30-26215-DPH Vital Records Security Paper, Storage and Printing Services

STATE OF NORTH CAROLINA
Department of Health and Human Services
Division of Public Health
Invitation for Bid #: 30-26215-DPH
Vital Records Security Paper, Storage and Printing Services
Date Issued: March 11, 2026
Bid Opening Date: March 30, 2026
At 2:00 PM ET
Direct all inquiries concerning this IFB to:
Amanda Kerstetter
Procurement Specialist II
Email: Amanda.Kerstetter@dhhs.nc.gov
Phone: 919-527-7792

STATE OF NORTH CAROLINA
Invitation for Bids #
30-26215-DPH
______________________________________________________
For internal State agency processing, including tabulation of bids, provide your company's eVP (Electronic Vendor
Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This
page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available
for public inspection.
This page shall be filled out and returned with your bid.
Failure to do so may subject your bid to rejection.
___________________________________________________
Vendor Name
______________________________
Vendor eVP#
Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered
Vendor in good standing. You must enter the Vendor number assigned through eVP (Electronic Vendor
Portal). If you do not have a Vendor number, register at https://evp.nc.gov/SignIn
Ver. 11/2025

STATE OF NORTH CAROLINA
Department of Health and Human Services
Refer ALL Inquiries regarding this IFB to: Invitation for Bids # 30-26215-DPH
The Procurement Lead through the Message Bids will be publicly opened: March 30, 2026, at 2:00 PM ET
Board in the Sourcing Tool. See section 2.5 for
details.
Using Agency: Division of Public Health Commodity No. and Description: 821215 - Printing Services
Requisition No.: RQ236826
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 it 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 is 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 below. These documents can be accessed from the Ariba Sourcing Tool.
Failure to execute/sign bid prior to submittal may render bid invalid and it MAY BE REJECTED. Late bids 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:
VENDOR'S AUTHORIZED SIGNATURE: DATE: E-MAIL:
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Bid Number: 30-26215-DPH Vendor: ____________________________________
VALIDITY PERIOD
Offer shall be valid for at least ninety (90) days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual
agreement in writing 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 DHHS)
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Bid Number: 30-26215-DPH 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 BID QUESTIONS ................................................................................................................... 7
2.6 BID SUBMITTAL .................................................................................................................... 7
2.7 BID CONTENTS ..................................................................................................................... 8
2.8 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 ................................................................................................................. 10
4.1 PRICING .............................................................................................................................. 11
4.1.1 IMPORT TARIFF TEMPORARY SURCHARGE ................................................................... 11
4.2 ESTIMATED QUANTITIES .................................................................................................. 11
4.3 PRODUCT IDENTIFICATION ............................................................................................... 12
4.4 TRANSPORTATION AND IDENTIFICATION ....................................................................... 12
4.5 DELIVERY ............................................................................................................................ 12
4.6 CONTRACT COMPLIANCE ................................................................................................. 13
4.7 PACKAGING ........................................................................................................................ 13
4.8 QUALITY .............................................................................................................................. 13
4.9 WARRANTY ......................................................................................................................... 13
4.10 SAMPLES ............................................................................................................................ 13
4.11 HUB PARTICIPATION .......................................................................................................... 14
4.12 REFERENCES ..................................................................................................................... 14
4.13 VENDOR'S REPRESENTATIONS ....................................................................................... 14
4.14 FINANCIAL STABILITY ........................................................................................................ 14
4.15 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................ 14
4.16 SUBCONTRACTORS ........................................................................................................... 15
4.17 SECRETARY OF STATE REGISTRATION .......................................................................... 15
4.18 SUSTAINIBILITY EFFORTS ................................................................................................ 15
5.0 PRODUCT SPECIFICATIONS ............................................................................................. 16
SPECIFICATIONS ................................................................................................................ 16
6.0 CONTRACT ADMINISTRATION .......................................................................................... 23
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ......................................................... 23
6.2 POST AWARD BUSINESS REVIEW MEETINGS ................................................................ 23
6.3 CONTINUOUS IMPROVEMENT .......................................................................................... 23
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Bid Number: 30-26215-DPH Vendor: ____________________________________
6.4 MONTHLY INVENTORY STATUS REPORTS ..................................................................... 23
6.5 ACCEPTANCE OF WORK ................................................................................................... 23
6.6 INVOICES ............................................................................................................................ 24
6.7 DISPUTE RESOLUTION ...................................................................................................... 24
6.8 PRODUCT RECALL ............................................................................................................. 24
6.9 PRICE ADJUSTMENTS ....................................................................................................... 24
6.10 CONTRACT CHANGES ....................................................................................................... 25
6.11 ATTACHMENTS ................................................................................................................... 25
ATTACHMENT A: PRICING FORM ...................................................................................................... 26
ATTACHMENT B: INSTRUCTIONS TO VENDOR ................................................................................ 29
ATTACHMENT C: NORTH CAROLINA TERMS & CONDITIONS ........................................................ 36
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION ................................................. 50
ATTACHMENT E: CUSTOMER REFERENCE FORM .......................................................................... 52
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR .............................................. 53
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION ...................................................... 54
ATTACHMENT H: VENDOR REQUEST FOR EO50 PRICE-MATCHING ............................................. 55
ATTACHMENT I: VENDOR SECURITY CONTROL PLAN ................................................................... 57
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Bid Number: 30-26215-DPH Vendor: ____________________________________
1.0 PURPOSE AND BACKGROUND
PURPOSE: The State of North Carolina Department of Health and Human Services (hereinafter referred to as the DEPARTMENT)
has issued this Invitation for Bid (IFB) to obtain fair, reasonable, and acceptable pricing for the acquisition of North Carolina
Vital Events security paper, printing of security forms and security paper storage services for the Division of Public Health, Office
of Vital Records and participating NC County Register of Deeds (ROD) offices. Orders will be placed on an "as needed basis" by
the North Carolina Office of Vital Records (NCOVR) and participating NC County Register of Deeds (ROD) offices statewide
during the contract term.
The intent of this solicitation is to award an Agency Specific Term 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"). At the end of the Contract's initial term, the State shall have the option, in its sole discretion, to renew the Contract on
the same terms and conditions for up to two (2) additional one-year terms. The State will give the Vendor written notice of its
intent to exercise each option no later than thirty (30) days before the end of the Contract's then-current term. In addition,
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: This is an NC eProcurement solicitation facilitated by the Ariba Network. The E-Procurement fee may apply to
this solicitation. See paragraph entitled ELECTRONIC PROCUREMENT of the North Carolina General Terms and Conditions.
General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/.
What is the Ariba Network?
The Ariba Network is a web-based platform that serves as a connection point for buyers and Vendors. Vendors can log in to the
Ariba Network to view purchase orders, respond to electronic requests for quotes, participate in Sourcing Events, and
collaborate with buyers on contract documents.
For training on how to use the Sourcing Tool to view solicitations, submit questions, develop responses, upload documents,
and submit offers to the State, Vendors should go to the following site:
http://eprocurement.nc.gov/training/vendor-training.
2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions, all
relevant exhibits and attachments, and any other components made a part of this IFB and comply with all requirements and
specifications herein. Vendors 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, 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
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Bid Number: 30-26215-DPH Vendor: ____________________________________
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 and amendment of specific provisions of the Contract that have been
addressed during the question-and-answer period.
Other than through the process of negotiations 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'
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 to during negotiations and
incorporated by way of a Best and Final Ofer (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 March 11, 2026
Submit Written Vendor March 18, 2026, at 2:00 PM ET
Questions
Provide State March 23, 2026
Responses to
Questions
Submit Bids Vendor March 30, 2026, at 2:00 PM ET
Microsoft Teams meeting
Join:
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Meeting ID: 252 739 079 343 38
Passcode: b2ai2Nr6
Need help? | System reference
Dial in by phone
+1 984-204-1487,,680153063# United States, Raleigh
Find a local number
Phone conference ID: 680 153 063#
Join on a video conferencing device
Tenant key: ncgov@m.webex.com
Video ID: 118 185 169 0
More info
Contract Award State TBD
Contract State EST April 2026
Effective Date
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Bid Number: 30-26215-DPH Vendor: ____________________________________
2.5 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 # 30-26215-DPH - Questions" as the subject of the message. Question submittals should include
a reference to the applicable IFB section. This is the only manner in which questions will be received.
Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at
888-211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM ET to 5:00 PM ET.
Questions received prior to the submission deadline date, the State's response, and any additional terms deemed necessary
by the State will be posted in the Sourcing Tool in the form of an addendum and shall become an Addendum to this IFB. No
information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question
or otherwise in connection with this IFB, shall be considered authoritative or binding. Vendors shall rely only on written material
contained in an Addendum to this IFB.
2.6 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 bid(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 responses are due to allow sufficient time to seek assistance
from the North Carolina eProcurement Help Desk.
2. Vendors may submit their responses early to make sure there are no issues, and then submit a revised response any
time prior to the response due date and time. The State will only review the most recent response.
3. Vendors should respond to all relevant sections of the Sourcing Event. Certain questions or items are required in order
to submit a response and are denoted with an asterisk. The Sourcing Tool will not allow a response to be submitted
unless all required items are completed. The Sourcing Tool will provide error messages to help identify any required
information that is missing when response is submitted.
4. Simply saving your response in the Sourcing Tool is not the same as submitting your response to the State. Vendors
should make sure they complete the submission process and receive a message that their response was successfully
submitted.
5. Only Bids submitted through the Content Section of the Ariba Sourcing Event will be considered. Bids submitted
through the Message Board will not be accepted or considered for award.
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Bid Number: 30-26215-DPH Vendor: ____________________________________
2.7 BID CONTENTS
Vendors shall provide responses to all questions and complete all attachments for this IFB that require the Vendor to provide
information and upload them to the Sourcing Event in the Sourcing Tool. Vendor may not be able to submit its response in the
Sourcing Tool unless all required items are addressed. Vendors shall provide authorized signatures where requested. Failure to
provide all required items, or Vendor's submission of incomplete items, may result in the State rejecting Vendor's bid, in the
State's sole discretion.
Vendors shall upload the following items and attachments in the Sourcing Tool:
a) Completed and signed version of EXECUTION PAGES, along with the entire 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 - I, II and III; 4.5; 4.10; 4.17; 5.1 - I, V. A and B, VI. 1), 3) and 5); 6.1
d) Completed version of ATTACHMENT A: PRICING FORM
e) Completed and signed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION
f) Completed and signed version of ATTACHMENT E: CUSTOMER REFERENCE FORM
g) Completed and signed 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 ATTACHMENT H: VENDOR REQUEST FOR EO50 PRICE-MATCHING, if applicable
j) Completed and signed version of ATTACHMENT I: VENDOR SECURITY CONTROL PLAN
2.8 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS
Relevant definitions for this IFB are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found Sourcing Tool,
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 award(s) 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 herein, 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 for all line items, 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.
If a Vendor selected for award is determined by the State to be a non-resident of North Carolina, all responsive bids will be
reviewed to determine if any of them were submitted by a North Carolina resident Vendor who requested an opportunity to
match the price of the winning bid, pursuant to Executive Order #50 and G.S. 143-59 (for more information, please refer to
ATTACHMENT H: VENDOR REQUEST FOR EXECUTIVE ORDER #50 PRICE MATCHING. If such bid(s) are identified, the State will
then determine whether any such bid falls within the price-match range, and, if so, make a Contract award in accordance with
the process that implements G.S. 143-59 and Executive Order #50.
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