XXX Wake ForestBaptist Medical Center

Wake Forest Baptist Medical Center

Office of Strategic Sourcing

REQUEST FOR PROPOSAL (RFP) for provision of KITCHEN EQUIPMENT MAINTENANCE AND REPAIR for WAKE FOREST BAPTIST MEDICAL CENTER DEADLINE to Submit Response: Tuesday, June 3, 2014 at 3:00 pm ET Reverse Auction for Finalists: Tuesday, June 17, 2014 11:00 am ET Wake Forest Baptist Medical Center Office of Strategic Sourcing Medical Center Boulevard Winston-Salem, NC 27157

Bridge

WAKE FOREST BAPTIST MEDICAL CENTER

REQUEST FOR PROPOSAL

Kitchen Equipment Maintenance and Repair

REQUEST FOR PROPOSAL (RFP) For provision of

KITCHEN EQUIPMENT MAINTENANCE AND REPAIR For WAKE FOREST BAPTIST MEDICAL CENTER

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WAKE FOREST BAPTIST MEDICAL CENTER

REQUEST FOR PROPOSAL Kitchen Equipment Maintenance and Repair

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IMPORTANT MILESTONE DATES Milestone Date Tuesday, May 13, 2014

Milestone Bid Opportunity

Monday, May 19, 2014, 8:30 AM ET

MANDATORY preproposal meeting and facility tour

Tuesday, May 20, 2014 by 4:00 PM ET

Questions and Inventory List Submitted

Tuesday, May 27, 2014

Answers Posted and Master Inventory List Distributed

Tuesday, June 3, 2014 by 3:00 PM ET

Submit Intent to Participate

What It Is and What You Need To Do An email invitation to respond to this opportunity. WFBMC will facilitate a tour of its kitchen facilities for all prospective vendors. All vendors should meet at Wake Forest Bap tist Medical Center, North Tower, Sub-basement in the materials management conference room. Deadline to submit questions regarding response requirements, specifications or bidding process. Submit any questions regarding this opportunity to: km,,mith(ciwakehealth.edu Date you will receive an email with answers to all submitted questions. Review all answers to determine your interest and ability to provide the product or service being requested. Deadline to submit your response, EXCLUDING PRICING. Submit all information requested

Wednesday, June 11, 2014

Formal Invitation Issued to Finalists

Thursday and Friday, June 12 and 13, 2014

Training on eBridge Process

Monday, June 16, 2014 by 4:00 PM ET

Initial Bid Due

Tuesday, June 17, 2014 at 11:00 AM ET

Online Event

Formal approval from the buyer to participate in the pricing portion of the process. Follow instructions given in the Formal Invitation email. Timeframe in which you will be contacted to schedule training with eBridge. Participate in a one-on-one training with an eBridge representative. Date by which all participants must place initial bid(s). Login to the eBridge platform and place your initial bid(s). Date and time the live online event will open. Login to the eBridge platform and participate in the live event.

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A.

SCOPE OF REQUEST Wake Forest Baptist Medical Center

Wake Forest University Baptist Medical Center, a nonprofit North Carolina corporation, herein referred to by the corporate trade name of Wake Forest Baptist Medical Center (WFBMC), is one of the nation's preeminent academic medical centers. It is an integrated health care system that operates 1,004 acute care, rehabilitation and psychiatric care beds, outpatient services, and community health and information centers. The Medical Center has 21 subsidiary or affiliate hospitals and operates more than 120 outreach activities throughout the region, including satellite clinics, health fairs, consulting services and medical director services. It provides a continuum of care that includes primary care centers, outpatient rehabilitation and dialysis centers. Although its primary service area is a 24-county region in northwestern North Carolina and southwestern Virginia, Wake Forest Baptist in the year ending June 30, 2013, served patients from 96 (of 100) North Carolina counties, all 50 states, the District of Columbia, and several foreign countries. On July 1, 2010, Wake Forest Baptist became a legally integrated Medical Center. Under this structure, WFBMC (through its Board and consolidated management team) operates all aspects of Wake Forest Baptist Medical Center (also known as North Carolina Baptist Hospital) and Wake Forest School of Medicine (also known as Wake Forest University Health Sciences). The system's main components are: a. Wake Forest School of Medicine; b. Wake Forest Baptist Health, the integrated clinical operations that includes Lexington Medical Center, Davie Hospital, Brenner Children's Hospital, physician practices and other clinical facilities; and c. the Piedmont Triad Research Park, which includes downtown research offices and facilities. WFBMC is a member of the Novation/UHC Group Purchasing Organization (GPO) but also negotiates locally when appropriate. More information about WFBMC can be found at http://www.wakehealth.edu. B.

ENTITIES TO BE COVERED BY PROPOSAL

For purposes of this document, WFBMC is defined primarily by the list of entities below. Entities participating in this bid include: Wake Forest Baptist Medical Center and Davie County Hospital (Mocksville, NC). WFMBC requires that equivalent service and financial programs be offered to all entities. Respondents are expected to thoroughly explain in their proposal any exemptions or modifications requested to this requirement. Wake Forest Baptist Medical Center (formerly North Carolina Baptist Hospital)

-

Brenner Children's Hospital Wake Forest School of Medicine Wake Forest University Health Sciences Wake Forest University Physicians Lexington Memorial Hospital Davie Medical Plaza

-

Davie County Hospital

-

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C.

OBJECTIVE OF REQUEST FOR PROPOSAL WFBMC is requesting proposals for qualified vendors for an ongoing maintenance and repair contract for existing kitchen equipment to reduce costs, consolidate vendors, and provide a quality maintenance and repair program. WFBMC seeks to partner with one single market-leading and proven vendor that can provide end-to-end support and service to maintain and repair kitchen equipment.

D.

GENERAL INFORMATION All respondents are expected to thoroughly review and conform to the specifications outlined in this Request for Proposal (RFP). Failure to do so is at the respondent's sole risk. It is the responsibility of the respondent to ask questions, request changes or clarifications, or otherwise advise of any language, specifications, or requirements that appear to be ambiguous, contradictory, or arbitrary. All submitted proposals must meet or exceed the mandatory specifications listed herein.

E.

RIGHTS RESERVED BY WFBMC AND RESTRICTIONS ON RFP PROCESS WFBMC reserves the right to reject any or all proposals or any part thereof. WFBMC, in its sole discretion, reserves the right to waive any irregularity or minor variance in any proposal received, including but not limited to obvious mathematical errors in extension of pricing, failure to date the proposal, or failing to execute any certification not considered salient to price, delivery or acceptance of an agreement award. WFBMC will not pay for any information requested nor is it liable for costs incurred by the respondent in responding to this request. Elaborate proposals (e.g. expensive artwork) beyond that sufficient to present a complete and effective proposal are not necessary or desired. Additionally, all costs and expenses incurred by a respondent during the RFP process are to be borne by the respondent and are not reimbursable. Any discussion with WFBMC personnel, other than as listed as authorized contacts herein, regarding this RFP while the RFP is in progress (from the time Respondent receives this RFP until final award is made) is strictly prohibited. Such contact and discussion may result in disqualification of respondent's proposal. WFBMC is the sole owner of all data and information contained within the RFP document and accompanying attachments. Respondent shall use this information exclusively to prepare a proposal. Respondent should not disclose this information to any other firm or use it for any other purpose unless required by law or legal process.

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F.

QUESTIONS OR CLARIFICATIONS

Any and all questions or clarifications regarding specifications, requirements, or the RFP process, should be directed solely to K. Michele Smith via email to [email protected] . Submit RFP questions and completed inventory list by Tuesday, May 20, 2014 by 4:00 PM EST. Responses to questions will be answered via e -mail. A copy of the response will be sent to all vendors solicited in the RFP as well as a Master Inventory List. G.

PROPOSAL TERMS

Each respondent is responsible for ensuring that their bid is received at or prior to the date and time specified within this bid. Failure to meet the proposed due date and time shall be grounds for rejection. A respondent may withdraw or modify its proposal prior to the submission deadline. Proposals submitted prior to the submission deadline may be modified or withdrawn only by written notice to WFBMC. Respondent may change or withdraw their proposal at any time prior to the submission deadline; however, no oral modifications will be permitted. Any modification to a proposal shall be contained in a sealed envelope, clearly marked with the RFP title and "Modification of Proposal" notation. Proposals may not be withdrawn for a period of 30 days following the closing of the RFP on Tuesday, June 17, 2014 which has a preliminary end time of Tuesday, June 17, 2014 at 11:15 AM

ET plus any possible extensions. All proposals must be valid for at least 180 days from the due date. H.

ADDITIONAL TERMS AND CONDITIONS

Contract Terms and Conditions, beyond those specified in the Requirements section(s) of this document, are not set forth. Respondent is invited to propose additional Terms and Conditions of a final contract. These terms will be subject to review and modifications (as approved by both parties) once proposals have been received. Respondent will be permitted to withdraw their proposal should parties not be able to arrive at mutually agreeable terms. Submitted REP response (subject to negotiated revisions) should be expected to be referenced in a final executed agreement. All statements, promises, and guarantees made in this RFP are considered binding and may be incorporated into a final mutually signed agreement (should such an agreement be reached). I.

REVIEW OF PROPOSALS

WFBMC intends to partner with one vendor. The awarded vendor will offer WFBMC the best financial and service package in response to the requirements contained herein. WFBMC reserves

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the right to select among the proposals offered or to make no award under this document, as determined most beneficial for WFBMC.

The lowest bidder on the eBridge reverse auction will not necessarily be awarded the contract. All proposals submitted shall become property of WFBMC and will remain confidential. In considering the proposals submitted by each respondent, WFBMC will consider the following at a minimum and as applicable: the ability, capacity, and skill of the respondent to perform; the character, integrity, and quality of respondent; the quality of past performance by respondent; and the competitiveness of the respondent's financial proposal. WFBMC reserves the right to make the final decision on its choice of proposals. Appeals will be considered on a case-by-case basis; however, the final selection of vendors rests solely with WFBMC. J. PREPARATION AND RETURN OF PROPOSALS Respondents are to review this RFP and reply with a formal signed proposal. ATTACHMENT A must be submitted with the proposal and signed by a duly authorized representative of the respondent's organization. Responses are due no later than Tuesday, June 3, 2014 by 3:00 PM ET. Proposals are to be submitted in a sealed envelope/package and mailed to the address below. Proposals may also be hand carried to the Office of Strategic Sourcing located at Wake Forest Baptist Medical Center, Piedmont Plaza II, 7th floor, suite 702. Wake Forest Baptist Medical Center Office of Strategic Sourcing c/o Piedmont Plaza II, 7th Floor, Suite 702 ATTN: K. Michele Smith Medical Center Blvd Winston-Salem, NC 27157 It is the sole responsibility of the respondent to ensure the on-time delivery of all RFP responses. Delays due to shipping errors or delays will not be considered acceptable rationale for an untimely reply. These RFP responses may be refused at the discretion of WFBMC. Respondent must submit two (2) separately bound hard copies of your proposal and one (1) electronic copy (CD or flash drive) to include, at minimum, the item(s) listed below. These items must be included in your proposal and submitted as a part of your response, no later than Tuesday, June 3, 2014 by 3:00 PM ET. Detailed responses to section N, along with any supporting documentation. Detailed responses to section 0, along with any supporting documentation. Attachment A, signed by a duly authorized representative from respondent's organization.

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Attachment B, providing at least three (3) customer references which we may contact that you have performed kitchen equipment maintenance and repair services for within the past 3 years. References must include the customer name, individual to contact and their title, and present address and phone number. Reference information shall be completed

K.

by filling out Attachment B in this RFP and returned with your proposal. Attachment C, read carefully and initial. Electronic Bid Event Submission Form (submit to: [email protected])

FORMAT OF PROPOSAL Greater detail, information, and supporting detail assists in the evaluation of responses. Elaborate format and binders are neither necessary nor desired. Legibility, clarity, and coherence are more important. It is mandatory that each respondent provides responses in the same numbering format as used in this RFP, so that responses correlate to the same section in the RFP requirements. This format will make the proposal more "evaluator friendly" to the team conducting the evaluation of the proposals.

L.

PRE-PROPOSAL MEETING A MANDATORY pre-proposal meeting/site visit will occur on Monday, May 19, 2014 at 8:30 AM ET. For directions, contact K. Michele Smith at 336-716-4242. This MANDATORY pre-proposal meeting is intended to provide respondents the opportunity to tour our facilities and to gain a better understanding of the requirements of this RFP. This is the only time that this MANDATORY pre-proposal meeting will occur. Each vendor may send no more than two (2) individuals to this event. This pre-proposal meeting is mandatory and any response obtained from a respondent not participating in the pre-proposal meeting will not be considered. ***IMPORTANT*** A list of the equipment has intentionally been omitted. During the preproposal meeting on Monday, May 19, 2014, vendors will be required to inventory the equipment that will be maintained and repaired as we do the walk through. We have a lot of equipment to inventory in several different locations so plan for allotting the full day as we also have to travel to the Davie County Hospital in Mocksville NC. A template will be provided during the meeting for each vendor to inventory using the same formatted spreadsheet. This list must be completed and submitted to WFBMC no later than 4:00 PM ET on Tuesday, May 20, 2014 in typed format. A master inventory list will be returned to participants on Tuesday, May 27, 2014 so that all bidders will mutually agree on the inventory. All bidders must participate in this exercise to be considered.

M.

DESCRIPTION OF SERVICE TO BE PROVIDED WFBMC is requesting proposals from qualified vendors to perform the task of kitchen equipment maintenance and repair services. Selected vendor shall provide full-service kitchen equipment maintenance and repair services under a single agreement that will offer equivalent service and

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fees to all entities included in this proposal. The preventative maintenance, labor, parts, overtime (after hours), and emergency services are included in this contract. Selected vendor shall provide safe, secure, compliant, efficient, and timely kitchen equipment maintenance and repair services with a high level of quality and accuracy, while providing excellent customer service. The vendor shall furnish all supervision, labor, materials, parts, and equipment necessary to accomplish the maintenance and repair contract. Refrigeration and freezers are not included in this RFP.

N. RESPONDENT QUALIFICATIONS AND OVERVIEW Respondent is to provide a response and supporting detail for each of the qualifications listed below. The purpose of this section is to determine the ability of the respondent to perform services described herein. Respondent shall describe and offer evidence of their ability to meet each of the qualifications or statements listed below: 1.

Provide a summary of your organization including an overview of your core service offerings, organization structure, years of experience, as well as any other additional available services that could benefit WFBMC.

2.

Provide a list of geographical regions serviced by your organization and describe your ability to service the WFBMC contract.

3.

Identify integrated university/healthcare customers that you currently service nationally and in the Piedmont Triad region. Please elaborate on the level of services that you provide for your healthcare clients.

4.

Describe your insurance coverage and provide proof of any and all insurance policies relating to kitchen equipment maintenance and repair services.

5.

Provide total number of employees, including: i. The number of employees that are dedicated to the various areas within your organization (i.e. Customer Service, Technical Support, Security, etc.) that supports kitchen equipment maintenance and repair in the region. ii. Provide names of your representatives that will be assigned to WFBMC. iii. Provide copy of confidentiality agreement that employees are required to sign iv. Explain employees' training regarding privacy legislation and include explanation for annual training procedures.

6.

Submit copies of all notices of violations, corrective action notices, enforcement actions or orders, warning notices, writings, or other forms of permit violation/non-compliance documentation (such as OSHA) received your company, or any business organization owned or operated by the your management, you parent company and/or your subsidiaries, from any public agency in the last five years.

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7.

Provide your customer service policies and procedures. Explain how your organization measures and reports customer satisfaction. Identify the processes you employ to ensure customer complaints/questions are followed up upon and resolved quickly, permanently, and effectively.

8.

Summarize your company's disaster recovery, business continuity, and contingency planning process. Include relevant documentation.

9.

Detail any business and/or employee certifications or other association affiliations related to this RFP.

10. Provide any successful implemented cost reduction programs at comparable Medical Centers. Provide the details of the successful implementation.

11. It is the responsibility of each vendor to inventory the equipment to be serviced during the mandatory tour on Monday, May 19, 2014 and provide a list of the items to be serviced. It is the expectation of WFBMC that all kitchen equipment will be serviced by the awarded vendor. This list must be complete and submitted to WFBMC no later than 4:00 PM ET on Tuesday, May 20, 2014 in typed format. A Master Inventory list will be returned to participants on Tuesday, May 27, 2014.

A template will be provided during the pre-

proposal meeting so each respondent is inventorying using the same formatted spreadsheet. 0. BID REQUIREMENTS AND SPECIFICATIONS The following are the individual requirements that WFBMC requires from the awarded vendor. Please provide a response to each specification and explain how you will achieve this requirement. Products or services that are not provided as core to the offering (no additional cost) must be specifically indicated as such and associated pricing provided. 1. The contract term will be three (3) years. Agreed upon pricing structure will remain firm for the agreement. Either party may terminate the agreement by providing 90 days' prior written notice. The agreement will not automatically renew after the initial contract term, but may be renewed for an additional two year period by mutual written agreement. Meets Specification? ❑ YES Explain: 2.

❑ NO

Vendor is required to report immediately to WFUBMC any activity that might affect the business relationship between your company and WFBMC (i.e. any material claims or

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federal/state exclusions which may adversely affect vendor's ability to provide the goods or services required by this RFP). Include any pending litigation, for or against your company. Meets Specification? ❑ YES Explain: 3.

Vendor may not assign any Agreement/Contract entered into between WFBMC and Vendor without prior notice and written approval. Meets Specification? ❑ YES Explain:

4.

❑ NO

❑ NO

Vendor will be required to keep all WFBMC kitchen equipment in good working order. Vendor will be responsible to perform repairs and all regular maintenance as recommended by the manufacturer of the equipment. Meets Specification? ❑ YES Explain:

5.

❑ NO

All prospective vendors will be required to tour WFBMC kitchen facilities on Monday, May 19' 2014 starting at 8:30 AM ET. A detailed inventory of the equipment to be serviced must be submitted by 4:00 PM ET on Tuesday, May 20, 2014 in typed format along with any questions regarding this RFP or bidding process. Meets Specification? ❑ YES Explain:

6.

The vendor is to become the sole third-party provider of all kitchen equipment maintenance and repair services for WFBMC. There is potential that the contract could require all locations to be covered 365 days, 24/7 service capability with a 2 hour emergency service response. Describe how after-hours emergency requests will be handled. Meets Specification? ❑ YES Explain:

7.

❑ NO

❑ NO

Vendor shall conduct all operations in a manner to avoid the risk of loss, theft, or damage by vandalism, sabotage, or other means to any property. Vendor shall promptly take all reasonable precautions which are necessary and adequate against any conditions which involve a risk of loss, theft, or damage to WFBMC's property. Vendor shall continuously inspect all its work, materials, delivery vehicles, and equipment facilities to discover and determine any such conditions and shall be solely responsible for discovery, determination, and correction of any such conditions.

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Meets Specification? Explain: 8.

YES

The vendor must have personnel capable of servicing all current kitchen equipment in place and have a broad range of experience with various makes and models. Please elaborate if there are brands or models that your company is not authorized to service or obtain repair parts. Meets Specification? ❑ YES Explain:

9.

❑ NO

❑ NO

All routine maintenance work is to be performed by employees of the contractor. The contractor shall comply with Social Security Act, Workman's Compensation and all applicable employment laws. The vendor will notify WFBMC in writing of any contractors brought to any WFBMC locations to perform specialized services. Meets Specification? ❑ YES Explain:

❑ NO

10. Over the term of the contract, WFBMC is likely to add locations, change equipment, or add kitchen equipment that will be serviced under this contract. Reasonable increases in the cost of services associated with an increase in equipment will be consistent with the pricing offered in this RFP and must be approved in writing by WFBMC prior to submitting an i nvoice for services. Meets Specification? ❑ YES Explain:

❑ NO

11. The vendor shall describe how they plan to implement a maintenance and repair contract for WFBMC. Meets Specification? ❑ YES Explain:

❑ NO

12. The vendor shall fully warrant all materials, equipment, and service against poor and inferior quality or workmanship for not less than one (1) year from the date of service. The contractor shall repair or replace any inoperable materials or equipment in a timely manner during the warranty period. Meets Specification? ❑ YES Explain:

❑ NO

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13. The vendor shall during the performance and completion of the work, remove all unused materials and dispose of legally. Meets Specification? ❑ YES Explain:

❑ NO

14. The vendor shall be held responsible for any breakage, loss of equipment or supplies during the service. The vendor shall be responsible for restoring/replacing any equipment, facilities, etc. so damaged. Meets Specification? ❑ YES Explain:

❑ NO

15. The vendor shall provide adequate warning devices such as flags or guards indicating work is being performed to keep WFBMC staff in a safe working environment as well as the vendor staff. Meets Specification? ❑ YES Explain:

❑ NO

16. The vendor warrants that the employees or sub-contracted employees performing service under this agreement are trained, experienced, competent, and appropriately licensed to perform the work and deliver the services required under this agreement. Meets Specification? ❑ YES Explain:

❑ NO

17. The vendor shall not be allowed to charge initial startup fees for locations currently being serviced or future added locations. Meets Specification? ❑ YES Explain:

❑ NO

18. The vendor technicians must wear distinctive uniform clothing and protective equipment must be worn while working within the food areas. Proper identification must be displayed at all times. Meets Specification? ❑ YES Explain:

❑ NO

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19. All WFBMC entities are subject to regulatory checks from agencies such as the Centers for Medicare and Medicaid (CMS), The Joint Commission on the Accreditation of Healthcare Organizations (JCAHO), etc. The vendor shall be able to provide detailed backup documentation for services rendered when requested to assist during a survey. Provide such samples of documentation. Meets Specification? ❑ YES Explain:

❑ NO

20. The awarded vendor will be required to provide MSDS sheets for any cleaning agent(s) that will be used during any service calls. Meets Specification? ❑ YES Explain:

❑ NO

21. The vendor service technicians will be required to onboard with WFBMC. Onboarding allows the vendor service technician's access by badge to sensitive or locked down areas. This process is very detailed and the technicians will be subject to thorough background checks, drug tests, tuberculosis (TB) tested annually, flu shots, etc. Fees will apply and can be provided upon request. The vendor shall maintain continuity of service by one or two technicians who have been cleared with onboarding procedures. In the event that a sub-contractor is acquired by the vendor, the sub-contractor shall adhere to the same standards. Meets Specification? ❑ YES

❑ NO

Explain:

22. The vendor shall not be allowed to charge travel fees for any current location being serviced or future added locations. Meets Specification? ❑ YES Explain:

❑ NO

23. WFBMC will consider being invoiced on an annual basis to receive an advanced payment discount which will be a percentage off the full service or service plus options. Meets Specification? ❑ YES Explain:

❑ NO

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P. ADDITIONAL VENDOR OFFERINGS Please provide any additional value add offerings that would increase the value of our relationship through improved services or reduced costs to WFBMC.

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ATTACHMENT A RESPONDENT SIGNATURE FORM The form below must be signed by a duly authorized officer of respondent and must accompany your proposal. Signature below provides your guarantee that all statements made in your proposal are accurate and being offered without obligation or other pre-condition to Wake Forest Baptist Medical Center. Signature below indicates that you have read, understood and accept the terms in this request for proposal.

Authorized Signature:

Date:

Printed Name: Title: Company Name: Mailing Address: Telephone: (

Email:

Licensed to do business in the State of North Carolina?

❑ YES

❑ NO

Is your business listed on the Office of Inspector General's (01G) List of Excluded Individuals? Entities? ❑ YES

❑ NO

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ATTACHMENT B LIST OF REFERENCES List three (3) references to which you have supplied products/services within the last three (3) years. At least one of the references should be an Academic Medical Center. The other two references should be 500+ bed facilities and have multiple locations. Organization Name: Address: Contact Person: ) Contact Telephone: _( Time period services provided: Description of services provided:

-

Contact Email:

@

-

Contact Email:

@

-

Contact Email:

Organization Name: Address: Contact Person: ) Contact Telephone: _( Time period services provided: Description of services provided:

Organization Name: Address: Contact Person: Contact Telephone: _(

)

Time period services provided: Description of services provided:

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ATTACHMENT C FINANCIAL PROPOSAL

Please read this page carefully. During the electronic bidding event on Tuesday June 17, 2014 at 11:00 AM EDT, vendor will submit bids for each of the services/categories listed in Attachment D. Pricing for each of the services/categories is to be firm for the initial term of the agreement. Initial DO NOT SUBMIT PRICING WITH YOUR WRITTEN RESPONSE FOR THE SERVICES/CATEGORIES LISTED IN ATTACHMENT D. ALL PRICING, WITH THE EXCEPTION OF ADDITIONAL FEES AND CHARGES, WILL BE SUBMITTED DURING THE EBRIDGE REVERSE AUCTION. WFBMC has engaged eBridge to facilitate an online reverse auction for these services. Please read and approve the attached eBridge terms and conditions. eBridge's fees will be paid entirely by WFBMC. There will be no fees to vendors to register or submit bids. Vendors are not obligated to participate in the reverse auction, however, they are required to submit their pricing on the eBridge platform. Competitors will not be able to see your pricing. Initial

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ATTACHMENT D PRICING PROPOSAL

Format of Online Bidding The bidding will be separated into lots as follows: Full Service Option Lot 1 — 24/7/365 monthly or annual fee includes all preventative maintenance and repairs, labor, parts, 2 hour emergency response, and after hours emergency service. Service Plus Option Lot 2 — Monthly or annual fee includes all preventative maintenance, repairs, and parts from 8:00 am to 5:00 pm ET. Lot 3 — After hours Emergency Labor per hour charge Time and Materials Option Lot 4 — Preventative Maintenance per hour charge Lot 5 — Emergency Labor 8-5 per hour charge Lot 6 — After Hours Emergency Labor per hour charge Lot 7 — Percentage off parts Lot 8 — WFBMC will consider being invoiced on an annual basis to receive an advanced payment discount which would be a percentage off the full service or service plus options.

Any additional fees or costs must be detailed in written proposal. WFBMC will not be responsible for them payment of fees or charges that are not included in online bidding or detailed in the vendor's written proposal.

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REQUEST FOR PROPOSAL Kitchen Equipment Maintenance and Repair

ELECTRONIC BID EVENT SUBMISSION FORM Must be completed and emailed to [email protected] Wake Forest Baptist Medical Center will accept bids for Kitchen Equipment Maintenance using an Electronic Sealed Bidding Process on Tuesday, June 17, 2014 at 11:00 AM ET in accordance with the specifications and procedures available either with eBridge or WFMBC. This Electronic Sealed Bidding Event has a preliminary end date and time of Tuesday, June 17, 2014 at 11:15 AM ET plus any possible extensions. The undersigned bidder hereby proposes and agrees to furnish WFBMC, kitchen equipment services in accordance with the Specifications. The bidder also agrees to participate in an Electronic Sealed Bidding Event to determine final pricing. Your initial written response (see specifications) is due to the buyer no later than Tuesday, June 3, 2014 by 3:00 PM ET. DO NOT SUBMIT BID PRICING WITH YOUR RESPONSE. The supplier understands that this proposal is submitted subject to the following: Bids will be evaluated based on each supplier's final pricing submitted during the Electronic Sealed Bidding Event, and the Specification Responses provided. Preference will be given to low suppliers; however, the Buyer reserves the right to accept bids on the basis of total evaluated bid or to accept portions of any bid. The Specifications and Information for Suppliers form the conditions of the Contract for this proposal. AWARD OF CONTRACT: REJECTION OF BIDS — The Buyer reserves the right to (i) reject any, any part of, or all bids or proposals to fulfill The Buyer's requirements, (ii) waive informalities and technicalities, (iii) negotiate directly with any party submitting a bid or proposal, or (iv) accept that bid or proposal which The Buyer deems to be in its best interest, whether or not it is the lowest dollar proposal. The Supplier to whom the award is made will be notified at the earliest possible date. THIS SPECIFICATION RESPONSE IS HEREBY RESPECTFULLY SUBMITTED BY: COMPANY NAME

DATE

CONTACT PERSON

TITLE

PHONE NUMBER

FAX

ADDRESS

CITY

EMAIL ADDRESS

SIGNATURE

ST

ZIP

MUST BE COMPLETED AND EMAILED TO [email protected]

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Kitchen Equipment Maintenance and Repair

IMPORTANT The following document is included for your review and examination. Electronic acceptance prior to placing your bid will be required

EBRIDGE BUSINESS SOLUTIONS, LLC SUPPLIER TERMS AND CONDITIONS READ THIS AGREEMENT ("AGREEMENT") CAREFULLY BEFORE SELECTING "ACCEPT" OR "DECLINE" BELOW. BY SELECTING THE "ACCEPT" BUTTON, YOU WILL BE PERMITTED TO UTILIZE THE EBRIDGE BUSINESS SOLUTIONS, LLC ("EBRIDGE") INTERNET-BASED STRATEGIC SOURCING SOLUTION ("THE SOLUTION") FOR THE PURPOSE OF PARTICIPATING IN THIS ONETIME, ONLINE BIDDING EVENT. YOU WILL BE ALLOWED TO RECEIVE REQUESTS FOR INFORMATION AND QUOTATIONS AND TO SUBMIT BIDS AND PROPOSALS NECESSARY IN PARTICIPATING IN THE ONLINE BIDDING EVENT. BY SELECTING THE "DECLINE" BUTTON BELOW, YOU WILL BE DENIED ACCESS TO THE SOLUTION. EBRIDGE BUSINESS SOLUTIONS, LLC ("eBridge") does not verify or validate any information provided or representations made by users of the Solution, and makes no warranty of any kind to you concerning any buyer offerings using the Solution. You acknowledge eBridge, its employees, agents, officers and members make no warranty of any kind, either express or implied, regarding the quality, accuracy or validity of any data and information available on the Solution, or residing or passing through its network, other than information and data that is provided directly to you from eBridge. You further acknowledge any agreement entered into by you as the supplier of goods or services from a participating buyer is an agreement solely with such buyer, and eBridge is in no way a party to or responsible for the performance of such agreement. Therefore: 1) EBRIDGE DISCLAIMS ALL WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, RELATING TO ANY TRANSACTION ENTERED INTO BETWEEN A PARTICIPATING PERSON OR ENTITY AND A SUPPLIER, INCLUDING WITHOUT LIMITATION IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR INTENDED USE, AND NONINFRINGEMENT OF INTELLECTUAL PROPERTY RIGHTS; AND 2) EBRIDGE FURTHER DISCLAIMS ALL WARRANTIES OR REPRESENTATIONS, EXPRESS OR IMPLIED, CONCERNING INFORMATION SUPPLIED, OR REPRESENTATIONS MADE, BY ANY BUYER, INCLUDING WITHOUT LIMITATION, ANY WARRANTY OR REPRESENTATION RELATING TO PRODUCT SUITABILITY, SPECIFICATIONS, OR REQUESTED AVAILABILITY, OR THE TRUTHFULNESS OR ACCURACY OF ANY OTHER INFORMATION OR REPRESENTATION MADE OR SUPPLIED BY A BUYER OR ANY OTHER SUPPLIER INVOLVED IN THIS AGREEMENT. BY SELECTING THE "ACCEPT" BUTTON BELOW, AND BY SUBSEQUENTLY USING THE SOLUTION, YOU AGREE TO COMPLY WITH ALL TERMS AND CONDITIONS SET FORTH BELOW AND WITH ALL INSTRUCTIONS FOR USE POSTED ON THE SOLUTION. 1. Utilization. You are granted a one-time, non-transferable, non-exclusive right to access the Solution through eBridge's website through the use of a password(s) and/or access code(s). Any subsequent

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rights to access the Solution will require you to accept a new Agreement eBridge reserves the right to terminate your access to the Solution or any or all of its services at any time, if eBridge shall determine, in its sole discretion, you have violated any term(s) of this Agreement with respect to your access to and use of the Solution. In the event of such termination eBridge will notify you immediately. 2. Responsibilities of the Parties. Subject to the terms and conditions of this Agreement, eBridge will make available to you electronic access and use of the Solution, for you to participate in a one-time, online bidding event. eBridge will also provide such other assistance in the way of customer support and service as set forth in this Agreement. It is solely your responsibility when using the Solution to comply with all applicable local, state and federal statutes, ordinances, regulations, and policies governing the sales of goods or services by your company. eBridge shall have no responsibility for ensuring sales of goods or services using this system will comply with such laws, ordinances, regulations, or policies. You, the supplier, in using the Solution, have the responsibility for the bid including, but not limited to, the following: • • • • • • • •

Accepting the terms of use contained in the bid documents in advance Preparing and assuring the completeness of any bids, quotes, or proposals Submitting any bids, quotes or proposals electronically within established deadlines Maintaining with the buyer, the security and integrity of the sealed or open bid procurement process Participating in any pre-bid conference(s) and tutorial(s) for suppliers prior to an electronic event Compliance with all applicable legal requirements Establishing and adhering to the terms and conditions of buyer contracts Assuring proper authorization to enter into a contract and the proper administration of any resulting contract

You also acknowledge that eBridge's role for procurement activities will include the following: • • • • • •

Clarifying buyer needs and specifications to the supplier Assisting in the completion of comprehensive bid documents Hosting telephone tutorials with all suppliers on utilization of the electronic bid process Participating in any pre-bid conference(s) Hosting the auction event and providing support during the event Publishing appropriate results to the users as well as obtaining feedback from participants

3. Conduit Services Only. The Solution provides an Internet conduit through which you may communicate the availability of your goods and services to potential buyers, potential buyers may communicate their procurement needs to you and you may respond to requests for quotations, bids or proposals in online bidding events. You will be entitled only to respond to requests of potential buyers for quotations, bids or proposals if you have accepted the terms and conditions of this Agreement. eBridge makes no representation or warranty of any kind concerning the reputation, reliability or any other matter concerning participating buyers. You must conduct your own inquiries concerning the qualifications and reputation of buyers, and must look only to the buyers with whom you choose to transact business for performance of any agreements with them. 4. Buyer Representations and Warranties. eBridge does not verify or validate the information provided by or any representations or warranties made by buyers on the Solution, and makes no representation or warranty of any kind to you concerning any buyer using the Solution. You shall look solely to the buyer with respect to any buyer-related information or representations and warranties and shall indemnify and hold eBridge harmless from and against any contract, damages or liability that may result from any buyer-related information or representations and warranties.

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Kitchen Equipment Maintenance and Repair

5. Coded Access. The Solution is available only to persons and entities who have read and agreed to the terms of this Agreement and who have been assigned access code(s) and/or password(s). You agree not to divulge your access codes or passwords to any other person or entity. If you allow either your access code or password to fall into the hands of an unauthorized person, eBridge has no way of detecting unauthorized use of such codes or passwords and is not responsible for such unauthorized use of the Solution. YOU MUST SAFEGUARD THE PASSWORDS AND ACCESS CODES. Unauthorized users of the Solution may be subject to both civil and criminal prosecution under state and federal law. 6. Availability and Operation of the Solution. While every effort will be made to keep the Solution operating during all scheduled hours of operation, no guarantee of uninterrupted operation can be given. You agree the services provided on the Solution are provided as is and neither you nor your business or agency will have any claim against eBridge as a result of any non-availability of the Solution at a particular time(s) or any failure of the Solution to operate as intended. 7. Sole Remedy. If you are dissatisfied with the functionality of the Solution or the services eBridge provides, your sole remedy is to cease using the Solution and/or services. YOU AGREE YOU HAVE, AND WILL HAVE, NO CLAIM OR RIGHT OF ACTION OF ANY KIND AGAINST eBridge RELATED TO YOUR USE OF THE SOLUTION. Without limitation of the foregoing, you waive any right you may have to claim or recover any special, incidental, exemplary, punitive, consequential or other damages (including but not limited to lost profits and business interruption). 8. Virus. eBridge shall not be liable for any harm that may be caused by the inadvertent transmission of any computer virus, worm, time bomb, logic bomb, or such other computer program transmitted through the Solution. 9. Information You Provide. You agree and warrant that any information you provide about yourself or your organization or your agents when registering to use the Solution or subsequent to registration, is accurate, current and complete and you will maintain and update that information to ensure that is remains true, accurate and complete. If eBridge suffers any claim or incurs any liability as a result of information entered into the Solution by users of your account, you and your agency or business will indemnify eBridge against such claim or liability including costs and attorneys fees incurred in defending against it. 10. Security. eBridge uses industry-standard security measures to safeguard any information you may provide to us on our website. You, your organization and/or your agents are responsible for managing your internal security by safeguarding password(s) and establishing your own internal security procedures, as you would for paper-based procurements, to assure the proper use of the Solution. In the event of any compromise in the security of the Solution, you shall immediately report the same to eBridge and a new password will be assigned for your use. However, perfect security does not exist on the Internet, and eBridge does not and cannot guarantee that information will remain secure. 11. Fees. The design, maintenance and operation of the Solution require substantial costs and investment incurred by eBridge. Thus, a transaction fee will be charged to the buyer. Any and all subsequent orders resulting from this specific electronic bid for like equipment, services or materials are subject to these terms and conditions. 12. Disclosures. You acknowledge by using the Solution, you agree to provide to eBridge accurate and complete information regarding: (a) any agreement entered into by you with a participating buyer through any online bidding event conducted through the Solution, (b) the final price agreed upon

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between you and the participating buyer with respect to any product or service sold to such buyer, and (c) the date payment (whether a payment in full or a partial or installment payment) is delivered to you by any buyer pursuant to any agreement entered into by you with a participating buyer through any online bidding event conducted on the Solution or through the Solution. You are to provide this information to eBridge immediately upon becoming aware of such information. eBridge relies upon your delivery of such information for the calculation and payment of its fees as set forth in Section 11. 13. Privacy Policy. eBridge shall have the right to monitor the Solution electronically from time to time and to disclose any information as necessary to satisfy any law, regulation or other government request, to operate its service properly, or to protect itself or its users. eBridge reserves the right to refuse to post or to remove any information or materials, in whole or in part, that, in eBridge's sole discretion, are unacceptable or in violation of this Agreement. The information eBridge receives is determined by your activities when using the Solution. If you use the Solution to read or download information, eBridge collects and stores the following information about you: the name of the domain and host through which you access the Internet and the date and time you access the Solution. eBridge uses this information to measure the number of visitors to different sections of the Solution, so that eBridge can make the Solution more useful to visitors. If you actively participate in using or providing any of the services offered through the Solution, we collect and store the personally identifiable information needed to facilitate this participation (typically your name, agency or company name, mailing address, email address and telephone). If you wish to use a link to another website or to do business with another user of the Solution, you may be asked by the other user to provide certain confidential information. eBridge shall not be responsible for any loss or damage of any kind, nature or amount incurred as a result of any such disclosure to another user through the Solution. You may choose to send personally-identifying information to other websites you have linked to through the Solution. eBridge does not control the collection or use of this information, and makes no representations or warranties about the privacy or other policies of any other websites. 14. Reselling or Transfer. You agree not to sell, transfer, or assign your right to use the Solution to anyone, and you will not allow your access code or password to be used by any other agency or unauthorized person. If the Solution is used by another person using your access code or password, you will be responsible for and shall indemnify and hold eBridge harmless from and against any contract, damages or liability that may result from the use of your access code or password. 15. Access to Internet. You agree that in order to use the Solution you must: (a) provide and pay for your own access to the Internet, and (b) provide and pay for all equipment necessary for you to make the connection to the Internet. 16. Interference with Others. You agree not to use the Solution in a manner that would restrict or inhibit any other party's use of such services. 17. Links to Other Websites. The Solution may link you to other sites on the Internet. These links are provided for your convenience but the websites to which the links connect are not under eBridge's supervision or control. You acknowledge and agree that the linking of the Solution to other websites does not constitute any endorsement of such websites by eBridge, and eBridge shall not be responsible for the legality, accuracy or any other aspect of the operation or content of any websites to which links are provided. 18. Copyright - How You May Use the Content of the Solution. The content of the Solution (the "Content") is protected by intellectual property laws of both the United States and foreign jurisdictions.

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Kitchen Equipment Maintenance and Repair

You may download, use, and copy the materials found on the Solution for your internal business use only, provided that all copies of the Content must bear any copyright, trademark, or other proprietary notice located on the Solution which pertains to the material being copied. The Content may not be republished or reprinted in whole or in part. Except as authorized in this paragraph, you are not granted a license under any copyright, trademark, patent, or other intellectual property right in the material or the services, processes, or technology described therein. All such rights are retained by eBridge and/or any third party owner of such rights. You may not sell or modify the Content or reproduce, display, publicly perform, distribute, or otherwise use the Content in any way for any public or commercial purpose. The use of the Content on any other website or in a networked computer environment for any purpose is prohibited. None of the Content, including any software, may be reverse engineered, disassembled, decompiled, reproduced, transcribed, stored in a retrieval system, translated into any language or computer language, retransmitted in any form or by any means, resold, or redistributed without the prior written consent of eBridge, except as described herein. Nothing in this paragraph prohibits you from printing, using or reproducing any records or reports of transactions using the Solution. 19. Framed Links. You may not create framed links to the Solution without the prior written consent of eBridge. 20. Modification. eBridge, in its sole discretion, has the right to modify this Agreement at any time. However, any such modification shall not affect the terms of any online bidding events already completed or in process. Any modification is effective upon either posting notice of such modification on eBridge's website or upon notice by mail. Your continued use of the Solution following notice of any modification to this Agreement shall be conclusively deemed an acceptance of all such modifications. 21. Non-Circumvention. You agree you will not, directly or indirectly, take any action which circumvents or attempts to circumvent the intent or purpose of this Agreement. Further, you agree that once you electronically viewed or received a specific request for quotations from a buyer, you will not, directly or indirectly, enter into any agreement related to your quotations for this specific event with such buyer outside the Solution to include paper bids or verbal negotiation which would result in your failure to pay to eBridge the fee(s) set out in Section 11 hereof. You agree to maintain confidentiality between the buyer, you, your representatives, your company and its agents and suppliers and eBridge regarding the submission of quotations and subsequent pricing before and during the auction event. 22. Governing Law. You acknowledge that the above agreements are a material inducement to eBridge, the failure to comply with will cause immediate harm to eBridge and eBridge is entitled to take immediate action against you, including by injunction, to enforce its rights under this agreement. 23. Partial Enforceability. If any provision of this Agreement, or the application of any provision to any person, entity or circumstance shall be held invalid, illegal or unenforceable, then the remainder of this Agreement, or the application of that provision to persons, entities or circumstances other than those with respect to which it is held invalid, illegal or unenforceable, shall not be affected thereby. 24. Entire Agreement. This Agreement represents the entire agreement of the parties hereto with respect to the subject matter hereof and supersedes all prior or contemporaneous written or oral agreements, negotiations, correspondence, undertakings and communications between such parties representing such subject matter.

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Kitchen Equipment Maintenance and Repair

25. No Consequential Damages. Except as prohibited by law, each party hereto waives any right it may have to claim or recover any special, exemplary, punitive or consequential (including business interruption), or any damages other than, or in addition to, actual damages. 26. Headings. The headings in this Agreement have been included solely for ease of reference and shall not be considered in the interpretation or construction of this Agreement.

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Kitchen Equipment Maintenance and Repair

\XX Wake Forest Baptist Medical Center

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