DPC-1677864747-MT-R - STC Promotional Items

STATE OF NORTH CAROLINA
DEPARTMENT OF ADMINISTRATION
DIVISION OF PURCHASE & CONTRACT
Request for Proposal #: DPC-1677864747-MT-R
Promotional Items
Date Issued: March 10, 2026
Bid Opening Date: April 13, 2026 Commented [MT1]: Will update upon final approval.
At 2:00 PM ET
Direct all inquiries concerning this RFP to:
Melinda Tomlinson
State Procurement Manager
E-mail: melinda.tomlinson@doa.nc.gov
Phone: 984-236-0238

STATE OF NORTH CAROLINA
Request for Proposal #
DPC-1677864747-MT-R
______________________________________________________
For internal state agency processing, including tabulation of Proposals, 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. If you do not have
a Vendor number, register at https://vendor.ncgov.com/vendor/login
Ver. 11/2024

STATE OF NORTH CAROLINA
DEPARTMENT OF ADMINISTRATION - DIVISION OF PURCHASE AND CONTRACT
Statewide Term Contract
Refer ALL inquiries regarding this RFP to the Request for Proposal #: DPC-1677864747-MT-R
procurement lead. Proposals will be publicly opened: April 13, 2026 at 2:00 PM ET Commented [MT2]: Will update upon final approval.
All correspondence with Vendors shall be through Microsoft Teams Meeting
the Ariba Sourcing Tool. Questions will be received Join the meeting now
in the Ariba Sourcing Tool (only) based on the Meeting ID: 257 238 879 327 21
schedule in Section 2.5. Passcode: tJ7Nm3NW
Dial in by phone
+1 984-204-1487,,333654207# United States, Raleigh
Phone conference ID: 333 654 207#
For Statewide Use of All State Entities Commodity # and Description: 801416 - Sales and business promotion
STC #: 8014A activities
EXECUTION
In compliance with this Request for Proposal (RFP), 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 RFP, 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 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 RFP, the undersigned certifies, for Vendor's entire organization
and its employees or agents, that Vendor are 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.
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Proposal Number: DPC-1677864747-MT-R Vendor: ____________________________________
Failure to execute/sign bid prior to submittal may render bid invalid and it MAY BE REJECTED. Late Proposals cannot 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: 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 RFP.
BID ACCEPTANCE
If your bid is accepted, all provisions of this RFP, 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 on date of _____________________ as indicated,
by _____________________________________________________________________.
(Authorized Representative of Department of Administration, Division of Purchase & Contract)
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Proposal Number: DPC-1677864747-MT-R Vendor: ____________________________________
TABLE OF CONTENTS
1.0 PURPOSE AND BACKGROUND ....................................................................................................6
1.1 CONTRACT TERM ...................................................................................................................... 7
1.2 ESTIMATED SPEND ................................................................................................................... 7
2.0 GENERAL INFORMATION .............................................................................................................7
2.1 REQUEST FOR PROPOSAL DOCUMENT ........................................................................................ 7
2.2 E-PROCUREMENT FEE ............................................................................................................... 7
2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ................................................. 7
2.4 RFP SCHEDULE .......................................................................................................................... 8
2.5 PROPOSAL QUESTIONS ............................................................................................................. 8
2.6 PROPOSAL SUBMITTAL ............................................................................................................. 9
2.7 PROPOSAL CONTENTS ............................................................................................................... 9
2.8 ALTERNATE PROPOSALS .......................................................................................................... 10
2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ...................................................................... 11
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS ...........................................................11
3.1 METHOD OF AWARD .............................................................................................................. 11
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION .......................... 12
3.3 PROPOSAL EVALUATION PROCESS ........................................................................................... 12
3.4 EVALUATION CRITERIA ............................................................................................................ 13
3.5 PERFORMANCE OUTSIDE THE UNITED STATES ........................................................................... 14
3.6 INTERPRETATION OF TERMS AND PHRASES .............................................................................. 14
4.0 REQUIREMENTS .........................................................................................................................14
4.1 PRICING ................................................................................................................................. 14
4.1.1 Additional Fees ...................................................................................................................... 15
4.1.2 Newly Implemented Import Tariff (Temporary Surcharge) ......................................................... 15
4.2 ADDITIONAL SAVINGS OFFERS/REBATES .................................................................................. 15
4.3 PRODUCT IDENTIFICATION ...................................................................................................... 16
4.4 TRANSPORTATION AND IDENTIFICATION .................................................................................. 16
4.5 DELIVERY ............................................................................................................................... 16
4.6 ON-TIME DELIVERY RATE ......................................................................................................... 16
4.7 DEFECTIVE PRODUCTS ............................................................................................................. 17
4.8 PRODUCT RECALL ................................................................................................................... 17
4.9 OUT-OF-STOCK AND BACK-ORDERS .......................................................................................... 17
4.10 QUALITY ACCEPTANCE INSPECTION .......................................................................................... 17
4.11 AUTHORIZED MANUFACTURER/DISTRIBUTOR/RESELLER ........................................................... 17
4.12 WARRANTY ............................................................................................................................ 18
4.13 SAMPLES/DESCRIPTIVE LITERATURE ......................................................................................... 18
4.14 VENDOR'S PUBLISHED CATALOG & LISTS .................................................................................. 18
4.15 HUB PARTICIPATION ............................................................................................................... 19
4.16 VENDOR EXPERIENCE .............................................................................................................. 19
4.17 REFERENCES ........................................................................................................................... 19
4.18 SUSTAINABILITY EFFORTS ........................................................................................................ 19
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Proposal Number: DPC-1677864747-MT-R Vendor: ____________________________________
4.19 RETURN POLICY ...................................................................................................................... 19
4.20 PRODUCT SAFETY LISTING ....................................................................................................... 20
4.21 VENDOR'S REPRESENTATIONS ................................................................................................. 20
4.22 FINANCIAL STABILITY .............................................................................................................. 20
4.23 INSURANCE REQUIREMENTS MODIFICATION ............................................................................ 20
4.24 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS ....................................................... 21
4.25 SECRETARY OF STATE REGISTRATION ....................................................................................... 21
4.26 SUBCONTRACTORS ................................................................................................................. 21
4.27 GENAI SOLUTIONS OR SERVICES .............................................................................................. 21
5.0 SCOPE OF WORK AND SPECIFICATIONS....................................................................................22
GENERAL ............................................................................................................................... 22
SPECIFICATIONS ..................................................................................................................... 22
5.2.1 Apparel.................................................................................................................................. 23
5.2.2 Bags and Totes ....................................................................................................................... 23
5.2.3 Drinkware .............................................................................................................................. 23
5.2.4 Writing Instruments................................................................................................................ 23
5.2.5 Award and Recognition Gifts ................................................................................................... 23
5.2.6 Other Promotional Merchandise .............................................................................................. 24
5.2.7 Additional Categories.............................................................................................................. 24
5.2.8 General Quality and Compliance Requirements ........................................................................ 24
SCOPE OF WORK .................................................................................................................... 24
5.3.1 Tasks and Deliverables ............................................................................................................ 24
5.3.2 Timelines & Flexibility ............................................................................................................. 25
IMPLEMENTATION AND COMMUNICATION PLAN ..................................................................... 26
CUSTOMER SERVICE PLAN ....................................................................................................... 26
5.5.1 GEOGRAPHIC COVERAGE ........................................................................................................ 26
PRODUCT AND CATALOG OFFERING ......................................................................................... 27
OPTIONAL VALUE-ADDED SERVICES ......................................................................................... 28
PROJECT ORGANIZATION ........................................................................................................ 28
TECHNICAL APPROACH ........................................................................................................... 28
6.0 CONTRACT ADMINISTRATION ..................................................................................................29
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ....................................................................... 29
6.2 ELECTRONIC PRODUCT CATALOG ............................................................................................. 29
6.3 CONTRACT BUSINESS REVIEW MEETINGS ................................................................................. 31
6.4 CONTINUOUS IMPROVEMENT ................................................................................................. 32
6.5 PERIODIC QUARTERLY SPEND REPORTS .................................................................................... 32
6.6 ACCEPTANCE OF WORK ........................................................................................................... 32
6.7 INVOICES ............................................................................................................................... 33
6.8 DISPUTE RESOLUTION ............................................................................................................. 33
6.9 PRODUCT RECALL ................................................................................................................... 33
6.10 POST AWARD PRODUCT SUBSTITUTION, ADDITIONS, & REMOVALS ........................................... 33
6.11 PRICE ADJUSTMENTS .............................................................................................................. 34
6.12 CONTRACT CHANGES .............................................................................................................. 34
6.13 TAXES .................................................................................................................................... 34
6.14 ATTACHMENTS ....................................................................................................................... 34
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Proposal Number: DPC-1677864747-MT-R Vendor: ____________________________________
7.0 Additional Terms and Conditions .............................................................................................35
7.1 TERMS AND CONDITIONS APPLICABLE TO ARTIFICIAL INTELLIGENCE ("AI") .................................... 35
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Proposal Number: DPC-1677864747-MT-R Vendor: ____________________________________
1.0 PURPOSE AND BACKGROUND
The Department of Administration (DOA) serves as the business manager for North Carolina State government and provides
leadership to State government for the effective, efficient, economical, and equitable delivery of services to the public. The
department also aids and services several advocacy programs that serve diverse segments of the State's population that have
traditionally been underserved. The Division of Purchase & Contract (P&C) is the strategic force to provide the State's entities
with a catalog of Statewide Term Contracts (STC) that provide for an encompassing, organized, and efficient manner to pool
resources to provide goods and services.
The State, through the Department of Administration's Division of Purchase & Contract, is seeking qualified Vendors to establish a
Statewide Term Contract to furnish and deliver the State's requirements for Promotional Items throughout the State on an "As
Needed" basis, if and when ordered by State Departments, Agencies, and Institutions of Higher Education during the contract
period.
The State seeks to launch the intended STC for the procurement of promotional items to include a wide range of products that can
be customized with logos, slogans, or other branding to support the State's mission to engage the public, strengthen community
outreach, and enhance recognition of State agencies, programs, and services. This initiative will serve a variety of functions,
including but not limited to:
Public awareness campaigns and events
Employee recognition programs
Community outreach and educational initiatives
Promotional giveaways and marketing efforts
Product categories will include:
Category 1: Apparel (e.g., T-shirts, polos, outerwear, hats, uniforms)
Category 2: Bags & Totes (e.g., tote bags, backpacks, duffels, drawstring bags)
Category 3: Drinkware (e.g., mugs, tumblers, bottles)
Category 4: Writing Instruments (e.g., pens, pencils, highlighters, markers, stylus pens, mechanical pencils)
Category 5: Award & Recognition Gifts (e.g., plaques, trophies, medals, crystal awards, framed certificates, lapel pins)
Category 6: Other Promotional Merchandise (any item suitable for imprinting with a logo or branding)
This new STC will serve as a primary resource for State entities seeking reliable sources for high-quality, competitively priced
promotional items and services. By centralizing procurement under a single contract, the State intends to improve efficiency and
promote brand consistency for all State Entities.
To comply with the Governor's Office'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 such as products with recycled or biodegradable content, reduced packaging, and options for reusable or environmentally
certified items (e.g., Forest Stewardship Council (FSC), Green Seal), per industry standards. See Section 4.18 Sustainability Efforts.
The intent of this Request for Proposal (hereinafter, "RFP") is to receive pricing from Vendors that will offer savings to the State
and confirm, through Vendors' submission of proposals, its ability to meet the State's needs.
The contract resulting from this RFP is mandatory for State departments and most State Agencies, and by State institutions of
higher education (except under the conditions specified in G.S. 115D-58.14(a) and G.S. 116-13). The Contract may also be utilized,
without further competition, by non-mandatory State Agencies and Other Eligible Entities.
North Carolina State Organizations
North Carolina Community Colleges
North Carolina Institutions - UNC System
Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.
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Proposal Number: DPC-1677864747-MT-R Vendor: ____________________________________
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 any time during the contract period, the State may conduct an Open Enrollment process by posting a solicitation in the Ariba
Sourcing Tool for the purpose of adding new suppliers or manufacturers to the contract, to provide wide coverage of promotional
items. The awarded Vendor(s) will remain on the contract for the duration of the contract term unless terminated for convenience.
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 thirty (30) days before the end of the Contract's then-current term. In addition, the State
reserves the right to extend a contract term after the last active term.
1.2 ESTIMATED SPEND
As part of this new State Term Contract initiative, the estimated spend for the contract term is $6,085,000.00, based on historical
promotional item expenditures across the state. This amount is not guaranteed and could be more or less than the historical
expenditure during the contract period. No maximum or minimum quantities are guaranteed. The State will be responsible only
for items requested and received.
2.0 GENERAL INFORMATION
2.1 REQUEST FOR PROPOSAL DOCUMENT
The RFP is comprised of the base RFP 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 RFP 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 RFP 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 RFP.
If Vendors have questions or issues regarding any component within this RFP, 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 RFP addendum. The State may also elect to leave
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Proposal Number: DPC-1677864747-MT-R Vendor: ____________________________________
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 RFP 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 non-responsive.
2.4 RFP SCHEDULE Commented [MT3]: Will update upon final approval.
The table below shows the intended schedule for this RFP. The State will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFP State March 10, 2026
Submit Written Questions Vendor March 20, 2026 @ 12:00 PM ET
Provide Responses to Questions State March 27, 2026
Submit Proposals/Bid Opening Vendor April 13, 2026 @ 2:00 PM ET
Microsoft Teams Meeting
Join the meeting now
Meeting ID: 257 238 879 327 21
Passcode: tJ7Nm3NW
Dial in by phone
+1 984-204-1487,,333654207# United States,
Raleigh
Phone conference ID: 333 654 207#
Intended Contract Award State TBD
2.5 PROPOSAL QUESTIONS
Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP 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 RFP 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 RFP SCHEDULE Section of this RFP.
Vendors will enter "RFP # DPC-1677864747-MT-R- Questions" as the subject of the message. Question submittals should include
a reference to the applicable RFP section. This is the only manner in which questions will be received. Questions submitted via
email will not be addressed.
Questions or issues related to using the Sourcing Tool itself should 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 EST.
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