Housekeeping - Student & Residential Life Building Clean-Up

The University of North Carolina at Chapel Hill Purchasing Services
For its Department of Housekeeping
Request for Proposal Number: 3000012703
Description of Services: Student & Residential Life Building Clean-Up
Date of Issue: 03-25-2026
Date & Time of Site Visit: 04-02-2026 @ 1:15 PM EST
Mandatory xxxxx Non-Mandatory _____
Date & Time to Submit Questions: 04-02-2026 NLT 5:00 PM EST
Date & Time of Public Opening: 04-17-2026 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: 3000012703
Description of Services: Student & Residential Life Building Clean-Up
______________________________________________________
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 athttps://evp.nc.gov/SignIn
The University is only accepting proposals through the electronic Vendor Portal (eVP):
Electronic responses ONLY will be accepted for this solicitation.
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The University of North Carolina at Chapel Hill Purchasing Services
Refer ALL Inquiries regarding this RFP to:
Request for Proposal #: 3000012703
****SEE FRONT COVER****
Proposals will be publicly opened: 04-13-2026 @ 1:00 PM
EST
Using Agency: UNC-CH Commodity No. and Description: N/A
Requisition No.: N/A
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.
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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 TOLL FREE TEL. NO:
NUMBER:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS
ITEM #21):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
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.
FOR UNIVERSITY USE ONLY: Offer accepted and Contract awarded this________ day of _________,
20____, as indicated on
The attached certification, by
____________________________________________________________________.
Authorized Representative of The University of North Carolina at Chapel Hill
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Contents
1.0 PURPOSE AND BACKGROUND .............................................................................................................................. 6
2.0 GENERAL INFORMATION ...................................................................................................................................... 6
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ........................................................................... 10
4.0 REQUIREMENTS ................................................................................................................................................. 14
5.0 SPECIFICATIONS AND SCOPE OF WORK .............................................................................................................. 20
6.0 CONTRACT ADMINISTRATION ............................................................................................................................ 23
7.0 ATTACHMENTS ................................................................................................................................................... 25
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1.0 PURPOSE AND BACKGROUND
1.1 PURPOSE: This Request for Proposal (RFP) is being issued to obtain a contract to provide for cleaning services
are needed for campus housing and residential life. Cleaning Services would support the university's need for
academic housing and campus events for the University of North Carolina at Chapel Hill, Department of
Housekeeping Services. The following locations are listed for cleaning services: Ram Village 1, Ram Village 2, Ram
Village 3, Ram Village 4, and Ram Village 5. All locations are a part of the main campus.
Building Name Building Square Footage Building Address
Ram Village 1 Approximately 103,000 560 Paul Hardin Dr, Chapel Hill, NC 27514
Ram Village 2 Approximately 55,000 550 Paul Hardin Dr, Chapel Hill, NC 27599
Ram Village 3 Approximately 84,000 540 Paul Hardin Dr, Chapel Hill, NC 27599
Ram Village 4 Approximately 137,000 510 Williamson Dr, Chapel Hill, NC 27514
Ram Village 5 Approximately 143,000 520 Williamson Dr, Chapel Hill, NC 27514
1.2 BACKGROUND: Intentionally Removed
1.3 UNIVERSITY PROVIDED MATERIALS: Intentionally Removed
1.4 CONTRACT TERM: The Contract shall have an initial term of one (1) year, beginning on the date of final
Contract execution (the "Effective Date") whichever is later.
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 four (4) additional one (1)-year terms for a total not to exceed
five (5) years 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.
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 (This requirement doesn't apply to the UNC at Chapel Hill)
2.3 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.
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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.
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2.4 RFP SCHEDULE
The table below shows the intended schedule for this RFP. The University will make every effort to adhere to this
schedule.
Event Responsibility Date and Time
Issue RFP University 03-25-2026
Hold Pre-Proposal Meeting/Site Visit University 04-02-2026 @ 1:15 PM EST
Submit Written Questions Vendor 04-02-2026 NLT 5:00 PM EST
Provide Response to Questions University ASAP
Submit Proposals Vendor 04-17-2026 NLT 1:00 PM EST
Contract Award State University ASAP
2.5 SITE VISIT or PRE-PROPOSAL CONFERENCE
Mandatory Site Visit / Pre-Proposal Conference
Date: 04-02-2026
Time: 1:15 PM EST
Location: 505 West Cameron Ave
Chapel Hill NC. 27599
Contact #: Shawn Womack, 919428-3432, shawn.womack@facilities.unc.edu
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.
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 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
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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:
Reference Vendor Question
RFP Section, Page Number Vendor question ...?
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), https://evp.nc.gov, 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.
2.7 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.
By 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.
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 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:
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. (iv) A statement along with documentation that will allow the university to review and evaluate
your proposal in accordance with the criteria listed in paragraph 3.4 below.
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b) Title Page: Include the company name, address, phone number and authorized representative name and email
address along with the Proposal Number.
c) Completed and signed copy 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. Vender shall review and comply with Section 7 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.
f) Vendor's shall submit with their proposal all additional forms as indicated in the list of attachments contained
in "Section 7 Attachments".
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 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.
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