proposal responses shall be submitted electronically via the electronic Vendor Portal (eVP). Additional information can be found at the eVP updates for Vendors link: https://eprocurement.nc.gov/news-events/evp-updates-vendors.

Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a Vendor's proposal(s). Vendors are strongly encouraged to allow sufficient time to upload proposals.

Critical updated information may be included in Addenda to this RFP. It is important that all Vendors responding to this RFP periodically check the State's eVP website for any Addenda that may be issued prior to the bid opening date. All Vendors shall be deemed to have read and understood all information in this RFP and all Addenda thereto.

PROPOSAL CONTENTS

Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an authorized signature where requested. Failure to provide all required items, or Vendor's submission of incomplete items, may result in the University rejecting Vendor's proposal, in the University's sole discretion.

The Vendors RFP response shall include the required information and documentation listed below and shall be presented in the same order as listed below to include all of the items and attachments shown to include any addendums that may be issued:

Cover Letter, which must contain the following: (i) a statement that confirms that the proposer has read the RFP in its entirety, including all links, and all Addenda released in conjunction with the RFP, (ii) a statement that the Vendor agrees to perform in accordance with the scope of work, requirements, and specifications contained herein; and (iii) Vendor's agreement to comply with all instructions, terms and conditions, and attachments.

Title Page: Include the company name, address, phone number and authorized representative name and email address along with the Proposal Number.

The Offeror shall describe the organizational structure of the firm, including its relationship to any parent firms, sister firms, or subsidiaries. Provide a biography on the management personnel that will be responsible for the performance of the Agreement, detailing their involvement and provide an organization chart showing proposed management staff.

The Offeror shall provide a detailed description of the Contractor's administrative plan to support each type of event operation herein described and an overall summary of how he/she will support the overall operation as herein described to ensure that adequate staffing is accomplished for each event.

The Offeror shall describe its overall experience and credentials in providing a professional parking management operation.

The Offeror shall provide a copy of the firm's balance sheets and reference letters from banks.

The Offeror shall list a minimum of five (5) references including phone number and a point of contact, for similar services. References will be rated and used as part of the selection process.

a. (3) points will be awarded for "outstanding service" - exceeds requirements

b. (2) points will be awarded to for "satisfactory service" - meets requirements

c. (1) points will be awarded for "unsatisfactory" performance - does not meet requirements

References shall be asked to rate the following:

a. Quality of service provided by Contractor's staff to the general public

b. Quality of training provided to the Contractor's staff

c. Contractor's knowledge of event operations

d. Contractor's knowledge of the general event surroundings (campus, town, etc.)

e. Contractor's documentation of event operations or other required written material(s)

f. Contractor's supervisory staff's ability and willingness to adapt to situations on the job as situations arise (change traffic patterns, shift personnel, etc.)

g. Contractor's ability to collaborate with others

h. Accuracy and timeliness of submitted invoices from Contractor

i. Contractor's ability to meet staffing requests

j. Contractor's ability to offer turn key solution to event parking (traffic ingress/egress plan and staffing deployment)

k. Known disciplinary issues, frequency, context, and result

l. Safety record of Contractor personnel operating vehicles

m. Overall quality of services provided.

The Offeror shall provide a listing of five (5) years' prior contract awards for event parking services from other state agencies, including a telephone number and a point of contact. Include a description of services provided for each state agency.

The Offeror shall have a minimum of five (5) years' experience with NCAA Division 1 athletic event parking services, and a minimum of five (5) years' experience with concert event parking services.

The Offeror shall provide a copy of all of the Contractor's State and local license/permits that apply to an operation of this type and scope.

The Offeror shall provide proof of ownership or leased status of its radios and proof that the operating frequency is assigned to the Contractor (FAA Frequency License) and a written plan for ensuring those radios will always be available and in use at UNC Football Games, Basketball Games and other UNC events at the request of the Contract Administrator.

The Offeror shall provide proof from a Bonafide law enforcement agency that he/she has experience working with Law Enforcement Personnel regarding traffic control.

The Offeror shall provide a complete Cost Proposal on the appropriate documents provided.

Completed and signed copy of all EXECUTION PAGES, along with the body of the RFP.

Signed receipt pages of any addenda released in conjunction with this RFP, if required to be returned.

Vender shall review and comply with "Section 7 Attachments" of the RFP which provides a complete listing of additional documents and forms required to be properly downloaded, completed, signed and attached making them a part of your RFP proposal.

ALTERNATE PROPOSALS

Unless provided otherwise in this RFP, Vendor may submit alternate proposals for comparable Goods, various methods or levels of Service(s), or that propose different options. Alternate proposals must specifically identify the RFP requirements and advantages addressed by the alternate proposal. Any alternate proposal, in addition to the marking described above, must be clearly marked with the legend: ("Alternate Proposal #___ for Name of Vendor)". Each proposal must be for a specific set of Goods and Services and must include specific pricing. If a Vendor chooses to respond with various offerings, each must be offered with a separate price and be contained in a separate proposal document. Each proposal must be complete and independent of other proposals offered.

2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

Relevant definitions for this RFP are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found below which are incorporated herein by this reference.

The following definitions, acronyms, and abbreviations are also relevant to this RFP:

UNIVERSITY: "University" shall mean, The University of North Carolina at Chapel Hill for its Department of Transportation and Parking.

OFFEROR: "Offeror" shall mean a company/firm submitting a proposal in response to this Request for Proposals.

CONTRACTOR: "Contractor" shall mean the Contractor that will provide the professional services for the University.

TERM: "Term" shall refer to the length of time the contract will be valid.

CONTRACT ADMINISTRATOR: "Contract Administrator" shall mean the University representative who shall be the direct liaison between the Contractor and the University for this contract. That representative will be the Event Manager for Transportation and Parking.

UNIVERSITY HOLIDAY SCHEDULE: The University's Holiday Schedule is maintained at and shall be considered the official posting for all University recognized holidays.

GENERAL EVENT: "General Event" shall mean any non-sporting conference or small event that occurs on campus that does not fit any of the other defined definitions. A general event may include, but not be limited to: NC Symphony, Carolina Performing Arts, Board of Trustee meetings, building dedications, medical conferences, dinner parties, etc. A General Event may require a variety of staffing scenarios, a single attendant to a team of attendants, TCO's and supervisors.

GENERAL MAJOR EVENT: "General Major Event" shall mean any operations on campus considered by the University to be a distinguished affair (beyond the scope of normal operations) held on campus property, such as, but not limited to UNC men's basketball games, Smith Center concerts, Carmichael Auditorium Concerts, High School Basketball Championships, High School Football Championships, and Commencement (both May and December). A General Major Event may require a variety of staffing scenarios, a single attendant to a team of attendants, TCO's and supervisors.

MOVE-IN/OUT OPERATIONS: "Move-in/out Operations" shall mean the special parking operations that occur in conjunction with the beginning and end of each semester and/or summer session on campus.

OLYMPIC SPORTING EVENT: "Olympic Sporting Event" shall mean any operations on campus associated with any of the athletic sports excluding football and men's basketball.

UNC FOOTBALL EVENT: "UNC Football Event" shall mean any UNC-CH football game and/or other Kenan Stadium event so designated in advance by the University (i.e., professional football pre-season game, opening ceremony for world games, etc.)

METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

METHOD OF AWARD

North Carolina G.S. 143-52 provides a general list of criteria the University shall use to award contracts, as supplemented by the additional criteria herein. The Services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the University's best interest. All qualified proposals will be evaluated, and awards will be made to the Vendor(s) meeting the specific RFP Specifications and achieving the highest and best final evaluation, based on the criteria described below.

While the intent of this RFP is to award a Contract(s) to a single Vendor the University reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items or to cancel this RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the University to do so.

The University reserves the unqualified right to waive in its opinion any minor informality or technicality in the proposals received when in the best interest of the University.

CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

While this RFP is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See Paragraph 29 of the Instructions to Vendors entitled COMMUNICTIONS BY VENDORS.

Each Vendor submitting a proposal to this RFP, including its employees, agents, subcontractors, suppliers, subsidiaries and affiliates, is prohibited from having any communications with any person inside or outside the using agency; issuing agency; other government agency office or body (including the procurement lead named above, any department secretary, agency head, members of the General Assembly and Governor's office); or private entity, if the communication refers to the content of Vendor's proposal or qualifications, the content of another Vendor's proposal, another Vendor's qualifications or ability to perform a resulting contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals, the award of a contract, or both.

Any Vendor not in compliance with this provision shall be disqualified from evaluation and award. A Vendor's proposal may be disqualified if its subcontractor and/or supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement until the date of contract award or cancellation of the procurement). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency for this RFP or inquiries directed to the procurement lead named in this RFP regarding requirements of the RFP (prior to proposal submission) or the status of the award (after submission) are excepted from this provision.

PROPOSAL EVALUATION PROCESS

Only responsive submissions will be evaluated.

The University will conduct a One-Step evaluation of Proposals:

Proposals will be received according to the method stated in the Proposal Submittal Section above.

All proposals must be received by the issuing agency not later than the date and time specified in the RFP SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the University 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 University.

At the date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum, the proposal from each responding Vendor will be opened publicly and all offers (except those that have been previously withdrawn, or voided bids) will be tabulated. The tabulation shall be made public at the time it is created. When negotiations after receipt of bids are authorized pursuant to G.S. 143-49 and 01 NCAC 05B.0503, only the names of offerors and the Services offered shall be tabulated at the time of opening. If negotiation is anticipated, cost and price shall become available for public inspection at the time of the award. 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.

At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the proposal. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification-and often do not. Therefore, all proposals should be complete and reflect the most favorable terms available from the Vendor.

Since the possibility of negotiation is normally not known until the cost proposals are opened, and as allowed for under 01 NCAC 05B.0503, pricing shall not be made public until the award of a contract. This decision rests solely with the University.

Upon completion of the evaluation process, the University will make award(s) based on the evaluation and post the award(s) to the State's eVP website under the RFP number for this solicitation. Award of a Contract to one Vendor does not mean that the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed most advantageous and represented the best value to the University.

The University 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 University.

EVALUATION CRITERIA

In addition to the general criteria in G.S. 143-52 which may or may not be relevant to this RFP, all qualified proposals will be evaluated, and award made based on considering the following criteria, to result in an award most advantageous to the University:

EVALUTION METHOD: The head of the evaluation committee shall provide a written document to the Purchasing Agent detailing the consensus of the evaluation committee, explaining the strengths and weaknesses of each proposal and why the recommended awardee(s) proposal provides the best value to the University. All qualified proposals will be evaluated, and award made based on considering the following criteria listed in descending order of importance, to result in an award most advantageous to the University:

Vendor Technical Approach 30

Vendor Qualifications 30

Vendor Experience (including references) 25

Pricing 15

PERFORMANCE OUTSIDE THE UNITED STATES

If required, the Vendor shall complete the attachment for LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this RFP, the University 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 University:

Total cost to the University

Level of quality provided by the Vendor

Process and performance capability across multiple jurisdictions

Protection of the University's information and intellectual property

Availability of pertinent skills

Ability to understand the University's business requirements and internal operational culture

Particular risk factors such as the security of the University's information technology

Relations with citizens and employees

Contract enforcement jurisdictional issues

INTERPRETATION OF TERMS AND PHRASES

This RFP serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the University; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as "shall," "must," and "requirements" are intended to create enforceable contract conditions. In determining whether proposals should be evaluated or rejected, the University will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the University's needs as described in the RFP. Except as specifically stated in the RFP, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the University exercising its discretion to reject a proposal in its entirety.

REQUIREMENTS

This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements, and terms and conditions stated in this RFP. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for the University to receive a better proposal, the Vendor is urged to submit these items in the form of a question during the question-and-answer period in accordance with the Proposal Questions Section above.

PRICING

Proposal price shall constitute the total cost to the University for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees. The vendor shall complete the attachment for PRICING INFORMATION DOCUMENTATION and include in Vendor's proposal. The pricing provided, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract.

INVOICES MAY NOT BE PAID UNTIL AN INSPECTION HAS OCCURRED AND THE SERVICES ACCEPTED.

4.1.1 Import Tariff Temporary Surcharge

Pricing shall be exclusive of any pending tariffs or temporary tariff surcharge. Vendor may request a temporary tariff surcharge which shall be submitted with the PRICING INFORMATION DOCUMENTATION as a charge separate from the contract price. Any temporary tariff surcharge(s) associated with purchases shall be provided by way of a percentage tariff surcharge. All tariff surcharges proposed are intended to be temporary and based on current tariff implications specific to related commodities with evidence of submitted documentation of affected MSRP products. Vendor understands that the agency may request additional justification. Any temporary tariff surcharge percentage will be negotiated and mutually agreed upon. The university is not obligated to accept any proposed import tariff surcharge. Proposed tariff surcharges may be used as a factor for evaluation and award.

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.

If required, the Vendor shall complete the attachment for certifying that they are financially stable by completing CERTIFICATION OF FINANCIAL CONDITION. The University is requiring this certification to minimize potential issues from contracting with a Vendor that is financially unstable. From the date of the certification to the expiration of the contract, the Vendor shall notify the University within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this certification. The University may require annual recertification of the Vendor's financial stability.

HUB PARTICIPATION

Pursuant to North Carolina General Statute G.S. 143-48, it is State policy, and the University's desire to encourage and promote the use of small, minority, physically handicapped, and women contractors in purchasing services. As such, this RFP will serve to identify those Vendors that are minority owned or have a strategic plan to support the State's Historically Underutilized Business program by meeting or exceeding the goal of 10% utilization of diverse firms as 1st or 2nd tier subcontractors. If required, the Vendor shall complete the attachment for HUB SUPPLEMENTAL VENDOR INFORMATION.

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 University. Vendor shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person.

REFERENCES

If required, the Vendor shall complete the attachment and shall provide at least three (3) references, using the CUSTOMER REFERENCE TEMPLATE, for which it has provided Services of similar size and scope to those proposed herein. References shall not be from the same company or from the soliciting University department. In addition, Vendor shall provide references for and identify other government contracts it has received, for which your company has provided services of similar size and scope. The University shall 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 shall be considered in the evaluation of the proposal. The University reserves the unqualified right to determine what is to be considered as "substantially similar" and waive in its opinion any minor informality or technicality in the proposals received when in the best interest of the University.

BACKGROUND CHECKS

Any personnel or agent of the Vendor performing services under any contract arising from this RFP may be required to undergo a background check. If so, requested by the University the Vendor and its personnel shall within 30 days of contract award be required to provide or undergo background checks at Vendor's expense prior to beginning work with the University. As part of Vendor background, the following details must be provided to the University:

Any criminal felony conviction, or conviction of any crime involving moral turpitude, including, but not limited to fraud, misappropriation or deception, by 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;

Any criminal investigation for any offense involving moral turpitude, including, but not limited to fraud, misappropriation, falsification or deception pending against Vendor of which it has knowledge, or provide a statement Vendor is aware of none;

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 fines, and the issuance of any written warnings;

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 a statement that there are none.

Any civil litigation, arbitration, proceedings, or judgments pending against Vendor during the three (3) years preceding submission of its proposal herein or a statement that there are none. Vendor's response to these requests shall be considered a continuing representation, and Vendor's failure to notify the University within thirty (30) days of any criminal litigation, 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.

4.6.1 GENERAL INFORMATION

This University is committed to providing a crime free environment for its faculty, staff and students. Due to the contractual requirements set forth in this RFP, your personnel will have access to various areas of this University. As such and when requested by the University, 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:

Criminal background checks shall be current and completed within thirty (30) days of the University's request.

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 first 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.

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 after the evaluation and approval of the Vendor's criminal checks.

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.

The University may require the Vendor to exclude the Vendor's employees, agents, representatives, or subcontractors based on background check results. Discovery that one or more employees have convictions does not disqualify the Vendor from award.

Additionally, the University may use or similar Services to conduct additional background checks on the Vendor's proposed employees.

4.6.2 BACKGROUND CHECK REQUIREMENTS

As part of Vendor's criminal background checks, the details below must be provided to the University:

Any criminal felony conviction, or conviction of any crime involving moral turpitude, including but not limited to fraud, 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;

Any criminal investigation for any offense involving moral turpitude, including, but not limited to fraud, misappropriation, falsification or deception pending against Vendor of which it has knowledge, or provide a statement Vendor is aware of none;

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 fines, and the issuance of any written warnings;

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.

Any civil litigation, arbitration, proceedings, or judgments pending against Vendor during the three (3) years preceding submission of its proposal herein, or provide a statement that there are none.

4.6.3 BACKGROUND CHECK LIMITATIONS

Any individual representing the Vendor, who:

In his/her lifetime, has been adjudicated as a habitual felon as defined by GS 14-7.1 or a violent habitual felon as defined by GS 14-7.7, shall not be allowed to work in buildings occupied by university faculty, staff and students.

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 university faculty, staff and students.

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 university property.

The Vendor shall ensure that all employees have responsibility to self-report to the Vendor within twenty-four (24) hours of 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.

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.

Vendor's responses to these background check requests shall be considered a continuing representation, and Vendor's failure to notify the University 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.

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.

4.6.4 DOCUMENT REQUIREMENTS

Required documentation to be submitted prior to date contract is effective and for performing any services on university property shall include:

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.

Vendor shall also provide a photocopy of the required State or Federal government issued picture ID or Driver License.

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.

Background checks consisting of:

Original unaltered criminal background check from the organization providing the background check.

The background check provider's company name, company mailing address, and contact phone numbers.

The full name of the individual, which matches the government issued photo ID.

The current address of individual being checked.

The date of the criminal background check was conducted.

4.6.5 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 University in order to perform services under this contract:

YES NO

PERSONNEL

Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner. "Professional manner" means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor will serve as the prime contractor under this contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the University. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in contract documents; and shall not limit Vendor's obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s).

Should the Vendor's proposal result in an award, the Vendor shall be required to agree that it will not substitute key personnel assigned to the performance of the contract without prior written approval by the Contract Lead. Vendor shall further agree that it will notify the contract Lead of any desired substitution, including the name(s) and references of Vendor's recommended substitute personnel. The University will approve or disapprove of the requested substitution in a timely manner. The University may, in its sole discretion, terminate the services of any person providing services under this contract. Upon such termination, the University may request acceptable substitute personnel or terminate the contract services provided by such personnel.

VENDOR'S REPRESENTATIONS

If Vendor's Proposal results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the University under the contract. If any services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor's proper performance, provision and delivery of the service and deliverables under a resulting contract, or are an inherent part of or necessary sub-task included within such service, they will be deemed to be implied by and included within the scope of the contract to the same extent and in the same manner as if specifically described in the contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other deliverables.

QUESTIONS TO VENDORS (NOT REQUIRED)

AGENCY INSURANCE REQUIREMENTS MODIFICATION

The University has conducted a risk assessment for the services being requested and has determined that certain default coverage provisions in the UNIVERSITY of NORTH CAROLINA at CHAPEL HILLS GENERAL TERMS AND CONDITIONS for SERVICES. It is required that you also obtain and maintain Fidelity Bonding (Honesty Bonding) at a minimum amount of $10,000. Failure to do so will render the proposal non-responsive. Coverages not changed here remain as stated in the UNIVERSITY of NORTH CAROLINA at CHAPEL HILLS GENERAL TERMS AND CONDITIONS for SERVICES.

LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS

Federal law prohibits recipients of federal funds, whether through grants, contracts, or cooperative agreements, from using those funds to influence or attempt to influence (lobby) a federal official in connection with obtaining, extending, or modifying any federal contract, grant, loan, or cooperative agreement. Further, federal law requires that applicants for federal funds certify:

that they abide by the above restrictions.

that they disclose any permissible (non-federal) paid lobbying on the Federal Awards being applied for; and

that such certification requirements will also be included in any subawards meeting the applicable thresholds.

SUBCONTRACTORS

No portion of the work shall be subcontracted without prior written consent of the University. In the event that the Vendor desires to subcontract some part of the work specified herein, the Vendor shall furnish with their bid the names, qualifications, and experience of their proposed subcontractors. The Vendor shall, however, remain solely and fully liable and responsible for the work done by its subcontractor(s) and shall assure compliance with all the requirements and specifications of the contract.

SECRETARY OF STATE REGISTRATION

Prior to entering into a contract with the University, the awarded Vendor(s) must complete registration with the NC Secretary of State. Upon notification of award, the selected Vendor(s) must furnish evidence of filing within 10 business days. Failure to provide this documentation may result in the disqualification of the Vendor(s) bid for further consideration for the award. No purchase orders shall be issued prior to confirmation of completed registration with the Secretary of State.

A contract award under the above-referenced solicitation, and the resulting purchase orders, will produce repeated orders and transactions in North Carolina and will constitute "transacting business" in the State, which requires a certificate of authority from the North Carolina Secretary of State as provided in G.S. 55-15-01 (corporations) or 57D-7-01 (LLCs). Please go to: to register.

Vendor registered with the North Carolina Secretary of State: Yes No

4.14 EXAMINATION OF CONDITIONS

It shall be understood and mutually agreed that by submitting a proposal, the Offeror acknowledges that that they have carefully examined all pertinent documents, the general location, and has satisfied themselves as to the nature of the work to include if necessary the condition of existing buildings and their accessory structures; conformation of the ground; character, quality and quantity of the materials to be encountered; general and local conditions, construction hazards, parking and transportation requirements and all other matters which can in any way affect the work under the contract. It is further mutually agreed that by submitting a proposal the Offeror acknowledges that they have satisfied themselves as to the feasibility and meaning of these specifications and any associated documents relative to the work and that they accept all the terms, conditions and stipulations contained therein; and that they are prepared to work in cooperation with other Contractors or University employees performing work at any location on campus.

4.15 INCREASES OR DECREASES TO CONTRACT

The services included in this contract are listed in the appendices of this RFP with the Offeror providing individual contract price for the services also designated. The University reserves the right to add or delete services as required. Any services added or deleted by the University shall result in an equitable adjustment to the contract price. If a service is added, the price shall be negotiated by the Contract Administrator and the Contractor and the price shall be prorated over the remainder of the term of the contract. If a service is deleted, the price shall be subtracted from the contractual amount due under this contract.

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SPECIFICATIONS AND SCOPE OF WORK

TASKS/DELIVERABLES

5.01 The Contractor shall provide the number of attendants, TCO's, golf cart drivers, supervisors and managers, designated by the Contract Administrator, for the complete and satisfactory performance of special events parking and transportation services. Historically, the approximate number of staff needed are provided below:

Attendants TCO's Golf Cart Drivers Supervisors Manager

A. UNC Football games: 165 32 4 6 1

B. UNC Men's Basketball games: 65 24 3 4 1

C. Concerts: 45 to 165 varies varies 2 to 3 1

D. Move-in/out: 10 to 50 N/A N/A 1 to 4 N/A

E. Olympic Sporting Events 2 to 12 N/A varies 1 to 2 N/A

F. General Events 1 to 20 varies varies N/A N/A

The number of attendants, traffic control officers, golf cart drivers, and supervisors for commencement and other related events that occur on a one-time basis or that change from year to year, will be specified by the Contract Administrator no less than one (1) week prior to each event, unless circumstances dictate otherwise. However, the Contractor should be prepared to provide an approximate range of 45-165 lot attendants/screeners and at least 24-32 well trained and certified traffic control staff members and for any UNC event.

The number of Contractor staff for any event may vary depending on, but not limited to the following factors:

On-campus construction,

Academic breaks,

Emergency situations,

Changes in the Traffic and Parking Ordinance,

Multiple events on campus, and

Third party client needs

Should the Contractor not be able to fulfill the staffing requirements for an event, when the Contractor was given a minimum of one (1) week notice for all events not defined as a general event and a three (3) day notice for general events, the Contractor will remit a penalty of up to $250 per position to the Department of Transportation and Parking, not to exceed $3,000 per event. The Director of Transportation and Parking at his or her discretion may waive the penalty, if the Contractor staffing shortage will not and/or did not jeopardize the Department of Transportation and Parking's ability to deliver satisfactory customer service and/or safety.

5.02 The Contractor shall have the ability to provide valet service for any University event, at the request of the Contract Administrator, along with valet supplies (key podium/boards, value tickets, etc), and insurance coverage for valet operation. For each valet event, the Contactor will provide the Department of Transportation and Parking with the counts of how many cars are parked during a valet event.

5.03 The Contractor shall provide personnel for the set-up and removal of equipment (such as cones, signs, and barricades) for event operations. The Contract Administrator shall provide as much advance notice as possible for personnel needs. The equipment provided by the University is stored in Ram's Head Deck and Jackson Deck and shall be picked up at and returned to these locations. All equipment set-ups shall be completed by the time the attendants begin their shift, with the exception of directional signs for weekday events, which shall be completed 3.5 hours prior to event time. The Contractor shall be responsible for the proper handling, use, and any damage to equipment. The Contractor shall be responsible for the repair or replacement of any equipment lost, stolen or damaged due to the acts of the Contractor's employees, plus an administrative processing fee of $50 per event to be paid to the Department of Transportation and Parking for the procurement of replacement equipment. A full inventory of equipment placed and retrieved is due to the Contract Administrator within 72 hours of the end of each event.

5.04 Excluding any last-minute event requests from university partners or outside parties, the Contract Administrator shall endeavor to provide instructions and a list of positions for personnel no later than 72 hours in advance of the event. It shall be the Contractor's responsibility to ensure each employee receives a copy of the instructions at the time of the event and/or completely understands the post requirements and instructions. Failure to execute or inability to execute instructions as provided may result in the University deeming the position the same as being vacant and resulting in the same penalty for not fulfilling staffing requirements under 5.01.

5.05 The Contractor shall be responsible for ensuring that all employees properly work the hours specified by the Contract Administrator in order to accomplish proper implementation of the University's parking plans. This shall include equipment set-up and removal, traffic ingress, and traffic egress. Any change in the start time of an event shall be reflected in the start times given to Contractor employees. Historically, the start times for lot positions are as follows (this means post time - not meeting time):

UNC Men's Basketball Games: up to 4 hours prior to tip-off

UNC Football Events: staggered start times starting at 6:00am, with the bulk of personnel starting 4 hours prior to kick-off. A limited Contractor deployment may be needed to work one (1) prep day ahead of a football game.

Olympic Sporting Events: up to 3 hours prior to event time, to 15 minutes following start time, unless otherwise specified. Egress posts may be required, as specified.

General Events: On post 3 hours prior to event time to 15 minutes following start time, unless otherwise specified.

Note: These are historical post times only and are subject to change.

The Contractor understands and acknowledges that, from time to time, event times may shift with short notice, and while the Department of Transportation and Parking will communicate such time shifts to the Contractor as quickly as possible, some reasonable flexibility will be accommodated.

5.06 Contractor must have the ability to develop and implement traffic management plans for each type of event, taking into account any road/lane/parking facility closures caused by construction or maintenance.

5.07 Contractor must have the ability to assign a senior-level supervisor or manager to run a "command" post in cooperation with the Department of Transportation and Parking, UNC Athletics, UNC Police, and EMS during large-scale events including Football, Men's Basketball, Commencement, and any other event, in the University's discretion. Such senior-level managers must be able to implement traffic management direction via radio.

5.08 The Contractor shall ensure all supervisors for assigned staff conduct a pre-event briefing for all UNC events. This shall take place at check-in and prior to post report time. During the briefings, the supervisor should at a minimum remind all staff of the general overall expectations of professional conduct and excellent customer service. The overview should include explanation of notes for each post and the need to report suspicious persons and/or activity. Staff working for the first time on the UNC Campus shall receive an additional briefing regarding expectations and "campus orientation" items. Briefing "on the clock" time shall be a maximum of 30 minutes. Attendants will be considered "off the clock" 15 minutes after relieved of post duty. This is to allow 15 minutes for travel time to check-out and return equipment.

5.09 30-minute meal breaks and 10- minute breaks are allowed at the discretion of the Contractor, provided that all posts are fully covered at all times.

5.10 Attendants must stop each vehicle as it approaches a parking lot, parking deck, or any other parking area. Vehicles should never be allowed to drive into a parking lot, parking deck, or any other parking area without first being vetted by the attendant on post. Attendants posted at the entrances to public parking facilities requiring payments must be properly equipped with a POS Terminal, provided by the Department of Transportation and Parking.

5.11 The Contractor's employees shall park in areas designated by the University when working campus events. Parking areas may change on an event-by-event basis due to changes in the campus parking availability.

ELIGIBILITY & TRAINING

5.12 The Contractor shall be required to conduct criminal background checks (dating back 7 years) on all employees and provide a copy to the Contract Administrator. This will apply to any new employees hired after the contract has been awarded. At a minimum, no one with a sex offense, hate crime, or violent crime on his/her record will be allowed to work as a Contractor employee for UNC's Department of Transportation and Parking.

5.13 The Contractor shall provide Clery training, and security awareness training, to all personnel working at UNC events. All personnel shall be knowledgeable of the University campus and the traffic and parking plans for events on campus. Except as provided herein, personnel must be able to perform their duties in a quality manner without additional training from the University. Personnel are expected to be customer service oriented. Clear and polite communication is expected from the Contractor employees to the general public and university staff/students and their guests at all times. Training shall include the importance of being alert and attentive to the surroundings at all times, the importance of reporting suspicious conditions / persons, and protection of privacy.

The Contractor will submit a Clery training summary report to the Contract Administrator on a quarterly basis (Quarters will end Dec 31, March 31, June 30, and Sep 30). The quarterly training report will be due by the 15th day of the month following the end of the quarter (Jan 15, April 15, July 15, and Oct 15) and will include a summary of the training provided to each employee working at UNC, a copy of the training curriculum, and the date(s) of the training. The Annual Training Report will be due on April 1 of each contract year and will include a list of each employee completing training and the training completed, along with the date of the training. Additionally, at any point in time, the University reserves the right to request training records on any or all employees. Failure to adequately provide UNC campus training to any employee working UNC events may result in a $250 fine per employee per quarter.

5.14 Some assignments may require traffic direction at intersections on major campus roads. Any Contactor Traffic Control Officers assigned to such posts must have completed UNC-approved traffic control certification.

EQUIPMENT

5.15 The Contractor shall be responsible for ensuring that all employees are equipped with functional equipment necessary to properly and safety perform duties. This includes, but is not limited to: radios, flashlights, traffic wands, and whistles.

5.16 The Department of Transportation and Parking shall provide POS Terminals to the Contractor, along with training to the Contractor's attendants on the operation of such devices. Contractor supervisors will be responsible for assigning and distributing POS Terminals to its attendants, in accordance with the requirements of the event. The Contractor shall be responsible for following POS Terminal procedures provided by the Department of Transportation and Parking. The Contractor shall complete inventory logs for all POS Terminals supplied by the Department of Transportation and Parking and shall submit the required forms to the Contract Administrator or designated location following each event. If any POS Terminals, or accessories (such as but not limited to power chargers) are lost or damaged, the Contractor will be charged the cost of the number of missing devices and up to a $25 administration fee for replacing the missing device(s). In the event of a malfunction of a POS Terminal, the affected attendant must alert his or her supervisor immediately, so that a replacement device can be deployed in a timely manner.

5.17 The Contractor shall complete inventory logs for all radios supplied by the Department of Transportation and Parking and shall submit the required forms to the Contract Administrator or designated location following each event. If any radios or accessories (such as but not limited to power chargers and batteries) are lost or damaged, the Contractor will be charged the cost of the number of missing radios and up to a $25 administration fee for replacing the missing item(s).

GOLF CARTS

5.18 The Contractor shall be responsible for transporting event patrons with disabilities in golf carts in accordance with operational plans provided by the Contract Administrator. The Contractor shall have the ability to supply an adequate fleet of safe and fully functional golf carts for university events in the following estimated quantities:

A. UNC Football games: 4-5

B. UNC Men's Basketball games: 3-4

C. Concerts: 3-5

E. Olympic Sporting Events 1-3

F. General Events 1-3

5.19 Golf Carts for passenger transport should be able to accommodate 6 passengers (including drivers). At least 2 golf carts for football and men's basketball must be ADA compliant. Each golf cart must be equipped with functional headlights, brake lights, and turn signals. Each golf cart must be equipped with a rain cover, which can be quickly deployed during inclement weather.

5.20 All golf carts outlined on the bid shall be the property or leased property of the Company submitting the bid. A list of the vendor's equipment that will be used on the UNC campus, the year, model, passenger capacity, and a notation of which meet ADA requirements is required with the submission of this bid.

5.21 The Contractor shall provide equivalent back-up golf carts that can be substituted immediately in the event of equipment failure or accident. As part of the bid process, bidding companies must specify company's action plan for executing this requirement.

5.22 The University reserves the right to request additional golf carts and additional cart service time at the same rate as agreed upon within this document or subsequent proposal documents.

5.23 The Contractor shall provide maintenance to manufacturer's recommendation of said golf carts to ensure that they are in complete operational order at all times.

5.24 All vehicles must be inspected on the day of every UNC Chapel Hill event and prior to their arrival on campus for event operations. Inspections should meet or exceed the DOT safety inspection standard.

5.25 The Contractor shall be responsible for all insurance, legal, and safety considerations in the operation of golf carts. The Contractor shall ensure that all golf carts maintain appropriate vehicle safety inspection certifications.

5.26 The Contractor shall ensure that all golf carts are sanitized and cleaned on the interior each day prior to beginning the route and remain free of trash and other loose items of debris.

5.27 The Contractor shall not display advertisements of any kind on the exterior or interior of golf carts while in use for UNC events.

5.28 The Contractor shall generate event reports reflecting the number of patrons transported for both ingress and egress by lot designations.

5.29 Upon request from the University Contract Administrator, the Contractor shall provide notarized copies of the driver's licenses of all personnel assigned to operate a golf cart at the UNC Chapel Hill campus during a specified event.

CONTRACTOR EMPLOYEE CONDUCT

5.30 The Contractor shall be responsible for the supervision of all its staff. This includes ensuring adherence to university policies, meal breaks, rest breaks, and other supervisory related duties. The University shall have the option of requesting the replacement of and/or exclusion from campus operations of any employee, who in the University's opinion has failed to conform to the rules and regulations of the University and/or the customer service expectations of the Department of Transportation and Parking. This may be in addition to the University deeming a person or persons ineffective and penalizing the Contractor for failure to provide adequate staffing (Same as 5.01).

5.31 As components of quality customer service, Contractor employees will not utilize cell phones, laptops, tablets, and other electronic devices in the presence of customers, except for Contactor business and/or emergencies. Rude responses, foul language, and lack of attentiveness to patrons shall not be tolerated. In such instances, the University shall have the option of requesting the replacement and removal of the Contractor employee. Additionally, the University may deem the position(s) affected insufficient and thus impose a penalty for failure to provide adequate staffing (Same penalty as 5.01). This shall include appearance, dress, and performance. As a component of this section, the University may impose additional fines for Contractor Supervisors who do not resolve UNC-reported employee ineffectiveness / inappropriateness within thirty (30) minutes of an in-event issue being brought to his/her attention. That fine will be a minimum of $250 per instance and may also result in the University requesting the Supervisor to be limited to certain events or removed from working UNC events.

5.32 The University shall enforce a zero-tolerance policy for Contractor employees soliciting cash payments (or any other forms of payments) from customers outside of legitimate transactions made through the POS Terminal. In such instances, the University shall have the option of requesting the replacement and removal of the Contractor employee. Additionally, the University may deem the position(s) affected insufficient and thus impose a penalty for failure to provide adequate staffing (Same penalty as 5.01).

5.33 Contractor employees must comply with the University's smoking and drugs policies as detailed here:

5.34 In addition to the other expectations noted above, the Contractor shall put in place mechanisms for periodically ensuring Contractor employees are not posting to social media any photos and/or videos of UNC or information connecting the Contractor employee to UNC without the express written consent of the Department of Transportation and Parking, and the University. Social media shall include, but is not limited to services such as Facebook, Instagram, TikTok, X, Snapchat, YouTube, etc. The Contractor and its employees are forbidden to utilize any of the University logos or copyrighted material without the appropriate written consent from the University and/or UNC's Department of Transportation and Parking. Due to the sensitivity of privacy and security, failure to comply with this section may result in the termination of contract and/or fines of $1,000 - $5,000 per incident, depending on the severity of the non-compliance.

CONTRACTOR EMPLOYEE ATTIRE

5.35 All Contractor employees working at UNC-CH events, excluding Valet personnel, shall wear a traffic vest while on post at all times. All Traffic Control Officers shall wear a vest clearly marked as Traffic Control Staff when working assigned traffic control posts.

The Contractor shall be responsible for ensuring that all personnel are neatly attired in Contractor-branded, matching, tucked-in, collared shirts, and khaki or black shorts or slacks, in accordance with the weather. Such Contractor-provided uniforms must ensure visibility during night operations. All Contractor employees must wear closed-toe footwear. T-shirts, denim pants and shorts, and cut-off shorts are not acceptable attire. Apparel branded with opposing colleges/conferences, or colors associated with opposing colleges/conferences (ie Duke blue) are likewise not acceptable attire.

Winter toboggans are acceptable but must adhere to the same general guidelines specified in the paragraph above, which cannot cover the nose or mouth of the person wearing them.

Valet personnel are expected to wear white dress shirts or tux shirts and black bow ties, black dress trousers or skirts and black polishable shoes, unless otherwise requested.

MEETINGS & REPORTS

5.36 The University Contract Administrator shall be notified immediately of any crisis situations involving Contractor staffing: (a) any personal injury to a Contractor employee or damage to UNC property, (b) any circumstances that might lead to personal injury or property damage, (c) any hazardous circumstance that could involve imminent personal injury, and (d) any violation of law or suspicious circumstance. Contractor supervisors shall be responsible for assisting employees with submitting statements and report forms needed for reporting accidents, suspicious activity, etc. Reports shall be factual, chronological, and precise on occurrence. Written reports shall be completed before the end of the event or before staff dismissed from UNC Campus.

5.37 Contractor supervisors and managers will respond promptly and clearly to any Department of Transportation and Parking employee attempting to communicate via radio. All Contractor staff should be instructed to promptly report on-site issues to their supervisors, who will in turn communicate those issues to the Department of Transportation and Parking.

5.38 The Contract Administrator shall conduct regular meetings with the Contractor throughout the academic year to provide updates on upcoming events, and to assess effectiveness of past event management.

5.39 In addition to actual parking services, the Contractor shall meet with University Officials and Law Enforcement Officials to coordinate any necessary adjustment in traffic and parking plans. These services shall be deemed part of this agreement. These meetings are to be on an as needed basis as mutually agreed upon by the Contractor and the University. The University agrees that the Contractor shall be responsible only for the proper implementation of the special events parking plan, and not for the maintenance of public safety or enforcement of any laws or University regulations outside the scope of these plans.

5.40 The Contractor shall provide the University with reports, which shall include, but not be limited to the following:

Time required for egress from each lot

Number of vehicles parked in each lot

Lost or damaged equipment

Customer complaints

Name of each employee working and position location with start and end times

Golf Cart / Key inventory report

Equipment Placement/Retrieval Inventory Report

Quarterly Training Summary Report

Annual Training Report

The University may request other reports. Reports shall be submitted to the University Contract Administrator within three (3) business days of each event, unless the Contractor and University Contract Administrator make other arrangements.

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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 only.

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

The Vendor shall be required to designate and make available to the University a contract manager for the entire life of the contract. The contract manager shall be the University's direct point of contact for all contract related issues and issues concerning performance, progress review, scheduling, and service.

The Vendor shall be required to designate and make available to the University for customer service. The customer service point of contact shall be the University's point of contact for customer service-related issues (define roles and responsibilities).

6.2 POST AWARD BUSINESS REVIEW MEETINGS

The Vendor, at the request of the University, shall be required to either meet periodically or provide detailed reports, either in person or electronically on dates and times that will be mutually determined by the parties.

The University may request either an in-person or video conference Business Review or for Periodic Reports to be submitted, or both in combination throughout the life of the contract to ensure for a smooth-running working relationship. The purpose of any meeting or report will be to review project progress reports, discuss upcoming work to be accomplished and Vendor and University performance, address outstanding issues, review problem resolution, provide direction, evaluate continuous improvement and cost saving ideas, and to discuss any other pertinent topics such as possibly any deviations from previously agreed upon work schedules.

These meetings or reports shall be well organized and easy to follow. The Vendor shall perform these meetings and or provide the reports requested in a format designated by the University. The Vendor shall ensure that any required reports are submitted in a timely manner and on a regular schedule as agreed by the parties.

Within twenty (20) business days of the award of the Contract the Vendor shall submit a final work plan and a sample report, both to the designated University Official for approval.

6.3 CONTINUOUS IMPROVEMENT

The University encourages the Vendor to identify opportunities to reduce the total cost the University. A continuous improvement effort consists of various ways to enhance business efficiencies as performance progresses.

6.4 ACCEPTANCE OF WORK

Performance of the services performed 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 are approved as acceptable by the designated University Official.

The University 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 University 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 University may exercise any and all rights hereunder afforded to it.

6.5 PAYMENT

Invoices shall be submitted monthly and payment for services provided by the Contractor shall become due within thirty (30) days of receipt of an approved invoice from the Contractor. Invoices shall show the University's purchase order number and shall be approved by the Contract Administrator.

Each event should be reflected as a single invoice, clearly reflecting the title of the event (ie UNC Football vs Duke 9/1/2025). Addendums with each invoice must include job title, employee name, start time, end time, total hours worked, hourly rate, and post.

Overtime shall apply to any hours above 40 hours of service in a given week provided by a single representative of the Contractor for which the Contractor has received authorization from the University. Overtime shall be billed at 1.5 times the regular contract hourly rate for the specific service provided.

6.6 TRANSITION ASSISTANCE

If a Contract results from this solicitation, and the Contract is not renewed at the end of the last active term, or is canceled prior to its expiration, for any reason, Vendor shall provide transition assistance to the University, at the option of the University, for up to one (1) month to allow for the expired or canceled portion of the services to continue without interruption or adverse effect, and to facilitate the orderly transfer of such services to the University or its designees. If the University 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 University shall agree to pay to the Vendor a reasonable amount for any resources utilized in performing such transition assistance at the most current rates provided by the contract for performance of the services or other resources utilized.

6.7 DISPUTE RESOLUTION

During the performance of the contract, the parties agree that it is in their mutual interest to resolve disputes informally. Any claims by the Vendor shall be submitted in writing to the University's Contract Administrator for resolution. Any claims by the University shall be submitted in writing to the Vendor's Contract Manager or Customer Service Representative for resolution. The Parties shall agree to negotiate in good faith and use all reasonable efforts to resolve such dispute(s).

During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their respective duties and responsibilities under this contract. The Parties will agree on a reasonable amount of time to resolve a dispute. If a dispute cannot be resolved between the Parties within the agreed upon period, either Party may elect to exercise any other remedies available under the contract, or at law. This provision, when agreed in the contract, shall not constitute an agreement by either party to mediate or arbitrate any dispute.

6.08 CONTRACT CHANGES

Contract changes, if any, over the life of the contract shall be implemented by contract amendments agreed to in writing by the University and Vendor. Amendments to the contract can only be made through the recommendation of the Contract Administrator with the approval of the Purchasing Office.

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ATTACHMENTS

**IMPORTANT NOTICE**

RETURN THE REQUIRED ATTACHMENTS WITH YOUR RESPONSE

For the most current and up-to-date template for the forms below please go to the NC State website down load the form and fully complete the form and sign if required. Then attach into the proper place on your proposal submission.

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ATTACHMENT A: UNC at Chapel Hills General Terms and Conditions for Services

Terms may be found at https://finance.unc.edu/departments/purchasing/terms-services/ Required: Yes: xxxxx No: _____

ATTACHMENT B: Instructions to Bidders

Required: Yes: xxxxx No: _____

ATTACHMENT C: Vendor Sustainability Efforts (form)

Required: Yes: xxxxx No: _____

ATTACHMENT D: HUB Supplemental Vendor Information (form)

Required: Yes: xxxxx No: _____

ATTACHMENT E: Customer Reference Template (form)

Required: Yes: xxxxx No: _____

ATTACHMENT F: Location of Workers Utilized by Vendor (form)

Required: Yes: xxxxx No: _____

ATTACHMENT G: Certification of Financial Condition (form)

Required: Yes: xxxxx No: _____

ATTACHMENT H: EO50 Vendor Price Matching Opportunity (form

Required: Yes: _____ No: xxxxx

ATTACHMENT I: Certification for Contracts, Grants, Loans and Cooperative Agmts (form)

Required: Yes: _____ No: xxxxx

ATTACHMENT J: OMB Standard Form LLL

Required: Yes: _____ No: xxxxx

ATTACHMENT K: Proof that Company is Registered with the NC Secretary of State

(https://www.sosnc.gov/divisions/business_registration)

Required: Yes: xxxxx No: _____

ATTACHMENT L: PRICING (See page following these instructions for the proper format to be used to submit your pricing proposal. Deviation from the basic format could subject your proposal to be rejected. The pricing page shall be included with your proposal.)

*** Failure to Return the Required Attachments May Eliminate

Your Response from Further Consideration ***

ATTACHMENT L: PRICING SCHEDULE

The Offeror shall propose the costs of furnishing the services in accordance with this RFP. The hourly rates shall include all costs to perform the services. THE HOURS SHOWN ARE ONLY ESTIMATED HOURS. THE ACTUAL HOURS ORDERED MAY BE MORE OR LESS THAN THOSE SHOWN. Award will be made to the Contractor(s) whose proposal is most advantageous to the University.

Please provide rates for a three (3) year contract with two (2) additional one (1) year options to renew contract.

A. FEES - Indicate the actual hourly bid rate for each item listed.

Monitor Rate Quote: $ per hour

Golf Cart Driver Rate Quote: $ per hour

TCO Rate Quote: $ per hour

Valet Staff Person Rate Quote: $ per hour

Supervisor Rate Quote: $ per hour

Manager Rate Quote: $ per hour

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B. Calculations Using Proposed Fees

1. GENERAL EVENTS

a. Board Meetings:

2 Monitors x 3.5 hours x $ _______ hourly rate = $ __________ x 1 event = $ ___________ total

______________________________________________________________________________

b. Dedications:

2 Monitors x 3.5 hours x $ _______ hourly rate = $ __________ x 1 event = $ ___________ total

______________________________________________________________________________

c. Conferences:

2 Monitors x 3.5 hours x $ _______ hourly rate = $ _________ x 12 events = $ __________ total

______________________________________________________________________________

d. Music/Play Functions

2 Monitors x 3.5 hours x $ _______ hourly rate = $ _________ x 10 events = $ __________ total

______________________________________________________________________________

e. Ticket Distributions

5 Monitors x 6.5 hours x $ _______ hourly rate = $ __________ x 2 events = $ __________ total

______________________________________________________________________________

TOTAL B-1 = $

*Note: The exclusion of supervisors in the cost section does not necessarily imply there will be no need for supervision. The cost section is for bid review purposes only. Actual needs cannot be completely projected and are subject to change.

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2. GENERAL MAJOR EVENTS:

a. Men's Basketball

40 Monitors x 7 hours x $ _______ hourly rate = $ _________ x 16 events = $ __________ total

40 Supervisors x 7 hours x $ _______ hourly rate = $ ________ x 16 events = $ __________ total

12 Traffic x 7 hours x $ _______ hourly rate = $ __________ x 16 events = $ ___________ total

Total for Men's Basketball = $_______________

______________________________________________________________________________

b. Concerts

40 Monitors x 7 hours x $ __________ hourly rate = $ __________ $ __________ total

2 Supervisors x 7 hours x $ __________ hourly rate = $ __________ $ __________ total

5 Traffic x 7 hours x $ __________ hourly rate = $ __________ $ __________ total

Total for Concerts = $_______________

______________________________________________________________________________

c. NCHSAA Football

6 Monitors x 12 hours x $ __________ hourly rate = $ __________ $ __________ total

25 Monitors x 10.5 hours x $ __________ hourly rate = $ __________ $ __________ total

1 Supervisor x 12 hours x $ __________ hourly rate = $ __________ $ __________ total

1 Supervisor x 12 hours x $ __________ hourly rate = $ __________ $ __________ total

Total for NCHSAA Football = $_______________

______________________________________________________________________________

d. NCHSAA Basketball

28 Monitors x 15 hours x $ __________ hourly rate = $ __________ $ __________ total

2 Supervisors x 15 hours x $ __________ hourly rate = $ __________ $ __________ total

1 Traffic x 13 hours x $ __________ hourly rate = $ __________ $ __________ total

Total for NCHSAA Basketball = $_______________

______________________________________________________________________________

e. May Commencement

30 Monitors x 5 hours x $ __________ hourly rate = $ __________ $ __________ total

5 Monitors x 6.5 hours x $ __________ hourly rate = $ __________ $ __________ total

8 Monitors x 10 hours x $ __________ hourly rate = $ __________ $ __________ total

3 Supervisor x 7 hours x $ __________ hourly rate = $ __________ $ __________ total

1 Supervisor x 11 hours x $ __________ hourly rate = $ __________ $ __________ total

4 Traffic x 5 hours x $ __________ hourly rate = $ __________ $ __________ total

Total for May Commencement = $_______________

______________________________________________________________________________

f. December Commencement

12 Monitors x 4 hours x $ __________ hourly rate = $ __________ $ __________ total

1 Supervisor x 4 hours x $ __________ hourly rate = $ __________ $ __________ total

Total for Dec. Commencement = $_______________

______________________________________________________________________________

g. University Day

6 Monitors x 4.5 hours x $ __________ hourly rate = $ __________ $ __________ total

1 Supervisor x 5.5 hours x $ __________ hourly rate = $ __________ $ __________ total

Total for University Day = $_______________

______________________________________________________________________________

h. PBS Children's Shows

12 Monitors x 6 hours x $ __________ hourly rate = $ __________ $ __________ total

4 Monitors x 17.5 hours x $ __________ hourly rate = $ __________ $ __________ total

12 Monitors x 7 hours x $ __________ hourly rate = $ __________ $ __________ total

1 Supervisor x 5.5 hours x $ __________ hourly rate = $ __________ $ __________ total

1 Supervisor x 13 hours x $ __________ hourly rate = $ __________ $ __________ total

1 Supervisor x 7.5 hours x $ __________ hourly rate = $ __________ $ __________ total

1 Traffic x 9 hours x $ __________ hourly rate = $ __________ $ __________ total

1 Traffic x 7 hours x $ __________ hourly rate = $ __________ $ __________ total

Total for PBS Shows = $_______________

______________________________________________________________________________i. Cheerleading

20 Monitors x 14 hours x $ __________ hourly rate = $ __________ $ __________ total

1 Supervisors x 15 hours x $ __________ hourly rate = $ __________ $ __________ total

1 Traffic x 14 hours x $ __________ hourly rate = $ __________ $ __________ total

Total for Cheerleading = $_______________

______________________________________________________________________________

j. Halloween

25 Monitors x 12 hours x $ __________ hourly rate = $ __________ $ __________ total