Advertising Service

STATE OF NORTH CAROLINA
North Carolina State Ports Authority
Request for Proposal #: 53-26-044
Advertising Services
Date of Issue: July 28, 2026
Proposal Opening Date: August 18, 2026
At 4:00PM ET
Direct all inquiries concerning this RFP to:
Marie Humphrey
Purchasing Manager
Email: marie.humphrey@ncports.com
Phone: 910-746-6420 Direct

STATE OF NORTH CAROLINA
Request for Proposal #
53-26-044
______________________________________________________
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 proposal.
Failure to do so may subject your proposal 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
Sealed, mailed responses ONLY will be accepted for this solicitation.
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STATE OF NORTH CAROLINA
Division of North Carolina State Ports Authority
Refer ALL Inquiries regarding this RFP to: Request for Proposal #: 53-26-044
Marie Humphrey Proposals will be publicly opened: Monday, August 18, 2026, at 4:00PM
Marie.humphrey@ncports.com ET
Using Agency: North Carolina State Ports Commodity No. and Description: 8210 Advertising Services
Authority (The Authority)
Requisition No.:
EXECUTION
In compliance with this Request for Proposals (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 proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies that:
this proposal 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 proposal, 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 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 RFP, 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 proposal, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL
TERMS AND CONDITIONS incorporated herein. These documents can be accessed from the ATTACHMENTS page within this document.
Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals 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):
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Proposal Number: RFP # 53-26-044 Vendor: __________________________________________
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 150 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 RFP.
ACCEPTANCE OF PROPOSAL
If your proposal 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 this________ day of __________, 20____, as indicated on
The attached certification, by ____________________________________________________________________.
(Authorized Representative of North Carolina State Ports Authority (The Authority)
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Proposal Number: RFP # 53-26-044 Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ........................................................................... 6
2.0 GENERAL INFORMATION ................................................................................... 6
2.1 REQUEST FOR PROPOSAL DOCUMENT.................................................................................... 6
2.2 E-PROCUREMENT FEE - RESERVED .......................................................................................... 6
2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ........................................... 6
2.4 RFP SCHEDULE ........................................................................................................................ 7
2.5 PROPOSAL QUESTIONS ........................................................................................................... 7
2.6 PROPOSAL SUBMITTAL ........................................................................................................... 7
2.7 PROPOSAL CONTENTS............................................................................................................. 9
2.8 ALTERNATE PROPOSALS ......................................................................................................... 9
2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS .................................................................... 9
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ........................... 9
3.1 METHOD OF AWARD .......................................................................................................... 9
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ................ 10
3.3 PROPOSAL EVALUATION PROCESS .................................................................................... 10
3.4 EVALUATION CRITERIA ...................................................................................................... 11
3.5 PERFORMANCE OUTSIDE THE UNITED STATES ................................................................... 11
3.6 INTERPRETATION OF TERMS AND PHRASES ....................................................................... 12
4.0 REQUIREMENTS ............................................................................................... 12
4.1 PRICING ............................................................................................................................ 12
4.2 FINANCIAL STABILITY ........................................................................................................ 12
4.3 VENDOR CORPROATE BACKGROUND AND EXPERIENCE ..................................................... 12
4.4 REFERENCES ..................................................................................................................... 13
4.5 BACKGROUND CHECKS ...................................................................................................... 13
4.6 PERSONNEL ...................................................................................................................... 14
4.7 VENDOR'S REPRESENTATIONS .......................................................................................... 14
4.8 AGENCY INSURANCE REQUIREMENTS MODIFICATION ....................................................... 14
4.9 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS ............................................... 15
4.10 SUBCONTRACTORS ........................................................................................................... 15
4.11 SECRETARY OF STATE REGISTRATION ................................................................................ 15
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Proposal Number: RFP # 53-26-044 Vendor: __________________________________________
4.12 TRANSITION PERIOD.....................................................................................................................18
5.0 SPECIFICATIONS AND SCOPE OF WORK ........................................................... 15
5.1 GENERAL .......................................................................................................................... 15
5.2 SPECIFICATIONS.................................................................................................................................17
5.2.1 MARKET RESEARCH........................................................................................................... 17
5.2.2 STRATEGIC MARKET PLANNING ........................................................................................ 17
5.2.3 FULL MEDIA, CREATIVE, AND PRODUCTION SERVICES ....................................................... 17
5.2.4 MEDIA, PLANNING AND BUYING ....................................................................................... 17
5.2.5 CREATIVE ABILITY ............................................................................................................. 17
5.2.6 WEBMASTER .................................................................................................................... 17
5.2.7 PUBLIC RELATIONS ............................................................................................................ 17
5.2.8 COPY ................................................................................................................................ 18
5.2.9 ILLUSTRATION ................................................................................................................. 18
5.3 TASKS/DELIVERABLES ....................................................................................................... 18
5.4 PROJECT STAFFING & ORGANIZATION ............................................................................... 19
5.5 TECHNICAL APPROACH ..................................................................................................... 19
6.0 CONTRACT ADMINISTRATION ......................................................................... 19
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ............................................................... 19
6.2 INVOICES .......................................................................................................................... 20
6.3 POST AWARD BUSINESS REVIEW MEETINGS ...................................................................... 20
6.4 CONTINUOUS IMPROVEMENT .......................................................................................... 20
6.5 PERIODIC REPORTS ........................................................................................................... 20
6.6 ACCEPTANCE OF WORK ..................................................................................................... 21
6.7 TRANSITION ASSISTANCE .................................................................................................. 21
6.8 DISPUTE RESOLUTION ....................................................................................................... 21
6.9 CONTRACT CHANGES ........................................................................................................ 21
7.0 ATTACHMENTS ................................................................................................ 22
ATTACHMENT A: PRICING ......................................................................................... 22
ATTACHMENT B: INSTRUCTIONS TO VENDORS .......................................................... 22
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS....................... 22
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Proposal Number: RFP # 53-26-044 Vendor: __________________________________________
ATTACHMENT D: CUSTOMER REFERENCE FORM ....................................................... 22
ATTACHMENT E: LOCATION OF WORKERS UTILIZED BY VENDOR .............................. 22
ATTACHMENT F: CERTIFICATION OF FINANCIAL CONDITION ..................................... 22
ATTACHMENT G : BID SUBMITTAL CHECKLIST ........................................................... 22
LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS ...................................... 22
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Proposal Number: RFP # 53-26-044 Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The North Carolina State Ports Authority (hereafter, "the Authority") is seeking an advertising agency to develop, manage, and
place advertising campaigns that support its business and economic development initiatives. The selected agency will enhance
the Authority's communications efforts, execute additional promotional activities as needed, and assist with intermittent public
relations advice as needed. The Authority's advertising program includes market research, ad production, video production,
digital media, collateral/sales materials, exhibits and print advertising in international, state and local publications and other
communications and external functions as needed. The goal is to partner with an agency that can build and maintain positive
awareness of the Authority by developing an integrated advertising and communications plan. This plan should maximize
exposure for the Authority's message to key audiences including the shipping industry, targeted vertical sectors, State legislators,
business decision makers and citizens across the State.
The intent of this solicitation is to award an Agency Contract to a single 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")
or ______ , whichever is later. The Vendor shall begin work under the Contract within thirty (30) business days of the Effective
Date.
At the end of the Contract's initial term, the State has 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 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.
Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.
2.0 GENERAL INFORMATION
2.1 REQUEST FOR PROPOSAL DOCUMENT
This 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 - RESERVED
ATTENTION: The E-Procurement fee does not apply to this solicitation.
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 are also 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 of this RFP, those must be submitted as questions in accordance
with the instructions in the PROPOSAL 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
open the possibility for later negotiation of specific provisions of the Contract that have been addressed during the question-and-
answer period, prior to contract award.
Other than through the process of negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate or
consider any additional or modified terms and conditions submitted with Vendor's proposal or otherwise. This applies to any
language appearing in or attached to the document as part of the Vendor's proposal that purports to vary any terms and conditions
or Vendors' instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor's proposal shall
constitute a firm offer that shall be held open for the period required herein ("Validity Period" above).
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Proposal Number: RFP # 53-26-044 Vendor: __________________________________________
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 upon through negotiation 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 proposal as nonresponsive.
2.4 RFP SCHEDULE
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 July 28, 2026
Submit Written Questions Vendor Tuesday, August 5, 2026, by 4:00PM
Provide Response to Questions State Friday, August 8, 2026, by 4:00PM
Submit Proposals Vendor Monday, August 18, 2026, by 4:00PM ET
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 proposal
possible. To accommodate the Proposal 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.
Written questions shall be emailed to marie.humphrey@ncports.com by the date and time specified above. Vendors should enter
"RFP # 53-26-044: Questions" as the subject for the email. Question submittals should include a reference to the applicable RFP
section and be submitted in the format shown below:
Reference Vendor Question
RFP Section, Page Number Vendor question ...?
Questions received prior to the submission deadline date, the State's response, and any additional terms deemed necessary by
the State will be posted in the form of an addendum to the electronic Vendor Portal (eVP), https://evp.nc.gov, and shall become
an Addendum to this RFP. No information, instruction or advice provided orally or informally by any State/ Authority personnel,
whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding.
Vendors shall rely only on written material contained in the RFP and an addendum to this RFP.
2.6 PROPOSAL 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 proposal has been received as described in this RFP by the
specified time and date of opening. The time and date of receipt will be marked on each proposal when received. Any proposal or
portion thereof received after the proposal deadline will be rejected.
[By Mail]
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Proposal Number: RFP # 53-26-044 Vendor: __________________________________________
Office Address of delivery by any other method (special
delivery, overnight, or any other carrier).
BID NUMBER: IFB# 53-26-044
North Carolina State Ports Authority
Attn: Marie Humphrey
Address: 2508 Burnett Blvd., Wilmington, NC 28401
CAUTION: For proposals submitted via U.S. mail, please note that the U.S. Postal Service generally does not deliver mail to a
specified street address but to the State's Mail Service Center. Vendors are cautioned that proposals sent via U.S. Mail, including
Express Mail, may not be delivered by the Mail Service Center to the agency's purchasing office on the due date in time to meet
the proposal deadline. All Vendors are urged to take the possibility of delay into account when submitting a proposal by U.S. Postal
Service, courier, or other delivery service. Attempts to submit a proposal via facsimile (FAX) machine, telephone, or email in
response to this RFP shall NOT be accepted.
a) Submit a signed, original executed proposal response, one (1) of photocopies, one (1) un-redacted copy on a flash drive and,
if required, one (1) redacted (Proprietary and Confidential Information Excluded) copy on a flash drive of your proposal
simultaneously to the address identified in the table above.
b) Submit your proposal in a sealed package. Clearly mark each package with: (1) Vendor name; (2) the RFP number; and (3) the
due date. Address the package(s) for delivery as shown in the table above. If Vendor is submitting more than one (1) proposal,
each proposal shall be submitted in separate sealed envelopes and marked accordingly. For delivery purposes, separate sealed
envelopes from a single Vendor may be included in the same outer package. Proposals are subject to rejection unless
submitted with the information above included on the outside of the sealed proposal package.
c) Copies of proposal files must be provided on separate read-only flash drives. File contents shall NOT be password protected
but shall be in .PDF or .XLS format and shall be capable of being copied to other sources.
Volume One must contain the entire Technical and Cost Proposal including any proprietary information and have the following
label affixed to the disc: 1) Vendor name; (2) the RFP# 53-26-044 number; (3) the due date; and (4) the words "Volume One -
Technical and Cost Proposal Non-Redacted
If confidential and proprietary information is included in the proposal, also submit one (1) signed, REDACTED copy of the proposal.
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 proposal with its proposal submission, the Department may release an
unredacted version if a record request is received.
The following label must be affixed to the file: (1) Vendor name; (2) the RFP #53-26-044 number; (3) the due date; and (4) the
words "Volume Three Technical and Cost Proposal- Redacted Copy".
Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a Vendor's
proposal(s). Vendors are strongly encouraged to allow sufficient time to upload proposals.
Critical updated information may be included in Addenda to this RFP. It is important that all Vendors responding to this RFP
periodically check the State's eVP website for any Addenda that may be issued prior to the bid opening date. All Vendors shall be
deemed to have read and understood all information in this RFP and all Addenda thereto.
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