30-26264-DSDHH - Assistive Telecommunication Devices

STATE OF NORTH CAROLINA INVITATION FOR BIDS: 30-26264-DSDHH
DEPARTMENT OF HEALTH AND HUMAN
Offers will be publicly opened: June 30, 2026
SERVICES
Office of Procurements, Contracts and Grants Issue Date: May 19, 2026
Refer ALL inquiries regarding this IFB to: Commodity Number: 421440
Kathryn Brown
Description: External Hearing Device Parts and
Kathryn.brown@dhhs.nc.gov Accessories
919-855-4093
Using Agency: Division of Services for the Deaf
and Hard of Hearing (DSDHH)
See page 4 for submission instructions. Requisition No.: RQ265886
OFFER AND ACCEPTANCE
The State seeks offers for the goods and/or related services described in this solicitation. The State's acceptance
of any offer must be demonstrated by execution of the acceptance found below and any subsequent Request
for Best and Final Offer, if issued. Acceptance shall create a contract having an order of precedence as follows:
In cases of conflict between documents comprising the contract, the order of precedence shall be (1) Best and
Final Offers, if any, (2) special terms and conditions specific to this IFB, (3) specifications, (4) Department of
Information Technology Terms and Conditions of this IFB, and (5) the agreed portions of the awarded Vendor's
offer. No contract shall be binding on the State until an encumbrance of funds has been made for
payment of the sums due under the contract.
EXECUTION
In compliance with this Invitation for Bid, and subject to all the conditions herein, the undersigned offers and
agrees to furnish any or all Services or goods upon which prices are offered, at the price(s) offered herein, within
the time specified herein. By executing this offer, I certify that this offer is submitted competitively and without
collusion.
Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable.
OFFEROR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY, STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL.
NO
PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:
AUTHORIZED SIGNATURE: DATE: E-MAIL:
Offer valid for sixty (60), days from date of offer opening unless otherwise stated here: ____ days
ACCEPTANCE OF OFFER
If any or all parts of this IFB are accepted, an authorized representative of Division of Services for the Deaf and
Hard of Hearing shall affix their signature hereto. A copy of this acceptance will be forwarded to the successful
vendor(s).
FOR STATE USE ONLY
Offer accepted and contract awarded this ______ day of _____________________, 20____, as indicated on attached certification,
by _____________________________________________ (Authorized representative of Department of Health and Human Services

IFB Number: 30-26264-DSDHH
TABLE OF CONTENTS
1.0 INTENT, USE, DURATION AND SCOPE .............................................................................................. 3
2.0 GENERAL INFORMATION .................................................................................................................... 3
2.1. SITE VISIT-RESERVED ......................................................................................................................... 3
2.2. VENDOR QUESTIONS .......................................................................................................................... 3
2.3. ADDENDA .............................................................................................................................................. 4
2.4. OFFER SUBMITTAL ............................................................................................................................... 4
2.5. BASIS FOR REJECTION........................................................................................................................ 4
2.6. LATE OFFERS ....................................................................................................................................... 5
2.7. NON-RESPONSIVE OFFERS ................................................................................................................ 5
2.8. NOTICE TO VENDORS .......................................................................................................................... 5
2.9. E-PROCUREMENT SOLICITATION ....................................................................................................... 5
2.10. DISTRIBUTORS AND RESELLERS ..................................................................................................... 5
2.11. POSSESSION AND REVIEW ............................................................................................................... 6
2.12. BEST AND FINAL OFFERS (BAFO) .................................................................................................... 6
2.13. AWARD ................................................................................................................................................ 6
2.14. POINTS OF CONTACT ........................................................................................................................ 6
3.0 SPECIFICATIONS ................................................................................................................................. 7
3.1. VENDOR STANDARD AGREEMENT(S) ................................................................................................ 7
3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S. - DISCLOSURE STATEMENT ....................... 7
3.3. E-VERIFY .............................................................................................................................................. 9
3.4. BRAND SPECIFIC PRODUCT ............................................................................................................... 9
3.5. DESCRIPTIVE LITERATURE ................................................................................................................ 9
3.6 SECURITY SPECIFICATIONS-RESERVED............................................................................................ 9
3.7 ENTERPRISE ARCHITECTURE SPECIFICATIONS-RESERVED ......................................................... 9
3.8. PRODUCT RECALL .............................................................................................................................. 9
3.9. WARRANTY ........................................................................................................................................... 9
3.10. MAINTENANCE .................................................................................................................................. 10
3.11. CONTRACT TERM ............................................................................................................................. 10
3.12. DELIVERY .......................................................................................................................................... 10
3.13 OPERATIONS SPECIFICATIONS ....................................................................................................... 11
4.0 FURNISH AND DELIVER .................................................................................................................... 11
5.0 ADDITIONAL INFORMATION .............................................................................................................. 19
5.1 INVOICES ............................................................................................................................................. 19
5.2. HISTORICALLY UNDERUTILIZED BUSINESSES ............................................................................... 19
5.3. RECYCLED CONTENT ........................................................................................................................ 19
5.4. ENERGY STAR PRODUCTS ............................................................................................................... 20
6.0 DEPARTMENT OF INFORMATION TECHNOLOGY INSTRUCTIONS TO VENDORS ....................... 20
7.0 DEPARTMENT OF INFORMATION TECHNOLOGY TERMS AND CONDITIONS .............................. 21
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IFB Number: 30-26264-DSDHH
1.0 INTENT, USE, DURATION AND SCOPE
The purpose of this Invitation for Bids (IFB) is to obtain pricing and select one or more vendors to provide
Assistive Telecommunications Equipment for the Division of Services for the Deaf and Hard of Hearing
(DSDHH) to distribute to individuals who are Deaf, Hard of Hearing, DeafBlind, or Speech Impaired.
The DSDHH administers the Equipment Distribution Service (EDS) to help ensure that low-income
individuals who are Deaf, DeafBlind, Hard of Hearing, or Speech Impaired have the appropriate
Assistive Telecommunications Equipment necessary for equal access to distance communication.
There are approximately 1,219,000 North Carolinians who are Deaf, DeafBlind, Hard of Hearing, or
Speech Impaired. The Division of Services for the Deaf and Hard of Hearing, through the EDS, provides
various Assistive Telecommunications Equipment such as amplified telephones, alerting devices, etc to
eligible North Carolina residents with hearing loss or speech impairment. The specific purpose of this
Invitation for Bids (IFB) is to establish contracts with vendors so that equipment and devices identified in
the IFB can be purchased for a consumer who is determined to have a hearing loss or speech impairment
and is evaluated and confirmed to be eligible for the EDS program.
This bid process will establish an Agency-Specific Contract for EDS to provide this specialized equipment
to North Carolina residents who are certified as being Deaf, Hard of Hearing, DeafBlind, or Speech
Impaired and who meet income limits and other criteria that enable an individual to be eligible for the
services. Bidding will be in accordance with the terms and conditions of this IFB and any addenda thereto.
The purpose of this Invitation for Bid is to obtain pricing for and procure Assistive Telecommunication
Equipment for Division of Services for the Deaf and Hard of Hearing. Goods and Services will be provided
in accordance to the terms and conditions of this IFB.
2.0 GENERAL INFORMATION
2.1. SITE VISIT-RESERVED
2.2. VENDOR QUESTIONS
All inquiries regarding the solicitation specifications or requirements are to be directed to the contact
person listed on Page One of this solicitation via the Sourcing Tool's message board. Vendor contact
regarding this Solicitation with anyone other than the contact person listed on Page One of this
Solicitation may be grounds for rejection of said Vendor's offer.
Written questions concerning this Solicitation will be received until June 2, 2026 at 2:00 pm Eastern
Time. They must be directed to the contact person listed on Page One of this Solicitation via the
Sourcing Tool's message board. Please enter "Questions Solicitation 30-26264-DSDHH" as the
subject for the message. This is the only manner in which questions will be received.
Questions should be submitted in the following format:
REFERENCE VENDOR QUESTION
RFP Section,
Page Number
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IFB Number: 30-26264-DSDHH
2.3. ADDENDA
The State may issue addenda if Vendor questions are permitted as described above, or if additional
terms, specifications, or other changes are necessary for this procurement. It is important that all
Vendors bidding on this IFB periodically check the NC eVP for any and all Addenda that may be
issued prior to the offer opening date. All addenda shall become an Addendum to this IFB.
2.4. OFFER SUBMITTAL
Due Date: June 30, 2026
Time: 2:00 pm Eastern Time
Proposals will be opened on June 30, 2026 at 2:00pm ET. Vendors will be able to attend via the
Microsoft Teams meeting link below:
Join Meeting
IMPORTANT NOTE: Vendor shall bear the risk for late submission due to unintended or
unanticipated delay-whether submitted electronically, delivered by hand, U.S. Postal Service,
courier or other delivery service. Vendor must include all the pages of this solicitation in their
response. It is the Vendor's sole responsibility to ensure its offer has been delivered to this Office
by the specified time and date of opening. Any proposal delivered after the proposal deadline will be
rejected.
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.
Offer Submission Details:
Sealed offers, subject to the conditions made a part hereof, will be received until 2:00pm Eastern
Time on the day of opening and then opened, for furnishing and delivering the commodity as
described herein. Offers must be submitted with the Execution page signed and dated by an official
authorized to bind the Vendor's firm. Failure to return a signed offer shall result in disqualification.
Attempts to submit a proposal via facsimile (FAX) machine, telephone or email in response
to this IFB shall NOT be accepted.
a) Submit one (1) signed, original electronic offer through the Ariba Sourcing Module.
b) All File names should start with the vendor's name first, in order to easily determine all the files to
be included as part of the vendor's response. For example, files should be named as follows:
Vendor Name-your file name.
c) File contents SHALL NOT be password protected, the file formats must be in .PDF, .jpeg, or png
format, and shall be capable of being copied to other sources.
d) If the vendor's proposal contains any confidential information (as defined in Attachment B,
Paragraph #18), then the vendor must provide one (1) signed, original electronic offer and one (1)
redacted electronic copy.
2.5. BASIS FOR REJECTION
Pursuant to 9 NCAC 06B.0401, the State reserves the right to reject any and all offers, in whole or
in part; by deeming the offer unsatisfactory as to quality or quantity, delivery, price or service offered;
non-compliance with the specifications or intent of this solicitation; lack of competitiveness; error(s)
in specifications or indications that revision would be advantageous to the State; cancellation or
other changes in the intended project, or other determination that the proposed requirement is no
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IFB Number: 30-26264-DSDHH
longer needed; limitation or lack of available funds; circumstances that prevent determination of the
best offer; or any other determination that rejection would be in the best interest of the State. Vendor
contact regarding this IFB with anyone other than Kathryn Brown may be grounds for rejection of
said Vendor's offer.
2.6. LATE OFFERS
Regardless of cause, late offers will not be accepted and will automatically be disqualified from
further consideration. It shall be the Vendor's sole risk to ensure delivery at the designated office by
the designated time. Late offers will not be opened and may be returned to the Vendor at the
expense of the Vendor or destroyed if requested.
2.7. NON-RESPONSIVE OFFERS
Vendor offers will be deemed non-responsive by the State and will be rejected without further
consideration or evaluation if statements such as the following are included:
* "This offer does not constitute a binding offer",
* "This offer will be valid only if this offer is selected as a finalist or in the competitive range",
* "Vendor does not commit or bind itself to any terms and conditions by this submission",
* "This document and all associated documents are non-binding and shall be used for discussion
purposes only",
* "This offer will not be binding on either party until incorporated in a definitive agreement signed
by authorized representatives of both parties", or
* A statement of similar intent.
2.8. NOTICE TO VENDORS
The State objects to and will not be required to evaluate or consider any additional terms and
conditions not previously agreed to by the State and submitted with an Offeror's response.
This applies to any language appearing in or attached to the document as part of the Offeror's
response. By execution and delivery of this Invitation for Bids and response(s), the Offeror
agrees that any additional terms and conditions, whether submitted purposely or
inadvertently, shall have no force or effect.
2.9. E-PROCUREMENT SOLICITATION
This is an E-Procurement solicitation. See Paragraph #47 of the attached Department of
Information Technology Terms and Conditions.
2.10. DISTRIBUTORS AND RESELLERS
"Resellers" as used herein, refers to businesses that routinely sell or distribute Vendor's Products,
and may include "Distributors", "Value Added Resellers" (VARs), "Original Equipment
Manufacturers" (OEMs), Channel Partners, or such other designations. These businesses must be
approved by the State prior to placement of any orders. Any contract established will be subject to
this solicitation and any resulting Agreement(s), and to the terms and conditions of the State's
competitive bidding process.
The Agency acknowledges that the Reseller has merely purchased the Third-Party Items for resale
or license to the Agency, and that the proprietary and intellectual property rights to the Third Party
Items are owned by parties other than the Reseller ("Third Parties"). The Agency further
acknowledges that except for the payment to the Reseller for the Third-Party Items, all of its rights
and obligations with respect thereto flow from and to the Third Parties. The Reseller shall provide
the Agency with copies of all documentation and warranties for the Third-Party Items which are
provided to the Reseller. The Reseller shall assign all applicable third-party warranties for
Deliverables to the Agency.
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IFB Number: 30-26264-DSDHH
2.11. POSSESSION AND REVIEW
During the evaluation period and prior to award, possession of the bids and accompanying
information is limited to personnel of the issuing agency, and to the committee responsible for
participating in the evaluation. Vendors who attempt to gain this privileged information, or to
influence the evaluation process (i.e. assist in evaluation) will be in violation of purchasing rules
and their offer will not be further evaluated or considered.
After award of contract the complete bid file will be available to any interested persons with the
exception of trade secrets, test information or similar proprietary information as provided by statute
and rule. Any proprietary or confidential information, which conforms to exclusions from public
records as provided by N.C.G.S. 132-1.2 must be clearly marked as such in the offer when
submitted.
2.12. BEST AND FINAL OFFERS (BAFO)
The State may establish a competitive range based upon evaluations of offers, and request BAFOs
from the Vendor(s) within this range; e.g. "Finalist Vendor(s)". If negotiations or subsequent offers
are solicited, the Vendor(s) shall provide BAFO(s) in response. Failure to deliver a BAFO when
requested shall disqualify the non-responsive Vendor from further consideration. The State will
evaluate BAFO(s), oral presentations, and product demonstrations as part of the Vendors'
respective offers to determine the final rankings.
2.13. AWARD
While the intent of this IFB is to award a Contract to a single Vendor for all 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. As provided by statute, award will be based on
Best Value Analysis, Lowest Price Technically Acceptable Source Selection Method in accordance
with N.C.G.S. 143B-1350(h), which provides that the offer must be in substantial conformity with
the specifications herein, and 09 NCAC 06B.0302.
A link to the NC Electronic Vendor Portal (eVP) allows the public to retrieve contract award
information electronically from the web site: https://evp.nc.gov/ Results may be found by searching
by IFB number or agency name. This information may not be available for several weeks
dependent upon the complexity of the acquisition and the length of time to complete the evaluation
process.
2.14. POINTS OF CONTACT
Contact by the Offeror with the persons shown below for contractual and technical matters related
to this IFB is only permitted if expressly agreed to by the purchasing lead named on page 5, or
upon award of contract:
Vendor Contractual Point of Contact Vendor Technical Point of Contact
Name of Vendor: Name of Vendor:
Street: Street:
City, State, Zip: City, State, Zip:
Attn: Attn:
Email: Email:
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IFB Number: 30-26264-DSDHH
State Contractual Point of Contact State Technical Point of Contact
NC DHHS/DSDHH/EDS DSDHH/EDS
Mailing address: Mailing address:
Street: 1910 Health Services Way Street: 1910 Health Services Way
Mail Service Center 2301 Mail Service Center 2301
City, State, Zip: Raleigh, NC 27699
City, State, Zip: Raleigh, NC 27699
Attn: Becky Rosenthal, Telecommunications
Resources Prog Manager Attn: Gideon Friant, EDS Coordinator
Email: Becky.Rosenthal@dhhs.nc.gov Email: Gideon.Friant@dhhs.nc.gov
3.0 SPECIFICATIONS
3.1. VENDOR STANDARD AGREEMENT(S)
The terms and conditions of Vendor's standard services, license, maintenance or other agreement(s)
applicable to Services, Goods, Software and other Products acquired under this Agreement may
apply to the extent such terms and conditions do not materially change the terms and conditions of
this Agreement. In the event of any conflict between the terms and conditions of this Agreement
and the Vendor's standard agreement(s), the terms and conditions of this Agreement relating to audit
and records, jurisdiction, choice of law, the State's electronic procurement application of law or
administrative rules, the remedy for intellectual property infringement and the exclusive remedies
and limitation of liability in the DIT Terms and Conditions herein shall apply in all cases and
supersede any provisions contained in Vendor's relevant standard agreement or any other
agreement. The State shall not be obligated under any standard license and/or maintenance or
other Vendor agreement(s) to indemnify or hold harmless the Vendor, its licensors, successors or
assigns; nor arbitrate any dispute, nor pay late fees, legal fees or other similar costs.
For Vendor Completion:
_____ The Vendor represents and warrants that the terms and conditions of Vendor's standard
license, maintenance, or other agreement(s) do not apply to this procurement. No vendor
agreement, standard or otherwise is incorporated into this IFB 30-26264-DSDHH.
_____ The Vendor standard license, maintenance, or other agreement(s) is provided with the IFB
response and shall be incorporated into this IFB 30-26264-DSDHH based on the outcome of a legal
review.
3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S. - DISCLOSURE STATEMENT
In accordance with the Statewide Information Security Manual (SISM), the State restricts the
location of information systems that receive, process, store, or transmit State and Federal data to
the United States which includes the following areas: US States, US Territories, US Embassies,
and US Military installations (stateside or overseas). This restriction applies to the Vendor and to
any subcontractors engaged to provide Services under this Agreement or with access to State Data.
The Vendor must ensure that its subcontractor agreements contain the same restrictions and will
be responsible for monitoring and enforcing subcontractor compliance at all times.
Pursuant to N.C.G.S. 143B-1361(b), the Vendor must complete and return this Disclosure
Statement Attachment F with its solicitation response. The Vendor may attach additional pages to
its response if needed. The State of North Carolina will evaluate Disclosure Statement Attachments
for additional risks, costs, and other factors associated with its service prior to making an award for
any such Vendor's offer. The Vendor must provide the following information in its bid response:
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IFB Number: 30-26264-DSDHH
Vendor to complete:
a. The location of work performed under a state contract by the Vendor, any subcontractors,
employees, or other persons performing the contract and whether any of this work will be
performed outside the United States.
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b. The corporate structure and location of corporate employees and activities of the Vendor, its
affiliates or any other subcontractors.
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c. Vendor agrees to provide notice of the relocation of the Vendor, employees of the Vendor,
subcontractors of the Vendor, or other persons performing Services under a state contract
outside of the United States in the event such relocation occurs during the contract term.
Click here to enter text.
d. Vendor agrees that any Vendor or subcontractor providing call or contact center Services to the
State of North Carolina shall disclose to inbound callers the location from which the call or
contact center Services are being provided.
Click here to enter text.
e. Will any work under this contract be performed outside the United States?
YES NO
The use of resources or workers located outside the United States is a critical security exception
that must be escalated to the State Chief Information Officer for review pursuant to N.C.G.S. 143B-
1376(c) and 143B-1320(c). These critical security exceptions are approved only in rare and
extenuating circumstances. Vendor should account for this when preparing its response.
______________________________________________________________________________
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3.3. E-VERIFY
Pursuant to N.C.G.S. 143B-1350(k), the State shall not enter into a contract unless the awarded
Vendor and each of its subcontractors comply with the E-Verify requirements of N.C.G.S. Chapter
64, Article 2. Vendors are directed to review the foregoing laws. Any awarded Vendor must submit
a certification of compliance with E-Verify to the awarding agency, and on a periodic basis thereafter
as may be required by the State.
3.4. BRAND SPECIFIC PRODUCT
Manufacturer(s) name and product descriptions used in this solicitation are product specific. The
items offered in response to this solicitation must be the manufacturer and type specified. Failure
to comply with this requirement will result in rejection of offer.
3.5. DESCRIPTIVE LITERATURE
All offers shall include specifications and technical literature sufficient to allow the State to determine
that the equipment meets all requirements. This technical literature will be the primary source for
bid evaluation. If a requirement is not addressed in the technical literature it must be supported by
additional documentation and included with the bid. Bid responses without sufficient technical
documentation may be rejected.
3.6 SECURITY SPECIFICATIONS-RESERVED
3.7 ENTERPRISE ARCHITECTURE SPECIFICATIONS-RESERVED
3.8. PRODUCT RECALL
Vendor assumes full responsibility for prompt notification of both the contract administrator and
purchaser of any product recall in accordance with the applicable state and federal regulations.
3.9. WARRANTY
Vendor warrants that all equipment furnished under this IFB will be new, of good material and
workmanship. The warranty will be for a minimum period of twelve (12) months from date equipment
is put into operation. Such warranty shall cover the cost of all defective parts replacement, labor,
freight, and technicians travel at no additional cost to the State.
The report of a problem does not presuppose that every call must result in an "on-site" visit for
service/repair. The Vendor and/or service sub-contractor shall utilize best efforts to resolve
problems in a timely fashion through the use of acceptable servicing methods to include, but not
limited to, verbal problem analysis and remote diagnosis. The warranty requirement does not
impose any additional duty on the State to make other than normal and good faith problem
resolution efforts or expenditures of time. Vendor is responsible for compliance with warranty terms
by any third-party service provider.
Is Vendor authorized by manufacturer to repair equipment offered during the warranty period?
YES NO
Will Vendor provide warranty service? YES NO, an authorized third party will perform
warranty service
Contact information for warranty service provider:
Company Name: _____________________________________________
Company Address: _____________________________________________
_____________________________________________
Contact Person: _____________________________________________
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Contact Person Phone Number: _____________________________________________
Contact Person Email: _____________________________________________
3.10. MAINTENANCE
Vendor must offer at least one (1) additional year of annual maintenance for use after the initial
one-year warranty period expires. The State may elect to receive approved provider's then-current
maintenance service upon payment of applicable annual maintenance fees, beginning at the end
of the warranty period. Maintenance services may be renewed upon written notice by the State
prior to the contract anniversary date. Escalation of annual maintenance fees shall not exceed 5%
per year. Any maintenance agreements shall be subject to the terms of this contract. For this
period support must be provided 8:00 am to 5:00 pm Monday through Friday and shall include an
8x5xNext Business Day maximum response time.
For completion by Vendor: Vendor's maximum response time to this location after receipt of
service call: ____________________________ hours
Describe in detail the items and services to be covered under the extended maintenance:
3.11. CONTRACT TERM
A contract awarded pursuant to this IFB shall have an effective date as provided in the Notice of
Award. The term shall be one (1) year and will expire upon the anniversary date of the effective
date unless otherwise stated in the Notice of Award, or unless terminated earlier. The State retains
the option to extend this contract for two (2) additional one (1) year periods at its sole discretion. If
the Contract is renewed, the pricing in effect during the initial term shall remain unchanged for each
renewal period unless otherwise agreed in writing by both parties.
3.12. DELIVERY
Successful Vendor will complete the scope of work within 30 consecutive calendar days after
receipt of purchase order to the regional center location(s) throughout the state:
For completion by Vendor:
Delivery of goods will be made from __________________________ (city, state) within ______
consecutive days after receipt of order.
Delivery shall not be considered to have occurred until delivery of the equipment and installation
has been completed. Upon completion of the installation, the Vendor shall remove and properly
dispose of all waste and debris from the installation site. Vendor shall be responsible for leaving
the installation area clean and ready to use.
If circumstances beyond the control of the contractor result in a late delivery [or installation], it is the
responsibility and obligation of the contractor to notify the Purchasing Agent listed on the purchase
order, in writing, immediately upon determining delay of shipment. The written notification should
indicate the anticipated delivery dated.
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