DSOHF 30-26060 Biomedical Equipment Maintenance IFB

STATE OF NORTH CAROLINA
Department of Health and Human Services - Division of State Operated
Healthcare Facilities
Invitation for Bid #: 30-26060
Onsite Biomedical Equipment Maintenance
Date of Issue: July 21, 2026
Bid Opening Date: September 09, 2026
At 2:00PM ET
Direct all inquiries concerning this IFB to:
Brooke Wells
DSOHF Procurement Specialist
Email: Brooke.Wells@dhhs.nc.gov

STATE OF NORTH CAROLINA
Invitation for Bid #
30-26060
______________________________________________________
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
Ver: 11/2025

STATE OF NORTH CAROLINA
DHHS - Division of State Operated Healthcare Facilities
Refer ALL Inquiries regarding this IFB to the Invitation for Bid No.: 30-26060
procurement lead through the Message Board in Bids will be publicly opened: 09/09/2026 2:00pm EST
the Sourcing Tool. See section 2.6 for details:
Brooke Wells
Using Agency: DHHS-DSOHF Commodity No. and Description: 851615 - Medical or Surgical
Requisition No.: TBD equipment repair
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:
Ver: 11/2025

Bid Number: 30-26060 Vendor: __________________________________________
VALIDITY PERIOD
Offer shall be valid for at least one hundred and twenty (120) days from date of bid opening, unless otherwise stated here: ___ days, or if
extended by mutual agreement 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 DHHS-DSOHF)
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Bid Number: 30-26060 Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 7
1.1 CONTRACT TERM ................................................................................................................. 7
2.0 GENERAL INFORMATION ...................................................................................................... 7
2.1 INVITATION FOR BID DOCUMENT ....................................................................................... 7
2.2 E-PROCUREMENT FEE ......................................................................................................... 7
2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS ................................ 8
2.4 IFB SCHEDULE ...................................................................................................................... 8
2.5 BID QUESTIONS .................................................................................................................... 9
2.6 BID SUBMITTAL..................................................................................................................... 9
2.7 BID CONTENTS ................................................................................................................... 10
2.8 ALTERNATE BIDS ............................................................................................................... 10
2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ............................................................... 11
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS .................................................. 11
3.1 METHOD OF AWARD .......................................................................................................... 11
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ...... 11
3.3 BID EVALUATION PROCESS .............................................................................................. 12
3.4 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................. 12
3.5 INTERPRETATION OF TERMS AND PHRASES ................................................................. 13
4.0 REQUIREMENTS ................................................................................................................... 13
4.1 PRICING ............................................................................................................................... 13
4.2 FINANCIAL STABILITY ........................................................................................................ 13
4.3 REFERENCES ...................................................................................................................... 13
4.4 BACKGROUND CHECKS .................................................................................................... 14
4.5 PERSONNEL ........................................................................................................................ 14
4.6 VENDOR'S REPRESENTATIONS ........................................................................................ 14
4.7 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................. 14
4.8 SUBCONTRACTORS ........................................................................................................... 14
4.9 SECRETARY OF STATE REGISTRATION .......................................................................... 14
5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 15
5.1 SPECIFICATIONS ................................................................................................................ 15
5.2 ADDITIONAL REQUIREMENTS ........................................................................................... 15
5.3 CERTIFICATION AND SAFETY LABELS ............................................................................ 17
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Bid Number: 30-26060 Vendor: __________________________________________
5.4 DEVIATIONS ........................................................................................................................ 17
6.0 CONTRACT ADMINISTRATION ............................................................................................ 17
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ......................................................... 17
6.2 INVOICES ............................................................................................................................. 18
6.3 POST AWARD BUSINESS REVIEW MEETINGS ................................................................. 18
6.4 CONTINUOUS IMPROVEMENT ........................................................................................... 18
6.5 PERIODIC MONTHLY REPORTS ........................................................................................ 18
6.6 ACCEPTANCE OF WORK ......................................................................................................... 18
6.7 TRANSITION ASSISTANCE ...................................................................................................... 19
6.8 DISPUTE RESOLUTION ............................................................................................................ 19
6.9 CONTRACT CHANGES ............................................................................................................. 19
6.10 ATTACHMENTS ....................................................................................................................... 19
ATTACHMENT A-1: PRICING ........................................................................................................... 20
ATTACHMENT A-2: PRICING ........................................................................................................... 21
ATTACHMENT A-3: PRICING ........................................................................................................... 22
ATTACHMENT A-4: PRICING ........................................................................................................... 23
ATTACHMENT A-5: PRICING ........................................................................................................... 24
ATTACHMENT A-6: PRICING ........................................................................................................... 25
ATTACHMENT A-7: PRICING ........................................................................................................... 26
ATTACHMENT A-8: PRICING ........................................................................................................... 27
ATTACHMENT A-9: PRICING ........................................................................................................... 28
ATTACHMENT A-10: PRICING ......................................................................................................... 29
ATTACHMENT A-11: PRICING ......................................................................................................... 30
ATTACHMENT A-12: PRICING ......................................................................................................... 31
ATTACHMENT A-13: COMBINED PRICING ..................................................................................... 32
ATTACHMENT B: INSTRUCTIONS TO VENDORS .......................................................................... 33
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS .................................. 33
ATTACHMENT D: CUSTOMER REFERENCE FORM ...................................................................... 34
ATTACHMENT E: LOCATION OF WORKERS UTILIZED BY VENDOR .......................................... 35
ATTACHMENT F: CERTIFICATION OF FINANCIAL CONDITION ................................................... 36
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Bid Number: 30-26060 Vendor: __________________________________________
ATTACHMENT G: FACILITY EQUIPMENT LISTS ............................................................................ 37
ATTACHMENT H: STATE CERTIFICATIONS................................................................................... 38
ATTACHMENT I: STATE OF NORTH CAROLINA SUBSTITUTE W-9 FORM .................................. 39
ATTACHMENT J: DSOHF POLICY IC 182 INFECTION PREVENTION AND CONTROL
ATTESTATION FORM ........................................................................................................... 42
ATTACHMENT K: DHHS ENVIRONMENTAL HEALTH & SAFETY HANDBOOK FOR
CONTRACTORS .................................................................................................................... 55
Ver: 11/2025 6

Bid Number: 30-26060 Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
This Invitation for Bids (IFB) is to solicit competitive bids from qualified Vendors to provide an onsite biomedical equipment
maintenance program for the Division of State Operated Healthcare Facilities. Services will include preventative maintenance,
evaluation, consultation and repairs.
The following DSOHF locations are a part of this Contract:
Psychiatric Hospitals
Broughton Hospital, Morganton, NC
Central Regional Hospital, Butner, NC
Cherry Hospital- Goldsboro, NC
Neuro-Medical Treatment Centers
Black Mountain Center, Black Mountain, NC
Longleaf Center, Wilson, NC
O'Berry Center, Goldsboro, NC
Developmental Centers:
J. Iverson Riddle Center, Morganton, NC
Caswell Center, Kinston, NC
Murdoch Center, Butner, NC
Alcohol and Drug Abuse Treatment Centers (ADATCs)
Julian F. Keith ADATC, Black Mountain, NC
Walter B. Jones ADATC, Greenville, NC
Residential Schools
Whitaker School, Butner, NC
The intent of this solicitation is to award an Agency Specific Contract.
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 October 01, 2026, whichever is later.
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?
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Bid Number: 30-26060 Vendor: __________________________________________
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.
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 07/21/2026
Submit Written Vendor 08/06/2026 11:00am EST
Questions
Provide Response to State 08/13/2026 5:00pm EST
Questions
Submit Bids Vendor 09/09/2026 2:00pm EST
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Ver: 11/2025 8

Bid Number: 30-26060 Vendor: __________________________________________
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2.5 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 # 30-26060 - 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.
2.6 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.
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