Request for Proposals for Downtown Municipal Service District Services

NOTICE OF REQUEST FOR PROPOSALS
TOWN OF CHAPEL HILL, NORTH CAROLINA
FOR
DOWNTOWN MUNICIPAL SERVICE DISTRICT SERVICES
DATE: March 30, 2026
RFP: Q26-108
To: All Prospective Vendors
From: Lenore Bishop, Purchasing & Contracts Manager
Subject: Requests for Proposals for Downtown Municipal Service District (MSD) Services
The Town of Chapel Hill is seeking proposals from qualified organizations to provide services that
promote, maintain, and enhance the Town's Downtown Municipal Service District (MSD) and to work with
the Town, the University of North Carolina (UNC), and the Service District community to achieve mutually
developed goals. We are sending out this Request for Proposals as required by North Carolina G.S. 160A-
536 related to Municipal Service Districts.
Questions concerning this Request for Proposals (RFP) must be submitted in writing no later than 3:00
P.M. on April 8, 2026, to David Putnam, Economic Development Director via e-mail at
dputnam@chapelhillnc.gov. All responses to submitted questions will be published in the form of an
addendum on the Town's - Current Bids website by 5:00 P.M. on April 13, 2026.
All submittals must be emailed to the Purchasing and Contracts Manager, Lenore Bishop, at
lbishop@chapelhillnc.gov. Proposals must be received by 12:00 P.M., Wednesday, April 22, 2026. All
submissions must have the subject line - "RFP # Q26-108 - Downtown MSD Services - "Company
Name"".
If you have any questions concerning the bidding procedures, please contact the Purchasing Division
at (919) 969-5022.
RFP - Downtown Municipal Service District (MSD) Services
RFP: Q26-108 Town of Chapel Hill, North Carolina 1
March 30, 2026

Section 1 - Procurement Process and Contract Guidelines
1.1 Project Schedule.
Date Event
RFP Released March 30, 2026
Deadline for Vendor Questions April 8, 2026, 3:00 P.M. ET
Responses to Vendor Questions Posted on Town website April 13, 2026
Proposals Due April 22, 2026, by 12:00 P.M. ET
Evaluation Review to Short List Proposals April 30, 2026
Virtual Interviews May 4 - May 5, 2026
Contract Start July 1, 2026
1.2 Questions about the RFP.
Any questions regarding this RFP should be sent in writing via email to
dputnam@chapelhillnc.gov with "Downtown MSD Services RFP" in the subject line. Questions
should be sent no later than April 8, 2026, by 3:00 P.M.
Answers will be published in the form of an addendum by April 13, 2026, on the Town's website
site at www.chapelhillnc.gov, under Town Government > Doing Business with Chapel Hill > Bids:
Current > Downtown MSD Services RFP.
No personal contact with Town of Chapel Hill employees or Town Council, except for the
designated project contacts, is allowed during the RFP process. Any vendors contacting Town
department(s) directly may subject the proposal to being rejected.
1.3 Proposal Submission.
Providers' proposals must be emailed to the Purchasing and Contracts Manager, Lenore Bishop at
lbishop@chapelhillnc.gov. All proposals must be received by 2:00 P.M. on Wednesday, April 22,
2026. The email subject line must read "RFP Q26-108 - Downtown MSD Services - Company
Name"". Any submissions received after 2:00 P.M. will be rejected.
1.4 The Town's Rights and Options.
1.4.1 The Town reserves the right to take any action during the process of this RFP that is in the
best interest of the Town.
1.4.2 The Town of Chapel Hill reserves the right to reject any and all proposals.
1.5 Preparation Costs.
The Town of Chapel Hill will not pay any costs associated with preparing, submitting, or evaluating
proposals.
1.6 Contract Requirements.
The Town seeks to award a one-year contract with the selected Provider starting on July 1, 2026,
with the option for the Town of Chapel Hill to continue services under the same terms and
conditions set forth herein for up to four (4) subsequent years. The Provider shall sign a Contract
RFP - Downtown Municipal Service District (MSD) Services
RFP: Q26-108 Town of Chapel Hill, North Carolina 2
March 30, 2026

with the Town similar to Section 5 - Sample Contract before providing the Services.
1.6.1 The following Contract sections are required for Town contracts:
1.6.1.1 Indemnification and Hold Harmless: The Contractor agrees to indemnify and hold
harmless the Town of Chapel Hill and its officers, agents, and employees from all
loss, liability, claims, or expense (including reasonable attorneys' fees) arising from
bodily injury, including death or property damage to any person or persons
proximately caused in whole or in part by the negligence or willful misconduct of the
Contractor, except to the extent same are caused by the negligence or misconduct
of the Town. Contrary to any provision that may be contained in any exhibit attached
hereto, the Town shall not consent to limitations of Contractor liability for amounts
less than the amount of insurance coverage under this agreement. Any provision
that may be contained in any exhibit attached hereto that calls for the Town to
indemnify the Contractor shall be only to the extent allowed by law.
1.6.1.2 Insurance Provisions: The Contractor shall provide evidence of current valid
insurance (if applicable) for the duration of this agreement, with the Town named as
an additional insured under the Contractor's Commercial General Liability and
Business Automobile policies. The required coverage limits are: 1) Commercial
General Liability and Business Automobile - $1,000,000 per occurrence and 2)
Workers' Compensation - $100,000 for both employer's liability and bodily injury by
disease for each employee and $500,000 for the disease policy limit. Cyber Liability
Coverage in the amount of $1,000,000 per occurrence and $2,000,000 aggregate is
required for Contractors having access to personal identifying information and/or
computer networks. The Town may also require evidence of supplementary
insurance coverages depending on the services provided under this agreement.
1.6.1.3 Non-Discrimination: The Contractor contractually agrees to administer all functions
pursuant to this agreement without discrimination because of race, creed, sex,
national origin, age, economic status, sexual orientation, gender identity or gender
expression.
1.6.1.4 Federal and State Legal Compliance: The Contractor must be in full compliance with
all applicable federal and state laws, including those on immigration.
1.6.1.5 E-Verify: The Contractor shall comply with the requirements of Article 2 of Chapter
64 of the North Carolina General Statutes. If any subcontractors are used, they also
must comply with these requirements. Pursuant to North Carolina General Statute
143-133.3 (c)(2), contracts solely for the purchase of apparatus, supplies,
materials, and equipment are exempt from this E-Verify provision.
1.7 Prohibited Contract Terms.
In no event shall there be any of the following unless Town's express written agreement is obtained:
(1) any limitation on, or disclaimer of, implied or express warranties or the liability of the
Contractor; (2) any limitation on damages, including a limitation of consequential damages; (3) any
requirement for arbitration or for mandatory mediation; (4) any requirement that Town officials or
employees keep information confidential or any requirement that records be kept confidential by
the Town unless the requirement for confidentiality meets the requirements of the Public Records
Law.
RFP - Downtown Municipal Service District (MSD) Services
RFP: Q26-108 Town of Chapel Hill, North Carolina 3
March 30, 2026

1.8 Open Records.
Information submitted to the Town of Chapel Hill is public information and is available upon request
in accordance with the North Carolina Public Information Act. As provided by North Carolina statute
and rule, the Town will consider keeping confidential the trade secrets, which the Provider does not
wish to be disclosed. For such information, the Provider must mark each page in boldface at the top
and bottom as "CONFIDENTIAL." In spite of what is labeled as a trade secret, the determination of
whether it is or not will be determined by North Carolina General Statutes 132-1.2(1). Once a final
price is negotiated, the cost information will not remain confidential.
RFP - Downtown Municipal Service District (MSD) Services
RFP: Q26-108 Town of Chapel Hill, North Carolina 4
March 30, 2026

Section Two - Scope of Work
1. Background.
The purpose of this RFP is to solicit offers from qualified organizations to provide services that promote,
maintain, and enhance the Town's Downtown Municipal Services District (MSD) and to work with the
Town, University, and the MSD community to achieve mutually developed goals.
2. Information about Chapel Hill.
Chapel Hill is a North Carolina municipality located in the Piedmont region. 62,000 individuals live in a
community built around the University of North Carolina at Chapel Hill, the nation's oldest public
university. The town is 21.3 square miles with 165.3 miles of roads, 45.6 miles of sidewalks, and 350
acres of public parks.
3. The MSD.
The MSD consists of about 85 acres and is a broad mix of general commercial retailers, offices, labs,
restaurants, and bars that serve and cater to visitors, professionals, and resident population of Chapel
Hill. The Town's vision for Downtown is a thriving community crossroads that serves as the social,
cultural, and professional center of Chapel Hill. We pursue this vision through collaborative work
guided by the organizational values of RESPECT: Responsibility, Equity, Safety, Professionalism,
Ethics, Communication, and Teamwork. Information around these values is described in Exhibit A.
This work is also informed by the Town's Complete Communities Strategy and goals, objectives, and
tactics therein. The Town of Chapel Hill's Complete Community Strategy can be found here: Town of
Chapel Hill - Complete Community Strategy.
Below is a map of all parcels included in the MSD:
RFP - Downtown Municipal Service District (MSD) Services
RFP: Q26-108 Town of Chapel Hill, North Carolina 5
March 30, 2026

4. Service Provider Responsibilities.
The Town is seeking a service provider that can meet the following services and expectations.
4.1 MSD Sanitation and Cleaning.
The Provider shall support the Town and MSD stakeholders' vision for having a clean service
district. The Provider will be responsible for providing needed labor, equipment, and supplies for
these services which may conducted outside the public-right-of-way on sidewalks, building
entryways, and private buildings. These services should be provided on a schedule with flexibility
to respond to specific requests from district stakeholders within the described scope of work.
4.1.1 Pan and broom service
4.1.2 Graffiti removal
4.1.3 Pressure washing
4.2 Communication Plan.
The Provider will help to support the Town and MSD stakeholders desire for clear communication
and transparency. This will include communication of the cleaning services offered to the service
district stakeholders and/or when those services will be provided. Provider must offer or build an
intake process for stakeholders to request cleaning services.
4.3 Service Coordination & Collaboration
The Provider will help to support the goal of maximizing efficiency and eliminating duplication of
services through performing these duties in coordination with service district stakeholders. This
will include close coordination with key Town staff.
The Provider shall demonstrate a thorough understanding of the Downtown ecosystem and its
foundations in collaboration, equity, and inclusive community well-being. The Provider should
also articulate how their contributions to the existing ecosystem will help advance the shared
vision of a Downtown for everyone.
At minimum, the Provider will schedule meetings at least once a month with Town designated
point of contact.
The company should have a designated staff person for the Town who is reachable by phone
during regular business hours Monday - Friday, 8:00 A.M. - 5:00 P.M. EST.
4.4 Organizational Reporting
The Company will be expected to submit a monthly report to designated Town point of contact.
The report must show in detail completion of cleaning services and projects, submitted intake
responses from the district stakeholders, and anticipated future projects (ex: larger pressure
washing initiative).
5. Provider Requirements.
For the purposes of consideration, Town of Chapel Hill requires that all prospective Providers have
experience providing similar services on behalf of a government entity.
RFP - Downtown Municipal Service District (MSD) Services
RFP: Q26-108 Town of Chapel Hill, North Carolina 6
March 30, 2026

6. Town Responsibilities.
The Town shall:
* Designate a staff point of contact with the Company at the start of the service contract. This point
of contact will serve to address any Provider concerns or needs for completing the outlined service
responsibilities. At minimum, the staff contact will attend monthly scheduled meetings with the
Provider designated staff.
* Facilitate any requests for meetings with additional Town staff or additional service partners (Ex:
Orange County Recycling).
RFP - Downtown Municipal Service District (MSD) Services
RFP: Q26-108 Town of Chapel Hill, North Carolina 7
March 30, 2026

Section Three - Required Forms
Form 1: Submission Form
Providers shall affirm the below statements to complete a responsive Proposal. Signatures
must be of a Provider company employee with the authority to enter into agreements.
Provider Company Name: ______________________________
The undersigned agrees that this Proposal shall be valid for a period of sixty (60) days from
the date of receipt of the Proposals.
___________________________ ______________________________ __________
Signature Printed Name Date
The undersigned acknowledges receipt of the following Addenda which are considered as
part of the RFP:
Addendum No.___________ Dated _________________
Addendum No.___________ Dated _________________
Addendum No.___________ Dated _________________
______________________________ ______________________________ __________
Signature Printed Name Date
RFP - Downtown Municipal Service District (MSD) Services
RFP: Q26-108 Town of Chapel Hill, North Carolina 8
March 30, 2026

Form 2: Pricing
Provider shall list pricing based on the requirements and terms listed in this RFP. This form
is required to be considered a responsive Proposal.
All costs associated with the Services including taxes, fees, labor, materials, and equipment
must be included in this form for the service dates from July 1, 2026, through June 30, 2027.
Monthly Fee: $
Total Annual Cost:
$
(for 12 months of service)
RFP - Downtown Municipal Service District (MSD) Services
RFP: Q26-108 Town of Chapel Hill, North Carolina 9
March 30, 2026

Form 3: Provider Information
Provider shall complete the following forms to complete a responsive Proposal. Additional
documents or materials may be attached to this form as needed.
Provider Company Information:
Company name and address
Contact person and title
Contact phone number and email address
Company website
Please describe your organizational structure
and provide a brief history.
Provide at least 3 references, including email
addresses and phone numbers, that the Town
may contact to verify your previous work.
RFP - Downtown Municipal Service District (MSD) Services
RFP: Q26-108 Town of Chapel Hill, North Carolina 10
March 30, 2026