CSI - Temporary Student Housing

STATE OF NORTH CAROLINA
East Carolina University
Property Office - Leasing Section
Request for Proposal (RFP) #:
56-2601CKCPO27
Coastal Studies Institute Student Housing
Wanchese, Dare County
Date Issued: October 08, 2026
Proposal Closing Date:
October 26, 2026 At 2:00 PM ET
Direct all inquiries concerning this RFP to:
University Contact
Property Office, (252) 916-6390
Property@ecu.edu

NOTICE TO PROPOSERS
1. READ, REVIEW AND COMPLY: It shall be the Proposer's responsibility to read this entire document, review
all enclosures and attachments, and any addenda thereto, and comply with all requirements specified herein,
regardless of whether appearing in these Instructions to Proposers or elsewhere in this RFP document.
2. PROPOSAL SUBMITTAL
All proposals shall be submitted electronically via the North Carolina eProcurement Electronic
Vendor Portal (eVP) website. For additional information, the eProcurement Vendor Training page includes
online training videos and a link to Viewing and Responding to Solicitations in eVP.
There is No Fee for lease proposal submittal through North Carolina eProcurement Electronic
Vendor Portal (eVP) .
Failure to submit a proposal in strict accordance with these instructions may constitute sufficient cause to
reject a vendor's proposal(s).
3. CRITICAL UPDATED INFORMATION: This RFP may be updated to include critical information in an
Addenda. It is important that all Proposers proposing on this RFP periodically check the State's IPS website
for any Addenda that may be issued prior to the proposal opening date. All Vendors shall be deemed to have
read and understood all information in this RFP and all Addenda thereto.
4. LATE PROPOSALS: It shall be the Proposer's sole responsibility to ensure the timely delivery of proposals
at the designated office by the designated time.
5. ACCEPTANCE AND REJECTION: The State reserves the right to reject any and all proposals, to waive any
informality in proposals and, unless otherwise specified by the Proposer, to accept any item in the proposal.
6. CERTIFICATE TO TRANSACT BUSINESS IN NORTH CAROLINA: As a condition of lease award, each
Proposer that is a corporation, limited-liability company or limited-liability partnership shall have, and shall
maintain throughout the term of The Lease, Registration to Transact Business in North Carolina from the
North Carolina Secretary of State, as required by North Carolina law.
7. PROPOSER REGISTRATION AND SOLICITATION NOTIFICATION SYSTEM: The North Carolina
eProcurement electronic Vendor Portal (eVP) allows Proposers to electronically register free with the State
to receive electronic notification of current procurement opportunities for goods and Services of potential
interests to them available on the Interactive Purchasing System, as well as notifications of status changes
to those solicitations. Online registration and other purchasing information is available at the following
website:
https://evp.nc.gov/.
Note: Be aware that vendor data may expire every 30 days when using the NC electronic Vendor
Portal, so allow adequate time when attempting to respond to time-sensitive deadlines.
ECU FORM PO-27 Lease Specifications (2024)

NOTE TO PROPOSER
ELECTRONIC RESPONSES ONLY WILL BE ACCEPTED FOR THIS SOLICITATION
IN ORDER TO BE CONSIDERED, YOUR PROPOSAL SHALL BE SUBMITTED IN
STRICT ACCORDANCE WITH THESE INSTRUCTIONS PRIOR TO THE ADVERTISED
CUT-OFF TIME.
BY 2:00 PM, October 26, 2026
ALL PROPOSALS SHALL BE SUBMITTED ELECTRONICALLY VIA THE
NORTH CAROLINA EPROCUREMENT ELECTRONIC VENDOR PORTAL
(eVP)
For additional information, the NC eProcurement Vendor Training
https//:eprocurement.nc.gov/training/vendor- training page includes online training videos and a
link to Viewing and Responding to Solicitations in eVP. eVP has a file size limitation of 24MB.
If the proposal exceeds 24MB, the proposal or space plans should be split into multiple files.
Proposers are to use the following naming standard when submitting proposals:
[PROPOSAL NUMBER]_[PROPOSER NAME]_[MthDayYr] (ex. SPO-92-501_ACME-LLC_070120)
NOTE: Failure to submit a proposal in strict accordance with these instructions may constitute
sufficient cause to reject the vendor's proposal(s).
PROPOSALS MAILED, E-MAILED OR HAND DELIVERED DIRECTLY TO
EAST CAROLIN UNIVERSITY MAY NOT BE ACCEPTED.
Following the selection of any proposal and approval by the East Carolina University administration,
there shall be no further negotiations with those who presented proposals which were not selected for the
agenda.
SPECIAL NOTE:
Annual per square foot rental rates which include indeterminable percentage increases(s), such as
uncapped consumer price index increases, etc. shall not be accepted during either the initial term or the
renewal period.
East Carolina University Property Office encourages the submission of proposals covering "green
buildings". Components such as site, enclosures, infrastructure, contents and materials in "green
building" result in reduced costs in operation, energy, maintenance and insurance as well as could
improve employee motivation and productivity.
Pursuant to North Carolina General Statute 146.25-1(b), East Carolina University Property Office may
negotiate on relevant factors that represent the best interest of the State. Relevant factors may include, but
are not limited to, timeliness of delivery of the proposed space, maintenance, upkeep and condition of the
proposed space and prior performance of the proposer.
Refer to requirements to meet the energy code of Senate Bill 668: An Act to promote the conservation of
energy and water use in state, university, and community college buildings. Specifically Section
1.(i) Purchase of Buildings Constructed or Renovated to Certain Energy and Water Efficiency
Standards. Senate Bill 1946: An Act to codify the standards governing energy efficiency and water use for
major facility construction and renovation projects involving state, university, and community college
ECU FORM PO-27 Lease Specifications Page 1 of 10

buildings in order to reduce the consumption of energy and water, as recommended by the Environmental
Review Commission, and to allow the state, the University of North Carolina System, and the North
Carolina Community College System to install photo luminescent exit signs when permitted by the State
Building Code; and House Bill 628: An Act to require net savings in association with major facility
construction and renovation projects and protect use of North Carolina products in major facility
construction and renovation projects under the Sustainable Energy-Efficient Buildings Program. If the
energy payback exceeds ten (10) years for the equipment necessary to meet the requirement of SB668; the
requirement to comply with SB668 is not necessary. The designer will provide modeling that demonstrates
the building and equipment meet SB668 and the cost to achieve is greater than ten (10) years. Review of
the analysis is required by the State, along with documentation in the event a future purchase of this property
is desired.
THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK
ECU FORM PO-27 Lease Specifications Page 2 of 10

SPECIFICATIONS FOR SPACE TO BE LEASED TO THE STATE OF NORTH CAROLINA
EAST CAROLINA UNIVERSITY (ECU)
I. GENERAL
A. Approximate net usable square feet required are not estimated but shall be adequate to
house 18-36 college students, and a visiting instructor/staff to be located only in entire
apartment buildings or structures; however, facilities for a lesser number of occupants may
be considered if a single apartment complex is unavailable and the population must be split
between more than one apartment complex. Students will be housed no more than two per
sleeping room.
NOTE: net usable space is a term meaning the area to be leased for occupancy by State
personnel and/or equipment. To determine net usable space:
1. Compute the inside area of the space by measuring from the normal inside finish
of exterior walls or the room side finish of fixed corridor and shaft walls, or the
center of tenant separating partitions.
2. Deduct from the inside area the following:
a. Toilets and lounges
b. Entrance and elevator lobbies
c. Corridors
d. Stairwells
e. Elevators and escalator shafts
f. Building equipment and service areas
g. Stacks and shafts
h. Other space not usable for State purposes
B. Space must be located within complete apartments and apartment buildings only. Space
may be on more than one floor and need not be on contiguous floors. Units located in low-
rise structures (less than seven stories tall) or apartment style developments are preferred.
C. Strongly prefer one (1) apartment complex but multiple complexes may be considered to
acquire the necessary number of rooms. Lessor's ability to house students together in same
building or contiguous buildings will be a strong consideration in bid award.
D. All offers shall be submitted in such a manner that states the cost per student bed in
accordance with the enclosed requirements.
II. Location:
Manteo, NC area. Sites providing proximity or easy walking distance to the campus of ECU are
preferred. However, sites within +/- ten (10) miles from the CSI campus will be considered.
III. Arrangement of Space
The Lessor shall provide at his/her expense all necessary partitions, doors, etc. to make the space
acceptable for State use. Lessor to include an apartment and building floor plan with the Proposal
to Lease Form PO-28 showing proposed layout(s).
The desired space shall be used to provide residential housing for students of ECU and programs
affiliated with Coastal Studies Institute. The State of North Carolina shall be the Lessee. The size
and configuration of the space may be in individual single/one-bedroom units or multiple bedroom
units.
1. It is highly desired that the rental units be clustered in a fashion to keep students housed in
full apartments and buildings under this lease within "very close" proximity to each other
and the ability of the lessor to provide this proximity "shall be a consideration" in the
award of this lease.
ECU FORM PO-27 Lease Specifications Page 3 of 10

2. The Lessor shall provide access to a meeting room or common space on site to
accommodate +/-30 persons and the room shall be made available for University use with
one weeks' notice at no additional cost.
Bedroom specifications:
1. The minimum bedroom size for an occupant unit shall be 180 SF for dual occupancy units,
and the size of other multiple occupancy units are subject to the review of the State.
2. Bedroom furniture must be provided for each resident consisting of one (1) desk, one (1)
desk chair, , one (1) dresser drawer and one (1) bed with associated headboard, frame,
mattress and box spring. The minimum size for the bed shall be standard twin size, with
extra long mattress and frames preferred and being available at no additional cost to the
University.
3. Each area designated/designed for sleeping quarters must have the capacity to be closed off
from other general purpose/accessible areas with a lockable door.
4. Each bedroom will also contain at least one closet and/or wardrobe unit (with the
appropriate number of doors) per resident.
5. Each bedroom will contain a minimum of one preinstalled light fixture with controllable
on and off switch and capable of delivering 50-foot candles of light at desk level.
Bathroom specifications
1. Each unit must have adequate bathroom facilities, which include a water closet, hot and cold
running water and a shower stall or tub/shower unit, and 4 linear feet of base cabinets.
2. The preferred student to bathroom ratio is one (1) bathroom per one (1) resident with a
maximum ratio of one (1) bathroom to every two (2) residents as being acceptable.
3. Each bathroom should at a minimum contain one (1) toilet, one (1) sink and one (1)
shower unit.
4. Each bathroom/shower shall have a preinstalled, occupant-controlled, ventilation system.
5. Each bathroom/shower area should contain a minimum of one preinstalled light fixture
with a controllable on and off switch and capable of delivering 50-foot candles of light at
the countertop level.
Kitchenettes (If Applicable)
1. It is desired that each unit, complex or adjoining group of rooms rented to house students
contain a kitchenette.
2. The preferred kitchenette to resident ratio is no more than one (1) kitchenette per four (4)
students.
3. Access to a private multi-purpose room with a common group kitchen which shall include
multiple 4 burner oven/range (with a lighted hood ventilation system) with +/-10 linear feet
of base and top cabinets, hot and cold running water, +/-12 cubic foot capacity refrigerator
is also desired.
4. Kitchenette must contain sufficient seating and table spacing of four adults and be of like
finish, color, stain and style/make.
5. Each kitchenette area should contain a minimum of one preinstalled light fixture with a
controllable on and off switch and capable of delivering 50 foot candles of light at the
countertop level.
Semi-Private Living Rooms and Common Areas (If Applicable)
1. Must contain at a minimum one (1) sofa, two (2) upholstered chairs, one coffee table, one
end table. It is desired that a free-standing, wall entertainment unit shelving are also
present.
2. All common areas and semi-private living rooms should contain at least one preinstalled
light fixture, with a controllable on and off switch and capable of delivering 50-foot
candles of light at the seated lab position.
3. All furniture should be of same finish, color, stain and style/make and must be of
commercial industrial grade/make. All fabrics colors, finish, textures and patterns mush be
complementary within the grouping/area.
4. All furniture and carpeting with the living room should be clean and in good repair.
ECU FORM PO-27 Lease Specifications Page 4 of 10

General Common Areas and Facilities:
Adequate and convenient toilet facilities are to be provided including tissue and towel holders and
mirrors.
In order to comply with the Americans with Disabilities Act an appropriate number of
residential units/suites must be handicapped accessible and they must be in compliance with
NC State Building Code.
IV. The Date of Possession and Lease Term
Possession and occupancy of space required for the first semester of the contract period shall
commence on January 1, 2027 and shall continue uninterrupted thru December 31, 2027.
Renewal Options: ECU highly desires two (2), one (1) year renewal options. ECU guarantees to
inform Lessor of intent to renew and the number of beds required within ninety (90) days of
written notice of intent to so renew prior to the expiration of the initial term or any renewal term,
as applicable.
Other: The following clauses must be incorporated into the Lease Document.
Availability of Funds Clause - The parties to this lease agree and understand that the continuation
of this Lease Agreement for the term period set forth herein, or any extension or renewal thereof, is
dependent upon and subject to the appropriation, allocation or availability of funds for this purpose
to the agency of the Lessee responsible for payment of said rental. The parties to this lease also
agree that in the event the agency of the Lessee or that body responsible for the appropriation of
said funds, in its sole discretion, determines in view of its total local office operations that available
funding for the payment of rents is insufficient to continue the operation of its local office on the
premise leased herein, it may choose to terminate the lease agreement set forth herein by giving
Lessor written notice of said termination, and the lease agreement shall terminate immediately
without any further liability to Lessee.
V. Electrical, Telephone, Internet and Main Service Outlets
A. Adequate duplex electrical outlets are required to provide +/-3 duplex outlets per occupant
or the building code required minimum number of outlets; whichever number is greater.
B. Access to a telephone with 911 capabilities must be provided by the Lessor
C. One high-speed Internet connection per resident is required. Each outlet should be within
three (3) feet of each resident desk, located in the bedroom, or adequate wireless
connection or protocol to accommodate each resident for wireless internet.
D. Cable television service is required in the common areas and preferred in student sleeping
rooms.
VI. Parking
A. Where possible, it is desired that there be one automobile parking space for each bed
space; however, alternative proposals that include less parking will be considered.
B. Where applicable, paved well-lighted parking areas located within a safe, reasonable
distance to the building are required.
C. East Carolina University and/or its employees and/or students assigned to work and/or live
at the lease property will not be charged any additional fees or charges for parking
privileges and or associated service at the leased property parking lot(s).
E. A reasonable number of guest and visitor parking spaces must be made available and that
number should be identified in the proposal.
ECU FORM PO-27 Lease Specifications Page 5 of 10

VII. Special Requirements
A. All space to comply with local and State building, safety, and zoning codes, specifically
including OSHA, provisions for the handicapped, and applicable sections of the State
Building Code, Volumes I through V. Non-compliance shall be grounds for lease
termination at the discretion of the lessee. Space must comply with Americans with
Disabilities Act of 1990 (42 United States Code, Section 12101 et seq.). Each qualified
proposer must demonstrate compliance with applicable fire, health and environmental
safety regulations for their proposed facilities.
B. Accommodations for Service animals, as defined within the Americans with Disabilities
Act (ADA), while under the control of their handler and as necessary to provide assistance
to disabled individual and for Comfort or Emotional Support Animals, an animal selected
by, or prescribed to, an individual with a disability by an appropriately qualified healthcare
or mental health professional for emotional support, well-being or comfort.
C. Security measures to provide for the safety and control of access to this facility will be
considered in the evaluation of proposals.
VIII. Floor, Wall and Window Coverings
A. Vinyl tile or other floor covering acceptable to the State in all finished areas.
Carpeting is preferred in living room and bedroom areas.
B. Wall surfaces shall be painted sheetrock or masonry, paneling or other similar finish.
C. Operable windows are required in each unit, which provide a glazed window area equal +/-
10% of the square footage of the floor area of the room. Sufficient window coverings shall
be provided to control glare within the space. All windows must be lockable from the
inside and must have an associated blackout blind/mini-blinds and exterior window
screens.
IX. Heating, Air Conditioning and Ventilation
A. It is required that heating and air conditioning facilities be sufficient to maintain inside
temperature in the range from a low 68 degrees during the heating season to the high of 78 degrees at all
other times. State policy will dictate utilization.
B. Air conditioning and heating system to be maintained by lessor.
C. Sufficient year-round ventilation must be provided to prevent unhealthy stale air problems
and high CO content.
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X. Insurance
Proposer must provide proof of comprehensive general insurance coverage for the proposed
facilities. Insurance shall be broad based form including but not limited to cover personal injury,
liability and property damage liability with limits of liability not less than $1,000,000.00. A
certificate of insurance, endorsed by a North Carolina resident agent is required. The insurance
policy shall further contain a covenant by the company issuing the same that insurance shall not be
cancelled unless thirty (30) days written notice of cancellation is provided to ECU.
XI. Lighting
A. Adequate lighting facilities are required in all areas. Lighting requirements are to be no
less than 50 foot-candles at all desk, table and counter top surface levels. Exterior lighting
shall be no less than 1.5 foot candles and shall be designed to eliminate shadowy or dark
areas. State policy will dictate utilization.
B. All lighting and electrical maintenance to be furnished by lessor to include providing and
installing replacement bulbs, as needed.
ECU FORM PO-27 Lease Specifications Page 6 of 10

XII. Janitorial Services, Pest Control, Utility Services
A. Lessor must provide contract administrator with an advanced annual preventative
maintenance scheduled. At the minimum, the following activities should happen as
prescribed below but on an "As needed Basis" and in between change in assigned student
residents.
1. Annual and Prior to Move In Cleaning
a. Cleaning individual rooms carpet (vacuum, deodorize and hot steam extract
shampoo)
b. Cleaning of stove (to include ovens, burners, microwaves)
c. Defrost, sanitize and clean refrigerators
d. Treatment of drainage lines
e. Shampooing and refurbishing of all furniture
f. Sanitize and cleaning of all mattresses
g. Mop and wax all non-carpeted semi-private and private areas floors
h. Scrub clean, deodorize and sanitize all private and semi-private sinks, toilets,
showers, tubs
i. Clean all windows (inside and out), blinds, ceiling fans, shades, curtains,
mirrors and pictures
j. Dust and shine all furniture, fixtures and metallic surfaces such as sinks, hand
rails, door kick plates and handrails
k. Wipe clean and touchup as need all doors, walls, drawers and cabinets.
l. Treatment of drainage lines (sinks, tubs and garbage disposals)
m. Mop and wax all common area floors
2. Semi-Annually
Pressure wash common areas, if applicable
3. Quarterly
a. Replacement of HVAC filters
b. Extermination in common, semi private and private living and office space
areas/spaces
4. Monthly
Test and inspect all emergency type of equipment (emergency lights, fire
extinguishers, smoke/fire detectors)
5. Daily (Monday thru Saturday)
a. Police all common grounds to include parking lots, stairwells, walkways, paths,
corridors sidewalks and etc... of trash and other debris
b. Sweep all common areas indoors and outdoors. (Computer labs, club house,
laundry rooms, corridors, stairwells, sidewalks, front entries, and porches)
c. General cleaning of common areas. (Community kitchen, public bathrooms,
etc.
d. Weekly cleaning of private or semi-private bathrooms.
6. As needed
a. Cut grass
b. Have dumpster(s) emptied
c. Trim all shrubbery and trees (to prevent health and/or safety hazards)
d. Remove graffiti from any and all surfaces and areas
e. Mop
f. Changing of light bulbs in all lessor provided appliances and fixtures (in
private, semi-private and all common areas in regardless of in doors or out
doors)
ECU FORM PO-27 Lease Specifications Page 7 of 10

B. Lessor must have entire property exterminated two weeks before both the fall and spring
semester. Provisions must be made to have extermination also available on an as-needed
basis and for emergencies call back services. All extermination services must be done by
an individual properly trained and licensed to provide such a service and, only utilizing
properly legal pesticides, insecticides, materials and/or product. Proof of this service is
required.
C. Provide elevator service (to include regular recurring maintenance and cleaning) in
facilities with existing installed elevators.
D. It is required that the following utilities service fees are calculated into total lease
agreement fee proposal. Fees for all electrical, water, sewage, solid waste removal, and
gas.
E. Proposer must provide adequate refuse storage or dumpster capacity and disposal schedule
to meet the requirements of the occupants. Provision for the handling of recyclable items
such as aluminum cans, plastics and cardboards must be included.
F. Patron room cleaning and trash removal to be the responsibility of the Lessee's Patrons.
XIII. Personnel
A. Lessor shall perform criminal background checks on all employees, contractors, sub-
contractors and anyone else whom would have unrestricted access to resident rooms and/or
keys to student living areas.
B. Lessor shall provide sufficient staffing of administrative and maintenance personnel to
respond to lessee needs and/or concerns. Lessor shall identify individual(s) for
administrative and maintenance purposes whom are available for emergency call backs and
services on a 24 hours a day, seven (7) days a week basis.
C. Required response time for any emergency call back services is to be no more than one-
half day (or sooner, depending upon the severity or significance of the event) after the
initial call for services has been delivered.
D. Should the lessor fail to respond within the agreed upon emergency call back reaction time
or should a delay in response pose a significant threat to life or property damage, the
University may take actions necessary to minimize any such risk at the Lessor's expense.
Such expense shall be reimbursable to the University at the full price (to include labor,
materials and associated cost).
XIV. Confidentially
All information gained by Lessor in reference to students housed or personnel assigned to work in
leased property is considered confidential and should not be disseminated, discussed or disclosed
without the University written authorization. All knowledge is considered confidential and should
be treated as such by all lessors' personnel (permanent, temporary, seasonal and etc...), vendors,
contractors and etc...
XV. Accessibility
Lessee shall have the right to rekey all of the leased premises and shall be solely responsible for
the access and key control to the lease premises, except in the event of an emergency.
XVI. Solicitation
Absolutely no solicitation of students by second or third parties is allowed. This is to include
solicitation by the property ownership, its partnership, legal representation or property
management company. Only entities approved by the University contract administrator in writing
are authorized to solicit the student assigned to reside at contractor provided leased
accommodations.
ECU FORM PO-27 Lease Specifications Page 8 of 10