Janitorial Services - North Carolina Central University New Student Center

STATE OF NORTH CAROLINA
NORTH CAROLINA CENTRAL UNIVERSITY
Invitation for Bid #: 61-IFB25027
Janitorial Services - NCCU New Student Center
Date of Issue: March 24, 2026
Bid Opening Date: April 13, 2026
At 2:00 PM ET
Direct all inquiries concerning this IFB to:
Bernell Bright
Strategic Procurement Manager
Email: bbright3-t@nccu.edu
Phone: 919 530-6877

STATE OF NORTH CAROLINA
Invitation for Bid #
61-IFB25027
______________________________________________________
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
Electronic responses ONLY will be accepted for this solicitation.
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Bid Number: 61-IFB25027 Vendor: __________________________________________
STATE OF NORTH CAROLINA
North Carolina Central University
Refer ALL Inquiries regarding this IFB to: Invitation for Bid #: 61-IFB25027
Contact: Bernell Bright Bids will be publicly open: April 13, 2026, at 2:00 PM EST Local Time
Phone: 919 530-6877 Via North Carolina Electronic Vendor Portal
Email: bbright3-t@nccu.edu
Using Agency: North Carolina Central University Commodity No. and Description: 761100 Janitorial Services
Requisition No.: TBD
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:
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Bid Number: 61-IFB25027 Vendor: __________________________________________
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
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 North Carolina Central University)
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Bid Number: 61-IFB25027 Vendor: __________________________________________
Contents
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 SITE VISIT or PRE-BID CONFERENCE .................................................................................................................... 6
2.6 BID QUESTIONS .................................................................................................................................................. 6
2.7 BID SUBMITTAL .................................................................................................................................................. 7
2.8 BID CONTENTS ................................................................................................................................................... 7
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS ........................................................................................ 8
3.1 METHOD OF AWARD .......................................................................................................................................... 8
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ............................................... 8
3.3 BID EVALUATION PROCESS ................................................................................................................................. 8
3.4 PERFORMANCE OUTSIDE THE UNITED STATES ................................................................................................... 9
3.5 INTERPRETATION OF TERMS AND PHRASES ....................................................................................................... 9
4.0 REQUIREMENTS ................................................................................................................................................... 9
4.1 PRICING ............................................................................................................................................................ 10
4.2 FINANCIAL STABILITY ....................................................................................................................................... 10
4.3 HUB PARTICIPATION ........................................................................................................................................ 10
4.4 REFERENCES ..................................................................................................................................................... 10
4.5 BACKGROUND CHECKS ..................................................................................................................................... 10
4.6 PERSONNEL ...................................................................................................................................................... 12
4.7 VENDOR'S REPRESENTATIONS ......................................................................................................................... 13
4.8 AGENCY INSURANCE REQUIREMENTS MODIFICATION ..................................................................................... 13
4.10 SUBCONTRACTORS ........................................................................................................................................... 13
4.11 SECRETARY OF STATE REGISTRATION ............................................................................................................... 13
5.0 SPECIFICATIONS AND SCOPE OF WORK.............................................................................................................. 14
6.0 CONTRACT ADMINISTRATION ............................................................................................................................ 27
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Bid Number: 61-IFB25027 Vendor: __________________________________________
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ............................................................................................. 28
6.2 INVOICES .......................................................................................................................................................... 28
6.3 POST AWARD BUSINESS REVIEW MEETINGS .................................................................................................... 28
6.4 CONTINUOUS IMPROVEMENT ......................................................................................................................... 28
6.5 MONTHLY STATUS REPORT .............................................................................................................................. 29
6.6 ACCEPTANCE OF WORK .................................................................................................................................... 29
6.8 TRANSITION ASSISTANCE ................................................................................................................................. 29
6.9 DISPUTE RESOLUTION ...................................................................................................................................... 29
6.10 CONTRACT CHANGES ....................................................................................................................................... 29
7.0 ATTACHMENT A. Pricing form ..........................................................................................................................................30
ATTACHMENT B: INSTRUCTIONS TO VENDORS ................................................................................................................ 32
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ............................................................................ 32
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION ..................................................................................... 32
ATTACHMENT E: CUSTOMER REFERENCE FORM .............................................................................................................. 32
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR .................................................................................... 32
https://www.doa.nc.gov/pandc/onlineforms/pc-worker-location-92021-pdf/open ....................................................... 32
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION .......................................................................................... 32
QUESTIONS AND ANSWERS...............................................................................................................................................................33
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Bid Number: 61-IFB25027 Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
North Carolina Central University (NCCU) is seeking to contract with vendor(s) to provide janitorial services for the subject
University/building/facility, as herein specified. The contract shall consist of an all-inclusive janitorial service with routine
cleaning schedules, including all necessary labor, supervision, materials, and equipment in order to keep the subject State
building properly cleaned and supplied. The NCC Facilities Operations shall perform the administration of the contract. The
NCCU Facilities Operations is responsible for providing efficient, healthy, and safe janitorial service for the University
buildings. Therefore, with this IFB, the University seeks proposals from experienced, qualified Vendors to provide the
qualifying service with sufficient and professional manpower.
Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto.
The intent of this solicitation is to award an Agency Contract.
1.1 CONTRACT TERM
The Contract shall have an initial term of one (1) year beginning on the date of final Contract execution (the "Effective Date"). The
Vendor shall begin work under the Contract within ten (10) business days of the Effective Date or sooner.
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 90 days before the end of the Contract's then-current term. In addition to any optional renewal
terms, and with the Vendor's concurrence, the State reserves the right to extend the Contract 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
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 shall not 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'
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Bid Number: 61-IFB25027 Vendor: __________________________________________
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.
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 24, 2026
Hold Pre-Bid Conference/Site-Visit - OPTIONAL State March 30, 2026 @ 9:00 AM EST
Submit Written Questions Vendor March 31, by 2:00 PM EST
Provide Response to Questions State April 6, 2026
Submit Bids Vendor April 13, 2026 @ 2:00 PM EST
Contract Award State TBD
2.5 SITE VISIT or PRE-BID CONFERENCE - VENDOR NOTE: OPTIONAL
Urged and Cautioned Pre-Bid Conference and Site Visit
Date: March 30, 2026 - OPTIONAL
Time: 9:00 AM Eastern Time
Location: NCCU Physical Plant Conference Room, 206 Eagle Campus Drive.
Available parking option: NCCU Latham Parking deck, 205 E. Lawson St., Durham NC 27707
Contact for parking and conference location only: Harold Seegars (O) 919 530-7244
Or Purchasing Contact #: 919 530-6877
Instructions: Vendor representatives are URGED and CAUTIONED to attend the pre-bid conference and apprise themselves of the
conditions and requirements which will affect the performance of the work called for by this IFB. A non-mandatory site visit is
scheduled for this IFB Submission of a bid shall constitute sufficient evidence of Vendor's compliance and no allowance will be
made for unreported conditions which a prudent vendor would recognize as affecting the performance of the work called for in
this IFB.
Vendors are cautioned that any information released to attendees during the pre-bid conference and/or site, 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.
Your failure to attend will not relieve the contractor from responsibility for estimating properly the difficulty and
cost of successfully performing the work or proceeding to successfully perform the work without additional expense
to the State.
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.
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Bid Number: 61-IFB25027 Vendor: __________________________________________
Written questions shall be emailed to bbright3-t@nccu.edu by the date and time specified above. Vendors should enter "IFB # 61-
IFB25027: 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.
2.7 BID SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk of late submission due to unintended or
unanticipated delay, or technical issue. It is the Vendor's sole responsibility to ensure its bid has been received via the eVP as
described in this IFB by the specified time and date of opening. The date and time of receipt will be electronically stamped by the
system when received. Any bid or portion thereof received or attempted to be submitted after the bid submission deadline will
be rejected.
All bid 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.
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 versions 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. (Sections: (6.1 Contract Manager and Customer Service 6.0 Licenses/Permits/Insurance.)
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
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Bid Number: 61-IFB25027 Vendor: __________________________________________
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 an 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 here in 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 multiple Vendor, 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.
The State reserves the right to waive any minor informality or technicality in bids received.
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION
While this IFB 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 the Paragraph 29 of the Instructions to
Vendors entitled COMMUNICATIONS BY VENDORS.
Each Vendor submitting a bid to this IFB, 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 bid 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 IFB or inquiries directed to the procurement lead named in this IFB regarding requirements of the IFB (prior to
proposal submission) or the status of the award (after submission) are excepted from this provision.
3.3 BID EVALUATION PROCESS
Only responsive submissions will be evaluated.
The State will conduct an evaluation of responsive Bids, as follows:
Bids will be received according to the method stated in the Bid Submittal section above.
All bids must be received by the issuing agency not later than the date and time specified in the IFB SCHEDULE Section above,
unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and
the State reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best
interest of the State.
At the date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum, the bids from each
responding Vendor will be opened publicly and all offers (except those that have been previously withdrawn, or voided bids)
will be tabulated. The tabulation shall be made public at the time it is created. When negotiations after receipt of bids is
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