RFQ 130-WTCC2431403232-26LW Ice Machine Maintenance

STATE OF NORTH CAROLINA
Wake Technical Community College
Request for Quote #:
130-WTCC2431403232-26LW
Ice Machine Maintenance
Date of Issue: October 8, 2026
Quote Due Date: October 22, 2026 At
2:00 PM ET
Direct all inquiries concerning this RFQ to:
Latasha Wooten
Procurement Specialist II
Email: lwooten1@waketech.edu
Phone: 919-866-5442

STATE OF NORTH CAROLINA
Request for Quote # 130-WTCC2431403232-26LW
For internal State agency processing, including tabulation of quotes, 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 quote.
Failure to do so may subject your quote 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
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Quote Number: 130-WTCC2431403232-26LW Vendor:
STATE OF NORTH CAROLINA
Division of Wake Technical Community College
Refer ALL Inquiries regarding this RFQ to the Request for Quote #: 130-WTCC2431403232-26LW
Procurement Lead at lwooten1@waketech.edu Quotes will be opened: October 22, 2026 @2:00 PM EST
Using Agency: Wake Technical Community College Commodity No. and Description: 721518 - Maintenance and repair of
Requisition No.: TBD commercial and industrial refrigeration systems.
EXECUTION
In compliance with this Request for Quote (RFQ), 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 quoted, at the prices set opposite each item within the time specified herein.
By executing this quote, the undersigned Vendor understands that false certification is a Class I felony and certifies that:
this quote 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 quote, 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
RFQ, 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 WTCC, or from any person seeking to do business with WTCC. By execution of this response
to the RFQ, 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 quote, 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 Ariba Sourcing Tool.
Failure to execute/sign quote prior to submittal may render quote invalid and it MAY BE REJECTED. Late quotes 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:
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Quote Number: 130-WTCC2431403232-26LW Vendor:
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
VALIDITY PERIOD
Offer shall be valid for at least one hundred and twenty (120) days from date of quote 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 RFQ.
ACCEPTANCE OF QUOTES
If your quote is accepted, all provisions of this RFQ, 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 Wake Technical Community College)
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Quote Number: 130-WTCC2431403232-26LW Vendor:
Contents
1.0 PURPOSE AND BACKGROUND .............................................................................................. 5
1.1 CONTRACT TERM .................................................................................................................. 5
2.0 GENERAL INFORMATION ....................................................................................................... 5
2.1 REQUEST FOR QUOTE DOCUMENT ..................................................................................... 5
2.2 E-PROCUREMENT FEE .......................................................................................................... 5
2.3 NOTICE TO VENDORS REGARDING RFQ TERMS AND CONDITIONS ................................ 5
2.4 RFQ SCHEDULE ..................................................................................................................... 6
2.5 SITE VISIT or PRE-BID CONFERENCE [RESERVED] ........................................................... 6
2.6 QUOTE QUESTIONS ............................................................................................................... 6
2.7 QUOTE SUBMITTAL ............................................................................................................... 6
2.8 QUOTE CONTENTS ................................................................................................................ 7
2.9 ALTERNATE QUOTES ............................................................................................................ 8
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS [RESERVED] ...................................... 8
3.0 METHOD OF AWARD AND QUOTE EVALUATION PROCESS ............................................... 8
3.1 METHOD OF AWARD ............................................................................................................. 8
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION .......... 8
3.3 QUOTE EVALUATION PROCESS .......................................................................................... 9
3.4 PERFORMANCE OUTSIDE THE UNITED STATES ................................................................ 9
3.5 INTERPRETATION OF TERMS AND PHRASES .................................................................... 9
4.0 REQUIREMENTS .................................................................................................................... 10
4.1 PRICING ................................................................................................................................ 10
4.2 FINANCIAL STABILITY ......................................................................................................... 10
4.3 REFERENCES ....................................................................................................................... 10
4.4 BACKGROUND CHECKS ..................................................................................................... 11
4.5 PERSONNEL ......................................................................................................................... 13
4.6 VENDOR'S REPRESENTATIONS ..................................................................................................... 13
4.7 AGENCY INSURANCE REQUIREMENTS MODIFICATION .................................................. 13
4.8 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS [RESERVED] ............... 13
4.9 SUBCONTRACTORS ............................................................................................................ 13
4.10 SECRETARY OF STATE REGISTRATION ........................................................................... 13
5.0 SPECIFICATIONS AND SCOPE OF WORK ........................................................................... 14
5.1 SPECIFICATIONS ................................................................................................................. 14
5.2 TASKS/DELIVERABLES ....................................................................................................... 14
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5.3 CERTIFICATION AND SAFETY LABELS ............................................................................. 14
5.4 DEVIATIONS ......................................................................................................................... 15
6.0 CONTRACT ADMINISTRATION ............................................................................................ 15
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE
6.2 INVOICES .............................................................................................................................. 15
6.3 POST AWARD BUSINESS REVIEW MEETINGS [RESERVED] ........................................... 15
6.4 CONTINUOUS IMPROVEMENT ............................................................................................ 15
6.5 PERIODIC REPORTS [RESERVED] ..................................................................................... 16
6.6 ACCEPTANCE OF WORK .................................................................................................... 16
6.7 FAITHFUL PERFORMANCE [RESERVED] ........................................................................... 16
6.8 TRANSITION ASSISTANCE .................................................................................................. 16
6.9 DISPUTE RESOLUTION........................................................................................................ 16
6.10 CONTRACT CHANGES ........................................................................................................ 16
6.11 ATTACHMENTS .................................................................................................................... 16
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Quote Number: 130-WTCC2431403232-26LW Vendor:
1.0 PURPOSE AND BACKGROUND
Wake Technical Community College is soliciting bids from qualified vendors to provide preventative maintenance, cleaning,
inspection, and minor repair services for ice machines located throughout multiple Wake Tech campuses. The College currently
maintains approximately thirty-nine (39) ice machines at various educational and administrative facilities across Wake County.
The purpose of this solicitation is to establish a contract for routine preventative maintenance services to ensure the continued
safe, efficient, and reliable operation of the College's ice machines. Services shall include inspection, cleaning, sanitization,
preventive maintenance, and recommendations for corrective repairs as needed.
The intent of this solicitation is to award an Agency Specific Contract.
1.1 CONTRACT TERM
The Contract shall have a term of one (1) year, beginning on the date of final Contract execution (the "Effective Date").
Wake Technical Community College may, at its sole option, extend the Contract for up to two (2) additional one-year renewal
terms under the same terms and conditions, subject to the availability of funds and satisfactory vendor performance.
The maximum total Contract term, including all renewal options, shall not exceed three (3) years. Unless renewed in writing, the
Contract shall expire at the end of the initial term or then-current renewal term.
Quotes shall be submitted in accordance with the terms and conditions of this RFQ and any addenda issued hereto.
2.0 GENERAL INFORMATION
2.1 REQUEST FOR QUOTE DOCUMENT
This RFQ is comprised of the base RFQ 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 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/.
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 WTCC, Vendors should go to the following site:
http://eprocurement.nc.gov/training/vendor-training.
2.3 NOTICE TO VENDORS REGARDING RFQ 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 RFQ 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 RFQ.
If Vendors have questions or issues regarding any component of this RFQ, those must be submitted as questions in accordance
with the instructions in the QUOTE QUESTIONS Section. If WTCC 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 RFQ addendum. WTCC 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.
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Quote Number: 130-WTCC2431403232-26LW Vendor:
Other than through the process of negotiation under 01 NCAC 05B.0503, WTCC rejects and will not be required to
evaluate or consider any additional or modified terms and conditions submitted with Vendor's quote or otherwise. This
applies to any language appearing in or attached to the document as part of the Vendor's quote that purports to vary
any terms and conditions or Vendors' instructions herein or to render the quote non-binding or subject to further
negotiation. Vendor's quote shall constitute a firm offer that shall be held open for the period required herein
("Validity Period" above).
WTCC may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this RFQ
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 quote as nonresponsive.
2.4 RFQ SCHEDULE
The table below shows the intended schedule for this RFQ. WTCC will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFQ WTCC October 8, 2026
Submit Quotes Vendor October 22, 2026
Contract Award WTCC October 22, 2026
2.5 SITE VISIT or PRE-BID CONFERENCE [RESERVED]
2.6 QUOTE QUESTIONS [RESERVED]
2.7 QUOTE SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Late quotes, 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 quote has
been received as described in this RFQ by the specified time and date of opening. Failure to submit a quote in strict
accordance with instructions provided shall constitute sufficient cause to reject a Vendor's quotes(s).
Vendor's quotes 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
WTCC, 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. WTCC 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.
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Quote Number: 130-WTCC2431403232-26LW Vendor:
4. Simply saving your response in the Sourcing Tool is not the same as submitting your response to WTCC.
Vendors should make sure they complete the submission process and receive a message that their response
was successfully submitted.
5. Only Quotes submitted through the Content Section of the Ariba Sourcing Event will be considered. Quotes
submitted through the Message Board will not be accepted or considered for award.
If confidential and proprietary information is included in the quote, also submit one (1) signed, REDACTED copy
of the quote. 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 quote with its quote submission, the Department may
release an unredacted version if a record request is received.
2.8 QUOTE CONTENTS
Vendors shall provide responses to all questions and complete all attachments for this RFQ 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 WTCC
rejecting Vendor's quote, in WTCC's sole discretion.
Vendors shall upload the following items and attachments in the Sourcing Tool:
a) Cover Letter, which must contain all of the following: (i) a statement that confirms that the Vendor has read the
RFQ in its entirety, including all links, and all Addenda released in conjunction with the RFQ; (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) Title Page: Include the company name, address, phone number and authorized representative along with the Quote
Number.
c) Completed and signed version of all EXECUTION PAGES, along with the body of the RFQ.
d) Signed receipt pages of any addenda released in conjunction with this RFQ, if required to be returned.
e) Vendor's Response.
f) Completed version of ATTACHMENT A: PRICING
g) Completed and signed version of ATTACHMENT D: CUSTOMER REFERENCE FORM
h) Completed and signed version of ATTACHMENT E: LOCATION OF WORKERS UTILIZED BY VENDOR
i) Completed and signed version of ATTACHMENT F: CERTIFICATION OF FINANCIAL CONDITION
j) Completed and signed version of CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE
AGREEMENTS and OMB STANDARD FORM LLL
2.9 ALTERNATE QUOTES
Unless provided otherwise in this RFQ, Vendor may submit alternate quotes for comparable Goods, various methods
or levels of Service(s), or that propose different options. Alternate quote must specifically identify the RFQ
requirements and advantage(s) addressed by the alternate quote. Each quote must be for a specific set of Goods and
Services and must include specific pricing. If a Vendor chooses to respond with various offerings, Vendor shall follow
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Quote Number: 130-WTCC2431403232-26LW Vendor:
the specific instructions for uploading Alternate Quotes in the Sourcing Tool.
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS [RESERVED]
3.0 METHOD OF AWARD AND QUOTE EVALUATION PROCESS
3.1 METHOD OF AWARD
North Carolina G.S. 143-52 provides a general list of criteria WTCC 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 WTCC's best interest.
All responsive bids will be reviewed, and 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 herein such as but
not limited to past performance, references, and financial documents.
While the intent of this RFQ is to award a Contract(s) to a single Vendor for all line items, WTCC 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 RFQ in its entirety without awarding a Contract, if it is considered to be most advantageous to WTCC to
do so.
WTCC reserves the right to waive any minor informality or technicality in quotes received.
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION
While this RFQ 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 Paragraph 29. of the
Instructions to Vendors entitled COMMUNICATOINS BY VENDORS
Each Vendor submitting a quote to this RFQ, 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 quote 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 RFQ or inquiries directed to the procurement lead named in this
RFQ regarding requirements of the RFQ (prior to proposal submission) or the status of the award (after submission)
are excepted from this provision.
3.3 QUOTE EVALUATION PROCESS
Only responsive submissions will be evaluated.
WTCC will conduct an evaluation of responsive Bids, as follows:
a) Quotes are requested for the items as specified, or item(s) equivalent in design, function, and
performance. WTCC reserves the right to reject any quote on the basis of fit, form and/or function,
as well as cost.
b) WTCC shall review the responses to this RFQ to confirm that they meet the specifications and
requirements. WTCC reserves the right to waive any minor informality or technicality.
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