45-RQ274655 - NC Sales and Use Coupon Books

STATE OF NORTH CAROLINA INVITATION FOR BIDS 45-RQ274655
DEPARTMENT OF REVENUE
Offers will be publicly opened: Wednesday,
Tax Administration Division
October 21, 2026 @2:00PM
Issue Date: Wednesday, September 23, 2026
Refer ALL inquiries regarding this IFB to: Commodity Number: 821215 - Printing
Cynthia Leonard
Description: NC Sales and Use Coupon Books
Cynthia.Leonard@ncodor.gov
919-814-1389 Using Agency: Department of Revenue
Requisition No.: RQ274655
OFFER AND ACCEPTANCE
The State seeks offers for the goods and/or related services described in this solicitation. The State's acceptance
of any offer must be demonstrated by execution of the acceptance found below and any subsequent Request
for Best and Final Offer, if issued. Acceptance shall create a contract having an order of precedence as follows:
In cases of conflict between documents comprising the contract, the order of precedence shall be (1) Best and
Final Offers, if any, (2) special terms and conditions specific to this IFB, (3) specifications, (4) Department of
Information Technology Terms and Conditions of this IFB, and (5) the agreed portions of the awarded Vendor's
offer. No contract shall be binding on the State until an encumbrance of funds has been made for
payment of the sums due under the contract.
EXECUTION
In compliance with this Invitation for Bid ("IFB"), and subject to all the conditions herein, the undersigned offers
and agrees to furnish any or all Services or goods upon which prices are offered, at the price(s) offered herein,
within the time specified herein. By executing this offer, I certify that this offer is submitted competitively and
without collusion.
Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable.
OFFEROR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY, STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL.
NO
PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:
AUTHORIZED SIGNATURE: DATE: E-MAIL:
Offer valid for sixty (60), days from date of offer opening unless otherwise stated here: ____ days
ACCEPTANCE OF OFFER
If any or all parts of this IFB are accepted, an authorized representative of Department of Revenue shall affix their
signature hereto. A copy of this acceptance will be forwarded to the successful vendor(s).
FOR STATE USE ONLY
Offer accepted and contract awarded this ______ day of _____________________, 20____, as indicated on attached certification,
by _____________________________________________ (Authorized representative of Department of Revenue).

IFB Number: 45-RQ274655
TABLE OF CONTENTS
1.0 INTENT, USE, DURATION AND SCOPE .............................................................................................. 4
2.0 GENERAL INFORMATION .................................................................................................................... 4
2.1. VENDOR QUESTIONS .......................................................................................................................... 4
2.3. ADDENDA .............................................................................................................................................. 4
2.4. OFFER SUBMITTAL ............................................................................................................................... 4
2.5. BASIS FOR REJECTION........................................................................................................................ 5
2.6. LATE OFFERS ....................................................................................................................................... 5
2.7. NON-RESPONSIVE OFFERS ................................................................................................................ 5
2.8. NOTICE TO VENDORS .......................................................................................................................... 6
2.9. E-PROCUREMENT SOLICITATION ....................................................................................................... 6
2.10. POSSESSION AND REVIEW ............................................................................................................... 6
2.12. BEST AND FINAL OFFERS (BAFO) .................................................................................................... 6
2.13. AWARD ................................................................................................................................................ 7
2.14. POINTS OF CONTACT ........................................................................................................................ 7
3.0 SPECIFICATIONS ................................................................................................................................. 7
3.1. VENDOR STANDARD AGREEMENT(S) ................................................................................................ 7
3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S. - DISCLOSURE STATEMENT ....................... 8
3.3. E-VERIFY .............................................................................................................................................. 9
3.4. SECURITY SPECIFICATIONS .............................................................................................................. 9
3.5. ENTERPRISE ARCHITECTURE SPECIFICATIONS .............................................................................. 9
3.6. ENTERPRISE, SERVICES, AND STANDARDS ................................................................................... 10
3.7. PRODUCT RECALL - Reserved ......................................................................................................... 10
3.8. CONTRACT TERM ............................................................................................................................... 10
3.9. DELIVERY ............................................................................................................................................ 10
3.10. INVOICES .......................................................................................................................................... 10
3.11. REFERENCES ................................................................................................................................... 10
3.12. SPECIFICATIONS .............................................................................................................................. 11
4.0 . FURNISH AND DELIVER .................................................................................................................. 11
5.0 . ADDITIONAL INFORMATION ............................................................................................................ 14
5.1. HISTORICALLY UNDERUTILIZED BUSINESSES ............................................................................... 14
5.2. RECYCLED CONTENT ........................................................................................................................ 14
5.3. ENERGY STAR PRODUCTS - Reserved. .......................................................................................... 15
6.0 DEPARTMENT OF INFORMATION TECHNOLOGY INSTRUCTIONS TO VENDORS ....................... 15
7.0 DEPARTMENT OF INFORMATION TECHNOLOGY TERMS AND CONDITIONS .............................. 17
Attachment A: Statement of Work for Print Services ................................................................................... 28
1.0 SCOPE OF WORK .............................................................................................................................. 28
2.0 PERIOD OF PERFORMANCE ............................................................................................................. 30
Page 2 of 38 Version October 9, 2025

IFB Number: 45-RQ274655
3.0 PLACE OF PERFORMANCE ............................................................................................................... 30
4.0 SPECIFIC REQUIREMENTS ............................................................................................................... 31
5.0 IT SECURITY REQUIREMENTS .......................................................................................................... 37
6.0 NCDOR RESPONSIBILITIES .............................................................................................................. 37
7.0 CHANGE CONTROL PROCEDURE .................................................................................................... 37
8.0 POINTS OF CONTACT ....................................................................................................................... 38
Page 3 of 38 Version October 9, 2025

IFB Number: 45-RQ274655
1.0 INTENT, USE, DURATION AND SCOPE
The purpose of this Invitation for Bid is to obtain pricing for and procure North Carolina Sales and Use
Coupon Books for the North Carolina Department of Revenue ("NCDOR"). Coupon booklets provide
preprinted forms for sales and use tax registrants to facilitate the filing and paying of sales and use tax
in a timely and efficient manner. Each booklet provides sales and use tax preprinted forms for an entire
year which serves as a reminder to each registrant to file and pay their sales and use tax liability.
Quantities are estimates and the Goods and Services will be provided in accordance with the terms and
conditions of this IFB.
2.0 GENERAL INFORMATION
2.1. VENDOR QUESTIONS
All inquiries regarding the solicitation specifications or requirements are to be addressed to the
contact person listed on Page One of this solicitation. Vendor contact regarding this Solicitation with
anyone other than the contact person listed on Page One of this Solicitation may be grounds for
rejection of said Vendor's offer.
Written questions concerning this Solicitation will be received until ____Wednesday, October 7, 2026,
at ___5:00PM Eastern Time. They must be submitted to the contact person listed on Page One of
this Solicitation. Please enter "Questions Solicitation 45-RQ274655" as the subject for the message.
Questions should be submitted in the following format:
REFERENCE VENDOR QUESTION
RFP Section,
Page Number
2.3. ADDENDA
The State may issue addenda if Vendor questions are permitted as described above, or if additional
terms, specifications, or other changes are necessary for this procurement. It is important that all
Vendors bidding on this IFB periodically check the NC eVP for any and all Addenda that may be
issued prior to the offer opening date. All addenda shall become an Addendum to this IFB.
2.4. OFFER SUBMITTAL
Due Date: October 21, 2026
Time: 2:00PM Eastern Time
Microsoft Teams meeting
Join: https://teams.microsoft.com/meet/255909958466485?p=2hsP9cKez2rPSdqPMr
Meeting ID: 255 909 958 466 485
Passcode: 5Qo3Z54X
Need help? | System reference
Dial in by phone
+1 919-670-0492,,92901755# United States, Raleigh
Find a local number
Phone conference ID: 929 017 55#
IMPORTANT NOTE: Vendor shall bear the risk for late submission due to unintended or
unanticipated delay-whether submitted electronically, delivered by hand, U.S. Postal Service,
Page 4 of 38 Version October 9, 2025

IFB Number: 45-RQ274655
courier or other delivery service. Vendor must include all the pages of this solicitation in their
response. It is the Vendor's sole responsibility to ensure its offer has been delivered to this Office
by the specified time and date of opening. Any proposal delivered after the proposal deadline will be
rejected.
Offer Submission Details:
Sealed offers, subject to the conditions made a part hereof, will be received via the Ariba Sourcing
Tool until 2:00pm Eastern Time on the day of opening and then opened, for furnishing and delivering
the commodity as described herein. Offers must be submitted with the Execution page signed and
dated by an official authorized to bind the Vendor's firm. Failure to return a signed offer shall result
in disqualification.
Attempts to submit a proposal via facsimile (FAX) machine, telephone, or email in response
to this IFB shall NOT be accepted.
a) All File names should start with the vendor's name first, in order to easily determine all the files to
be included as part of the vendor's response. For example, files should be named as follows:
Vendor Name-your file name.
b) File contents SHALL NOT be password protected, the file formats must be in .PDF, .jpeg, or png
format, and shall be capable of being copied to other sources.
c) If the vendor's proposal contains any confidential information (as defined in Section 7.0,
Paragraph #18), then the vendor must provide one (1) signed, original electronic offer and one (1)
redacted electronic copy.
2.5. BASIS FOR REJECTION
Pursuant to 9 NCAC 06B.0401, the State reserves the right to reject any and all offers, in whole or
in part; by deeming the offer unsatisfactory as to quality or quantity, delivery, price or service offered;
non-compliance with the specifications or intent of this solicitation; lack of competitiveness; error(s)
in specifications or indications that revision would be advantageous to the State; cancellation or
other changes in the intended project, or other determination that the proposed requirement is no
longer needed; limitation or lack of available funds; circumstances that prevent determination of the
best offer; or any other determination that rejection would be in the best interest of the State. Vendor
contact regarding this IFB with anyone other than NCDOR Procurement staff may be grounds for
rejection of said Vendor's offer.
2.6. LATE OFFERS
Regardless of cause, late offers will not be accepted and will automatically be disqualified from
further consideration. It shall be the Vendor's sole risk to ensure delivery at the designated office by
the designated time. Late offers will not be opened and may be returned to the Vendor at the
expense of the Vendor or destroyed if requested.
2.7. NON-RESPONSIVE OFFERS
Vendor offers will be deemed non-responsive by the State and will be rejected without further
consideration or evaluation if statements such as the following are included:
* "This offer does not constitute a binding offer",
* "This offer will be valid only if this offer is selected as a finalist or in the competitive range",
* "Vendor does not commit or bind itself to any terms and conditions by this submission",
* "This document and all associated documents are non-binding and shall be used for discussion
purposes only",
Page 5 of 38 Version October 9, 2025

IFB Number: 45-RQ274655
* "This offer will not be binding on either party until incorporated in a definitive agreement signed
by authorized representatives of both parties", or
* A statement of similar intent.
2.8. NOTICE TO VENDORS
The State objects to and will not be required to evaluate or consider any additional terms and
conditions not previously agreed to by the State and submitted with an Offeror's response.
This applies to any language appearing in or attached to the document as part of the Offeror's
response. By execution and delivery of this Invitation for Bids and response(s), the Offeror
agrees that any additional terms and conditions, whether submitted purposely or
inadvertently, shall have no force or effect.
2.9. E-PROCUREMENT SOLICITATION
This is an E-Procurement solicitation. See Paragraph #47 of the attached Department of
Information Technology Terms and Conditions.
The Terms and Conditions made part of this solicitation contain language necessary for the
implementation of North Carolina's statewide E-Procurement initiative. It is the Vendor's
responsibility to read these terms and conditions carefully and to consider them in preparing the offer.
By signature vendor acknowledges acceptance of all terms and conditions including those related to
E-Procurement.
a) General information on the E-Procurement service can be found at http://eprocurement.nc.gov/
b) Within two days after notification of award of a contract, vendor must register in NC E-
Procurement @ Your Service at the following web site: https://vendor.ncgov.com/vendor/login
c) As of the IFB submittal date, the Vendor must be current on all e-Procurement fees. If the Vendor
is not current on all E-Procurement fees, the State may disqualify the Vendor from participation
in this IFB.
2.10. POSSESSION AND REVIEW
During the evaluation period and prior to award, possession of the bids and accompanying
information is limited to personnel of the issuing agency, and to the committee responsible for
participating in the evaluation. Vendors who attempt to gain this privileged information, or to
influence the evaluation process (i.e. assist in evaluation) will be in violation of purchasing rules
and their offer will not be further evaluated or considered.
After award of contract the complete bid file will be available to any interested persons with the
exception of trade secrets, test information or similar proprietary information as provided by statute
and rule. Any proprietary or confidential information, which conforms to exclusions from public
records as provided by N.C.G.S. 132-1.2 must be clearly marked as such in the offer when
submitted.
2.12. BEST AND FINAL OFFERS (BAFO)
The State may establish a competitive range based upon evaluations of offers, and request BAFOs
from the Vendor(s) within this range; e.g. "Finalist Vendor(s)". If negotiations or subsequent offers
are solicited, the Vendor(s) shall provide BAFO(s) in response. Failure to deliver a BAFO when
requested shall disqualify the non-responsive Vendor from further consideration. The State will
evaluate BAFO(s), oral presentations, and product demonstrations as part of the Vendors'
respective offers to determine the final rankings.
Page 6 of 38 Version October 9, 2025

IFB Number: 45-RQ274655
2.13. AWARD
It is the general intent to award this contract to one Vendor. As provided by statute, award will be
based on Best Value Analysis, Lowest Price Technically Acceptable Source Selection Method in
accordance with N.C.G.S. 143B-1350(h), which provides that the offer must be in substantial
conformity with the specifications herein, and 09 NCAC 06B.0302.
A link to the NC Electronic Vendor Portal (eVP) allows the public to retrieve contract award
information electronically from the web site: https://evp.nc.gov/ Results may be found by searching
by IFB number or agency name. This information may not be available for several weeks
dependent upon the complexity of the acquisition and the length of time to complete the evaluation
process.
2.14. POINTS OF CONTACT
Contact by the Offeror with the persons shown below for contractual and technical matters related
to this IFB is only permitted if expressly agreed to by the purchasing lead named on page 1, or
upon award of contract:
Vendor Contractual Point of Contact Vendor Customer Service Point of Contact (if
different than Contractual Point of Contact)
Name: Name:
Street: Street:
City, State, Zip: City, State, Zip:
Assigned Contract Manager: Assigned Contract Manager:
Email: Email:
Phone (office): Phone (office):
Phone (cell): Phone (cell):
3.0 SPECIFICATIONS
3.1. VENDOR STANDARD AGREEMENT(S)
The terms and conditions of Vendor's standard services, license, maintenance or other agreement(s)
applicable to Services, Goods, Software and other Products acquired under this Agreement may
apply to the extent such terms and conditions do not materially change the terms and conditions of
this Agreement. In the event of any conflict between the terms and conditions of this Agreement
and the Vendor's standard agreement(s), the terms and conditions of this Agreement relating to audit
and records, jurisdiction, choice of law, the State's electronic procurement application of law or
administrative rules, the remedy for intellectual property infringement and the exclusive remedies
and limitation of liability in the DIT Terms and Conditions herein shall apply in all cases and
supersede any provisions contained in Vendor's relevant standard agreement or any other
agreement. The State shall not be obligated under any standard license and/or maintenance or
other Vendor agreement(s) to indemnify or hold harmless the Vendor, its licensors, successors or
assigns; nor arbitrate any dispute, nor pay late fees, legal fees or other similar costs.
Page 7 of 38 Version October 9, 2025

IFB Number: 45-RQ274655
3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S. - DISCLOSURE STATEMENT
In accordance with the Statewide Information Security Manual (SISM), the State restricts the
location of information systems that receive, process, store, or transmit State and Federal data to
the United States which includes the following areas: US States, US Territories, US Embassies,
and US Military installations (stateside or overseas). This restriction applies to the Vendor and to
any subcontractors engaged to provide Services under this Agreement or with access to State Data.
The Vendor must ensure that its subcontractor agreements contain the same restrictions and will
be responsible for monitoring and enforcing subcontractor compliance at all times.
Pursuant to N.C.G.S. 143B-1361(b), the Vendor must complete and return this Disclosure
Statement Attachment F with its solicitation response. The Vendor may attach additional pages to
its response if needed. The State of North Carolina will evaluate Disclosure Statement Attachments
for additional risks, costs, and other factors associated with its service prior to making an award for
any such Vendor's offer. The Vendor must provide the following information in its bid response:
Vendor to complete:
a. The location of work performed under a state contract by the Vendor, any subcontractors,
employees, or other persons performing the contract and whether any of this work will be
performed outside the United States.
Click here to enter text.
b. The corporate structure and location of corporate employees and activities of the Vendor, its
affiliates or any other subcontractors.
Click here to enter text.
c. Vendor agrees to provide notice of the relocation of the Vendor, employees of the Vendor,
subcontractors of the Vendor, or other persons performing Services under a state contract
outside of the United States in the event such relocation occurs during the contract term.
Click here to enter text.
Page 8 of 38 Version October 9, 2025

IFB Number: 45-RQ274655
d. Vendor agrees that any Vendor or subcontractor providing call or contact center Services to the
State of North Carolina shall disclose to inbound callers the location from which the call or
contact center Services are being provided.
e. Will any work under this contract be performed outside the United States?
YES NO
The use of resources or workers located outside the United States is a critical security exception
that must be escalated to the State Chief Information Officer for review pursuant to N.C.G.S. 143B-
1376(c) and 143B-1320(c). These critical security exceptions are approved only in rare and
Click here to enter text.
extenuating circumstances. Vendor should account for this when preparing its response.
______________________________________________________________________________
3.3. E-VERIFY
Pursuant to N.C.G.S. 143B-1350(k), the State shall not enter into a contract unless the awarded
Vendor and each of its subcontractors comply with the E-Verify requirements of N.C.G.S. Chapter
64, Article 2. Vendors are directed to review the foregoing laws. Any awarded Vendor must submit
a certification of compliance with E-Verify to the awarding agency, and on a periodic basis thereafter
as may be required by the State.
3.4. SECURITY SPECIFICATIONS
3.4.1 SOLUTIONS HOSTED ON STATE INFRASTRUCTURE (RESERVED)
3.4.2 SOLUTIONS NOT HOSTED ON STATE INFRASTRUCTURE - (RESERVED)
3.5. ENTERPRISE ARCHITECTURE SPECIFICATIONS
3.5.1 ARCHITECTURE DIAGRAMS - Reserved
3.5.2 SOLUTION ROADMAP - Reserved
3.5.3 IDENTITY AND ACCESS MANAGEMENT - Reserved
3.5.4 INTEGRATION APPROACH - Reserved
3.5.5 DISASTER RECOVERY AND BUSINESS CONTINUITY - Reserved
3.5.6 DATA MIGRATION - Reserved
3.5.7 APPLICATION MANAGEMENT - Reserved
3.5.8 ACCESSIBILITY - Reserved
Page 9 of 38 Version October 9, 2025

IFB Number: 45-RQ274655
3.6. ENTERPRISE, SERVICES, AND STANDARDS
Agencies and vendors should refer to the Vendor Resources Page for information on North Carolina
Department of Information Technology regarding architecture, security, strategy, data, digital, identity
and access management and other general information on doing business with state IT process.
The Vendor Resources Page found at the following link: https://it.nc.gov/vendor-engagement-
resources. This site provides vendors with statewide information and links referenced throughout the
Solicitation document. Agencies may request additional information.
3.7. PRODUCT RECALL - Reserved
3.8. CONTRACT TERM
A contract awarded pursuant to this IFB shall have an effective date as provided in the Notice of
Award. The term shall be three (3) years, invoiced annually, and will expire upon the anniversary
date of the effective date unless otherwise stated in the Notice of Award, or unless terminated
earlier. The State retains the option to extend this contract for two (2) additional one (1) year periods
at its sole discretion.
3.9. DELIVERY
Successful Vendor will start the scope of work within thirty (30) consecutive calendar dates after
receipt of purchase order to the following locations: 501 N. Wilmington Street, Raleigh, NC 27604
Delivery of coupon books will be according to the schedule outlined in Paragraph 1.3 of the
Statement of Work, attached as Attachment A.
If circumstances beyond the control of the contractor result in a late delivery, it is the responsibility
and obligation of the contractor to notify the Purchasing Agent listed on the purchase order, in
writing, immediately upon determining delay of shipment. The written notification should indicate
the anticipated delivery dated.
3.10. INVOICES
Invoices shall be submitted via email to dorbilling@ncdor.gov and include detailed line item
information to allow Buyer to verify pricing at point of receipt matches the correct price from the
original date of order. At a minimum, the following fields shall be included on all invoices:
Vendor's Billing Address, Customer Account Number, NC Contract Number, Order Date, Buyer's
Order Number, Vendor Part Numbers, Item Descriptions, Price, Quantity, and Unit of Measure.
3.11. REFERENCES
Vendor shall provide at least three (3) references for which it has provided goods and services of
substantially the same features and quantity as those solicited herein. The State may contact one
or more of these references to determine whether the goods provided are substantially similar to
those bid herein and Vendor's performance has been satisfactory. Information obtained may be
considered in evaluation of the bids.
COMPANY NAME CONTACT NAME EMAIL ADDRESS TELEPHONE NUMBER
Page 10 of 38 Version October 9, 2025