IFB_30-26327-EIPD- Janitorial Services for Duhram Office

STATE OF NORTH CAROLINA
DHHS, Office of Procurement, Contracts & Grants
Invitation for Bid : 30-26327-EIPD
Janitorial Services - Durham County
4312 Western Park Place, Durham, NC 27705
Date of Issue:05/13/2026
MANDATORY SITE VISIT
Bid Opening Date: 05/22/2026
At 3:00 PM ET
Direct all inquiries concerning this IFB to:
Sidahmed Salih
Procurement Specialist II
Email: sidahmed.salih@dhhs.nc.gov
Phone: 919-855-4098

STATE OF NORTH CAROLINA
Invitation for Bid # 30-26327-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

Bid Number: 30-26327-EIPD Vendor: __________________________________________
STATE OF NORTH CAROLINA
DHHS, Office of Procurement, Contracts & Grants
Refer ALL Inquiries regarding this IFB to: Invitation for Bid #: 30-26327-EIPD
Sidahmed Salih Bids will be publicly opened: 05/22/2026
Sidahmed.salih@dhhs.nc.gov
Using Agency: EIPD Commodity No. and Description: 761115 General building and
Requisition No.: RQ278920 Office 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.
Ver: 11/2023 1

Bid Number: 30-26327-EIPD Vendor: __________________________________________
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 TOLL FREE TEL. NO:
NUMBER:
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:
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
Ver: 11/2025 2

Bid Number: 30-26327-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 SITE VISIT or PRE-BID CONFERENCE ........................................................................................................... 6
2.6 BID QUESTIONS .......................................................................................................................................... 7
2.7 BID SUBMITTAL .......................................................................................................................................... 7
2.8 BID CONTENTS ........................................................................................................................................... 7
2.9 ALTERNATE BIDS ........................................................................................................................................ 8
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ..................................................................................... 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 .................................... 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 EXPECTATIONS ....................................................................................................................................... 131
4.2 WEAPONS.............................................................................................................................................................12
4.3 VENDOR QUESTIONAIRE/ REFERENCES.........................................................................................................13
4.4 PRICING .................................................................................................................................................. 143
4.4.1 IMPORT TARIFF TEMPORARY SURCHARGE ............................................................................................ 143
4.5 HUB PARTICIPATION ................................................................................................................................ 14
4.6 VENDOR EXPERIENCE ................................................................................................................................ 174
4.7 BACKGROUND CHECKS ................................................................................................................................ 174
4.7.1 GENERAL INFORMATION ....................................................................................................................... 174
4.7.2 BACKGROUND CHECKS REQUIREMENTS ................................................................................................. 15
4.7.3 BACKGROUND CHECKES LIMITATIONS .................................................................................................... 15
4.7.4 DOCUMENTS REQUIREMENTS ................................................................................................................. 16
Ver: 11/2025 3

Bid Number: 30-26327-EIPD Vendor: __________________________________________
4.7.5 VENDORS BACKGROUND CHECK AGREEMENT.............................................................................................16
4.8 PERSONNEL........................................................................................................................................................17
4.9 VENDOR'S REPRESENTATIONS ................................................................................................................. 17
4.10 AGENCY INSUREANCE REQUIRMENTS ..................................................................................................... 17
4.11 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS ................................................................... 18
4.12 SUBCONTRACTORS................................................................................................................................... 18
4.13 SECRETARY OF STATE REGISTRATION...............................................................................................................18
5.0 SPECIFICATIONS AND SCOPE OF WORK ........................................................................................... 19
5.1 FLOOR PLAN ............................................................................................................................................. 20
5.2 GENERAL SPECIFICATIONS ..................................................................................................................... 231
5.3 KEY ACCESS ............................................................................................................................................ 232
5.4 CERTIFICATION AND SAFETY LABELS......................................................................................................................22
5.5 DEVIATIONS..........................................................................................................................................................22
6.0 CONTRACT ADMINISTRATION...........................................................................................................................22
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE..........................................................................................242
6.2 INVOICES..............................................................................................................................................................23
6.3 POST AWARD BUSINESS REVIEW MEETINGS..................................................................................................243
6.4 CONTINOUS IMPROVEMENT.............................................................................................................................23
6.5 ACCEPTANCE WORK...........................................................................................................................................23
6.6 TRANSITION ASSISTANCE...................................................................................................................................24
6.7 DISPUTE RESOLUTION.........................................................................................................................................24
6.8 CONTRACT CHANGES..........................................................................................................................................24
7.0 ATTACHMENTS ................................................................................................................................. 255
ATTACHMENT A: PRICING .......................................................................................................................... 255
ATTACHMENT B: INSTRUCTIONS TO VENDORS ........................................................................................... 256
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ......................................................... 266
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION ................................................................. 266
ATTACHMENT E: CUSTOMER REFERENCE FORM ......................................................................................... 266
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR ................................................................. 266
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION.................................................................................26
LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS......................................................................................266
Ver: 11/2025 4

Bid Number: 30-26327-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 4312 Western Park Place, Durham, NC 27705 .
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 (the
"Effective Date")
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
Ver: 11/2025 5

Bid Number: 30-26327-EIPD Vendor: __________________________________________
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
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 May 13, 2026
Hold Pre-Bid Meeting/Site Visit State 05/18/2026 at 11:00 AM
Submit Written Questions Vendor 05/19/2026
Provide Response to Questions State 05/21/2026
Submit Bids Vendor 05/22/2026
Contract Award State TBD
2.5 MANDATORY SITE VISIT
Date & Time: 05/18/2026 at 11:00 AM
Location: 4312 Western Park Place, Durham, NC 27705
Contact #: Amanda Mount - 984-243-4355 - Amanda.mount@dhhs.nc.gov
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 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 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.
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
Ver: 11/2025 6

Bid Number: 30-26327-EIPD Vendor: __________________________________________
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 the person on the title page by the date and time specified above. Vendors
should enter "IFB #30-26327-EIPD 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:
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.
[eVP]
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.
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:
Ver: 11/2025 7

Bid Number: 30-26327-EIPD Vendor: __________________________________________
a) Cover Letter, which must include 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 to perform in accordance with the scope of work, requirements, and specifications contained
herein; and (iii) Vendor's agreement to comply with all instructions, terms and conditions, and attachments.
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) Completed version of ATTACHMENT A: PRICING
e) Completed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION
f) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM
g) Completed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR
h) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION
i) 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.
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 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.
Ver: 11/2025 8