30-26370-EIPD Janitorial Services - Jacksonville

STATE OF NORTH CAROLINA
DEPARTMENT OF HEALTH AND HUMAN SERVICES
Office of Procurement, Contracts & Grants
Invitation for Bid : 30-26370-EIPD
Janitorial Services - Jacksonville
Date of Issue: June 19, 2026
MANDATORY SITE VISIT: July 01, 2026, at 1:00 PM ET
Bid Opening Date: July 14, 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 #
30-26370-EIPD
______________________________________________________
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
Electronic responses ONLY will be accepted for this solicitation.
.
Ver: 11/2025

STATE OF NORTH CAROLINA
Office of Procurement, Contracts and Grants
Refer ALL Inquiries regarding this IFB to the Invitation for Bid #: 30-26370-EIPD
procurement lead through the Message Board in Bids will be publicly opened: July 14, 2026, at 2:00 PM ET
the Sourcing Tool. See section 2.6 for details:
Amanda Kerstetter@dhhs.nc.gov
Using Agency: EIPD Commodity No. and Description: 761115 - General building and office
Requisition No.: RQ285636 cleaning and maintenance 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 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):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
Ver: 11/2025

Bid Number: 30-26370-EIPD 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 The Division of Employment and Independence for People with Disabilities)
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Bid Number: 30-26370-EIPD 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 MANDATORY SITE VISIT ....................................................................................................... 6
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 ............................................................ 8
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 ................................................................................................................... 11
4.1 PRICING ................................................................................................................................ 11
4.2 HUB PARTICIPATION .......................................................................................................... 11
4.3 VENDOR QUESTIONNAIRE ................................................................................................. 11
4.5 BACKGROUND CHECKS ..................................................................................................... 12
4.6 PERSONNEL ........................................................................................................................ 12
4.7 VENDOR'S REPRESENTATIONS ........................................................................................ 12
4.8 AGENCY INSURANCE REQUIREMENTS ........................................................................... 12
4.9 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS .................................... 13
4.10 SUBCONTRACTORS ........................................................................................................... 13
4.11 SECRETARY OF STATE REGISTRATION .......................................................................... 13
5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 13
5.1 GENERAL SPECIFICATIONS ............................................................................................. 14
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Bid Number: 30-26370-EIPD Vendor: __________________________________________
5.2 TASKS/DELIVERABLES.............................................................................................14
5.3 FLOOR PLAN ....................................................................................................................... 16
5.4 EXPECTATIONS.........................................................................................................17
5.5 KEY ACCESS ........................................................................................................................ 18
5.6 DUPLICATE KEYS..............................................................................................18
5.7 CERTIFICATION AND SAFETY LABELS ............................................................................ 19
5.8 DEVIATIONS ......................................................................................................................... 19
6.0 CONTRACT ADMINISTRATION............................................................................................. 19
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ......................................................... 19
6.2 INVOICES .............................................................................................................................. 19
6.3 POST AWARD BUSINESS REVIEW MEETINGS ................................................................. 20
6.4 CONTINUOUS IMPROVEMENT ............................................................................................ 20
6.5 ACCEPTANCE OF WORK .................................................................................................... 20
6.6 TRANSITION ASSISTANCE ................................................................................................. 20
6.7 DISPUTE RESOLUTION ....................................................................................................... 20
6.8 CONTRACT CHANGES ........................................................................................................ 21
6.9 ATTACHMENTS ................................................................................................................... 21
ATTACHMENT A: PRICING............................................................................................................... 22
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Bid Number: 30-26370-EIPD Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The purpose for this IFB is to seek out one qualified vendor to provide the janitorial services described in this IFB for the office
located at 39B Office Park Drive, Jacksonville, NC 28546.
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 (1) year, beginning on the date of final Contract execution, or September 01, 2026,
(the "Effective Date") whichever is later.
The Vendor shall begin work under the Contract within five (5) 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 five (5) 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: The E-Procurement fee may 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/.
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: 30-26370-EIPD 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 June 19, 2026
Hold Pre-Bid State July 01, 2026, at 1:00 PM ET
Meeting/Site Visit
Submit Written Vendor July 02, 2026, at 4:00 PM ET
Questions
Provide Response to State July 07, 2026
Questions
Submit Bids Vendor July 14, 2026, at 2:00 PM ET
Microsoft Teams meeting
Join:
https://teams.microsoft.com/meet/248177703802714?p=J3Luw2b5zYwPUQIXu8
Meeting ID: 248 177 703 802 714
Passcode: oh3Mn6cB
Need help? | System reference
Dial in by phone
+1 984-204-1487,,473483559# United States, Raleigh
Find a local number
Phone conference ID: 473 483 559#
Join on a video conferencing device
Tenant key: ncgov@m.webex.com
Video ID: 113 491 395 3
More info
Contract Award State EST August 2026
2.5 MANDATORY SITE VISIT
Date & Time: July 01, 2026, at 1:00 PM ET
Location: 39B Office Park Drive, Jacksonville, NC 28546
Contact : Chanel Sunyak (910) 467-0720
Instructions: It shall be MANDATORY that a representative from each Vendor be present for a pre-bid site visit. Attendees 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 QUOTE BE
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Bid Number: 30-26370-EIPD Vendor: __________________________________________
CONSIDERED. Once the sign-in process is complete, all other people 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 QUOTE 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 RFQ. 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 RFQ.
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 RFQ, must be
confirmed by written addendum before it can be considered to be a part of this RFQ and any resulting contract.
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.
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 # 30-26370-EIPD - 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.
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.
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Bid Number: 30-26370-EIPD Vendor: __________________________________________
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 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) Completed and signed version 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) Vendor Response [4.0, 4.3, 4.11, 5.5, 6.1]
d) Completed version of ATTACHMENT A: PRICING
e) Completed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION
f) Completed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR
g) Completed and signed version of CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS and
OMB STANDARD FORM LLL
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)
addressed by the alternate bid. Any alternate bid, in addition to the marking described above, must be clearly marked with the
legend: "Alternate Bid #_________________. Each bid must be for a specific set of Goods and Services and must include specific
pricing. If a Vendor chooses to respond with various offerings, each must be offered with a separate price and be contained in a
separate bid. Each bid must be complete and independent of other bids offered.
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS
Relevant definitions for this IFB are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found below which are
incorporated herein by this reference.
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