Oils, Lubricants, Greases, Fluids, Antifreeze

STATE OF NORTH CAROLINA
DEPARTMENT OF ADULT CORRECTION
Invitation for Bid #: 52-IFB-2052198862-GAR
Oils, Lubricants, Greases, Fluids, Antifreeze
Date Issued: June 19, 2026
Bid Opening Date: July 15, 2026
At 2:00 PM ET
Direct all inquiries concerning this IFB to:
Adam R. Gupton
Procurement Specialist
Email: adam.gupton@dac.nc.gov

STATE OF NORTH CAROLINA
Invitation for Bids #
52-IFB-2052198862-GAR
______________________________________________________
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
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STATE OF NORTH CAROLINA
Department of Adult Correction
Refer ALL Inquiries regarding this IFB to: Invitation for Bids # 52-IFB-2052198862-GAR
Adam R. Gupton, Procurement Specialist Bids will be publicly opened: July 15, 2026 at 2:00 PM ET
The Procurement Lead through the Microsoft Teams meeting Join:
Message Board in the Sourcing Tool. See https://teams.microsoft.com/meet/216347177242784?p=IOcaVmEyanS62KEWkU
section _2.5_ for details. Meeting ID: 216 347 177 242 784
Passcode: LW2UW3Pe
Dial in by phone
+1 984-204-1487,,392920650# United States, Raleigh
Find a local number
Phone conference ID: 392 920 650#
Using Agency: NCDAC, NC Correction Commodity No. and Description:
Enterprises 151200 - Lubricants and oils and greases and anti-corrosives
Requisition No.: RQ156310, RQ156332,
RQ153343
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:
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Bid Number: 52-IFB-2052198862-GAR Vendor: ____________________________________
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:
VALIDITY PERIOD
Offer shall be valid for at least one hundred and twenty (120) 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 the Dept of Adult Correction)
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Bid Number: 52-IFB-2052198862-GAR 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 ................................................................................................................... 6
2.6 BID SUBMITTAL .................................................................................................................... 7
2.7 BID CONTENTS ..................................................................................................................... 7
2.8 ALTERNATE BIDS ................................................................................................................. 8
2.9 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 .............................................................................................................................. 10
4.2 ESTIMATED QUANTITIES ................................................................................................... 10
4.3 PRODUCT IDENTIFICATION ............................................................................................... 11
4.4 TRANSPORTATION AND IDENTIFICATION ....................................................................... 11
4.5 DELIVERY ............................................................................................................................ 11
4.6 AUTHORIZED RESELLER ................................................................................................... 11
4.7 WARRANTY ......................................................................................................................... 11
4.8 DEFECTIVE PRODUCTS..................................................................................................... 11
4.9 OUT-OF-STOCK AND BACK-ORDERS ............................................................................... 12
4.10 SAMPLES ............................................................................................................................ 12
4.11 HUB PARTICIPATION .......................................................................................................... 12
4.12 REFERENCES ..................................................................................................................... 12
4.13 VENDOR'S REPRESENTATIONS ....................................................................................... 12
4.14 FINANCIAL STABILITY ........................................................................................................ 12
4.15 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................ 13
4.16 SUBCONTRACTORS ........................................................................................................... 13
4.17 SECRETARY OF STATE REGISTRATION .......................................................................... 13
4.18 SUSTAINIBILITY EFFORTS ................................................................................................ 13
5.0 PRODUCT SPECIFICATIONS ............................................................................................. 13
SPECIFICATIONS ................................................................................................................ 13
5.2 CERTIFICATION AND SAFETY LABELS ............................................................................. 18
5.3 DEVIATIONS ........................................................................................................................ 19
6.0 CONTRACT ADMINISTRATION .......................................................................................... 19
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Bid Number: 52-IFB-2052198862-GAR Vendor: ____________________________________
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ......................................................... 19
6.2 CONTINUOUS IMPROVEMENT .......................................................................................... 20
6.3 ACCEPTANCE OF WORK ................................................................................................... 20
6.4 INVOICES ............................................................................................................................ 20
6.5 DISPUTE RESOLUTION ...................................................................................................... 20
6.6 PRODUCT RECALL ............................................................................................................. 20
6.7 PRICE ADJUSTMENTS ....................................................................................................... 20
6.8 POST AWARD PRODUCT SUBSTITUTION, ADDITIONS, & REMOVALS .......................... 21
6.9 CONTRACT CHANGES ....................................................................................................... 21
6.10 ATTACHMENTS ................................................................................................................... 21
ATTACHMENT A: PRICING FORM ..................................................................................................... 22
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION ................................................. 32
ATTACHMENT E: CUSTOMER REFERENCE TEMPLATE.................................................................. 34
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR .............................................. 35
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION ..................................................... 36
ATTACHMENT H: VENDOR REQUEST FOR EO50 PRICE MATCHING ............................................. 37
ATTACHMENT I: CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, & COOPERATIVE
AGREEMENTS ..................................................................................................................................... 39
ATTACHMENT J: ALCOHOL/DRUG-FREE WORKPLACE POLICY .................................................. 40
ATTACHMENT K: SUSTAINABILITY EFFORTS ................................................................................. 41
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Bid Number: 52-IFB-2052198862-GAR Vendor: ____________________________________
1.0 PURPOSE AND BACKGROUND
The purpose of this Invitation for Bids (IFB) is to seek competitive bids from qualified vendors to establish and Agency Contract to
provide Oils, Lubricants, Greases, Fluids, & Antifreeze on an "as needed" basis if and when ordered by the Department of Adult
Correction (DAC). Vendors are reminded that this is a very demanding contract with large volume purchases going to a central
distribution point in Apex, North Carolina.
To comply with Governor Cooper's Executive Order 80 (October 2018), North Carolina's Commitment to Address Climate Change
and Transition to a Clean Energy Economy, the contract resulting from this solicitation intends to provide sustainability features
in accordance with industry standards.
Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto.
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 30 days before the end of the Contract's then-current term. In addition, the Sate 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 result
of the questions asked, then such decisions will be communicated in the form of an IFB addendum. The State may also elect to
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Bid Number: 52-IFB-2052198862-GAR Vendor: ____________________________________
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 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 06/19/2026
Submit Written Vendor 07/1/2026 by 5:00 PM ET
Questions
Provide Responses to State 07/8/2026 by 5:00 PM ET
Questions
Submit Bids Vendor 07/15/2026 by 2:00 PM ET
Microsoft Teams meeting Join:
https://teams.microsoft.com/meet/216347177242784?p=IOcaVmEyanS62KEWkU
Meeting ID: 216 347 177 242 784
Passcode: LW2UW3Pe
Dial in by phone
+1 984-204-1487,,392920650# United States, Raleigh
Find a local number
Phone conference ID: 392 920 650#
Contract Award State TBD
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 # 52-IFB-2052198862-GAR - 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
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Bid Number: 52-IFB-2052198862-GAR Vendor: ____________________________________
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.
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) Title Page: Include the company name, address, phone number and authorized representative along with the Bid Number.
b) Completed and signed version of 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) Vendor's Response Section 4.5 Delivery, 4.6 Authorized Reseller, 4.15 Secretary of State Registration, 5.1 Specifications, 6.1
Contract Manager and Customer Service.
e) Completed version of ATTACHMENT A: PRICING FORM
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Bid Number: 52-IFB-2052198862-GAR Vendor: ____________________________________
f) Completed and signed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION
g) Completed and signed version of ATTACHMENT E: CUSTOMER REFERENCE FORM
h) Completed and signed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR
i) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION
j) Completed and signed version of ATTACHMENT H: VENDOR REQUEST FOR EO50 PRICE-MATCHING
k) Completed and signed version of CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS and
OMB STANDARD FORM LLL
l) Completed version of ATTACHMENT K: SUSTAINABILITY EFFORTS
2.8 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 bids 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 #52-IFB-2052198862-GAR [for 'name of Vendor']". Each bid must be for a specific set of Goods and Services
and must include specific pricing. Each bid must be complete and independent of other bids offered. If a Vendor chooses to respond
with various offerings, Vendor shall follow the specific instructions for uploading Alternate Bids in the Sourcing Tool
2.9 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.
The State reserves the right to waive any minor informality or technicality in bids received.
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