ASOD Billing Services

The University of North Carolina at Chapel Hill Purchasing Services

For its Department of Transportation and Parking Services

Request for Proposal Number: 3000012720

Description of Services: ASOD Billing Services

Date of Issue: 04-02-2026

Date & Time of Site Visit: None Required

Mandatory _____ Non-Mandatory _____

Date & Time to Submit Questions: 04-13-2026 NLT 1:00 PM EST

Date & Time of Public Opening: 04-27-2026 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: 3000012720

Description of Services: ASOD Billing 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 https://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.

Refer ALL Inquiries regarding this RFP to: ****SEE FRONT COVER****	Request for Proposal #: 3000012720
	Proposals will be publicly opened: 04-27-2026 NLT 1:00 PM EST
Using Agency: UNC-CH	Commodity No. and Description:
Requisition No.:

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.

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):
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__________________, as indicated on The attached certification, by ____________________________________________________________________. Authorized Representative of The University of North Carolina at Chapel Hill

1.0 PURPOSE AND BACKGROUND

1.1 PURPOSE: This Request for Proposal (RFP) is being issued to obtain a contract to provide Billing Services for The University of North Carolina at Chapel Hill Adams School of Dentistry (UNC ASOD) as a leading academic dental institution providing education, research, and patient care across multiple clinics. Each year, our clinics serve a diverse patient population, resulting in a high volume of clinical encounters that require complex billing and insurance processing.

1.2 BACKGROUND: Currently, billing is managed internally through the Epic electronic medical record (EMR) system. Orthodontic billing is excluded from this project as it is managed separately using Dolphin EMR. The school intends to outsource its insurance billing and related revenue cycle functions to a professional vendor while retaining a small internal team to provide oversight, manage patient-facing responsibilities, and maintain authority for write-offs, bad debt, and denial decisions.

To provide clarity on the scope of work, approximate monthly averages for billing activity are included below (figures to be finalized for the RFP appendix):

• Insurance claims submitted: 66,645

• Gross charges billed: $2.7M

• Payments posted: $1.5M

• Denial Count: 1372

• Average accounts receivable (A/R) days: 43.5

• Payer mix: o Dental Medicaid 26%

o MetLife Dental 22%

o NC MGD CAID AmeriHealth 8%

o NC MGD CAID United 8%

o BCBS 6%

o Department of Public Safety 5%

o Cigna 5%

o AARP 3%

o UnitedHealthcare Medicare 3%

o Delta Dental of NC 3%

o Medicare 3%

o Self-Pay 2%

o NC Dept of Public Safety 2%

o United Healthcare 2%

o NC MGD CAID Tailored Trillium 1%

These figures are intended as a baseline to help vendors understand the scope and complexity of UNC ASOD billing operations. Final volumes may vary, and vendors must propose scalable staffing and operational models.

UNC Adams School of Dentistry (ASOD) is seeking a Vendor to address the need for a scalable, compliant, and high-performing insurance billing solution that supports a complex academic dental environment. The purpose of this engagement is to improve revenue cycle outcomes, reduce accounts receivable aged balances, strengthen denial prevention and resolution, and enhance transparency through consistent reporting and performance management.

ASOD operates within a multi-payer environment that includes commercial insurance, Medicaid, Medicare, managed care plans, and other government and specialty payers. In addition, the school provides oral surgery services that require coordination between dental and medical billing processes. These factors create operational complexity that necessitate specialized expertise, standardized workflows, and strong compliance controls.

The scope of work described in this RFP is intended to be comprehensive and inclusive of all in-scope insurance billing and related revenue cycle functions. Vendors are expected to propose a solution that can be implemented within defined time constraints, integrate with ASOD’s Epic dental billing system, and support ongoing operational needs with minimal disruption to clinical operations.

Where appropriate, vendors may propose best-practice approaches or alternative methodologies to achieve the stated objectives; however, all required services, tasks, and deliverables outlined in this RFP must be fully met.

1.3 UNIVERSITY PROVIDED MATERIALS: None offered at this time.

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 seven (7) additional one (1) year terms for a total not to exceed ten (10) 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)

2.2 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.

2.3 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	04-02-2026
Hold Pre-Proposal Meeting/Site Visit	University	N/A
Submit Written Questions	Vendor	04-13-2026 NLT 1:00 PM EST
Provide Response to Questions	University	ASAP
Submit Proposals	Vendor	04-27-2026 NLT 1:00 PM EST
Contract Award	State University	ASAP

2.4 SITE VISIT or PRE-PROPOSAL CONFERENCE (NOT REQUIRED)

2.5 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:

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.

2.6 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 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.

2.7 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.

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

c) The Offeror shall provide a company profile and 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.

d) The Offeror shall provide a detailed description of the Contractor’s administrative plan to support the overall operation of running the billing services program for the university and provide an overall summary of how they will support the overall operation as herein described to ensure that adequate staffing is provided to ensure the proper and timely services requested. This Offeror shall include the following in their proposal.

1. Provide a sample QA Report.

2. Provide an up-to-date Staffing and Qualifications Plan.

3. Provide a complete Transition and Implementation Plan.

4. Provide information about your Compliance and Security measures.

5. Provide information about Data Ownership & Exit/Transition Protection strategies.

6. Provide information about Performance Management – Incentives & Penalties.

7. Provide information about Audit & Compliance Rights of all parties concerned within the process.

8. Provide information about any Legal & Regulatory issues or concerns and how you plan on staying on top of new and emerging requirements.

9. Provide information about how your company’s Governance & Communication operates.

10. Provide information about your company’s Futureproofing initiatives.

e) The Offeror shall describe its overall experience and credentials in providing a professional billing services operation of the size and scope as that of the university.

f) The Offeror shall provide documentation that it has a minimum of five (5) years’ experience with providing these types of billing services to institutions of the same or similar size and scope.

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

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

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

j) 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.

2.8 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 attached which are incorporated herein by this reference.

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 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.

3.2 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.

3.3 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.

3.4 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:

Evaluation Criteria Points Possible

1. Company Profile 15

2. Experience & References 10

3. Staffing & Qualifications 10

4. Transition & Implementation Plan 10

5. Compliance & Security 10

6. Data Ownership & Exit/Transition Protections 10

7. Performance Management – Incentives & Penalties 10

8. Audit & Compliance Rights 05

9. Financial Proposal 05

10. Legal & Regulatory 05

11. Governance & Communication 05

12. Future-Proofing 05

3.5 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:

a) Total cost to the University

b) Level of quality provided by the Vendor

c) Process and performance capability across multiple jurisdictions

d) Protection of the University’s information and intellectual property

e) Availability of pertinent skills

f) Ability to understand the University’s business requirements and internal operational culture

g) Particular risk factors such as the security of the University’s information technology

h) Relations with citizens and employees

i) Contract enforcement jurisdictional issues

3.6 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.

4.0 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.

4.1 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 Attachment “L” 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.

4.2 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.

4.3 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.

4.4 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.

4.5 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.

4.6 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:

a) 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;

b) 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;

c) 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;

d) 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.

e) 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:

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

b) 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.

c) 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.

d) 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.

e) 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.

f) Additionally, the University may use The North Carolina Department of Public Safety Offender Public Information 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:

a) 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;

b) 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;

c) 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;

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