Janitorial Services

STATE OF NORTH CAROLINA
Haywood Community College
Invitation for Bid #: 101-HCC2026-03
Janitorial Services
Date of Issue: March 16, 2026
Bid Opening Date: April 10, 2026
At 2:00 PM ET
Direct all inquiries concerning this IFB to:
Jacqueline Maurer
Accounting Tech / Purchasing
Email: jkmaurer@haywood.edu
Phone: 828-627-4605
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STATE OF NORTH CAROLINA
Invitation for Bid #
101-HCC2026-03
______________________________________________________
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://vendor.ncgov.com/vendor/login
Electronic responses ONLY will be accepted for this solicitation.
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Bid Number: 101-HCC2026-03 Vendor: __________________________________________
STATE OF NORTH CAROLINA
Haywood Community College
Refer ALL Inquiries regarding this IFB to: Invitation for Bid #: 101-HCC2026-03
Jacqueline Maurer, Purchasing Bids will be publicly opened: April 10, 2026, at 2:00 P.M.
jkmaurer@haywood.edu
Using Agency: Haywood Community College Commodity No. and Description:761115 Janitorial Services
Requisition No.:
EXECUTION
In compliance with this Invitation for Bid (IFB), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish
and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.
By executing this bid, the undersigned Vendor understands that false certification is a Class I felony and certifies that:
this bid is submitted competitively and without collusion (G.S. 143-54),
none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A
of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and
it is not an ineligible Vendor as set forth in G.S. 143-59.1.
Furthermore, by executing this bid, the undersigned certifies to the best of Vendor's knowledge and belief, that:
it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded
from covered transactions by any Federal or State department or agency.
As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result
of this IFB, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer
with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.
As required by Executive Order 24 (2017), the undersigned Vendor certifies will comply with all Federal and State requirements concerning
fair employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of
any Contract arising from this solicitation.
G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans,
specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public
contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of
this response to the IFB, the undersigned certifies, for Vendor's entire organization and its employees or agents, that Vendor is not aware
that any such gift has been offered, accepted, or promised by any employees of your organization.
By executing this bid, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL
TERMS AND CONDITIONS incorporated herein. These documents can be accessed from the ATTACHMENTS page within this document.
Failure to execute/sign bid prior to submittal may render bid invalid and it MAY BE REJECTED. Late bids shall not be accepted.
COMPLETE/FORMAL NAME OF VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE 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: EMAIL:
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Bid Number: 101-HCC2026-03 Vendor: __________________________________________
VALIDITY PERIOD
Offer shall be valid for at least sixty (60) days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual
agreement of the parties in writing. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this
IFB.
ACCEPTANCE OF BIDS
If your bid is accepted, all provisions of this IFB, along with the written results of any negotiations, shall constitute the written agreement
between the parties ("Contract"). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply.
Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.
FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on
The attached certification, by ____________________________________________________________________.
(Authorized Representative of Haywood Community College)
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Bid Number: 101-HCC2026-03 Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 6
1.1 CONTRACT TERM .................................................................................................................. 6
2.0 GENERAL INFORMATION ....................................................................................................... 6
2.1 INVITATION FOR BID DOCUMENT ........................................................................................ 6
2.2 E-PROCUREMENT FEE ......................................................................................................... 6
2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS ................................. 6
2.4 IFB SCHEDULE ...................................................................................................................... 7
2.5 MANDATORY SITE VISIT ....................................................................................................... 7
2.6 BID QUESTIONS ..................................................................................................................... 7
2.7 BID SUBMITTAL ..................................................................................................................... 8
2.8 BID CONTENTS ...................................................................................................................... 8
2.9 ALTERNATE BIDS .................................................................................................................. 8
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ............................................................ 9
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS .................................................... 9
3.1 METHOD OF AWARD ............................................................................................................. 9
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 FINANCIAL STABILITY ........................................................................................................ 11
4.3 HUB PARTICIPATION .......................................................................................................... 11
4.4 REFERENCES ...................................................................................................................... 11
4.5 BACKGROUND CHECKS ..................................................................................................... 11
4.5.1 VENDOR BACKGROUND CHECK AGREEMENT ............................................................... 12
4.6 PERSONNEL ......................................................................................................................... 12
4.7 VENDOR'S REPRESENTATIONS ........................................................................................ 12
4.8 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................. 13
5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 13
5.1 GENERAL SPECIFICATIONS ............................................................................................... 13
5.2 BUILDING LISTING/SPACE ................................................................................................. 14
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Bid Number: 101-HCC2026-03 Vendor: __________________________________________
5.3 SCOPE OF WORK & SPECIFICATIONS .............................................................................. 15
5.4 MATERIALS, SUPPLIES, TOOLS, & EQUIPMENT .............................................................. 15
5.5 GENERAL CLEANING .......................................................................................................... 15
5.6 TASKS & FREQUENCY: DAILY, WEEKLY, BI-WEEKLY, AND QUARTERLY CLEANING 17
5.7 REQUIRED SERVICES (ANNUAL DEEP CLEANING) ......................................................... 18
5.8 EVENT SERVICES ................................................................................................................ 18
5.9 JANITORIAL CLOSETS/SUPPLIES ..................................................................................... 18
5.10 JANITORIAL SUPERVISOR OFFICE ................................................................................... 19
5.11 VEHICLE REQUIREMENT .................................................................................................... 19
5.12 JANITORIAL SUPERVISOR RESPONSIBILITIES................................................................ 19
5.13 ADDITIONAL REQUIREMENTS ........................................................................................... 19
5.14 EMERGENCY JANITORIAL SERVICES ............................................................................... 19
5.15 KEYS / BUILDING ACCESS CARDS .................................................................................... 19
5.16 IDENTITY REQUIREMENTS ................................................................................................. 19
5.17 COMMUNICATION SERVICES ............................................................................................. 20
5.18 VENDOR/ EMPLOYEE POLICY ............................................................................................ 20
5.19 STAFFING WORKSHEET ..................................................................................................... 20
5.20 DEVIATIONS ......................................................................................................................... 21
6.0 CONTRACT ADMINISTRATION............................................................................................. 21
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ......................................................... 21
6.2 INVOICES .............................................................................................................................. 21
6.3 POST AWARD PROJECT REVIEW MEETINGS .................................................................. 22
6.4 CONTINUOUS IMPROVEMENT ............................................................................................ 22
6.5 PERIODIC MONTHLY STATUS REPORTS .......................................................................... 22
6.6 ACCEPTANCE OF WORK .................................................................................................... 22
6.7 DISPUTE RESOLUTION ....................................................................................................... 22
6.8 CONTRACT CHANGES ........................................................................................................ 23
7.0 ATTACHMENTS ..................................................................................................................... 24
ATTACHMENT A: PRICING............................................................................................................... 24
ATTACHMENT B: INSTRUCTIONS TO VENDORS .......................................................................... 26
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ................................... 26
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION .............................................. 26
ATTACHMENT E: CUSTOMER REFERENCE FORM ....................................................................... 26
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR ........................................... 26
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Bid Number: 101-HCC2026-03 Vendor: __________________________________________
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION ................................................... 26
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Bid Number: 101-HCC2026-03 Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The intent of this Invitation for Bid (IFB) is to establish an Agency Contract with a responsible Vendor to furnish all labor,
supervision, equipment, tools, materials, and supplies necessary to maintain College facilities in a clean, sanitary, safe, and
professional condition.
Haywood Community College (HCC), a member of the North Carolina Community College System, has three (3) locations, 23
buildings, and an estimated 250,930 square feet throughout Haywood County, with its main campus located in Clyde, NC.
The Vendor shall provide janitorial services as specified in the Scope of Work outlined in this IFB, and as deemed industry
standard for the housekeeping profession.
The intent of this solicitation is to award an Agency Contract.
1.1 CONTRACT TERM
The Contract shall have an initial term of three (3) years, commencing on the date of final execution of the Contract (the
"Effective Date"). In addition, the State reserves the right to extend the contract at the end of its active term.
Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto.
2.0 GENERAL INFORMATION
2.1 INVITATION FOR BID DOCUMENT
This IFB is comprised of the base IFB document, any attachments, and any addenda released before Contract award, which are
incorporated herein by reference.
2.2 E-PROCUREMENT FEE
ATTENTION: The E-Procurement fee may apply to this solicitation. See the paragraph entitled ELECTRONIC PROCUREMENT
of the North Carolina General Terms and Conditions.
General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/.
2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions, all
relevant exhibits and attachments, and any other components made a part of this IFB and comply with all requirements and
specifications herein. Vendors are also responsible for obtaining and complying with all Addenda and other changes that may
be issued in connection with this IFB.
If Vendors have questions or issues regarding any component of this IFB, those must be submitted as questions in accordance
with the instructions in the BID QUESTIONS Section. If the State determines that any changes will be made as a result of the
questions asked, then such decisions will be communicated in the form of an IFB addendum. The State may also elect to leave
open the possibility for later negotiation of specific provisions of the Contract that have been addressed during the question-
and-answer period, prior to contract award.
Other than through the process of negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate
or consider any additional or modified terms and conditions submitted with Vendor's bid or otherwise. This applies to any
language appearing in or attached to the document as part of the Vendor's bid that purports to vary any terms and conditions
or Vendors' instructions herein or to render the bid non-binding or subject to further negotiation. Vendor's bid shall constitute
a firm offer that shall be held open for the period required herein ("Validity Period" above).
The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this IFB
Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or
inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon during negotiations and
incorporated by way of a Best and Final Offer (BAFO). Noncompliance with, or any attempt to alter or delete, this paragraph
shall constitute sufficient grounds to reject Vendor's bid as nonresponsive.
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Bid Number: 101-HCC2026-03 Vendor: __________________________________________
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 16, 2026
Hold Pre-Bid Meeting/Site Visit State March 25, 2026 at 9:00 A.M.
Submit Written Questions Vendor March 31, 2026 by 4:00 P.M.
Provide Response to Questions State April 6, 2026
Submit Bids Vendor April 10, 2026 by 2:00 P.M.
Contract Award State TBD
2.5 MANDATORY SITE VISIT
Date: 03/25/2026
Time: 09:00 AM Eastern Time
Location: 89 Vocational Drive
Hawthorne Building
Clyde, NC 28721
Contact #: 828-565-4033, Ian Cernak
Instructions: It shall be MANDATORY that a representative from each Vendor be present for a pre-bid site visit. Attendees must
arrive promptly. All attendees must sign in upon arrival and clearly indicate each prospective Vendor represented on the sign-
in sheet. LATE ARRIVALS WILL NOT BE ALLOWED TO SIGN IN OR PARTICIPATE IN THE SITE VISIT, NOR SHALL THEIR BID BE
CONSIDERED. Once the sign-in process is complete, all other persons wishing to attend may do so to the extent that space and
circumstances allow.
FAILURE TO ATTEND THE MANDATORY SITE VISIT SHALL RESULT IN VENDOR'S BID BEING DEEMED NON-RESPONSIVE AND
NOT CONSIDERED FOR AWARD.
The purpose of this visit is for all prospective Vendors to apprise themselves of the conditions and requirements which will
affect the performance of the work called for by this IFB. Vendors must stay for the duration of the site visit . No allowances
will be made for unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by
this IFB.
Vendors are cautioned that any information released to attendees during the site visit, other than that involving the physical
aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this IFB, must be
confirmed by written addendum before it can be considered to be a part of this IFB and any resulting contract.
2.6 BID QUESTIONS
Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best bid
possible. To accommodate the Bid Questions process, Vendors shall submit any such questions by the "Submit Written
Questions" date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum.
Written questions shall be emailed to jkmaurer@haywood.edu by the date and time specified above. Vendors should enter
"IFB # 101-HCC2026-03: Questions" as the subject for the email. Question submittals should include a reference to the
applicable IFB section and be submitted in the format shown below:
Reference Vendor Question
IFB Section, Page Number Vendor question ...?
Questions received prior to the submission deadline date, the State's response, and any additional terms deemed necessary
by the State will be posted in the form of an addendum to the electronic Vendor Portal (eVP), https://evp.nc.gov, and shall
become an Addendum to this IFB. No information, instruction or advice provided orally or informally by any State personnel,
whether made in response to a question or otherwise in connection with this IFB, shall be considered authoritative or binding.
Vendors shall rely only on written material contained in the IFB and an addendum to this IFB.
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Bid Number: 101-HCC2026-03 Vendor: __________________________________________
2.7 BID SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered, and will
be automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to unintended
or unanticipated delay. It is the Vendor's sole responsibility to ensure its bid has been received as described in this IFB by the
specified time and date of opening. The time and date of receipt will be marked on each bid when received. Any bid or portion
thereof received after the bid deadline will be rejected.
eVP
If applicable to this IFB and using eVP, all proposal responses shall be submitted electronically via the electronic Vendor Portal
(eVP). Additional information can be found at the eVP updates for Vendors link:
https://eprocurement.nc.gov/news-events/evp-updates-vendors
Failure to submit a bid in strict accordance with these instructions shall constitute sufficient cause to reject a Vendor's bids(s).
Vendors are strongly encouraged to allow sufficient time to upload bids.
Critical updated information may be included in Addenda to this IFB. It is important that all Vendors responding to this IFB
periodically check the State's eVP website for any Addenda that may be issued prior to the bid opening date. All Vendors shall
be deemed to have read and understood all information in this IFB and all Addenda thereto.
2.8 BID CONTENTS
Vendors shall populate all attachments of this IFB that require the Vendor to provide information and include an authorized
signature where requested. Failure to provide all required items, or Vendor's submission of incomplete items, may result in the
State rejecting Vendor's bid, in the State's sole discretion.
Vendor IFB responses shall include the following items and attachments, which shall be arranged in the following order:
a) Completed and signed version of all EXECUTION PAGES, along with the body of the IFB.
b) Signed receipt pages of any addenda released in conjunction with this IFB, if required to be returned.
c) Vendor's Response:
4.5.1 VENDOR BACKGROUND CHECK AGREEMENT
5.19 STAFFING WORKSHEET
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE
d) Completed version of ATTACHMENT A: PRICING
e) Completed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION
f) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM
g) Completed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR
h) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION
2.9 ALTERNATE BIDS
Unless provided otherwise in this IFB, Vendor may submit alternate bids for comparable Goods, various methods or levels of
Service(s), or that propose different options. Alternate bid must specifically identify the IFB requirements and advantage(s)
addressed by the alternate bid. Any alternate bid, in addition to the marking described above, must be clearly marked with the
legend: "Alternate Bid #101-HCC2026-03 [for 'name of Vendor']". Each bid must be for a specific set of Goods and Services and
must include specific pricing. If a Vendor chooses to respond with various offerings, each must be offered with a separate price
and be contained in a separate bid. Each bid must be complete and independent of other bids offered.
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