Cooling Towers

STATE OF NORTH CAROLINA
Appalachian State University
Boone, NC 28608
Invitation for Bid #: IFB55-072026
Cooling Tower
Date Issued: 07/20/26
Bid Opening Date: 08/03/26
At 2:00 PM ET
Direct all inquiries concerning this IFB to:
Jeff Talbot
Purchasing Manager
Email: talbotjd@appstate.edu
Phone: 828-262-8773

STATE OF NORTH CAROLINA
Appalachian State University
Boone, NC 28608
Invitation for Bids #
IFB55-072026
______________________________________________________
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 shall be sufficient cause to reject your bid.
___________________________________________________
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://vendor.ncgov.com/vendor/login
Sealed, mailed responses ONLY will be accepted for this solicitation.
Ver. 11/2025

STATE OF NORTH CAROLINA
Division of Appalachian State University
Refer ALL Inquiries regarding this IFB to: Invitation for Bids # 55-072026
Jeff Talbot Bids will be publicly opened: August 3, 2026 at 2:00 PM
Purchasing Manager
Ph: 828-262-8773
talbotjd@appstate.edu
Using Agency: Appalachian State University Commodity No. and Description: Cooling Tower
Requisition No.:
EXECUTION
In compliance with this Invitation for Bids (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),
that 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 Contract; 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 bid response to the IFB, the undersigned certifies, for Vendor's entire organization and its employees or agents, that Vendor are not
aware that any such gift has been offered, accepted, or promised by any employees or agents of Vendor's 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 ATTACHMENTS page within this document.
Failure to execute/sign bid prior to submittal may render bid invalid and it MAY BE REJECTED. Late bids cannot 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: FAX NUMBER:
VENDOR'S AUTHORIZED SIGNATURE: DATE: E-MAIL:
Ver: 11/2025 1

Bid Number: 55-072026 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. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this
IFB.
BID ACCEPTANCE
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 Appalachian State University)
Ver: 11/2025 2

Bid Number: 55-072026 Vendor: ____________________________________
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 or PRE-BID CONFERENCE .......................................................................................................... 6
2.6 BID QUESTIONS ......................................................................................................................................... 7
2.7 BID SUBMITTAL ......................................................................................................................................... 7
2.8 BID CONTENTS ........................................................................................................................................... 8
2.9 ALTERNATE BIDS........................................................................................................................................ 9
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 ................................. 10
3.3 BID EVALUATION PROCESS ..................................................................................................................... 10
3.4 PERFORMANCE OUTSIDE THE UNITED STATES ....................................................................................... 11
3.5 INTERPRETATION OF TERMS AND PHRASES ........................................................................................... 11
4.0 REQUIREMENTS ........................................................................................................................... 11
4.1 PRICING ................................................................................................................................................... 12
4.2 ESTIMATED QUANTITIES ......................................................................................................................... 12
4.3 PRODUCT IDENTIFICATION...................................................................................................................... 12
4.4 TRANSPORTATION AND IDENTIFICATION ............................................................................................... 12
4.5 DELIVERY [AND INSTALLATION (IF APPLICABLE)] .................................................................................... 12
4.6 AUTHORIZED RESELLER ........................................................................................................................... 13
4.7 WARRANTY .............................................................................................................................................. 13
4.8 MAINTENANCE OPTION .......................................................................................................................... 14
4.9 [SAMPLES] [DEMONSTRATION] [DESCRIPTIVE LITERATURE] .................................................................. 14
4.10 HUB PARTICIPATION ............................................................................................................................... 15
4.11 REFERENCES ............................................................................................................................................ 15
4.12 VENDOR'S REPRESENTATIONS ................................................................................................................ 15
4.13 FINANCIAL STABILITY ............................................................................................................................... 15
4.14 AGENCY INSURANCE REQUIREMENTS MODIFICATION .......................................................................... 16
4.15 NC COVID-19 VACCINATION AND TESTING REQUIREMENT ................................................................... 16
4.16 FEDERAL COVID-19 VACCINATION REQUIREMENT ................................................................................. 16
4.17 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS .................................................................. 16
5.0 PRODUCT SPECIFICATIONS ........................................................................................................... 17
SPECIFICATIONS ...................................................................................................................................... 17
5.2 CERTIFICATION AND SAFETY LABELS ....................................................................................................... 17
5.3 INFORMATION TECHNOLOGY APPROVALS ................................................ Error! Bookmark not defined.
Ver: 11/2025 3

Bid Number: 55-072026 Vendor: ____________________________________
5.4 DEVIATIONS ............................................................................................................................................. 18
6.0 CONTRACT ADMINISTRATION ....................................................................................................... 18
6.1 PROJECT MANAGER AND CUSTOMER SERVICE....................................................................................... 18
6.2 POST AWARD PROJECT REVIEW MEETINGS ............................................................................................ 18
6.3 CONTINUOUS IMPROVEMENT ................................................................................................................ 19
6.4 PERIODIC [WEEKLY, MONTHLY] STATUS REPORTS ................................................................................. 19
6.5 ACCEPTANCE OF WORK ........................................................................................................................... 19
6.6 INVOICES ................................................................................................................................................. 19
6.7 DISPUTE RESOLUTION ............................................................................................................................. 20
6.8 PRODUCT RECALL .................................................................................................................................... 20
6.9 PRICE ADJUSTMENTS .............................................................................................................................. 20
6.10 CONTRACT CHANGES .............................................................................................................................. 20
7.0 ATTACHMENTS ............................................................................................................................ 21
Ver: 11/2025 4

Bid Number: 55-072026 Vendor: ____________________________________
1.0 PURPOSE AND BACKGROUND
Provide Appalachian State University with a bid for pricing and delivery for new cooling towers as specified.
The intent of this solicitation is to award an Agency Specific Contract.
1.1 CONTRACT TERM
[This section should be deleted unless goods or services are expected to be delivered over a period of time. Otherwise, modify
as needed.] Contract terms over three (3) years require SPO approval per 01 NCAC 05B .0319.]
The Contract shall have an initial term of [written number (x)] years, beginning on the date of final Contract execution (the
"Effective Date") or [insert date], whichever is later. [Edit this sentence as needed]
[The following paragraph may be modified or deleted, as appropriate.]
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 xxx (x) additional one-year terms. The State will give the Vendor written notice of its intent
to exercise each option no later than [written number (x)] days before the end of the Contract's then-current term. In addition,
the State reserves the right to extend a contract term 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
The 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: The E-Procurement fee may apply to this solicitation. See paragraph entitled ELECTRONIC PROCUREMENT of
the North Carolina General Terms and Conditions.
E Procurement fees Do NOT apply to this solicitation.
General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/.
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 also are 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, or exceptions regarding any component within 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 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 contact award.
Other than through this process or 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. 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'
Ver: 11/2025 5

Bid Number: 55-072026 Vendor: ____________________________________
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 through 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 nonresponsive.
2.5 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 07/20/2026
Hold Pre-Bid Conference/Site Visit State NA
Submit Written Questions Vendor 07/27/2026
Provide Responses to Questions State 07/28/2026
Submit Bids Vendor 08/03/2026 By 2:00 PM EST
Contract Award State 08/10/2026
2.6 SITE VISIT or PRE-BID CONFERENCE
[If a Site Visit or Pre-Bid Conference will be included as part of the IFB process ONE of the two paragraphs should be included
and modified as appropriate; if a Site Visit or Pre-Bid Conference will not be part of the IFB process then then DELETE this entire
section. The first paragraph is for a mandatory site visit or pre-bid conference and the second for an urged and cautioned site
visit or pre-bid conference.]
Mandatory [Site Visit or Pre-Bid Conference - select one]
Date: [DD/MM/YYYY]
Time: [HH:MM AM/PM] Eastern Time
Location: Street Address
Room Number or Suite, if any
City, State, Zip Code
Contact #: [xxx-xxx-xxxx]
Instructions: It shall be MANDATORY that each Vendor representative be present for a pre-bid site visit [or pre-bid
conference]. Attendees must meet promptly. 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, PARTICIPATE IN THE SITE VISIT
[OR PRE-BID CONFERENCE] 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.
The purpose of this visit [or conference] is for all prospective Vendors to apprise themselves with the conditions and
requirements which will affect the performance of the work called for by this IFB. Vendors shall stay for the duration of the site
visit [or conference]. 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 [or conference], 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.
Ver: 11/2025 6

Bid Number: 55-072026 Vendor: ____________________________________
[OR]
Urged and Cautioned [Site Visit or Pre-Bid Conference - select one]
Date: [DD/MM/YYYY]
Time: [HH:MM AM/PM] Eastern Time
Location: Street Address
Room Number or Suite, if any
City, State, Zip Code
Contact #: [xxx-xxx-xxxx]
Instructions: Vendor representatives are URGED and CAUTIONED to attend the site visit [or pre-bid conference] and
apprise themselves of the conditions and requirements which will affect the performance of the work called for by this IFB. A
non-mandatory site visit [or pre-bid conference] is scheduled for this IFB. Submission of a bid shall constitute sufficient evidence
of Vendor's compliance and no allowance will be made for unreported conditions which a prudent Vendor would recognize as
affecting the performance of the work called for in this IFB.
Vendor is cautioned that any information released to attendees during the site visit [or pre-bid conference], 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 as a part of this IFB and any resulting contract.
2.7 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.
Written questions shall be e-mailed to talbotjd@appstate.edu by the date and time specified above. Vendors will enter "IFB
#55-072026: Questions" as the subject for the email. Question submittals will include a reference to the applicable IFB section
and be submitted in a format shown below:
Reference Vendor Question
IFB Section, Page Number Vendor question ...?
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 an Addendum to this IFB.
2.8 BID SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the 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. The date and time of receipt will be marked on each bid when received. Any bid or portion
thereof received after the bid submission deadline will be rejected.
Ver: 11/2025 7

Bid Number: 55-072026 Vendor: ____________________________________
By Mail
Mailing address for delivery of bid Office Address of delivery by any other method (special
via US Postal Service delivery, overnight, or any other carrier).
BID NUMBER: 55-072026 BID NUMBER: 55-072026
Appalachian State University Facilities Appalachian State University Facilities
Attn: Jeff Talbot Attn: Jeff Talbot
ASU Box 32105 265 Dale Street
Boone, NC 28608 Boone, NC 28608
CAUTION: For bids submitted via U.S. mail, please note that the U.S. Postal Service generally does not deliver mail to a specified
street address but to the State's Mail Service Center. Vendors are cautioned that bids sent via U.S. Mail, including Express Mail,
may not be delivered by the Mail Service Center to the agency's purchasing office on the due date in time to meet the bid
deadline. All Vendors are urged to take the possibility of delay into account when submitting bids by U.S. Postal Service, courier,
or other delivery service. Attempts to submit a bid via facsimile (FAX) machine, telephone or email in response to this IFB
shall NOT be accepted.
a) Submit a signed, original executed bid responses, and one of photocopies. un-redacted copies on CD, DVD or flash drive
and, if required, redacted (Proprietary and Confidential Information Excluded) copies on CD, DVD or flash drive of your bid
simultaneously to the address identified in the table above.
b) Submit your bid in a sealed package. Clearly mark each package with: (1) Vendor name; (2) the IFB number; and (3) the
due date. Address the package(s) for delivery as shown in the table above. If Vendor is submitting more than one (1) bid,
each bid shall be submitted in separate sealed envelopes and marked accordingly. For delivery purposes, separate sealed
envelopes from a single Vendor may be included in the same outer package. Bids are subject to rejection unless submitted
with the information above included on the outside of the sealed bid package.
c) Copies of bid files must be provided on separate read-only CD's, DVD's or flash drives. File contents shall NOT be password
protected but shall be in .PDF or .XLS format and shall be capable of being copied to other sources.
d)
Failure to submit a bid in strict accordance with these instructions shall constitute sufficient cause to reject a Vendor's bid(s).
Vendors are strongly encouraged to allow sufficient time to upload bids.
Critical updated information may be included in Addenda to this IFB. It is important that all Vendors responding on this IFB
periodically check the State's IPS website for any Addenda that may be issued prior to the bid opening date. All Vendors shall
be deemed to have read and understood all information in this IFB and all Addenda thereto.
2.9 BID CONTENTS
Vendors shall populate all attachments of this IFB that require the Vendor to provide information and include an authorized
signature where requested. Failure to provide all required items, or Vendor's submission of incomplete items, may result in the
State rejecting Vendor's bid, in the State's sole discretion
Vendor IFB responses shall include the following items and attachments, which shall be arranged in the following order:
a) Cover Letter, which must contain all of the following; (i) a statement that confirms that the Vendor has read the IFB in its
entirety, including all links, and all Addenda released in conjunction with the IFB; (ii) a statement that the Vendor agrees
Ver: 11/2025 8