HVAC Filters and Preventive Maintenance Services

STATE OF NORTH CAROLINA
Coastal Carolina Community College
Invitation for Bids #: 90-202627-02
HVAC Filters
Date of Issue: October 14, 2026
Bid Opening Date: October 28, 2026
At 02:00 PM ET
Direct all inquiries concerning this IFB to:
Kayce Straight
Procurement Manager
Email: straightk@coastalcarolina.edu
Phone: (910) 938-6340

STATE OF NORTH CAROLINA
Invitation for Bids #
90-202627-02
______________________________________________________
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
Sealed, mailed responses ONLY will be accepted for this solicitation.
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Bid Number: 90-202627-02 Vendor: __________________________________________
STATE OF NORTH CAROLINA
Coastal Carolina Community College
Refer ALL Inquiries regarding this IFB to: Invitation for Bids #: 90-202627-02
Kayce Straight Bids will be publicly opened: October 28, 2026 @ 02:00PM EST
Procurement Manager
straightk@coastalcarolina.edu
(910) 938-6340
Using Agency: Coastal Carolina Community Commodity No. and Description: 721512 Heating and cooling and air
College Conditioning - HVAC construction and maintenance services
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),
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 ATTACHMENTS page within this document.
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):
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Bid Number: 90-202627-02 Vendor: __________________________________________
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
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 Coastal Carolina Community College)
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Bid Number: 90-202627-02 Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 5
1.1 CONTRACT TERM .................................................................................................................. 5
2.0 GENERAL INFORMATION ....................................................................................................... 5
2.1 INVITATION FOR BIDS DOCUMENT ..................................................................................... 5
2.2 ePROCUREMENT 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 .......................................................................................................................... 6
2.7 BID SUBMITTAL ........................................................................................................................... 7
2.8 BID CONTENTS ............................................................................................................................ 8
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS .................................................... 8
3.1 METHOD OF AWARD ............................................................................................................. 8
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION......... 8
3.3 BID EVALUATION PROCESS ................................................................................................ 9
3.4 INTERPRETATION OF TERMS AND PHRASES ......................................................................... 9
4.0 REQUIREMENTS ..................................................................................................................... 9
4.1 PRICING ..................................................................................................................................... 10
4.1.1 IMPORT TARIFF TEMPORARY SURCHARGE .................................................................... 10
4.2 FINANCIAL STABILITY ........................................................................................................ 10
4.3 VENDOR EXPERIENCE ........................................................................................................ 10
4.4 REFERENCES ...................................................................................................................... 10
4.5 BACKGROUND CHECKS ..................................................................................................... 10
4.6 VENDOR'S REPRESENTATIONS ........................................................................................ 11
4.7 AGENCY INSURANCE REQUIREMENTS ............................................................................ 11
4.8 SUBCONTRACTORS ............................................................................................................ 11
4.9 SECRETARY OF STATE REGISTRATION .......................................................................... 11
5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 11
5.1 SPECIFICATIONS ....................................................................................................................... 11
5.2 SCOPE OF WORK ...................................................................................................................... 12
5.3 DEVIATIONS ............................................................................................................................... 25
6.0 CONTRACT ADMINISTRATION............................................................................................. 25
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Bid Number: 90-202627-02 Vendor: __________________________________________
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ......................................................... 25
6.2 INVOICES .............................................................................................................................. 25
6.3 POST AWARD BUSINESS REVIEW MEETINGS ................................................................. 25
6.4 CONTINUOUS IMPROVEMENT ............................................................................................ 26
6.5 DISPUTE RESOLUTION ....................................................................................................... 26
6.6 CONTRACT CHANGES ........................................................................................................ 26
7.0 ATTACHMENTS ..................................................................................................................... 28
ATTACHMENT A: PRICING............................................................................................................... 28
ATTACHMENT B: INSTRUCTIONS TO VENDORS .......................................................................... 28
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS AND CONDITIONS .............................. 28
ATTACHMENT D: CUSTOMER REFERENCE TEMPLATE .............................................................. 28
ATTACHMENT E: CERTIFICATION OF FINANCIAL CONDITION.................................................... 28
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Bid Number: 90-202627-02 Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The purpose of this IFB is to solicit HVAC preventive maintenance services for Coastal Carolina Community College. The agreement
will be to provide maintenance and services campus wide for its mechanical equipment (water-to-air heat pumps, water-to-water
heat pump, hot water boilers, exhaust fans, and ventilators). Services will include filter changes (6) times throughout the year.
The awarded vendor will be responsible for parts coverage for air cooled condenser coil cleaning and all filters.
The intent of this solicitation is to award an Agency Specific Contract.
1.1 CONTRACT TERM
The Contract shall have an initial term of three (3) years, beginning on the date of final Contract execution (the "Effective Date").
The Vendor shall begin work under the Contract within thirty (30) business days of the Effective Date.
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 sixty (60) 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 BIDS 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 ePROCUREMENT FEE
ATTENTION: The eProcurement fee may apply to this solicitation. See the paragraph entitled ELECTRONIC PROCUREMENT of the
North Carolina General Terms and Conditions.
General information on the eProcurement 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 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 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
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Bid Number: 90-202627-02 Vendor: __________________________________________
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 nonresponsive.
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 October 14, 2026 @ 04:30pm
Hold Pre-Bid Meeting/Site Visit State October 20, 2026 @ 09:00am
Submit Written Questions Vendor October 21, 2026 @ 04:00pm
Provide Response to Questions State October 22, 2026 @ 04:00pm
Submit Bids Vendor October 28, 2026 @ 02:00pm
Contract Award State TBD
2.5 SITE VISIT or PRE-BID CONFERENCE
Mandatory Site Visit
Date: October 20, 2026
Time: 09:00 AM EST
Location: Coastal Carolina Community College
444 Western Blvd
Room 207 - Institutional Support Services Building
Jacksonville, NC 28546
Contact #: (910) 938-6340
Instructions: It shall be MANDATORY that a representative from each Vendor be present for a pre-bid site visit must arrive
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 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.
Written questions shall be emailed to straightk@coastalcarolina.edu by the date and time specified above. Vendors should enter
"IFB # 90-202627-02: Questions" as the subject for the email. Question submittals should include a reference to the applicable IFB
section and be submitted in the format shown below:
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Bid Number: 90-202627-02 Vendor: __________________________________________
Reference Vendor Question
IFB Section, Page Number Vendor question ...?
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 form of an addendum to the electronic Vendor Portal (eVP), https://evp.nc.gov, 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. The time and date of receipt will be marked on each bid when received. Any bid or portion thereof
received after the bid deadline will be rejected.
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: 90-202627-02 BID NUMBER: 90-202627-02
Coastal Carolina Community College Coastal Carolina Community College
Attn: Kayce Straight Attn: Kayce Straight
444 Western Boulevard 444 Western Boulevard
Jacksonville, NC 28546 Jacksonville, NC 28546
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 two (2) signed, original executed bid responses 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.
Failure to submit a bid in strict accordance with these instructions shall constitute sufficient cause to reject a Vendor's bids(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 to this IFB
periodically check the State's eVP 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.
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Bid Number: 90-202627-02 Vendor: __________________________________________
2.8 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) Title Page: Include the company name, address, phone number and authorized representative along with the Bid Number.
b) Completed and signed version of all EXECUTION PAGES, along with the body of the IFB.
c) Signed receipt pages of any addenda released in conjunction with this IFB, if required to be returned.
d) Vendor's Response.
e) Completed version of ATTACHMENT: PRICING
f) Completed version of ATTACHMENT: CUSTOMER REFERENCE FORM
g) Completed and signed version of ATTACHMENT: CERTIFICATION OF FINANCIAL CONDITION
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS
3.1 METHOD OF AWARD
North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the
additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all
award decisions shall be in the State's best interest.
All responsive bids will be reviewed, and an award or awards will be based on the responsive bid(s) offering the lowest price that
meets the specifications provided herein, to include any required verifications set out here in such as but not limited to past
performance, references, and financial documents.
While the intent of this IFB is to award a Contract(s) to a single Vendor, the State reserves the right to make separate awards to
different Vendors for one or more line items, to not award one or more line items, or to cancel this IFB in its entirety without
awarding a Contract, if it is considered to be most advantageous to the State to do so.
The State reserves the right to waive any minor informality or technicality in bids received.
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION
While this IFB is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging
in conversations intended to influence the outcome of the evaluation. See the Paragraph 29 of the Instructions to Vendors entitled
COMMUNICATIONS BY VENDORS.
Each Vendor submitting a bid to this IFB, including its employees, agents, subcontractors, suppliers, subsidiaries and affiliates, is
prohibited from having any communications with any person inside or outside the using agency; issuing agency; other government
agency office or body (including the procurement lead named above, any department secretary, agency head, members of the
General Assembly and Governor's office); or private entity, if the communication refers to the content of Vendor's bid or
qualifications, the content of another Vendor's proposal, another Vendor's qualifications or ability to perform a resulting contract,
and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of
directly or indirectly influencing the evaluation of proposals, the award of a contract, or both.
Any Vendor not in compliance with this provision shall be disqualified from evaluation and award. A Vendor's proposal may be
disqualified if its subcontractor and/or supplier engage in any of the foregoing communications during the time that the
procurement is active (i.e., the issuance date of the procurement until the date of contract award or cancellation of the
procurement). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency
for this IFB or inquiries directed to the procurement lead named in this IFB regarding requirements of the IFB (prior to proposal
submission) or the status of the award (after submission) are excepted from this provision.
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