Security Guard Services for Residence Halls

STATE OF NORTH CAROLINA
Elizabeth City State University
Request for Proposal #: 57-628
Security Guard Services for Residence Halls
Date of Issue: October 14, 2026
Proposal Opening Date: November 2, 2026
At 2:00 PM ET via Teams
________________________________________________________________
________________
Microsoft Teams meeting
Join: https://teams.microsoft.com/meet/258756174421234?p=2FZvZjL5V4W833EBxG
Meeting ID: 258 756 174 421 234
Passcode: 9ve6Gk95
Dial in by phone
+1 252-544-5364,,48823658# United States, Rocky Mount
Phone conference ID: 488 236 58#
Direct all inquiries concerning this RFP to:
Kisha Uzoka
Purchasing Director
Email: louzoka@ecsu.edu
Phone: 252-335-3425

STATE OF NORTH CAROLINA
Request for Proposal #
57-628
______________________________________________________
For internal State agency processing, including tabulation of proposals, 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
______________________________
Vendor eVP#
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 athttps://evp.nc.gov/SignIn
Electronic responses ONLY will be accepted for this solicitation.
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STATE OF NORTH CAROLINA
Division of Elizabeth City State University
Refer ALL Inquiries regarding this RFP to: Request for Proposal #: 57-628
Kisha Uzoka Proposals will be publicly opened:
louzoka@ecsu.edu
252-335-3425 November 2, 2026, 2:00pm via Teams
Using Agency: Elizabeth City State Commodity No. and Description:
University 921015 Security Guard Services
Requisition No.: {Internal}
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 set 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 NORTH
CAROLINA GENERAL TERMS AND CONDITIONS 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.
COMPLETE/FORMAL NAME OF VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):
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Proposal Number: 57-628 Vendor: _________________________________________
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
Vendor is registered with the North Carolina Secretary Secretary of State Identification Number (SOSID):
of State to transact business in North Carolina:
__________________________________________
Yes No

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
from further consideration for the award.
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 NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein
and shall apply. Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.
FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on
The attached certification, by ____________________________________________________________________.
(Authorized Representative of Elizabeth City State University)
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Proposal Number: 57-628 Vendor: _________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 5
1.1 CONTRACT TERM ....................................................................................................................... 5
2.0 GENERAL INFORMATION ....................................................................................................... 5
2.1 REQUEST FOR PROPOSAL DOCUMENT ............................................................................. 5
2.2 E-PROCUREMENT FEE ......................................................................................................... 5
2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ............................... 5
2.4 RFP SCHEDULE ..................................................................................................................... 6
2.5 SITE VISIT ............................................................................................................................... 6
2.6 PROPOSAL QUESTIONS ....................................................................................................... 7
2.7 PROPOSAL SUBMITTAL ....................................................................................................... 7
2.8 PROPOSAL CONTENTS ........................................................................................................ 8
2.9 ALTERNATE PROPOSALS .................................................................................................... 8
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ................................................................ 8
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ....................................... 9
3.1 METHOD OF AWARD ............................................................................................................. 9
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION......... 9
3.3 PROPOSAL EVALUATION PROCESS ................................................................................. 10
3.4 EVALUATION CRITERIA ...................................................................................................... 11
3.5 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................. 11
3.6 INTERPRETATION OF TERMS AND PHRASES .................................................................. 11
4.0 REQUIREMENTS ................................................................................................................... 11
4.1 PRICING ................................................................................................................................ 11
4.2 FINANCIAL STABILITY ........................................................................................................ 12
4.3 VENDOR EXPERIENCE ........................................................................................................ 12
4.4 REFERENCES ...................................................................................................................... 12
4.5 BACKGROUND CHECKS ..................................................................................................... 12
4.6 PERSONNEL ......................................................................................................................... 15
4.7 VENDOR'S REPRESENTATIONS ........................................................................................ 15
4.8 QUESTIONS TO VENDORS ................................................................................................. 15
4.9 FINANCIAL STABILITY ........................................................................................................ 16
4.10 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................. 16
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Proposal Number: 57-628 Vendor: _________________________________________
4.11 SECRETARY OF STATE REGISTRATION ........................................................................... 16
5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 16
5.1 SCOPE OF WORK ................................................................................................................ 16
5.2 SPECIFICATIONS ................................................................................................................. 17
5.3 TASKS/DELIVERABLES ...................................................................................................... 19
5.4 PROJECT ORGANIZATION .................................................................................................. 20
5.5 TECHNICAL APPROACH ..................................................................................................... 20
6.0 CONTRACT ADMINISTRATION............................................................................................. 20
CONTRACT MANAGER AND CUSTOMER SERVICE ..................................................................... 20
6.2 INVOICES ................................................................................................................................... 20
6.3 POST AWARD BUSINESS REVIEW MEETINGS ....................................................................... 21
6.4 CONTINUOUS IMPROVEMENT ................................................................................................. 21
6.5 PERIODIC REPORTS ................................................................................................................. 21
6.6 ACCEPTANCE OF WORK .......................................................................................................... 21
6.7 DISPUTE RESOLUTION ............................................................................................................. 21
6.8 CONTRACT CHANGES .............................................................................................................. 22
7.0 ATTACHMENTS ..................................................................................................................... 23
ATTACHMENT A: PRICING............................................................................................................... 23
ATTACHMENT B: INSTRUCTIONS TO VENDORS .......................................................................... 24
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ................................... 24
ATTACHMENT D: CUSTOMER REFERENCE FORM ....................................................................... 24
ATTACHMENT E: LOCATION OF WORKERS UTILIZED BY VENDOR ........................................... 24
ATTACHMENT F: CERTIFICATION OF FINANCIAL CONDITION .................................................... 24
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Proposal Number: 57-628 Vendor: _________________________________________
1.0 PURPOSE AND BACKGROUND
Elizabeth City State University (ECSU), located in Elizabeth City, North Carolina, is a public university within the
University of North Carolina system that offers degree programs at baccalaureate and master's levels. ECSU seeks to
provide its students with a quality education as they prepare to enter the working world. The purpose of this RFP is to
obtain the services of a vendor who will be able to provide security and coverage in the residence halls 24 hours, each
day of the week, during the designated time periods of the semester. The vendor will be responsible for the safety and
security of the students that reside on campus.
The intent of this solicitation is to award an Agency Contract.
1.1 CONTRACT TERM
Any contract resulting from this proposal shall be effective from the date of award for a period of three (3) years. The
University reserves the right, under the same terms and conditions in this RFP, to extend the contract for up to two (2)
additional one-year periods not to exceed a total of five (5) years from the date of the original contract award. The
University further reserves the right to terminate the contract (with or without cause) at any time, in its sole
discretion, upon written notice to the Contractor, subject to any applicable notice requirements or other provisions
set forth in the contract. Unless stated otherwise herein, the basic and governing language of the contract resulting from
this solicitation shall be comprised of the RFP documents, including any attachments and amendments, and the
successful supplier has signed proposal. In the event of a conflict between the two documents, the RFP shall govern.
In the event, the University requires changes in the scope of services of the Contractor to be performed under a contract.
Such changes, including any increase or decrease in the amount of the commission, compensation, or price, which are
mutually agreed upon by and between the Contractor and the University shall be incorporated in written amendments to
the contract.
At the end of the Contract's current term, the State shall have the option, in its sole discretion, to renew the Contract on
the same terms and conditions for up to a total of two additional one-year terms. The State will give the Vendor written
notice of its intent whether to exercise each option no later than 30 days before the end of the Contract's then-current
term. In addition, the State reserves the right to extend a contract term for a period of up to 180 days in 90-day-or-less
increments.
Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.
2.0 GENERAL INFORMATION
2.1 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
ATTENTION: The E-Procurement fee may apply to this solicitation. See the paragraph entitled ELECTRONIC
PROCUREMENT of the North Carolina General Terms and Conditions.
General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/.
2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions to Vendors, the North Carolina General Terms and
Conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with
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Proposal Number: 57-628 Vendor: _________________________________________
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 in the PROPOSAL QUESTIONS Section. If the State determines that any changes will
be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum.
The State 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 State 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 State 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.
2.4 RFP SCHEDULE
The table below shows the intended schedule for this RFP. The State will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFP State October 14, 2026
Hold Pre-Proposal Meeting/Site Visit State October 22, 2026, at 1:00 p.m.
Submit Written Questions Vendor October 27, 2026
Provide Response to Questions State October 30, 2026
Submit Proposals Vendor Before November 2, 2026, at 2:00 p.m.
Contract Award State November 30, 2026
2.5 SITE VISIT
Mandatory Site Visit
Date: October 22, 2026
Time: 1:00 p.m.
Location: ECSU - Griffin Hall - Conference Room 118
Contact #: 252-335-3425
Instructions: It shall be MANDATORY that a representative from each Vendor be present for a pre-proposal site visit.
Attendees must arrive promptly All attendees must sign in upon arrival and clearly indicate each prospective Vendor
represented on the sign-in sheet. LATE ARRIVALS WILL NOT BE ALLOWED TO SIGN IN OR PARTICIPATE IN THE
SITE VISIT, NOR SHALL THEIR PROPOSAL BE CONSIDERED. Once the sign-in process is complete, all other
persons wishing to attend may do so to the extent that space and circumstances allow.
FAILURE TO ATTEND THE MANDATORY SITE VISIT SHALL RESULT IN VENDOR'S PROPOSAL BEING DEEMED
NON-RESPONSIVE AND NOT CONSIDERED FOR AWARD.
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Proposal Number: 57-628 Vendor: _________________________________________
The purpose of this visit is for all prospective Vendors to apprise themselves of the conditions and requirements which
will affect the performance of the work called for by this RFP. Vendors must stay for the duration of the site visit. No
allowances will be made for unreported conditions that a prudent Vendor would recognize as affecting the work called
for or implied by this RFP.
Vendors are cautioned that any information released to attendees during the site visit, other than that involving the
physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this
RFP, must be confirmed by written addendum before it can be considered to be a part of this RFP.
2.6 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 louzoka@ecsu.edu and jmvalentine@ecsu.edu by the date and time specified
above. Vendors should enter "RFP #57-658: Questions" as the subject for the email. Question submittals should include
a reference to the applicable RFP section and be submitted in the format shown below:
Reference Vendor Question
RFP Section, Page Number Vendor question ...?
Questions received prior to the submission deadline date, the State's response, and any additional terms deemed
necessary by the State will be posted in the form of an addendum to the electronic Vendor Portal (eVP),
https://evp.nc.gov, and shall become an Addendum to this RFP. No information, instruction or advice provided orally or
informally by any State personnel, whether made in response to a question or otherwise in connection with this RFP,
shall be considered authoritative or binding. Vendors shall rely only on written material contained in the RFP and an
addendum to this RFP.
2.7 PROPOSAL SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will 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 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 .
If confidential and proprietary information is included in the proposal, also submit one (1) signed, REDACTED copy of
the proposal. Such information may include trade secrets defined by N.C. Gen. Stat. 66-152 and other information
exempted from the Public Records Act pursuant to N.C. Gen. Stat. 132- 1.2. Vendor may designate information,
Products, Services or appropriate portions of its response as confidential, consistent with and to the extent permitted
under the statutes and rules set forth above. By so redacting any page, or portion of a page, the Vendor warrants that it
has formed a good faith opinion, having received such necessary or proper review by counsel and other knowledgeable
advisors, that the portions determined to be confidential and proprietary and redacted as such, meet the requirements
of the Rules and Statutes set forth above. However, under no circumstances shall price information be designated as
confidential.
If the Vendor does not provide a redacted version of the proposal with its proposal submission, the Department may
release an unredacted version if a record request is received.
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Proposal Number: 57-628 Vendor: _________________________________________
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.
2.8 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 State rejecting Vendor's proposal, in the State's sole discretion.
Vendor RFP responses shall include the following items and attachments, which shall be arranged in the following order:
a) 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.
b) Title Page: Include the company name, address, phone number and authorized representative along with the
Proposal Number.
c) Completed and signed version of all EXECUTION PAGES, along with the body of the RFP.
d) Signed receipt pages of any addenda released in conjunction with this RFP, if required to be returned.
e) Vendor's Proposal addressing all Specifications of this RFP. [Indicate relative section references as a guide to
responding to sections requiring additional responses outside of the solicitation document. If not required, delete.]
f) Completed version of ATTACHMENT A: PRICING
g) Completed version of ATTACHMENT D: CUSTOMER REFERENCE FORM
h) Completed version of ATTACHMENT E: LOCATION OF WORKERS UTILIZED BY VENDOR
i) Completed version of ATTACHMENT F: CERTIFICATION OF FINANCIAL CONDITION
j) Completed and signed version of ATTACHMENT F: CERTIFICATION OF FINANCIAL CONDITION
2.9 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 advantage(s) addressed by the alternate proposal. Any alternate proposal, in addition to the marking
described above, must be clearly marked with the legend: "Alternate Proposal #___". 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:
a) BAFO: Best and Final Offer, submitted by a Vendor to alter its initial offer, made in response to a request by
the issuing agency.
b) BIB: Bag in a Box
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