Non-IT RFQ Agency Services Sourcing Event - PQS Mission Critical Eaton Factory Eaton Service and Maintenance

STATE OF NORTH CAROLINA
North Carolina Department of Information Technology
Request for Quote #: 41- 2172090628
Factory Service and Maintenance to EDC UPS and Battery Systems
Date of Issue: June 29, 2026
Quote Due Date: July 10, 2026
At 2:00PM ET
Direct all inquiries concerning this RFQ to:
Kelley Fore
Procurement Specialist II
Email: Kelley.fore@nc.gov
Phone: 919-754-6665

STATE OF NORTH CAROLINA
Request for Quote #
41- 2172090628
______________________________________________________
For internal State agency processing, including tabulation of quotes, 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 quote.
Failure to do so may subject your quote to rejection.
___________________________________________________
Vendor Name
______________________________
Vendor eVP#
Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered
Vendor in good standing. You must enter the Vendor number assigned through eVP (Electronic Vendor
Portal). If you do not have a Vendor number, register at https://evp.nc.gov/SignIn
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Quote Number: 41- 2172090628 Vendor: __________________________________________
STATE OF NORTH CAROLINA
North Carolina Department of Information Technology
Refer ALL Inquiries regarding this RFQ to the Request for Quote #: 41- 2172090628
Procurement Lead through the Message Board in Quotes will be opened: July 10, 2026 at 2:00pm
the Sourcing Tool. See section 2.5 for details
Using Agency: NC DIT Commodity No. and Description: 721543 Motive and Electrical power
Requisition No.: NA generation equipment maintenance
EXECUTION
In compliance with this Request for Quote (RFQ), 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 quoted, at the prices set opposite each item within the time specified herein.
By executing this quote, the undersigned Vendor understands that false certification is a Class I felony and certifies that:
this quote 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 quote, 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
RFQ, 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 RFQ, 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.
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Quote Number: 41- 2172090628 Vendor __________________________________________
By executing this quote, 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 Ariba Sourcing Tool.
Failure to execute/sign quote prior to submittal may render quote invalid and it MAY BE REJECTED. Late quotes 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:
VALIDITY PERIOD
Offer shall be valid for at least sixty (60) days from date of quote 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 RFQ.
ACCEPTANCE OF QUOTES
If your quote is accepted, all provisions of this RFQ, 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 Department of Information Technology)
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Quote Number: 41- 2172090628 Vendor __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND .......................................................................................................... 5
1.1 CONTRACT TERM .................................................................................................................................. 5
2.0 GENERAL INFORMATION .................................................................................................................. 5
2.1 REQUEST FOR QUOTE DOCUMENT .................................................................................................. 5
2.2 E-PROCUREMENT FEE ..................................................................................................................... 5
2.3 NOTICE TO VENDORS REGARDING RFQ TERMS AND CONDITIONS .................................................... 5
2.4 RFQ SCHEDULE ............................................................................................................................... 6
2.5 QUOTE QUESTIONS......................................................................................................................... 6
2.6 QUOTE SUBMITTAL ......................................................................................................................... 6
2.7 QUOTE CONTENTS .......................................................................................................................... 7
2.8 ALTERNATE QUOTES ....................................................................................................................... 8
2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ................................................................................... 8
3.0 METHOD OF AWARD AND QUOTE EVALUATION PROCESS ................................................................. 8
3.1 METHOD OF AWARD ...................................................................................................................... 8
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION .............................. 8
3.3 PERFORMANCE OUTSIDE THE UNITED STATES ................................................................................. 9
3.4 INTERPRETATION OF TERMS AND PHRASES ..................................................................................... 9
4.0 REQUIREMENTS ............................................................................................................................... 9
4.1 PRICING.......................................................................................................................................... 9
4.2 TRANSPORTATION AND IDENTIFICATION ........................................................................................ 9
DELIVERY .................................................................................................................................................. 10
4.3 FINANCIAL STABILITY .................................................................................................................... 10
4.4 HUB PARTICIPATION ..................................................................................................................... 10
4.5 PERSONNEL .................................................................................................................................. 10
4.6 VENDOR'S REPRESENTATIONS ...................................................................................................... 10
4.7 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................................... 11
4.8 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS ........................................................... 11
4.9 SUBCONTRACTORS ....................................................................................................................... 11
4.10 SECRETARY OF STATE REGISTRATION ............................................................................................ 11
5.0 SPECIFICATIONS AND SCOPE OF WORK ........................................................................................... 11
5.1 SPECIFICATIONS ............................................................................................................................ 12
5.2 TASKS/DELIVERABLES ................................................................................................................... 12
1. Maintenance Tasks ....................................................................................................................... 12
2. Emergency repairs. ....................................................................................................................... 12
5.3 DEVIATIONS ................................................................................................................................. 12
6.0 CONTRACT ADMINISTRATION ........................................................................................................ 12
6.1 CONTRACT MANAGER .................................................................................................................... 12
6.2 INVOICES ............................................................................................................................................ 13
6.3 POST AWARD BUSINESS REVIEW MEETINGS ........................................................................................ 13
6.4 CONTINUOUS IMPROVEMENT ............................................................................................................. 13
6.5 ACCEPTANCE OF WORK ....................................................................................................................... 13
6.7 TRANSITION ASSISTANCE .................................................................................................................... 14
6.8 DISPUTE RESOLUTION ......................................................................................................................... 14
6.9 CONTRACT CHANGES .......................................................................................................................... 14
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Quote Number: 41- 2172090628 Vendor __________________________________________
6.10 ATTACHMENTS.................................................................................................................................. 14
ATTACHMENT A: PRICING .......................................................................................................................... 15
ATTACHMENT B: INSTRUCTIONS TO VENDORS ............................................................................................ 16
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ......................................................... 16
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION.................................................................. 16
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR ................................................................. 16
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION ....................................................................... 16
LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS ......................................................................... 16
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Quote Number: 41- 2172090628 Vendor __________________________________________
1.0 PURPOSE AND BACKGROUND
The intent of this Request for Quotation (RFQ) is to award an Agency Specific Contract to procure Factory Eaton Service and
Maintenance for NCDIT's critical UPS and Battery Systems at the Eastern Data Center. This coverage represents recommended
maintenance and repairs including parts and labor. This RFQ is being sent to PQS as this is the Eaton manufacturers agent for
NCDIT's area. Eaton technicians are the only authorized service providers that are factory trained and have proprietary diagnostic
tools and software required to properly test, maintain, and service NCDIT's battery systems. Utilizing the manufacturers
authorized service provider ensures system reliability and maintains equipment warranty requirements.
The implications of the fulfillment of this procurement are that without such coverage the Eastern Data Center is at risk of power
failure to the critical agency racks, and DIT networks and Servers supporting the citizens of NC. The end goal is for the UPS and
Battery systems to operate as reliably as possible by providing the best factory service and maintenance available.
1.1 CONTRACT TERM
The Contract shall have an initial term of one(1) years, beginning on August 24, 2026, the date of final Contract execution (the
"Effective Date") with two optional renewals.
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 two (2) additional one-year terms. The State will give the Vendor written notice of its intent to exercise
each option no later than 30 days before the end of the Contract's then-current term. In addition 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.
Quotes shall be submitted in accordance with the terms and conditions of this RFQ and any addenda issued hereto.
2.0 GENERAL INFORMATION
2.1 REQUEST FOR QUOTE DOCUMENT
This RFQ is comprised of the base RFQ document, any attachments, and any addenda released before Contract award, which are
incorporated herein by reference.
2.2 E-PROCUREMENT FEE
ATTENTION: This is NOT an NC eProcurement solicitation facilitated by the Ariba Network. The E-Procurement fee will 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/.
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 RFQ TERMS AND CONDITIONS
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 quote or otherwise. This applies to any language
appearing in or attached to the document as part of the Vendor's quote that purports to vary any terms and conditions or Vendors'
instructions herein or to render the quote non-binding or subject to further negotiation. Vendor's quote shall constitute a firm
offer that shall be held open for the period required herein ("Validity Period" above).
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Quote Number: 41- 2172090628 Vendor __________________________________________
The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this RFQ
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.
Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor's
quote as nonresponsive.
2.4 RFQ SCHEDULE
The table below shows the intended schedule for this RFQ. The State will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFQ State 6/29/26
Submit Written Questions Vendor 7/2/26
Provide Response to Questions State 7/8/26
Submit Quotes Vendor (if conducting virtual, include meeting information)
Contract Award State 7/28/26
2.5 QUOTE QUESTIONS
Upon review of the RFQ documents, Vendors may have questions to clarify or interpret the RFQ in order to submit the best quote
possible. To accommodate the Quote Questions process, Vendors shall submit any such questions by the "Submit Written
Questions" date and time provided in the RFQ 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 RFQ SCHEDULE Section of this RFQ.
Vendors will enter "RFQ #41-2172090628- - Questions" as the subject of the message. Question submittals should include a
reference to the applicable RFQ section. This is the only manner in which questions will be received.
Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888-
211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM ET to 5:00 PM ET.
Questions received prior to the submission deadline date, the State's response, and any additional terms deemed necessary by
the State will be posted in the Sourcing Tool in the form of an addendum and shall become an Addendum to this RFQ. 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 RFQ, shall be considered authoritative or binding. Vendors shall rely only on written material
contained in the RFQ and an addendum to this RFQ.
2.6 QUOTE SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Late quotes, 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 quote has been received as described in this RFQ by the
specified time and date of opening. Failure to submit a quote in strict accordance with instructions provided shall constitute
sufficient cause to reject a Vendor's quotes(s).
Vendor's quotes for this procurement must be submitted through the Sourcing Tool. For training on how to use the Sourcing Tool
to view solicitations, submit questions, develop responses, upload documents, and submit offers to the State, Vendors should go
to the following site: https://eprocurement.nc.gov/training/vendor-training
Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888-
211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM EST to 5:00 PM EST.
Tips for Using the Sourcing Tool
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Quote Number: 41- 2172090628 Vendor __________________________________________
1. Vendors should review available training and confirm that they are able to access the Sourcing Event, enter responses,
and upload files well in advance of the date and time response are due to allow sufficient time to seek assistance from
the North Carolina eProcurement Help Desk.
2. Vendors may submit their responses early to make sure there are no issues, and then submit a revised response any time
prior to the response due date and time. The State will only review the most recent response.
3. Vendors should respond to all relevant sections of the Sourcing Event. Certain questions or items are required in order to
submit a response and are denoted with an asterisk. The Sourcing Tool will not allow a response to be submitted unless
all required items are completed. The Sourcing Tool will provide error messages to help identify any required information
that is missing when response is submitted.
4. Simply saving your response in the Sourcing Tool is not the same as submitting your response to the State. Vendors should
make sure they complete the submission process and receive a message that their response was successfully submitted.
5. Only Quotes submitted through the Content Section of the Ariba Sourcing Event will be considered. Quotes submitted
through the Message Board will not be accepted or considered for award.
If confidential and proprietary information is included in the quote, also submit one (1) signed, REDACTED copy of the quote.
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.
If the Vendor does not provide a redacted version of the quote with its quote submission, the Department may release an
unredacted version if a record request is received.
2.7 QUOTE CONTENTS
Vendors shall provide responses to all questions and complete all attachments for this RFQ that require the Vendor to provide
information and upload them to the Sourcing Event in the Sourcing Tool. Vendor may not be able to submit its response in the
Sourcing Tool unless all required items are addressed. Vendors shall provide authorized signatures where requested. Failure to
provide all required items, or Vendor's submission of incomplete items, may result in the State rejecting Vendor's quote, in the
State's sole discretion.
Vendors shall upload the following items and attachments in the Sourcing Tool:
a) Cover Letter, which must contain all of the following: (i) a statement that confirms that the Vendor has read the RFQ in its
entirety, including all links, and all Addenda released in conjunction with the RFQ; (ii) a statement that the Vendor agrees to
perform in accordance with the scope of work, requirements, and specifications contained herein; and (iii) Vendor's
agreement to comply with all instructions, terms and conditions, and attachments.
b) Title Page: Include the company name, address, phone number and authorized representative along with the Quote Number.
c) Completed and signed version of all EXECUTION PAGES, along with the body of the RFQ.
d) Signed receipt pages of any addenda released in conjunction with this RFQ, if required to be returned.
e) Vendor's Response.
f) Completed version of ATTACHMENT A: PRICING FORM
g) Completed and signed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION
h) Completed and signed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR
i) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION
j) Completed and signed version of CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS and
OMB STANDARD FORM LLL
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Quote Number: 41- 2172090628 Vendor __________________________________________
2.8 ALTERNATE QUOTES
Unless provided otherwise in this RFQ, Vendor may submit alternate quotes for comparable Goods, various methods or levels of
Service(s), or that propose different options. Alternate quote must specifically identify the RFQ requirements and advantage(s)
addressed by the alternate quote. Any alternate quote, in addition to the marking described above, must be clearly marked with
the legend: "Alternate Quote # 41 2172090628- [for 'name of Vendor']". Each quote must be for a specific set of Goods and
Services and must include specific pricing. If a Vendor chooses to respond with various offerings, Vendor shall follow the specific
instructions for uploading Alternate Quotes in the Sourcing Tool.
2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS
Relevant definitions for this RFQ are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found below which are
incorporated herein by this reference.
3.0 METHOD OF AWARD AND QUOTE EVALUATION PROCESS
3.1 METHOD OF AWARD
North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the
additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all
award decisions shall be in the State's best interest.
All responsive bids will be reviewed, and award 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 herein such as but not limited to past
performance, references, and financial documents.
While the intent of this RFQ is to award a Contract(s) to a single Vendor for all line items, the State reserves the right to make
separate awards to different Vendors for one or more line items, to not award one or more line items or to cancel this RFQ 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 quotes received.
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION
While this RFQ 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 Paragraph 29. of the Instructions to Vendors entitled
COMMUNICATIONS BY VENDORS.
Each Vendor submitting a quote to this RFQ, 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
quote 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 RFQ or inquiries directed to the procurement lead named in this RFQ regarding requirements of the RFQ (prior to proposal
submission) or the status of the award (after submission) are excepted from this provision.
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