REQUEST FOR PROPOSALS (RFP) RFP NUMBER: 2018‐362 PROJECT NAME: CHARLOTTE AREA TRANSIT SYSTEM (CATS) GROUNDS MAINTENANCE ‐ FY2019 CATS SOUTH CORRIDOR LIGHT RAIL TRANSIT (SCLRT) NORTH CATS SOUTH CORRIDOR LIGHT RAIL TRANSIT (SCLRT) SOUTH CATS NORTH DAVIDSON BUS FACILITY (NDBF) OWNER: CITY OF CHARLOTTE C/O ENGINEERING AND PROPERTY MANAGEMENT CONTRACT ADMINISTRATOR LANDSCAPE MAINTENANCE DIVISION DATE ISSUED: September 6, 2018 TABLE OF CONTENTS 1 REQUEST FOR PROPOSALS (RFP) INSTRUCTIONS ....................................................................... 1 1.1 PUBLIC NOTICE ................................................................................................................................................. 1 1.2 PROJECT OVERVIEW .......................................................................................................................................... 1 1.3 RFP SCHEDULE AND PROPOSAL SUBMISSION .......................................................................................................... 1 1.4 EVALUATION CRITERIA & PROCESS ....................................................................................................................... 2 1.5 PROPOSAL FORMAT & CONTENTS ........................................................................................................................ 3 2 REPRESENTATIONS, CONDITIONS, AND OTHER REQUIREMENTS ............................................... 4 2.1 COMMUNICATIONS ........................................................................................................................................... 4 2.2 DUTIES AND OBLIGATIONS OF FIRMS IN THE RFP PROCESS ........................................................................................ 4 2.3 ADDENDA ........................................................................................................................................................ 4 2.4 NO COLLUSION, BRIBERY, LOBBYING OR CONFLICT OF INTEREST ................................................................................. 4 2.5 PUBLIC RECORDS .............................................................................................................................................. 4 2.6 COST OF PROPOSAL PREPARATION ....................................................................................................................... 5 2.7 ADVERTISING.................................................................................................................................................... 5 2.8 VENDOR REGISTRATION WITH CITY OF CHARLOTTE .................................................................................................. 5 2.9 FINANCIAL CAPACITY; INSURANCE REQUIREMENTS .................................................................................................. 5 2.10 OWNERSHIP OF WORK PRODUCTS ........................................................................................................................ 5 2.11 CITY RIGHTS AND RESERVATIONS.......................................................................................................................... 5 2.12 CONTRACT ....................................................................................................................................................... 6 2.13 CHARLOTTE BUSINESS INCLUSION ........................................................................................................................ 6 3 CONTRACT GENERAL TERMS AND CONDITIONS ........................................................................ 7 3.1 RESERVED .................................................................................................................................................... 7 3.2 DEFINITIONS ................................................................................................................................................ 7 3.3 DESCRIPTION OF SERVICES .......................................................................................................................... 8 3.4 RESERVED .................................................................................................................................................... 8 3.5 RESERVED .................................................................................................................................................... 8 3.6 RESERVED .................................................................................................................................................... 8 3.7 ACCOUNTING AND AUDTING ...................................................................................................................... 8 3.8 WITHHOLDING OF PAYMENTS .................................................................................................................... 8 3.9 PAYMENT AFFIDAVITS ................................................................................................................................. 9 3.10 PROMPT PAYMENT TO SUBCONTRACTORS ................................................................................................ 9 3.11 NON‐APPROPRIATION OF FUNDS ............................................................................................................... 9 3.12 CONTRACT PERIOD ...................................................................................................................................... 9 3.13 COMPANY’S RESPONSIBILITIES ................................................................................................................... 9 3.14 DUTY OF COMPANY TO IDENTIFY AND REQUEST INFORMATION, PERSONNEL AND FACILITIES ............. 10 3.15 POINTS OF CONTACT; NOTIFICATIONS ...................................................................................................... 10 3.16 REMOVAL, REPLACEMENT AND PROMOTION OF COMPANY PERSONNEL .............................................. 11 3.17 PROGRESS REPORTS .................................................................................................................................. 12 3.18 QUALITY CONTROL PROGRAM .................................................................................................................. 12 3.19 ACCEPTANCE OF SERVICES......................................................................................................................... 13 3.20 NON‐EXCLUSIVITY...................................................................................................................................... 13 3.21 REPRESENTATIONS AND WARRANTIES OF COMPANY ............................................................................. 13 3.22 OTHER OBLIGATIONS OF THE COMPANY .................................................................................................. 14 3.23 E‐VERIFY ..................................................................................................................................................... 15 3.24 REMEDIES ................................................................................................................................................... 15 3.25 TERMINATION OF CONTRACT ................................................................................................................... 15 3.26 CHANGES .................................................................................................................................................... 18 3.27 RELATIONSHIP OF THE PARTIES ................................................................................................................. 18 3.28 CITY OWNERSHIP OF WORK PRODUCT ..................................................................................................... 18 3.29 LICENSING .................................................................................................................................................. 19 RFP NUMBER: 2018‐362 i PROJECT NAME: CATS GROUNDS MAINTENANCE – FY2019 3.30 INDEMNIFICATION ..................................................................................................................................... 19 3.31 SUBCONTRACTING ..................................................................................................................................... 20 3.32 INSURANCE ................................................................................................................................................ 20 3.33 BACKGROUND CHECKS .............................................................................................................................. 22 3.34 RESERVED .................................................................................................................................................. 22 3.35 COMMERCIAL NON‐DISCRIMINIATION ..................................................................................................... 22 3.36 MISCELLANEOUS ........................................................................................................................................ 23 3.37 DISPUTE RESOLUTION ............................................................................................................................... 26 3.38 IRAN DIVESTMENT ACT .............................................................................................................................. 29 FORM 1 – EXECUTION OF PROPOSAL .............................................................................................. 30 FORM 2 – SUBCONTRACTOR / SUPPLIER UTILIZATION