IFB 3D-26040R Freezer Rebuild

STATE OF NORTH CAROLINA
DHHS - DIVISION OF STATE OPERATED HEALTHCARE FACILITIES
Longleaf Neuro-Medical Treatment Center
Invitation for Bid #: 3D-26040R
WALK-IN FREEZER CONDENSING UNIT AND REBUILD
Date of Issue: May 21, 2026
Bid Opening Date: June 5, 2026
At 1:00 PM ET
Direct all inquiries concerning this IFB to:
Brittany Maiquez
Procurement Officer
Email: Brittany.maiquez@dhhs.nc.gov
Phone: 252-206-2461

STATE OF NORTH CAROLINA
Invitation for Bid #
3D-26040R
______________________________________________________
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
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Bid Number: 3D-26040R Vendor: __________________________________________
STATE OF NORTH CAROLINA
DHHS - Division of State Operated Healthcare Facilities
Longleaf Neuro-Medical Treatment Center
Refer ALL Inquiries regarding this IFB to the procurement Invitation for Bids # 3D-26040R
lead through the Message Board in the Sourcing Tool. Bids will be virtually opened on: June 5, 2026 at 1:00 PM
See section 2.6 for details:
Brittany Maiquez
Using Agency: Longleaf Neuro-Medical Treatment Center Commodity No. and Description: 731521 Manufacturing
Requisition No.: TBD Equipment maintenance and repair service
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 Ariba Sourcing Tool.
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: 3D-26040 Vendor: __________________________________________
VALIDITY PERIOD
Offer shall be valid for at least sixty (60) days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual
agreement of the parties in writing. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this IFB.
ACCEPTANCE OF BIDS
If your bid is accepted, all provisions of this IFB, along with the written results of any negotiations, shall constitute the written agreement between
the parties ("Contract"). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply. Depending upon the
Goods or Services being offered, other terms and conditions may apply, as mutually agreed.
FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on
the attached certification, by ____________________________________________________________________.
(Authorized Representative of Longleaf Neuro-Medical Treatment Center)
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Bid Number: 3D-26040 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 ............................................................................................................................... 6
2.6 BID QUESTIONS ..................................................................................................................... 7
2.7 BID SUBMITTAL ..................................................................................................................... 7
2.8 BID CONTENTS ...................................................................................................................... 8
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 .............................................................................................. 10
3.4 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................. 10
3.5 INTERPRETATION OF TERMS AND PHRASES .................................................................. 11
4.0 REQUIREMENTS ................................................................................................................... 11
4.1 PRICING ................................................................................................................................ 11
4.2 FINANCIAL STABILITY ........................................................................................................ 11
4.3 HUB PARTICIPATION .......................................................................................................... 11
4.4 REFERENCES ...................................................................................................................... 11
4.5 BACKGROUND CHECKS ..................................................................................................... 12
4.6 PERSONNEL ......................................................................................................................... 12
4.7 VENDOR'S REPRESENTATIONS ........................................................................................ 12
4.8 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................. 12
4.9 SUBCONTRACTORS ............................................................................................................ 12
4.10 SECRETARY OF STATE REGISTRATION ........................................................................... 13
5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 13
5.1 SCOPE OF WORK ................................................................................................................ 13
5.2 SPECIFICATIONS ................................................................................................................. 13
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Bid Number: 3D-26040 Vendor: __________________________________________
5.3 CERTIFICATION AND SAFETY LABELS ............................................................................. 14
5.4 DEVIATIONS ......................................................................................................................... 14
6.0 CONTRACT ADMINISTRATION............................................................................................. 15
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ......................................................... 15
6.2 INVOICES .............................................................................................................................. 15
6.3 CONTINUOUS IMPROVEMENT ............................................................................................ 15
6.4 ACCEPTANCE OF WORK ................................................................................................... 16
6.5 DISPUTE RESOLUTION ....................................................................................................... 16
6.6 CONTRACT CHANGES ........................................................................................................ 16
6.7 ATTACHMENTS .................................................................................................................... 16
ATTACHMENT A: PRICING............................................................................................................... 16
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Bid Number: 3D-26040 Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The intent of this solicitation is to obtain competitive pricing from qualified Vendors and award an Agency Contract for the
provision of providing and installing a replacement condensing system to a Kolpak Commercial Walk-In Freezer Model EL26-099-
DDAE for Longleaf Neuro-Medical Treatment Center located at 4761 Ward Boulevard, Wilson, North Carolina.
The Longleaf Neuro-Medical Treatment Center provides services to adults with chronic and complex medical conditions and/or
behavioral conditions that coexist with neurocognitive disorders related to a diagnosis of Alzheimer's disease and related
Dementias or neurodevelopmental disorders related to intellectual and developmental disability. These diagnoses make other
living arrangements in the community unrealistic due to the health and physical status of the residents requiring 24-hour
supervision, daily nursing assessment and assistance with activities of daily living.
1.1 CONTRACT TERM
The Contract shall commence on the date of the final Contract execution (the "Effective Date") and shall continue until the
completion of all work as specified in Section 5.0 Specifications and Scope of Work.
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: This is an NC eProcurement solicitation facilitated by the Ariba Network. 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/.
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 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.
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Bid Number: 3D-26040 Vendor: __________________________________________
Other than through the process of negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate or
consider any additional or modified terms and conditions submitted with Vendor's bid or otherwise. This applies to any language
appearing in or attached to the document as part of the Vendor's bid that purports to vary any terms and conditions or Vendors'
instructions herein or to render the bid non-binding or subject to further negotiation. Vendor's bid shall constitute a firm offer
that shall be held open for the period required herein ("Validity Period" above).
The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this IFB Response,
the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall
have no force or effect, and will be disregarded unless expressly agreed upon during negotiations and incorporated by way of a
Best and Final Offer (BAFO). Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient
grounds to reject Vendor's bid as nonresponsive.
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 May 21, 2026
Hold Pre-Bid State May 28, 2026 at 11:00 AM
Meeting/Site Visit
Submit Written Vendor May 29, 2026 at 3:00 PM
Questions
Provide Response to State June 2, 2026
Questions
Submit Bids Vendor June 5, 2026 at 1:00 PM Microsoft Teams meeting
Microsoft Teams meeting
Join:
https://teams.microsoft.com/meet/211217546837698?p=wNx33XyMm4xk9IUvPe
Meeting ID: 211 217 546 837 698
Passcode: LR2QT3u8
Need help? | System reference
Dial in by phone
+1 984-204-1487,,926642970# United States, Raleigh
Find a local number
Phone conference ID: 926 642 970#
Join on a video conferencing device
Tenant key: ncgov@m.webex.com
Video ID: 113 950 669 6
More info
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Contract Award State TBD
2.5 SITE VISIT
Urged and Cautioned Site Visit
Date: May 28, 2026
Time: 11:00 AM Eastern Time
Location: 4761 Ward Boulevard
Wilson, North Carolina 27893
Contact #: 252-206-2461
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Bid Number: 3D-26040 Vendor: __________________________________________
Instructions: Vendor representatives are URGED and CAUTIONED to visit the site 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 this 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.
Vendor is cautioned that any information released to attendees during the site visit, other than that involving the physical aspects
of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this IFB, must be confirmed by
written addendum before it can be considered to be a part of this IFB and any resulting contract.
2.6 BID QUESTIONS
Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best bid
possible. To accommodate the Bid Questions process, Vendors shall submit any such questions by the "Submit Written Questions"
date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum.
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 IFB SCHEDULE Section of this IFB.
Vendors will enter "IFB # 3D-26040 - Questions" as the subject of the message. Question submittals should include a reference to
the applicable IFB 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 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. Failure to submit a bid in strict accordance with instructions provided shall constitute sufficient cause
to reject a Vendor's bids(s). Solicitation responses are subject to Sealed Bidding requirements.
Vendor's bids 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
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.
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Bid Number: 3D-26040 Vendor: __________________________________________
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 Bids submitted through the Content Section of the Ariba Sourcing Event will be considered. Bids submitted
through the Message Board will not be accepted or considered for award.
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.
If the Vendor does not provide a redacted version of the bid with its bid submission, the Department may release an unredacted
version if a record request is received.
2.8 BID CONTENTS
Vendors shall provide responses to all questions and complete all attachments for this IFB 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 bid, in the State's
sole discretion.
Vendors shall upload the following items and attachments in the Sourcing Tool:
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) Completed version of ATTACHMENT A: PRICING
d) Completed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION
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
h) Completed and signed version of ATTACHMENT H: STATE CERTIFICATIONS
i) Completed and signed version of ATTACHMENT I: STATE OF NORTH CAROLINA SUBSTITUTE W9
j) Signed version of ATTACHMENT J: DHHS ENVIRONMENTAL, HEALTH, AND SAFETY HANDBOOK FOR CONTRACTORS
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. 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, Vendor shall follow the specific instructions for uploading Alternate Bids in the
Sourcing Tool.
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 in the Sourcing Tool,
which are incorporated herein by this reference.
The following definitions, acronyms, and abbreviations are also relevant to this IFB:
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