54-ML-PR38287 Janitorial Services DOT-FMMU Main Office & Depot Warehouse

STATE OF NORTH CAROLINA
Department of Transportation
Invitation for Bid #: 54-ML-PR38287
JANITORIAL SERVICES - DOT-FMMU Main Office and Depot Warehouse
Date of Issue: August 24, 2026
Bid Due Date: September 14, 2026
At 2:00 PM ET
Direct all inquiries concerning this IFB to:
Michael Lingenfelter
Procurement Specialist II
Email: mwlingenfelter@ncdot.gov
Phone: 919-707-2642

STATE OF NORTH CAROLINA
Invitation for Bid #
54-ML-PR38287
______________________________________________________
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:54-ML-PR38287 Vendor: __________________________________________
STATE OF NORTH CAROLINA
Department of Transportation
Refer ALL Inquiries regarding this IFB to: Invitation for Bid #: 54-ML-PR38287
Michael Lingenfelter Bids will be publicly opened: September 14, 2026, 2:00 PM ET
mwlingenfelter@ncdot.gov
919-707-2642
Using Agency: NCDOT/Division of Highways Commodity No. and Description: Janitorial Services
Requisition No.: PR38287 761115 Cleaning and Janitorial Services
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:54-ML-PR35723 Vendor: __________________________________________
VALIDITY PERIOD
Offer shall be valid for at least ninety (90) 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 October, 2026, as indicated on
The attached certification, by ____________________________________________________________________.
(Authorized Representative of the North Carolina Department of Transportation)
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Bid Number:54-ML-PR35723 Vendor: __________________________________________
Table of 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 MANDATORY SITE VISIT ....................................................................................................... 6
2.6 BID QUESTIONS ..................................................................................................................... 7
2.7 BID SUBMITTAL ..................................................................................................................... 7
2.8 BID CONTENTS ...................................................................................................................... 7
2.9 ALTERNATE BIDS .................................................................................................................. 8
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ............................................................ 8
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 ................................................................................................................... 11
4.1 PRICING ................................................................................................................................ 11
4.2 VENDOR EXPERIENCE ........................................................................................................ 11
4.3 REFERENCES ...................................................................................................................... 11
4.4 FINANCIAL STABILITY ........................................................................................................ 11
4.5 BACKGROUND CHECKS ..................................................................................................... 12
4.6 PERSONNEL ......................................................................................................................... 14
4.7 VENDOR'S REPRESENTATIONS ........................................................................................ 14
4.8 BUILDING REQUIREMENTS ................................................................................................ 14
4.9 AGENCY INSURANCE REQUIREMENTS ............................................................................ 15
4.10 SUBCONTRACTORS ............................................................................................................ 15
4.11 SECRETARY OF STATE REGISTRATION ........................................................................... 16
4.12 COMMUNICATION SERVICES ............................................................................................. 16
4.13 VENDOR EQUIPMENT AND SUPPLIES .............................................................................. 16
4.14 DESCRIPTIVE LITERATURE ................................................................................................ 18
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Bid Number:54-ML-PR35723 Vendor: __________________________________________
4.15 HAZARDOUS SUBSTANCES AND SPILLS ......................................................................... 18
4.16 INSPECTIONS ....................................................................................................................... 18
4.17 UTILITIES ............................................................................................................................. 19
4.18 TRAINING REQUIREMENTS ............................................................................................... 19
4.19 ADDITIONAL REQUIREMENTS .......................................................................................... 19
5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 20
5.1 GENERAL ............................................................................................................................. 20
5.2 BUILDING LOCATION AND DATA ....................................................................................... 20
5.3 GENERAL CLEANING .......................................................................................................... 20
5.4 MAJOR MAINTENANCE SERVICES .................................................................................... 22
5.5 SUPPLEMENTAL SERVICES/EMERGENCY SERVICES .................................................... 25
6.0 CONTRACT ADMINISTRATION............................................................................................. 25
6.1 VENDOR CONTRACT ADMINISTRATOR/NCDOT CONTRACT ADMINISTRATOR/SITE
COORDINATOR ............................................................................................................................... 26
6.2 CONTRACT KICK-OFF AND POST AWARD REVIEW ........................................................ 26
6.3 INVOICES .............................................................................................................................. 26
6.4 CONTINUOUS IMPROVEMENT ............................................................................................ 27
6.5 ACCEPTANCE OF WORK .................................................................................................... 27
6.6 FAITHFUL PERFORMANCE ................................................................................................. 27
6.7 DISPUTE RESOLUTION ....................................................................................................... 28
6.8 CONTRACT CHANGES ........................................................................................................ 28
7.0 SUPPLEMENTAL TERMS AND CONDITIONS ...................................................................... 28
8.0 ATTACHMENTS ..................................................................................................................... 29
ATTACHMENT A: PRICING FORM ................................................................................................... 29
ATTACHMENT B: INSTRUCTIONS TO VENDORS .......................................................................... 32
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ................................... 32
ATTACHMENT D: RESERVED .......................................................................................................... 32
ATTACHMENT E: CUSTOMER REFERENCE FORM ....................................................................... 32
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR ........................................... 32
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION ................................................... 32
ATTACHMENT H: BUILDING #1 LOCATION AND DATA ................................................................ 33
ATTACHMENT I: BUILDING #2 LOCATION AND DATA .................................................................. 34
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Bid Number:54-ML-PR35723 Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The purpose of this Invitation for Bid (IFB) is to obtain pricing for and select a qualified Vendor to provide janitorial services for
the North Carolina Department of Transportation (NCDOT), Division of Highways (DOH), Fleet Management and Maintenance
Unit (FMMU) and Depot Warehouse Facilities, in Raleigh, NC. The contract shall consist of an all-inclusive janitorial service and
major maintenance including all reasonable and necessary labor, supervision, materials, equipment, and supplies to keep the
subject State building properly cleaned and supplied.
The purpose of this solicitation is to award an Agency Specific Term Contract (ASTC).
1.1 CONTRACT TERM
The Contract shall have an initial term of three (3) years, beginning November 1, 2026, following the execution of the contract. In
addition, 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 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 non-responsive.
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Bid Number:54-ML-PR35723 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 August 24, 2026
Hold Mandatory Site Visit State September 3, 2026 @ 10:00am ET
Submit Written Questions Vendor September 4, 2026 by 11:00am ET
Provide Response to Questions State September 8, 2026 by 2:00pm ET
Submit Bids Vendor September 14, 2026 By 2:00pm ET
Contract Award State TBD
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2.5 MANDATORY SITE VISIT
Date: 9/3/2026
Time: 10:00 AM ET
Location: 4809 Beryl Road
Raleigh, NC, 27606
Contact #: 919-707-2642 Michael Lingenfelter (Purchasing Agent)
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 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.
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Bid Number:54-ML-PR35723 Vendor: __________________________________________
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: mwlingenfelter@ncdot.gov by the date and time specified above. Vendors should enter
"IFB # 54-ML-PR38287 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. 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.
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.
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.
If confidential and proprietary information is included in the bid, also submit one (1) signed, REDACTED copy of the bid. Such
information may include trade secrets defined by N.C. Gen. Stat. 66-152 and other information exempted from the Public Records
Act pursuant to N.C. Gen. Stat. 132- 1.2. Vendor may designate information, Products, Services, or appropriate portions of its
response as confidential, consistent with and to the extent permitted under the statutes and rules set forth above. By so redacting
any page, or portion of a page, the Vendor warrants that it has formed a good faith opinion, having received such necessary or
proper review by counsel and other knowledgeable advisors, that the portions determined to be confidential and proprietary and
redacted as such, meet the requirements of the Rules and Statutes set forth above. However, under no circumstances shall price
information be designated as confidential.
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:
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Bid Number:54-ML-PR35723 Vendor: __________________________________________
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. Sections 4.2 Vendor Experience, 4.5.5 Background Checks, 4.11 Secretary of State, 4.13 Vendor Equipment
and Supplies, 4.14 Descriptive Literature, 6.1 Vendor Contract Administrator
d) Completed version of ATTACHMENT A: PRICING FORM
e) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM
f) Completed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR
g) 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 # 54-ML-PR38287". 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.
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS
Relevant definitions for this IFB are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found below which are
incorporated herein by this reference.
The following definitions, acronyms, and abbreviations are also relevant to this IFB:
a) Best Quality: That of highest quality, well made.
b) Bonnet Method or Spin Carpet Cleaning: A rotary floor machine with a cleaning pad soaked in solution. As it moves over the
carpet, the agitation causes dirt to be absorbed into the cleaning pad.
c) Building Size: Small building = 5000 sq. ft. or less. Medium building = 5001 sq. ft. 50,000 sq. ft. Large Building = 50,001+ sq. ft.
d) Clean: Free of impurities or foreign matter not normally a part of the original component and, if necessary, eliminating
objectionable odors.
e) Commercial Quality: Powerful cleaning chemicals that are formulated to be used in Commercial Building and Offices.
Equipment that is designed to provide performance, maneuverability, and durability in heavy-traffic areas typical of
Commercial Buildings and open office environments.
f) Descriptive Literature: Refers to brochures, catalogs, drawings, and photographs provided by the vendor to explain a product's
construction, features, and operation
g) Hazardous Substances: Any substance, other than oil, which, when discharged in any quantity, may present an imminent and
substantial danger to public health or welfare.
h) NCDOT Contract Administrator: Representative of the Department of Transportation who will administer the contract for the
State.
i) Oil: Any oil of any kind and in any form, including, but specifically not limited to petroleum, crude oil, diesel oil, fuel oil,
gasoline, lubrication oil, oil refuse, oil mixed with other waste, oil sludge, petroleum related products or by-products, and all
other liquid hydrocarbons, regardless of specific gravity, whether singly or in combination with other substances.
j) Professional Manner: The personnel performing the Services will possess the skill and competence consistent with the
prevailing business standards in the industry.
k) Safe: A condition free of hazards and not having potential for personal injury or harm.
l) Sanitary: Promoting healthful conditions by the elimination of dirt, agents of disease or infection through ventilation, cleansing
with disinfectants, or disposal of wastes.
m) Scrub: The use of brushes or other cleaning tools to accomplish the cleaning of various surfaces. Soap and clean water or
other approved cleaning materials can be used with the proper cleaning tools.
n) Site Coordinator: Representative of the Department of Transportation who is on site that ensures the specifications and
requirements are fulfilled.
o) Unauthorized Person: Any person who has not been approved by NCDOT to clean the building(s) under this Contract or
another contract with NCDOT, or a previously approved person whose background check is not current.
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