30-26386-DPH Medical Waste Removal and Disposal

STATE OF NORTH CAROLINA
Department of Health and Human Services
Division of Public Health
Invitation for Bid #: 30-26386-DPH
Medical Waste Removal and Disposal
Date of Issue: July 20, 2026
MANDATORY SITE VISIT: July 29, 2026, at 9:30 AM ET
Bid Opening Date: August 18, 2026
At 2:00 PM ET
Direct all inquiries concerning this IFB to:
Amanda Kerstetter
Procurement Specialist II
Email: Amanda.Kerstetter@dhhs.nc.gov

STATE OF NORTH CAROLINA
Invitation for Bid#
30-26386-DPH
______________________________________________________
For internal State agency processing, including tabulation of bids, 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 bid.
Failure to do so may subject your bid to rejection.
___________________________________________________
Vendor Name
______________________________
Vendor eVP#
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
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Bid Number: 30-26386-DPH Vendor: __________________________________________
STATE OF NORTH CAROLINA
Department of Health and Human Services
Refer ALL Inquiries of this IFB to: Invitation for Bid# : 30-26386-DPH
Amanda Kerstetter Bids will be publicly opened: August 18, 2026, at 2:00 PM ET
Amanda.Kerstetter@dhhs.nc.gov
Using Agency: Division of Public Health Commodity No. and Description: 761219 - Hazardous Waste
Requisition No.: RQ265596 Disposal; 851017 - Health Administration Services
EXECUTION
In compliance with this Invitation for Bid (IFB), 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 set opposite each item within the time specified herein.
By executing this bid, the undersigned Vendor understands that false certification is a Class I felony and certifies that:
this bid 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 bid, 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 IFB, 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 IFB, 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 bid, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL
TERMS AND CONDITIONS incorporated herein. These documents can be accessed from the Ariba Sourcing Tool.
Failure to execute/sign bid prior to submittal may render bid invalid and it MAY BE REJECTED. Late bids 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:
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Bid Number: 30-26386-DPH Vendor: __________________________________________
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
IFB.
ACCEPTANCE OF BIDS
If your bid is accepted, all provisions of this IFB, along with the written results of any negotiations, shall constitute the written agreement
between the parties ("Contract"). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply.
Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.
FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on
The attached certification, by ____________________________________________________________________.
(Authorized Representative of DHHS)
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Bid Number: 30-26386-DPH Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ......................................................................................................... 5
1.1 CONTRACT TERM .......................................................................................................................................................... 5
2.0 GENERAL INFORMATION ................................................................................................................. 5
2.1 INVITATION FOR BID DOCUMENT ............................................................................................................................ 5
2.2 E-PROCUREMENT FEE .............................................................................................................................................. 5
2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS ........................................................................... 5
2.4 IFB SCHEDULE ........................................................................................................................................................... 6
2.5 SITE VISIT .................................................................................................................................................................. 7
2.6 BID QUESTIONS ........................................................................................................................................................ 7
2.7 BID SUBMITTAL ........................................................................................................................................................ 7
2.8 BID CONTENTS ......................................................................................................................................................... 8
2.9 ALTERNATE BIDS ...................................................................................................................................................... 8
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS .................................................................................................... 9
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS ..................................................................... 9
3.1 METHOD OF AWARD ................................................................................................................................................ 9
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ................................................... 9
3.3 BID EVALUATION PROCESS ...................................................................................................................................... 9
3.4 PERFORMANCE OUTSIDE THE UNITED STATES ...................................................................................................... 10
3.5 INTERPRETATION OF TERMS AND PHRASES .......................................................................................................... 10
4.0 REQUIREMENTS ............................................................................................................................ 10
4.1 PRICING .................................................................................................................................................................. 11
4.2 FINANCIAL STABILITY ............................................................................................................................................. 11
4.3 REFERENCES ........................................................................................................................................................... 11
4.4 BACKGROUND CHECKS........................................................................................................................................... 11
4.5 PERSONNEL ............................................................................................................................................................ 13
4.6 VENDOR'S REPRESENTATIONS ............................................................................................................................... 13
4.7 AGENCY INSURANCE REQUIREMENTS MODIFICATION.......................................................................................... 14
4.8 SUBCONTRACTORS ................................................................................................................................................. 14
4.9 SECRETARY OF STATE REGISTRATION .................................................................................................................... 14
4.10 SAMPLES ................................................................................................................................................................ 14
5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................................... 15
5.1 SPECIFICATIONS ..................................................................................................................................................... 15
5.2 TASKS - REMOVAL OF MEDICAL WASTE ................................................................................................................. 16
6.0 CONTRACT ADMINISTRATION ....................................................................................................... 17
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE .................................................................................................. 17
6.2 INVOICES ................................................................................................................................................................ 18
6.3 POST AWARD BUSINESS REVIEW MEETINGS ......................................................................................................... 18
6.4 CONTINUOUS IMPROVEMENT ............................................................................................................................... 18
6.5 ACCEPTANCE OF WORK ......................................................................................................................................... 18
6.6 DISPUTE RESOLUTION ............................................................................................................................................ 19
6.7 CONTRACT CHANGES ............................................................................................................................................. 19
6.8 ATTACHMENTS ....................................................................................................................................................... 19
ATTACHMENT B: INSTRUCTIONS TO VENDOR ............................................................................... 21
ATTACHMENT C: NORTH CAROLINA TERMS AND CONDITIONS ................................................. 28
ATTACHMENT E: CUSTOMER REFERENCE FORM ......................................................................... 42
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Bid Number: 30-26386-DPH Vendor: __________________________________________
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR ............................................ 43
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION .................................................... 44
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Bid Number: 30-26386-DPH Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The State of North Carolina, Department of Health and Human Services (herein referred to as the DEPARTMENT) has issued
this Invitation for Bid (IFB) to seek obtain, fair, reasonable and acceptable pricing with a experienced, qualified vendor to
provide services for medical waste removal and disposal for the Division of Public Health, State Laboratory of Public Health
(SLPH) and Office of the Chief Medical Examiner (OCME) located at 4312 District Drive, Raleigh, North Carolina 27607.
The NC State Laboratory of Public Health (NCSLPH) and the Office of the Chief Medical Examiner (OCME) generate significant
volumes of biohazardous and regulated waste through their daily essential functions. Proper disposal is vital to mitigate the
risk of disease transmission to laboratory staff, waste management workers, and the general community. The facilities are
responsible for handling biological agents that require containment protocols corresponding to Biosafety Levels 1, 2, and 3.
This demonstrates the range of hazards and precautions involved in their operations, from basic laboratory practices for low-
risk agents to strict safety measures for pathogens that pose greater risks to health and safety. Secure, professional removal
prevents environmental contamination and the creation of public nuisances like noxious odors.
The intent of this solicitation is to award an Agency Specific Contract.
1.1 CONTRACT TERM
The Contract shall have an initial term of one year, beginning on August 1, 2026, or the date of final Contract execution (the
"Effective Date"), whichever is later. At the end of the Contract's initial term, the State shall have the option, in its sole
discretion, to renew the Contract on the same terms and conditions for up to two (2) additional one-year terms. The State
will give the Vendor written notice of its intent to exercise each option no later than thirty (30) 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 State
reserves the right to extend the Contract after the last active term.
Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto.
2.0 GENERAL INFORMATION
2.1 INVITATION FOR BID DOCUMENT
This IFB is comprised of the base IFB document, any attachments, and any addenda released before Contract award, which
are incorporated herein by reference.
2.2 E-PROCUREMENT FEE
ATTENTION: This is an NC eProcurement solicitation facilitated by the Ariba Network. The E-Procurement fee will not apply
to this solicitation. See the paragraph entitled ELECTRONIC PROCUREMENT of the North Carolina General Terms and
Conditions.
General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/.
What is the Ariba Network?
The Ariba Network is a web-based platform that serves as a connection point for buyers and Vendors. Vendors can log in to
the Ariba Network to view purchase orders, respond to electronic requests for quotes, participate in Sourcing Events, and
collaborate with buyers on contract documents.
For training on how to use the Sourcing Tool to view solicitations, submit questions, develop responses, upload documents,
and submit offers to the State, Vendors should go to the following site:
http://eprocurement.nc.gov/training/Vendor-training.
2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions,
all relevant exhibits and attachments, and any other components made a part of this IFB 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 IFB.
If Vendors have questions or issues regarding any component of this IFB, those must be submitted as questions in accordance
with the instructions in the BID QUESTIONS Section. If the State determines that any changes will be made as a result of the
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Bid Number: 30-26386-DPH Vendor: __________________________________________
questions asked, then such decisions will be communicated in the form of an IFB addendum. The State 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 State rejects and will not be required to evaluate
or consider any additional or modified terms and conditions submitted with Vendor's bid or otherwise. This applies to any
language appearing in or attached to the document as part of the Vendor's bid that purports to vary any terms and conditions
or Vendors' instructions herein or to render the bid non-binding or subject to further negotiation. Vendor's bid shall
constitute a firm offer that shall be held open for the period required herein ("Validity Period" above).
The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this IFB
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 during negotiations 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 bid as non-responsive.
2.4 IFB SCHEDULE
The table below shows the intended schedule for this IFB. The State will make every effort to adhere to this schedule.
Event Responsibility Date and time
Issue IFB State July 20, 2026
Mandatory State July 29, 2026, at 9:30 AM ET
Site Visit
Submit Vendor July 31, 2026, at 4:00 PM ET
Written
Questions
Provide State August 04, 2026
Response
to
Questions
Samples Vendor August 18, 2026
Due
Submit Vendor Microsoft Teams meeting
Bids
Join:
https://teams.microsoft.com/meet/241048850850206?p=I002zM0agdEUFMGD7d
Meeting ID: 241 048 850 850 206
Passcode: Zz6AR6xv
Need help? | System reference
Dial in by phone
+1 984-204-1487,818841024# United States, Raleigh
Find a local number
Phone conference ID: 818 841 024#
Join on a video conferencing device
Tenant key: ncgov@m.webex.com
Video ID: 114 150 922 0
More info
Contract State EST September 2026
Award
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Bid Number: 30-26386-DPH Vendor: __________________________________________
Contract State EST September 2026
Effective
Date
2.5 SITE VISIT
Mandatory Site Visit
Date: July 29, 2026
Time: 9:30 AM ET
Location: 4312 District Dr.
Raleigh, 27607
Contact #: Jade Stelmach (919) 807-8981 | jade.stelmach@dhhs.nc.gov
Instructions: It shall be MANDATORY that a representative from each Vendor be present for a pre-bid site visit. Vendors are
requested to RSVP via email to Jade Stelmach at jade.stelmach@dhhs.nc.gov with their intention for attending the pre-
bid mandatory site-visit meeting. Vendors are to bring their own copy of the IFB, additional copies will not be provided.
Attendees must arrive promptly and will be required to present a photo ID upon entry to the building. All attendees must
sign in upon arrival and clearly indicate each prospective Vendor represented on the sign in sheet. LATE ARRIVALS WILL NOT
BE ALLOWED TO SIGN IN OR PARTICIPATE IN THE SITE VISIT, NOR SHALL THEIR BID BE CONSIDERED. Once the sign-in process
is complete, all other persons wishing to attend may do so to the extent that space and circumstances allow.
FAILURE TO ATTEND THE MANDATORY SITE VISIT SHALL RESULT IN VENDOR'S BID BEING DEEMED NON-RESPONSIVE AND
NOT CONSIDERED FOR AWARD.
The purpose of this visit is for all prospective Vendors to apprise themselves of the conditions and requirements which will
affect the performance of the work called for by this IFB. Vendors must stay for the duration of the site visit. No allowances
will be made for unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by
this IFB.
Vendors are cautioned that any information released to attendees during the site visit, other than that involving the physical
aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this IFB, must be
confirmed by written addendum before it can be considered to be a part of this IFB and any resulting contract.
2.6 BID QUESTIONS
Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best bid
possible. To accommodate the Bid Questions process, Vendors shall submit any such questions by the "Submit Written
Questions" date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum.
Questions related to the content of the solicitation, or the procurement process should be directed to the person on the title
page of this document via the Sourcing Tool's message board by the date and time specified in the IFB SCHEDULE Section of
this IFB. Vendors will enter "IFB # 30-26386-DPH - Questions" as the subject of the message. Question submittals should
include a reference to the applicable IFB section. This is the only manner in which questions will be received.
Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at
888-211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM ET to 5:00 PM ET.
Questions received prior to the submission deadline date, the State's response, and any additional terms deemed necessary
by the State will be posted in the Sourcing Tool in the form of an addendum and shall become an Addendum to this IFB. No
information, instruction or advice provided orally or informally by any State personnel, whether made in response to a
question or otherwise in connection with this IFB, shall be considered authoritative or binding. Vendors shall rely only on
written material contained in the IFB and an addendum to this IFB.
2.7 BID SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will 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 bid has been received as described in
this IFB by the specified time and date of opening. Failure to submit a bid in strict accordance with instructions provided shall
constitute sufficient cause to reject a Vendor's bids(s). Solicitation responses are subject to Sealed Bidding requirements.
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Bid Number: 30-26386-DPH Vendor: __________________________________________
Vendor's bids for this procurement must be submitted through the Sourcing Tool. For training on how to use the Sourcing
Tool to view solicitations, submit questions, develop responses, upload documents, and submit offers to the State, Vendors
should go to the following site: https://eprocurement.nc.gov/training/vendor-training
Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at
888-211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM EST to 5:00 PM EST.
Tips for Using the Sourcing Tool
1. Vendors should review available training and confirm that they are able to access the Sourcing Event, enter
responses, and upload files well in advance of the date and time response are due to allow sufficient time to seek
assistance from the North Carolina eProcurement Help Desk.
2. Vendors may submit their responses early to make sure there are no issues, and then submit a revised response any
time prior to the response due date and time. The State will only review the most recent response.
3. Vendors should respond to all relevant sections of the Sourcing Event. Certain questions or items are required in
order to submit a response and are denoted with an asterisk. The Sourcing Tool will not allow a response to be
submitted unless all required items are completed. The Sourcing Tool will provide error messages to help identify
any required information that is missing when response is submitted.
4. Simply saving your response in the Sourcing Tool is not the same as submitting your response to the State. Vendors
should make sure they complete the submission process and receive a message that their response was successfully
submitted.
5. Only Bids submitted through the Content Section of the Ariba Sourcing Event will be considered. Bids submitted
through the Message Board will not be accepted or considered for award.
If confidential and proprietary information is included in the bid, also submit one (1) signed, REDACTED copy of the bid. Such
information may include trade secrets defined by N.C. Gen. Stat. 66-152 and other information exempted from the Public
Records Act pursuant to N.C. Gen. Stat. 132- 1.2. Vendor may designate information, Products, Services, or appropriate
portions of its response as confidential, consistent with and to the extent permitted under the statutes and rules set forth
above. By so redacting any page, or portion of a page, the Vendor warrants that it has formed a good faith opinion, having
received such necessary or proper review by counsel and other knowledgeable advisors, that the portions determined to be
confidential and proprietary and redacted as such, meet the requirements of the Rules and Statutes set forth above. However,
under no circumstances shall price information be designated as confidential.
If the Vendor does not provide a redacted version of the bid with its bid submission, the Department may release an
unredacted version if a record request is received.
2.8 BID CONTENTS
Vendors shall provide responses to all questions and complete all attachments for this IFB that require the Vendor to provide
information and upload them to the Sourcing Event in the Sourcing Tool. Vendor may not be able to submit its response in
the Sourcing Tool unless all required items are addressed. Vendors shall provide authorized signatures where requested.
Failure to provide all required items, or Vendor's submission of incomplete items, may result in the State rejecting Vendor's
bid, in the State's sole discretion.
Vendors shall upload the following items and attachments in the Sourcing Tool:
a) Completed and signed versions of all EXECUTION PAGES, along with the body of the IFB.
b) Signed receipt pages of any addenda released in conjunction with this IFB, if required to be returned.
c) Completed version of ATTACHMENT A: PRICING
d) Completed and signed version of ATTACHMENT E: CUSTOMER REFERENCE FORM
e) Completed and signed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR
f) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION
2.9 ALTERNATE BIDS
Unless provided otherwise in this IFB, Vendor may submit alternate bids for comparable Goods, various methods or levels of
Service(s), or that propose different options. Alternate bid must specifically identify the IFB requirements and advantage(s)
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